So, what are the System Settings in Service Geeni?
System Settings allow you to control and configure overall settings in Service Geeni, rather than managing them at the account level. You can manage company details, notifications, rules, passwords and more. This document will give you an overview of System Settings.
Accessing System Settings
Select System Settings from the settings menu next to your display image to open it. You will find six tabs to choose from, each containing various customisation and rule setting options.
Company Address
The Company Address tab is where you can add your company details. These details are important, as the system will use these on standard documents such as invoices, so be sure to include your company logo, name and address to ensure they appear correctly.
You can edit the company address by clicking the edit icon at the bottom of the page.
This will make all the fields editable.
You can now add your company logo, company name, address, phone number, and email address to the fields displayed.
A properly typed-out address is needed as this is shown on documents produced by the system. The telephone field does not allow for spaces (If you are copying and pasting these into the field, remove before clinking off the field).
Before you finish, let's clarify if any integration packages are used or not by scrolling down the page.
KashFlow and Xero V2 are cloud-based, so if these are selected, you are taken to the online setup via their platform.
If you use an OfflineTPL service, like SAGE 50 or 200, or anything bespoke, the accounts bridge application is required. Click "Download" and choose the relevant version.
Before you exit the page, make sure to save and check if the integration has been successful. If you exit with an error, your progress will not be saved.
If you are not using any packages, choose --Select-- can click save.
Branch Maintenance
The next tab is Branch Maintenance. Branch Maintenance is used to update your branch or branches. This is essential if you are part of a bigger team with lots of sites; if you are a single-branch user, you only need to fill in this section once, and you are good to go.
If you need to edit a branch's details, click on the Action Tray and select the Edit Icon. This opens a new window with a lot of editable fields.
To get things up and running, we only need to fill in the Branch address, the other sections are covered in another workshop (Link to be added).
Default Communications
The Default Communication Centre is how the system assigns documents and sets up who can receive them and where they are sent from. The default settings specified here will apply to Customers, Sites, and Suppliers when new accounts are created. To customise the email addresses for each, you must configure them in their respective Communication Centre.
These rules simplify Service Geeni's handling of documents, such as job sheets, quotations, or reports. The Default Communication Centre creates a blanket setting for all users on the tenant.
If you want to edit specific documents for Customer, Site, or Supplier, you can do this through their own Communication Centre. Whichever way you choose to set them up, the process is the same.
The first step in setting up a document is to choose one of the many options available.
From the drop down you can select an existing template or create your own, using the Document Editor.
When it comes to sending a document, you have two main options: you can either print it or email it. If "Print" is selected, and there are no customer-specific rules set up, the document is displayed in a new browser tab as a PDF which you can download or print.
If "Email" is selected, you will need to set up the sender’s email and create an Email Template that will send the document to the email address assigned to the customer account. The same applies when setting up site and supplier documents.
Specific rules can be set up in the Customer, Site, or Supplier Communication Centre.
System Defaults
System Defaults allow you to optimise the system, creating a faster, more concise workflow.
It automatically fills in designated fields when a new record is created. In the example above, the VAT Code fields will now be populated with VAT Code 1. There are some specific settings, but generally, System Wide, Customer Details and Customer Site are used by most and should be considered during setup.
System Wide
System Wide Defaults cover VAT Codes across the entire system. Setting this up here will use the settings as the default when you create new Sites.
You can select or add a Charge Code by clicking the ellipsis (...) which opens up the Charge Code selection window.
Now you are here, you can edit one from the list via the Action Tray or create a new one with the Add button.
The VAT Code editor window will open where you will need to fill in all the fields.
The steps for creating a new one or editing are existing one are the same.
VAT Code: The VAT Code field is where you will name the Code, it is important to appropriately name it as you will be referring to it regularly. Ideally, the name will have the initials of the scenario/product or service followed by the percentage amount.
Percentage: Here you can add a value from 0-100, you can also add decimal places such as 0.5%.
Accounts using this VAT code are Zero Rated or Exempt:
Zero Rated: No VAT is added to the sale, the business can still claim back VAT on any related expenses.
Exempt: No VAT is added to the sale, the business cannot claim back VAT on any related expenses.
Description: This is a useful field to help remember what this VAT Code was for, it is for a specific customer, product or even a seasonal/ promotional code.
TPL Code: This is a code used to designate a Third-Party Liability (TPL) in relation to Value Added Tax (VAT). Specifically, this is used in situations where a third party, such as a contractor or intermediary, is responsible for collecting and remitting VAT on behalf of the end customer or supplier.
Default: This option allows you to set this code as the default VAT Code for the system.
Once satisfied, click Save and select it from the VAT Code list to add it to your System Defaults.
Customer Details
Customer Defaults affect the payment terms when creating a new Customer Record. Here you can set the default Payment Terms and Charge Codes for that Customer.
These settings can be changed on the customer record when you edit it.
Payment Terms
Payment terms are a neat way to dictate what happens and when.
First, let's set the Payment Terms.
You can add a new one with the Add button, or edit an existing one via the Edit icon in the Action Tray.
The steps for creating a new one or editing are existing one are the same.
Name the Term.
Assign the number of days to influence the Term Type.
You can then mark this as a default payment term for this Customer.
Save your session.
Finally, select your new or updated Payment Term from the list to assign it.
Currency Code
In the Currency field, click on the ellipsis to the currency list, you can choose from 10 widely used Currencies.
Charge Codes
The next three fields are for Repair, Service and Inspection Charge Codes.
Click on the ellipsis (...) to open the Charge Code list.
You can Edit an existing one from the Action Tray or create a new one with the Add button.
Do this for all three fields.
Charge Codes are covered in more detail here: Charge Codes.
Job Invoicing Options
Defines the default location to send the job invoices to, either to a Customer Account or the Site the job is for.
Priority
You can set the priority level in the Priority field, this is used to dictate response times for jobs.
From the ellipsis you you can select an existing priority.
Using the Action Tray, you can edit a current one or make a new one with the Add button.
Fill out all the necessary fields and click Save.
Choose the newly created or edited priority to select it.
Country
The Country fields dictated where the customer is based. This information is used for invoicing.
Scheduled Report
Scheduled Report allows you to choose reports from the Standard Reports or reports that you have created in SSR and decide how often, when, and who receives them via email.
This is ideal for automatically emailing monthly reports to users who aren’t always available on the system.
Complexity Rules
Complexity Rules define how complicated a user’s password needs to be when logging into the Service Geeni system. These rules apply to the Web Portal and the back-office passwords.
You can set these rules by clicking edit at the bottom of the screen.
Depending on your permissions, you can:
Set the expiry duration.
Minimum length.
Required characters.
The number of failed login attempts a user can have.
If all fields are set to zero, there are no complexity rules.