Coverall Information System

Coverall Information System (C.I.S.)
Version 5.4.16 Release Notes
Wednesday, August 12, 2009

WHAT IS NEW AND DIFFERENT?

PLEASE ALWAYS READ

Tickets Completed/Problem Resolved

Ticket 93326: Customer Supply Billing: When entering a customer supply item, I forgot to enter the quantity and got an error message, then was kicked out of CIS. Now when user clicks on Save (without entering a quantity) a prompt will appear that a positive quantity must be entered before saving. This has been resolved.

Ticket 90516: Franchise-Generate Trial Statements: Was on Franchise Generate Statements screen, had a FO monthly deduction highlighted, clicked on a deduction in the bottom window and was kicked out of CIS. This has been resolved.

Tickets Completed/Problem Resolved:

Master Support Center Only:

82969: Vendor Modifications: I am trying to change the markup price in CIS (Janitorial Supplies) every time I try to save it kicks me out of the system. When I go back to see if it’s been saved it goes back to the original mark up price. This has been resolved.

77547: Vendor Modifications: I was trying to change the Vendor GL codes when I noticed that they were incorrect. I have made the changes but they do not hold. This has been resolved.

Tickets Completed/Problem Resolved:

MASTER REGIONS ONLY:

78260/77547: Master Regional Support Centers to have open security on Franchise Vendor to change margins/G/L etc. This has been resolved. ONLY Master Support Locations will have full access to change vendor G/L and Margins.

ALL SUPPORT CENTERS:

79569: If a location ID has not been added the system is inserting a 10 digit number on the Customer invoice reprints. This has been resolved.

Enhancement:

76962: Customer-Report-Print Invoices-Click –Print Posted Button. Each time a batch of invoices is posted, this report now will track the Customer # and name, Invoice # and details relating to the service. This will also assist those offices who have KLC accounts. Admin must select a Batch, and click on Print Posted.

REGIONAL SUPPORT CENTERS:

Customer-Invoice-Memo on Invoice has been updated:

Coverall is recognized by the EPA as a “Champion” under its Safer Detergents Stewardship Initiative (SDSI). This honor validates our commitment to providing our clients with a better clean to reduce the spread of illness-causing germs in your workplace environment. Throughout the year, you can expect to receive the same consistent, quality clean at the competitive price you have been paying.

76562: Franchise –Trial Statements-New Memo

2009 Franchise Referral Program Pays Big! Coverall is looking for entrepreneurs to join our network of Franchise Owners. Share the benefits of owning your business with friends and family. Hand them a Franchise Referral Card and have them call your Support Center. You’ll receive $500 Cash for every referral resulting in the purchase of a Franchise!

El Programa de Franquiciados Referidos Paga en Grande! Coverall busca empresarios que se unan a nuestra red de Franquiciados. Comparta los beneficios de poseer su propio negocio con amistades y familiares. Provéales una tarjeta de Referidos de Franquicia y pídales que llamen a su centro regional de apoyo. Usted recibirá $500 en efectivo por cada referido que compre una Franquicia!

Tickets Completed/Problems Resolved

72110: Franchise-Generate Statements-Print Trial Statements from Posting Reports, (bottom of screen). When administration prints trials from the posting report area of CIS, the insurance (WC) was not showing. This report is now updated and if Master locations print from this area the report will be the same but not will not say Trial Statement.

73314: Toronto Trial Statement Summary was doubling GST payback for F301, added code to SP to only calc GST Payback when gross is not zero.

Enhancement:

70403: Customer-Reports-Aging Report. This report now has the ability to run by Terms. The Report can be run by all, 10, 30, or other.

70710: All offices now have Chapter 11 (Customer Sales Training)

REGIONAL SUPPORT CENTERS ONLY:

72278: New Franchise Sales cannot be entered and use the year 2008 as of January 6^th.

72278: Franchise Terminations cannot be entered and use the year 2008 as of January 6^th.

70710: CIS requires Chapter 11 (Customer Sales Training) for Franchise Owners as of November 2008. The business rules will only allow any Franchise Owner to be assigned to an account once this has been completed.

Tickets Completed/Problem resolved

71324: When you enter a new start in CIS & get to the box where you need to enter what type of service it is, I enter RS then tab over & the RS disappears. You need to actually open up the drop down & pick regular service.

Enhancement for National Account –KLC

The following note types have been added to the Miscellaneous Note entry screen.

DO NOT USE THESE NOTES, until you receive full details and directions from the Global Support Center.

4425-1-3 month Annual Floor Care
4426-4-6 month Annual Floor care
4428-7-12 months Annual Floor Care

Ticket 68875: Customer Invoice Message has been updated:

Did you know that employee illnesses cost business $150 billion a year?

Unlike traditional cleaning providers, Coverall focuses on Cleaning for the Unseen™ providing a better, healthier clean to reduce the spread of illness in your workplace environments. In the New Year, you can expect to receive the same consistent, quality clean at the competitive price you have been paying. Happy Holidays!

Ticket 68204: Customer payment terms cannot be changed.

Default is set to 10 day for Regular and 30 for National. If a contract is signed for terms other then 10 net day terms, administration must request GSC personnel to have this changed.

National Account Customer:

The fields for ISR and OSR will no longer be blocked. Administration will now be able to enter in the ISR/OSR name.

Please see attached instructions regarding National Account and set up into CIS.

Updated:

G/L Posting for offices who do not have Regular accounts only national. Office was receiving error.

Fixed:

Customer assignment to Franchise and Error received in office. Error message 402 "Must close or hide top most modal first"

REGIONAL SUPPORT CENTERS ONLY:

Customer Invoice Memo has been changed:

Coverall Cleaning Concepts’ Spring Cleaning for Health Extravaganza offers specialized services such as Carpet Cleaning, Hard Floor Care, Restroom Sanitation, and more to get your facility healthy for the spring and summer months. Call your local Support Center today to schedule your Spring Cleaning endeavors for a healthy and sanitary environment for your employees and customers! Healthy Cleaning Down to a Science™

Franchise Statement Reprint
Some offices reported reprint had duplication of transactions, this has been fixed.

REGIONAL SUPPORT CENTERS:

Franchise Statements:
Due to Legal requirements, there has been a change to the following:
Insurance-will now be listed as Insurance Property

FOJ-will now be listed as Insurance Other

Franchise:

Statement History Reports:
Printing Errors have been fixed.

Customer:
Check Search

Errors have been fixed

Customer:

Customer Billing Summary Report:
Fixed printing errors

Customer Payment Edit and Posting Report:
Some offices invoice numbers were not appearing correctly. Font has been changed to correct.

Regional Support Centers:
Regular Service Posting button is disabled as this is automatically done.

Franchise:

Sales Orders
Error fixed. Users were getting kicked out of system when creating a Lease.

Franchise Profile

On the Franchise Profile, users will see a pull down list above the Franchise Owner’s name. This box should be used to designate what type of entity owns the franchise.

Regional Support Centers will start using FranSys in 2008. FranSys has been designed to include all of these types and when conversion from CIS is done this will be incorporated. Offices should start using the drop down list and update their current active Franchise Owners in preparation for conversion from CIS to FranSys.

Business Types are:

Corporation
LLC (Limited Liability Company)
Partnership
Sole Proprietorship

All Franchises that are corporations have been flagged in CIS.
CNA will no longer issue 1099s to corporations.
Selecting the ownership classification in CIS does not mean that the corporations are automatically removed from a 1099 list. Master Support Centers will have to manually exclude them from their 1099 list.
Master Regional Support Centers should refer to email that Coverall North America Legal Department was sent on 10/16/07 to Master Owners.

Master Support Centers
New Franchise Entry-office was getting error when entering in a New Franchise Sale that was not within a 30 day period, this has been fixed. Master Support Centers can change the date

Regional Support Centers
Additional Business Note screen now includes a ¨check box to be flagged for special accounts. This flag will be checked when the Divisional Administration Trainer completes the additional business note according to procedures and policies for these accounts.

All Support Centers
Business Owed Report screen now has an added selection. ¨Only Franchisee’s who refund date expires by and date field. This will then filter out all other information and assist users in management of these Franchise Owners. Users can print a report for those Franchise Owners who have business owed over 0 and refund date as entered.

Regional Locations:

The following reminder or memo on CIS Franchise Statement has been removed starting with June and going forward

OPEN ENROLLMENT…for Health, Life and Critical Illness Insurance will be held during the month of May. Look for additional information in the mail and in your statements!

REGISTRACION ABIERTA...Durante el mes de mayo para seguros médicos, de vida y enfermedades criticas. Encuentre

información adicional en el correo o en su estado de cuenta.

Fixed

Billing and Edit Report:
This report will now note the correct Royalty and Management fee per service.

MASTER SUPPORT CENTERS:

Missed Service Credit:
Each time a RSCR or a SSCR is entered with the reason of Missed Service Credit, there will no effect or credit towards R/M on the Franchise Owner.

This change is in effect on the Trial and Posted Statements. The R/M will be set to 0% on Missed Service Credits.

The R/M will always be set at the office default and in RED on the Special Service Screen, other then RSCR and SSCR for a missed service, which will be set at 0%.

Please review memo from Kevin Derella emailed on May 8, 2007

Sales Order:
Support Centers were receiving an error when trying to Reprint or Print a Sales Order, this has been resolved.

Beginning of Month Billing and Reprint of Invoice:
The Reprint of an invoice in this billing cycle was not showing correct information, this has been resolved.

Customer Billing Edit Report:
The Billing Edit report totals and Invoice Generate Screen Totals are now the same amount. The Invoice amount on Screen will include Tax billed to the Customer.

Sales Order Printing Slow:
Offices were stating the preview of Sales Order was very slow, this has been fixed.

R/M and Visual on Screen
When a Special Service was done it showed 15% in the field for R/M and then 15% on the side noted in Red, this was very confusing and has been changed to read 0% in the field on the SS entry screen.

Billing Edit Report now will note 0% if default R/M is taken and show other then 0% if a higher or lower % is taken as R/M fee.

End of Month Billing Cycle
A regional office had end of month accounts that were calculating 30% R/M each month and Administration had to fix each month to calculate to default. This has been fixed to correct defaulted R/M %.

Regional Support Centers

Recurring Deduction

Change of wording has been done per Legal regarding the words “Direct Deposit Fee”. It is now Electronic Funds Transfer Fee.

Franchise Statements: a new memo has been added:

YOU MUST REVIEW YOUR AR AGING REPORT! You receive this report every month. It provides a list of your customers and how much they owe. If you are not being paid for your services, you must take action and work with Coverall to collect your money. Contact your Support Center to discuss your delinquent customers.

REVISE SU REPORTE DE ANTIGUEDAD DE CUENTAS POR COBRAR! Usted recibe este reporte cada mes. El le provee una lista de sus clientes y cuanto estos deben. Si no le están pagando por sus servicios, usted debe tomar acción y trabajar con Coverall para recaudar su dinero. Contacte a su Centro de Apoyo para hablar de sus clientes con pagos atrasados.

Fixed:

Memo’s on Customer Invoices:
Memo on Customer invoice was not printing after posting or reprint of invoice.

Invoice Edit Report:
Totals were missing and location id were not listed

REGIONAL SUPPORT CENTERS:

Entry of Subcontractor:
Was activating the automated background deduction for $75, this has been fixed and will no longer charge the background check.

Franchise Statement Memo:
Memo portion of the Trial and Posted Statements has been updated.
Removed: Direct Deposit memo

Added: Raise money for education and participate in Coverall Cleaning Concepts’ Scholarship Program fundraising drive. See your Office Manager today to find out how automatically deducting $1.00 per month from your statement could help send a child to college.

Recaude dinero para la educación y participe en la recaudación de fondos para el Programa de Becas de Coverall Cleaning Concepts.

Vea hoy a su Gerente de Oficina para averiguar como automáticamente deduciendo un $1.00 cada mes de su estado de cuenta, usted puede ayudar a enviar a un joven a la universidad.

MASTER SUPPORT CENTERS ONLY:
Franchise List has been updated to include the SS # or Tax # as requested.

REGIONAL SUPPORT CENTERS ONLY:

Customer Status 9 and Non-Pay:
RSC personnel will not be able to Place or Remove an account on Non-Pay STAT 9. Only GSC collections department will be able to change.

New Recurring Deduction has been added to drop down listing:
1373-Voluntary Scholarship Contribution

Apply a Credit to Multiple Invoices:
CIS was giving users the message, “This credit has been used since the screen was loaded”. Screen is reloaded so please try again. Payment not Saved!

This is now functioning to allow users to use a credit and apply partial amounts to different invoices. The screen will reload automatically after each amount has been applied to enable users to continue posting of a credit to another invoice.

Username Logging for Posting Invoices, Statements and Period Posting:
CIS will log username of the person posting invoices, statements and period.

Backdating Check Before Posting:
CIS will check the computer date and match it to the server date when posting is being done. If mismatch is found, posting will not be continued.

Closing CIS After Posting Period:
CIS will close automatically after the period was posted.

REGIONAL SUPPORT CENTERS ONLY:

Charge for Background Screening:
This is automated for New Franchise Sales, including Transfers. The charge will be set up automatically for $75 over 3 months. Deductions will not be taken until Training is completed and there is positive RS.

Change in Status 9:
The reason Overdue A/R will only be accessible by the Collections Department. This will give them better reporting for those accounts that are managed in the GSC Collections Department

New Starts
CIS was not accepting .25 or .50 for times of service. This has been fixed.

Customer Tax Summary Report:
This report now contains a column with a Total of Supplies Billed for each Tax Area.

ACR Quality Control Report by Ops Manager
Report was printing all information and not generating by specific dates.

Customer Supply Billing
Negative quantity will not be accepted. When users were doing this it created credit but did not calculate tax credit.

Franchise Trial and Posted Statements
The notice at the end of each Franchise Trial and Posted Statement is in English and Spanish. There is also now a note regarding Direct Deposit.

Source Summary
New implementation of Missed Service Credit and no refund on R/M put the Source Summary out of balance. This has been fixed.

What's New in version 4.307.1

Fixed:
If the Customer RS was greater than FO amount, and user was setting customer amount to the FO amount, CIS was charging the whole amount to the BO.

REGIONAL SUPPORT CENTERS ONLY:

Franchise Trial and Posted Statements:
A message will be on the last page of Trial and Posted statements starting September 1, 2006. “Royalty and management fees are not refunded for missed service.”

Customer Invoices
Customer invoices will now include an advertisement. This will appear top right portion of each invoice that is posted.

Customer Supply Billing:
When entering in supply billing users should start utilizing the fields Vendor Invoice number and Coverall Purchase Order #. When users now enter and save this information it will be printed on the supply billing edit report. This will help offices in reconciling Vendor invoices and Customer billing.

Fixed:
When a Customer was attached to a Fed Ex Vehicle Wash billing cycle, CIS was blocking users from completing a cancellation.

Missed Service Credit:
Each time a RSCR or a SSCR is entered with the reason of Missed Service Credit, there will no effect or credit towards R/M on the Franchise Owner. This change is in effect on the Trial and Posted Statements, as of September 2006. The R/M will be set to 0% on Missed Service Credits.

Franchise Trial and Posted Statements:
A message will be on the last page of Trial and Posted statements starting September 1, 2006.“Royalty and management fees are not refunded for missed service.”

Legal Approval Date and Training Completion Date:
Until the Legal Approval Date and Training Completion Date have been entered into CIS, users will be blocked from assigning an account to a New Franchise Owner with a signed date of September 1, 2006 and forward.

CIS has a Training and Memo Tab which contains all 10 chapters and other training offered to a Franchise Owner. All 10 Chapters should be completed and training dates entered into CIS for each chapter.

Legal will update the Legal Approval Date once agreements are received and approved.

Franchise Statement History:
The Note on Hold Report was showing a different Gross and Net value when compared to a reprinted Franchise Statement

Invoice Batches:
Some offices had multiple batches of invoices with the same invoice numbers in the Customer report area of CIS.

Customer A/R and Posting of Overpayment:
When an overpayment is put into the payment screen and administration finds that this payment should not be posted, double clicking on the line item will now delete the item before posting and user can make corrected entry.

An over payment now works the same as a regular payment line item, screen # 002, (payment of Customer invoice screen) invoices can be edited by double click and starting over.

ACR
The main ACR icon on the screen is no longer available for users to enter in New ACR’s. You will be directed to use the new ACR application.

Customer List and sort by Franchise:
Report has been updated to keep information in consecutive order if the user does not check the box break by group.

New Franchise Sales Promotion:
July 1, 2006 there is a New Franchise Sale promotion. All New Franchise Sales that will be financed 24 months or less will have 0% interest rate in CIS.

This promotion will continue to August 31, 2006.

Entry of a New Franchise will be the same and nothing else will change. If the finance of a New Franchise has terms over 24 months, the usual interest of 12% will be set.

Launch of New ACR Application:
The launch of the new ACR program has been implemented in all Regional Support Centers.

CIS will no longer be used to enter in New ACR information. The New ACR button in CIS is now disabled.

CIS will be available to all users to complete all follow-up ACR’s and these should be completed within 30 days. After the 30 day deadline CIS will no longer have ACR ability and users will not be able to use.

Posting of overpayment to A/R:
When an overpayment or advance is created, administration now has ability to enter a Customer number in the overpayment screen

Customer Profile and Edit of SIC information:
The Customer Profile screen can be edited in order to change and update SIC information. All users will have rights to edit this field. Any undefined or unknown SIC information should be re-classed when correct information is obtained.

Customer Profile-Modify screen
When a phone number was deleted for a contact CIS was putting in a phone number 000000000. This has been changed and a user can delete a phone number –unless it is the last phone number on the profile screen. CIS has to have a defined phone number in the modify profile screen in order for all tabs to be active and enabled.

Master locations and Watermark on Reports
CIS was not capturing the correct spelling of employee name when watermark was printed on the Customer and Franchise reports

UPDATES:

National Billing Edit Report:
Location ID or Store numbers will now be listed on the billing edit report.

Franchise Note –Transfer of Equipment:
The Transfer button on the note screen is to be used for equipment when transferred from one Franchise Owner to another. The % of interest is set to 18%.

Low Volume Report
Offices now have selection for $300 or $500 in low volume net reporting

Business Owed Report:
Field added on screen so one Franchise Owner’s report can be previewed and or printed.

Account Receivable:
When an invoice is posted with an overpayment, the check number will be displayed in the Customer’s A/R open invoices

Master Support Regions ONLY:
A function has been created to assist in the export of RS billing if Masters want to outsource mailing and postal services. Action-Office-Export Invoices to Excel and select correct posted monthly/year, use export button.

Security Update for all:
Due to potential security breaches, exporting of Customer and Franchise reports will no longer be available.

When any user now prints a Customer or a Franchise list the user’s name will be watermarked on the report for security reasons.

National Credit Invoice Cycle:
When any National account is given a credit it will automatically go into the National Credit Invoice cycle. Administration users MUST

Some Customers are requesting that National account monthly RS billing be post-billed if the account has numerous changes within a month. This should be very rare. If this cycle is used, administration must ALWAYS REMEMBER to meet the National Billing Department deadlines and post this cycle of billing.

Note Screen Entry:
When administration enters a note, the pull down note type always defaults to 1-3 month note and terms defaulted to 3 months. If administration then changes the terms to 12 months and the note type in the pull down list is not changed, administration will be reminded before saving. Terms should always agree with note type selection for G/L reconciliation.

Recurring Deductions:
Administration users will now be allowed to modify all deductions, EXCEPT those deductions that are advances and also the advance processing fee.

The policy to edit this type of deduction must be followed. An authorization form must be completed and forwarded, along with help desk request to modify an advance deduction. This can be obtained on the intranet, under Divisions.

National Account Billing and Invoice Note/Memo:
Users will be blocked from entering in any text or memo’s, such as Location ID, etc in the invoice note area of the service screen when RS and Supplies Built into RS services are entered.

GSC National Billing Department imports information into the National Billing database and if information is in this field, the import fails and has errors.

Use the Customer Profile-Modify Site screen to enter in the Store ID or Location ID when instructed by the National Account Department. This will print on the invoice.

Initial, Additional and Miscellaneous Notes:
Down payment entry now has option of credit card. A down payment can consist of cash, credit card and also 90 day SAC.

Same as Cash Note with multiple note entry:
When entering in multiple notes (SAC and Long Term), the days to deduct will automatically be set to 15 days from entry date. If management wants to take the SAC note prior to the long term note, the SAC date field now will be enabled for administration to change the date. CIS will not allow administration to enter in a date that is more then 35 days in the SAC date field.

Sales Order:
Down payment entry now has option of credit card. A down payment can consist of cash and credit card.

Customer Profile:
New Customer entry must have SIC selection before save of account can be completed.

Master Support Centers ONLY:
Miscellaneous Note can now be used for selling a block of future additional business. All additional business purchase types are in the pull down list.

Fixed:
Sales Order: a down payment was posting the down payment as negative to account 1030. This is now posting as a positive amount to account 1030.

Printing Invoices: When administration was posting invoice batches, the printing of invoices was not in the Posted billing window for a period of time.

Business Owed Adjustment:
When business owed adjustment is done, there is now a pop up window that will assist in the adjustment transaction. The window will list amounts available to be adjusted according to the selection of adjustment type. The top part of this window will have Old Business Owed and the bottom of this window will be New Business Owed.

MASTER SUPPORT CENTERS ONLY:
Master Task Force has requested the ability to use the recurring deduction area of CIS in order to enter a – deduction that will then create a payment to the Franchise Owner. This is now in CIS for Master Support Centers only.

Update:
Billing not posted and Franchise Statement Posting
Users will now be reminded when there are billing cycles still not posted before final Franchise statement posting. This is just a reminder and will not block users from posting statements and not having billing finalized.

Customer List:
There is now a Customer list available for those offices that have a Hospitality Account. The account type will be in the pull down list for account type.

Master Support Locations ONLY:
Print Invoices and Show Previous Balance or Not
Master offices now have a toggle button on the print invoice screen to print an invoice or invoices with a previous balance or not show a previous balance. Using the toggle check will allow the user to select the way they would like the invoice to print for the Customer.

Fixed:
Statement Register-when Gross was more then 9999, characters were missing.

National Account Billing:
When administration enters in a Special service for a National account, the billing cycle will automatically default to National Special.

Recurring Deductions:
Regional Support Centers will not be able to modify or delete a recurring deduction.

If any modification to a deduction is necessary-administration user will have to open a help desk. This call will then be assigned to a Risk Management member and further documentation will be requested.

There is now a new procedure/policy posted on the intranet regarding Termination of a Franchise Owner and procedure regarding any modification to a recurring deduction.

Sales Order when down payment is received:
When a down payment on a sales order was posted, CIS was not correctly recording the down payment. CIS has been updated to post accordingly:

Debit to the 1030 - Cash Account
Credit to the 4810 - Equipment Cash Account.

What's New in version 4.305.3

Added check for Business Owed total before the service record is saved in order to prevent saving errors.

New Customer Type:
Customer type; Hospitality has been added for those offices who will be servicing hotels.
The following service codes with G/L information also have been added:
4151 Regular Service Hospitality
4161 Regular Service Common Area
4162 Regular Service Hospitality Laundry

Franchise Statement:
Each Franchise Statement will now note the Gross dollar amount that insurance calculations are based on.

When a Franchise Owner is servicing multiple site locations, if the site location is entered into the Customer profile then the site location will be noted on the statement.

Sales Orders:
When user entered a Sales Order and held for Administration to enter down payment and finalize lease, down payment was not transferring to the Lease Qualification screen, this has been fixed.

Aging Report with A/R Memo Details
Date has been added for all calls that are open and appear on the aging report when user selects to include memos.

Business Sale Report:
This has been updated to capture all down payment note numbers and incorporate into the Total Note Amount.

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