Customer ManagementWaterFlex allows for unlimited customer transaction histories, so you can go back years if necessary. You are current everyday, so if a customer calls in you can tell them exactly what their current balance is or their next delivery day. You may fax or e-mail transaction histories or other documents directly from WaterFlex. You can also look up a customer by invoice number, work order, telephone number, last name, or street address.
Included in the Accounts Receivable module is our "Tickle" Reminder System, which prompts you when a customer needs to be called on a promised payment or when you need to schedule a cooler sanitation or a filter change. An equipment file listing all the equipment this customer has by serial number is included. WaterFlex also stores digital pictures of equipment installations in the customer’s file. Sales and rental documents may also be scanned and saved in the customer’s file removing the need to put the customer on hold and going to the file cabinet. Along with room for multiple telephone numbers and the customers e-mail address, the customer file also has fields for bank information and credit card information. A view/hide button keeps the information hidden until needed.
BillingWaterFlex offers a wide selection of billing options to match your business needs. Rental billing has been an integral part of Nevada Computer’s programs and services for over 40 years. Balance Forward billing, Open Item Statements, Invoices, Letter Statements, Postcard Billing are all available. Annual and Semi-annual billing and multiple billing cycles are all accommodated by WaterFlex. There is even a Stand By billing service that allows you to suspend or discount rates for vacations or introductory offers. Prices are automatically returned to normal after the Stand By period expires. Computer forms are available for each billing option, giving you the ability to produce professional, concise documents right in your own office. Nevada Computer also provides an outsource mailing service, MailFlex, that is integrated into WaterFlex for ease of use.
Bottled Water routes, or routes with bottled water, coffee, filters and other products are easily managed. WaterFlex saves the scheduled route information for each customer. After you create your daily delivery tickets for routed customers, tickets will be printed by “Stop number order” so the driver doesn’t have to sort through tickets to find the next stop. Customers that require multiple delivery tickets at one service address, such as a government office building where you might deliver to several different departments, are easily handled. There is no need to set up separate accounts. Will Call Orders are also included with the option of continuing the next scheduled delivery or bypassing it. There is a choice of 2 styles of delivery tickets to choose from. Delivery tickets, include delivery address, delivery instructions, last payment and the last 3 previous deliveries. Truck load lists and Before/After Truck count lists are available.
WaterFlex gives you the choice of Cycled Regular , Cycle Sliding and Monthly route calendars. The software in the Delivered Products module also lets you print postcard schedules for your regularly scheduled customers. On completion of the day’s routes WaterFlex has simplified entering and updating the ticket information to the customer’s account. Truck Update in Delivered Products duplicates the tickets printed for each route so you don’t have to enter customer account numbers and the product codes. As you compare the completed tickets with original ticket quantities it is only necessary to enter the quantities that have changed.
WaterFlex remembers “bottle balances” and will automatically bill extra deposits if the driver records less empties received than expected. WaterFlex also gives you the opportunity to “append to invoice” for Open Item customers. After you have updated the days delivered transactions, you may print sales reports for each route, a report showings any missed stops with the reason why, and a truck reconciliation report to see if the driver balances with what he left with and what he brought back.
A variety of Truck Management Reports, including sales reports by route or driver and aged receivables by route are available. Reports can be run by date, week or month. Other reports deal with route efficiency including, mileage, times, number of stops and missed deliveries by reason.
The optional RouteFlex Handheld Delivery System utilizes handheld computers and thermal printers to replace the use of preprinted delivery tickets on the delivery route.
Service and Repair
WaterFlex makes it easy and convenient to schedule service appointments. As you create work orders in WaterFlex you are able to see which service people are available by day and time slots. If this particular account requires a specific service person, you may also view an individual service person’s schedule. The built-in scheduler helps prevent scheduling conflicts by avoiding double scheduling because a repair person is assigned a time & date as the work order is created. Also service people can be informed of their future schedules in advance by printing the Scheduled Work Orders by Service Person. When Work Orders are updated the start time and end time are noted. This is then made available for management reports.
WaterFlex will keep a complete service history on each customer and issue work orders. When a customer calls in for a repair, WaterFlex creates a work order for that service call. The work orders not only detail the work to be done, but also directions on how to get there, the equipment that is installed, who did the service work and what was done on the last 3 service calls. Service people no longer have to come into the office and sift through file cabinets and interpret handwritten orders to determine what was done and when. The work order has a self design feature that allows you to choose headings for 21 different information fields such as test results, well depth and any other information your service people need to know.
Tickle Service Reminders
Tickle Service Reminders automatically reminds you when a customer is needed to be contacted for recurring service such as cooler sanitation. Tickles may be set to automatically renew by month, week or year. Labels are easy to create for post card reminders. If you are also offering filtration our automated system helps increase your filter revenue by not letting any customers that are due for a filter change slip through the system. A customer can have up to 99 service reminders on their account.
When you enter a piece of equipment into WaterFlex the serial numbers of the equipment will enable WaterFlex to track the equipment and always be able to tell you where it is located. If a manufacturer issues a recall WaterFlex can tell you where the equipment is located and on what invoice this equipment was on. WaterFlex maintains a service history on each piece of serialized equipment that is updated through the work order process. Rental equipment is also included, so you may follow repairs as the equipment travels from one rental location to another.
Storing digital pictures on the customer’s file gives you the added protection of being able to prove you left a site in good condition.