General Configuration

To reach the General Configuration window, select \Maintenance \Smart Setup \ General Configuration. You require Administrator access to view or edit these settings. Settings here either apply to the system as a whole, or (in the Service Types tab) to specified service types. Workstation-specific settings are made in the Workstation Configuration window. Operator-specific settings are made in the Operator Configuration window.

In addition to the documentation below, most of the settings have tool tips. To view a tool tip, move the mouse over the setting in question.

This window changes frequently. For the latest information, check the Release Notes.

Accounts Tab

No Billing Cycle Suppresses use of Billing Cycles.

Default Billing Cycle Sets the billing cycle to apply when a customer is first added. May be over-ridden for each customer, in the Customer Details window.

Use default Service Provider Rates
When pricing a job, if no rate has been set up for the combination of Service Provider and Service, the default rate for the service will be used (as set up after selecting \Maintenance \Services from the Main Menu).

If this box is not checked the Contractor payment for the job will be set to zero, causing the job to be highlighted in the Prepare Items for Invoicing list. The operator can then go into the Job Details window and manually specify a payment for the Contractor and/or set up a rate for this and future jobs.

When choosing this setting you should consider whether, if there is any doubt about the rate to apply, you want the contractor to go unpaid or to be paid some amount which may have to be adjusted later.

Use default Customer Rates
When pricing a job, if no rate has been set up for the combination of Customer and Service, the default rate for the service will be used (as set up after selecting \Maintenance \Services from the Main Menu).

If this box is not checked the Customer charge for the job will be set to zero, causing the job to be highlighted in the Prepare Items for Invoicing list. The operator can then go into the Job Details window and manually specify a charge and/or set up a rate for this and future jobs.

When choosing this setting you should consider whether, if there is any doubt about the rate to apply, you want the customer to be billed an interim amount which may have to be adjusted later.

Standard GST Rate
Specifies the default GST (Goods and Services Tax, a value added tax) to apply system wide. The rate can be adjusted for individual customers, services, or combinations of customers and services.

If you change the rate it applies only to services and charges created or repriced after the change. If the change is due to legislation it is likely that a SMART upgrade will be made available to ensure the change takes place at the legislated time.

Default Parts Markup Specifies the default markup to apply for parts which do not have a specified selling price. If you change the markup it only applies to services and charges created or repriced after the change.

Invoice Lock
To ensure system integrity, only one user may generate new invoices at any time. To prevent other users doing so, a system lock is applies (this is a user level lock and not a data-level lock which could affect use of other Smart functions).

The lock is normally released once invoice generation is completed. However in the event of a system failure the lock must be cleared manually by unchecking this box.

Payments
To ensure system integrity, only one user may generate new contractor Charge Listings at any time. To prevent other users doing so, a system lock is applies (this is a user level lock and not a data-level lock which could affect use of other Smart functions).

The lock is normally released once Charge Listing generation is completed. However in the event of a system failure the lock must be cleared manually by unchecking this box.

Job Details Tab

This section is subject to change. Entries mentioned below which no longer appear on this tab will be found in the 'Service Types' tab or the 'Operator Access' settings ( \Maintenance \Operator Access \ Operator Configuration ). Most of the configuration of the Job Details window is done in those two areas.

Log Internal Notes as Incidents If checked, a matching Incident will be created for a job with an Internal Note, using the Internal Note as the Incident Report.

Show Location Notes
Notes entered in the Location Details window can be displayed when opening the Job Details window, or when choosing a new location, in such a way that they require operator acknowledgement.before continuing.

If New they are only displayed when the job is first created or when a new location is selected.

If Incomplete Job is selected they are displayed as long as the job is incomplete.

The same information is available in the Instructions tab of the Job Details window, regardless of this setting.

The information displayed includes any permanent note(s) and temporary notes which apply at the time the job is being viewed. In later versions of Smart different notes can be displayed for different Service Types.

Copy Alarm Status
Enables a button in the Job Details window (Instructions tab) which copies the details in the 'Initial Status/Request' field to the Service Details field.

(The Initial Status/Request button may have a different name depending on your settings in the Field Names section (below)).

As an alternative, you may prefer to hide the 'Initial Status/Request' field altogether (so that all information is entered into the Service Details field) by changing the Service Type setting Job Details/Show Initial Status? (see below).

User with Operator access level may .. (Additional operator-specific settings are available in the 'Operator Access' settings ( \Maintenance \Operator Access \ Operator Configuration )).

Modify Due Date The date and time the job is scheduled for completion. When the job is first created, any user may change this date/time.

Allow stopped trade If checked, the operator can proceed with a job even though the selected customer is marked 'Stop Trade'.

Change Customer (Response jobs only.) Determines whether the operator is allowed to select a customer for the job. If unchecked, the customer specified in the Location Details window is used.

Change Alarm Company
The operator may change the alarm company linked to the job's location. The change applies to all past and future jobs as well as the current job. (The alarm company is specified on the Location Details window.)

Depending on your system configuration (see below) the term 'Alarm Company' may have been replaced by a different term.

Approve Enables operator access to the Checked (ops) and Checked (by Accounts) check boxes in the Job Details window. Checked (by Accounts) is on the Accounts tab which is usually hidden from users with Operator Level access.

Change response site
(Responses only) determines whether the operator is allowed to change the location for the job once one has been selected. If unchecked, the operator must cancel or abandon the job if the wrong location has been selected.

The 'Existing Response' checkbox applies once the job has been saved for the first time.

When adding new or temporary site Determines whether the operator can (or must) specify a customer.

Other settings

Order Numbers
Determines how order numbers are generated (if required).

Random means that order numbers are generated in blocks of about 100 and then randomly allocated (so that order numbers don't have a logical sequence, allowing them to be predicted).
Sequential means that each time an order number is generated the next number in order is used.

Any numbers or letters added to the Prefix field are placed at the start of the order number. The remaining digits have zeroes added before the numbers so that the numeric part of the order number is always 6 digits long.

Job Number

Letters or numbers added to the Prefix field are placed at the start of the job number.
The job number has the minimum number of digits specified in the Min Length field. If necessary, zeroes are added to the start of the job number to make it up to the minimum length. If the job number is already longer than the minimum length, this has no effect.

System Tab

Location Details - settings which apply to the Location Details window
Use Site Schedule as Order Number	Use the value entered in the Schedule field of the Location Details window as the order number for all jobs for this location. The Schedule field appears on the Other Details tab of the Location Details window. It may have a different label in your system (see Field Labels, below).
Require Alarm Company when adding Location	Force the operator to select an Alarm Company when adding a location. The term 'Alarm Company' may have been changed in your system (see Field Labels, below).
Prevent copying customer details into Location Details	Disable the button on the first page of the Location Details window which copies the customer address as the Location address.
Hide Conditions Buttons	Check this box if you want to hide the Site Conditions button in the Location Details and Job Details windows.
Hide Multiple Site Contacts	Check this box if you want to limit each Site Contact record to a single name and address (otherwise 3 are available). Check this box if you are using Notifications (or else only the first name and address will be used for automatic notifications).

Prevent Multiple Logins	If checked, an operator may not log in to more than one session of Smart. This will prevent multiple operators sharing the same login and ensure that activity is logged to the correct operator.
Log Operator	If checked, operator activity is logged.
Force Operators and Supervisors to see Reminders	Users with Operator or Supervisor access will not be able to prevent display of reminders for them.

Zetafax Support	These settings are only relevant if you are using a Zetafax Server to send faxes directly from Smart. For more information, see the Zetafax help section.

Labour Charges Tab

Time Shift Starts	These times are used when pricing Hourly Hire jobs.
Minimum Chargeable Time	This determines the minimum charge for the job.
Round to 15 minutes	If checked, times are rounded so that times from 10 minutes before the quarter hour to 5 minutes after the quarter hour are calculated as though they were on the quarter hour.
Don't autocalculate	Turns off automatic calculation of hourly hire jobs. Calculation can still be done by pressing the calculator button in the Job Details window. Use this option if you have complex calculations for hourly hire jobs which are beyond Smart's capacity.

Periodics Tab

Generate Periodics Automatically	Check this box to generate periodic charges and services automatically each day. If the box is not checked you must use the 'Generate' button on the list of periodic charges or services to start generation.
Use this computer to generate	Determines whether this computer is the one that generates periodics. Only one computer can be used (if another computer has this box checked it will be turned off when you check this one). If there is no computer with this box checked, periodics will not be generated automatically. The computer must have Smart running in order to generate periodics.
Time to generate periodics each day	If Smart is not running at this time, periodics will run the next time Smart is started.
Prevent operators and supervisors from manually generating	Enables you to prevent operators from manually generating charges and/or services. This will not affect automatic generation. You're most likely to choose this option if you want to check periodics before generating them, or you want to give operations staff the capability to generate periodic services which may have been added during the day.
If Periodic has no price, calculate one for ...	Determines whether a price is calculated (from the rate for the customer and/or contractor) at generation time. Customer: the Customer charge will be calculated if the Customer charge is zero. Contractor: the Contractor payment will be calculated if the Contractor payment is zero. Both: Has the effect of selecting both the previous options. Neither: The price is not calculated. Calculating the price at generation time means the number of days in the month can be taken into account, for example when calculating patrol prices.
Show charge dates on invoice item	(Periodic Charges only) Causes the words 'Period from dd/mm/yy to dd/mm/yy', 'Service commenced dd/mm/yy', 'Service terminated dd/mm/yy' and/or 'Service Suspended dd/mm/yy to dd/mm/yy' to appear in the body of the invoice.
Show service count on invoice item	Causes the words 'No. of Services: ' and the service count to appear in the body of the invoice. Particulary appropriate for patrols.
Part periods	Determines how pricing is calculated if the charge or service applies for only part of the period (for example if a monthly charge commences part way through a month). There is a small difference (roughly 1%) between each method of calculation.

Banking Tab

Bank Accounts	When receipting payments they can be attributed to a bank account, so that a deposit form can be printed for the account(s). To add, change, or delete a bank account, right click in the list of accounts.
Allow Adjustments	Determines whether operators are allowed to enter negative amounts when receipting payments. If so, a negative 'payment' can be used to reverse an incorrect entry.
Require Payment Details	Requires that the operator enter cheque or credit card details for payments. Check this box if you want Smart to produce bank deposit sheets.

Time Zones Tab

Time zones are used to calculate the local time at locations which are not in the same time zone as the Smart operator. This time is used when displaying jobs and charges for the location. The list of time zones is also used to specify a state when entering Customer or Location details.

You must ensure that at least one time zone in each state has the same name as the state (for example 'NSW' must have at least one time zone called 'NSW'). This time zone will be used as the default when entering a location for that state, so it should be set to the time which applies for most of the state.

Right click in the list of Time Zones to add, change, or delete a Time Zone. Set the current local time in each zone and check the zone in which your PC is located.

Time Zones are not adjusted automatically for daylight saving (this is so you can determine exactly when to make the adjustment to fit with operational requirements).

Field Names Tab

The names of some fields, and other terms used in Smart, can be changed to reflect the needs of your business. See Overview for further descriptions of some of the terms. We recommend that you discuss name changes with your Smart consultant to confirm that this is the best way to meet your needs.

Line Number/Docket number	This field appears in the Job Details window and when printing jobs and can be searched on.
Division	This term is used to describe different business entities which you operate (for example, you may have different companies for response and maintenance work). It is attached to a job (or charge) and widely used to select which jobs appear in lists and on reports. It can also be used to restrict access by operators (both local and remote).
Control Room	This term is used to group jobs for operational purposes.
Alarm Company	This term is used to group locations for reporting purposes.
Person	This is the service person, patrolman, or officer that carries out the service.
Location Details	The terms in this box appear on the Location Details window and are included in reports. The BSB and ATM No fields are indexed for fast searching in the list of locations. If the Hide box is checked the field does not appear on screen or in reports.
Initial Status/Request	This button appears on the Instructions tab of the Job Details window. Renaming it does not affect any other part of Smart.
Zones/Code	This field appears in the Zone Details, Location Details, and Job Details windows.

Service Types Tab

Service Types are used to group Services for reporting and viewing purposes. They can only be added or modified by your Smart consultant. The settings shown below apply to the highlighted Service Type.

The Default Control Room determines the control room a job is allocated to when first created. This control room can be changed by the operator if their access level permits it. To change the control room, double click in the column. (The term 'control room' may have been changed in your system, see above.)

The settings in the Patrols and Dedicated Patrols boxes apply to the Patrols subsystem.

Service Type Settings

Double click in the Default column to set the value to apply if there is no specific value for the highlighted Service Type. Double click in the This Service Type column to apply a value for the highlighted service type.

Section	Item	Description
Invoice Print	Print Instructions	Includes the information entered in the 'Instructions' tab of the Job Details window on the invoice.
Invoice Print	Spaced Layout	Provides additional space around the service details on the invoice.
Invoice Print	Show On Off Site Times	If Yes, the on- and off-site times and initial status/request are shown on the invoice and/or off-site report. These details are always shown for the Response service type.
Job Details	Allow Multiple Classifications	Determines the number of classifications to be added to a job. This setting does not apply if the 'Require Classification' setting below is set to 'No'. No: Only one classification in total can be added Minor Only: Only one 'completes' classification can be added but multiple minor (non-'completes' classification) can be added. Yes: Any number of classifications of any type may be added.
Job Details	Complete once despatched?	The job is considered complete once despatched (on site and off site times are not required).
Job Details	Default Off Site Date	Determines the date entered as the Off Site Date when pressing the F8 key or space bar. Today enters the current date (adjusted for time zone if necessary) and On Site Date enters the On Site Date. For a Response, the Off Site Date is always within 24 hours of the On Site date, regardless of this setting.
Job Details	Prompt to create linked job	When the job is complete, prompt the operator to create a new job for the same location.
Job Details	Prompt to despatch	When the F6 (despatch) key is pressed, prompt the operator to phone, fax, or email the job details. (If SmartNet is being used to despatch the job, no message is shown and the job is transmitted when the Job Details window is closed.)
Job Details	Require Classification	Use Job Classifications.
Job Details	Require Docket Number	Determines whether a Docket Number (may also be labelled as Line Number, see Field Names tab, above) is required before the job can proceed. No - a docket number is not compulsory At Start - a docket number is required before the job can be despatched. At End - a docket number is required before the job can be considered complete If order numbers are to be generated by Smart (see other settings above and below) the order number will be generated at the start or completion of the job based on this setting.
Job Details	Require Initial Instructions	The job cannot proceed unless an entry of at least 10 characters is made in the lower part of the Instructions tab (the name of this field is configurable).. This setting has no effect if Show Initial Status is set to No (below).
Job Details	Require Order Number	Determines whether an Order Number is required before the job can proceed. No - an order number is not compulsory At Start - an order number is required before the job can be despatched. At End - an order number is required before the job can be considered complete Note that if order numbers are being generated by Smart the setting below (Order Number/Generate) must be taken into account.
Job Details	Require reason for abandoned job	If the Abandoned box is checked on a job, at least 10 characters must be entered in the Internal Notes field. The operator is prompted and taken to the Internal Notes field if no such entry exists.
Job Details	Require Service Person	The name of the service person (the term 'service person' can be redenamed) must be entered before the job can be despatched.
Job Details	Show Alarm Details?	Show or hide the Alarm Details tab.
Job Details	Show Alarm Off Time	Show or hide the Alarm Off date and time
Job Details	Show Classification Details	Show or hide the Classifications tab.
Job Details	Show Cleared/Advised Operator	If Yes the operator is prompted to enter the name of the person they advised when advising job outcome. There is room to enter other information e.g. whether by phone or fax.
Job Details	Show Cleared/Advised Time	Show or hide the Advised date and time (if the job was received via SmartNet this time is labelled as the Cleared date and time)
Job Details	Show Completion Due Time	Show or hide the date and time the job is due for completion.
Job Details	Show Despatch Ack Time	Show or hide the date and time receipt of the job was acknowledged by the Service Provider. This field cannot be edited by the operator and only applies for some forms of automated communication (e.g. SmartNet).
Job Details	Show ETA On Site	Show or hide the ETA On Site date/time (the time the Service Provider expects to reach the site).
Job Details	Show Initial Status?	Show or hide the Initial Status/Request field (this field may be relabelled, see 'Field Names', above). If the field is hidden entry is not required and the Instructions and Notes field above is expanded.
Job Details	Show Labour/Materials?	Show or hide the Labour/Materials tab
Job Details	Show Materials?	Show the Materials list in the Labour/Materials tab (the list is only displayed if both this setting and Show Labour/Materials are set to Yes).
Job Details	Show Scheduled Time	Show or hide the Scheduled date and time.
Job Details	Show Secured Time	Show or hide the Secured date and time.
Job Details	Show Time ETA Received	Show or hide the date and time the ETA On Site was recorded. Not editable by the operator. May help to identify instances of inappropriate data entry.
Job Details	Validate Service Person	If Yes, require that the name of the service person exist in the Smart Persons list (the operator is given the option to add the service person to the list). The term 'Service Person' may have been changed (refer Field Labels, above). This feature may not be fully implemented.
Job Part Details	Display quoted price/quantity	Show or hide the quoted price and quantity in the window which appears when adding parts to a job.
Labour Details	Display quoted times	Show or hide the quoted times on the Labour Details window (the window that appears when adding hourly details to a job).
Order Number	Generate	(Job Details window) Determines whether an order number is generated by Smart and if so, when (see also Order Number settings in the Job Details tab, above). Never - don't generate order numbers Received - generate the order number when the Received date and time are entered (i.e. when the job is first created). Dispatched - generate the order number when the Dispatched date and time are entered. OffSite - generate the order number when the Offsite date and time are entered. Advised - generate the order number when the Advised date and time (if displayed) are entered. Operator - allow the operator to generate the order number by pressing the button next to the Order Number field. Note that this setting must be set correctly to operate with the Job Details/Require Order Number setting above.
Quick Guard Entry	Allow	(Job Details window) Allow access to the 'Quick 'n' Dirty' guard calculator which allows quick entry of hourly shifts and calculation of a total price. The details are shown in the 'Service Details' field of the Job Details window and may be manually edited. This facility does not handle calculation of Contractor payments and the results may be manually modified without reference to other settings, but it may be convenient in some circumstances.
Service Providers	Prompt for link	(Job Details window) If a Service Provider is selected for a Location and the Service Provider was not previously linked to the Location, ask the operator whether to link the Service Provider to the Location for future jobs.

Emails Tab

Settings in this tab are used if this computer is retrieving emails as part of automatic notification.