0203 0266 266

Webinar: Stock Control System

What is Stock Control?

Stock Control has four core benefits:

  • Enhancing the stockroom workflow
  • Reducing excess stock
  • Streamlining the returns process
  • Improving customer experience

Managing stock locations

Stock can be stored and organised in multiple locations, such as stockrooms or engineers’ vans. Create digital stock locations that match your physical ones and effectively manage parts across all areas of your business. Assign stock locations to individual users and transfer stock between locations as needed.

Real-time stock levels

See what’s in stock in each location, including which parts (and how many) are available, reserved against jobs, or scheduled to be returned to the supplier. When an engineer adds parts against a job, they can immediately see if that part is already in stock and where it’s located. With this data, engineers can make informed decisions as to whether or not they need to order parts from a supplier.

Automatic reordering

Keeping a business stocked with the most-needed parts is essential to ensure smooth-running operation. Create multiple reorder lists for each stock location, allowing you to customise which parts, what quantity, and where parts are kept in stock. When available stock reaches your defined minimum level, purchase orders are automatically raised to order more.

Stock history and audits

Each stockroom is auditable, with a full history of each change to the stock levels available. See when stock has been added, reserved or unreserved against a job, marked as wasted, manually adjusted, or transferred between locations. With access to the date and time that these changes are made, you have oversight of exactly how and when stock is altered.

Supplier reminders

Effective communication with suppliers is key to maintaining an effective stock workflow. Set up automatic reminders to let suppliers know what deliveries are expected from them in a set time frame. This can give suppliers opportunity to update you on whether parts will be delivered in time, in turn, allowing you to inform customers if required parts are not available.

Undelivered parts notification

On occasion, parts will not be delivered for a job in time. It’s important that when this happens, you are able to give customers advance notice that you are unable to complete the work. If parts have not arrived and been marked as available by a set time and day before a scheduled job, you will automatically be notified. This provides time to inform the customer and avoid disappointing them on the day.

Stockroom app with barcode scanner

To enhance your business’s stockroom workflow, the stock manager can utilise the dedicated Commusoft Stockroom app. This offers a compact and portable way of seeing what is due in and due out, checking-in arrived parts, and building pick lists to prepare for engineer collection. It comes with a built-in barcode scanner, so barcodes can simply be scanned and quickly marked as available in the system.

Engineer pick up reminders

From the Commusoft app, engineers can see exactly which parts they need to pick up and from where. This gives staff an easy way of tracking what they need to collect each morning, helping ensure they have the correct parts for the job. Upon pickup, the engineer scans a QR code on the manager’s Stockroom app to authorise the transfer and accept responsibility of the stock.

Automatically inform suppliers for returns

Returning unneeded and unused stock is critical to avoid wasting resources, that’s why Commusoft makes it simple and easy to mark parts for return. Once that’s done, suppliers are automatically emailed and informed of the parts and quantities to be returned. Engineers are in turn prompted via their diary to return the stock to the stockroom, helping parts quickly get back to the supplier undamaged.

If you’d like to start using Stock Control, please contact the sales team on
0203 0266 266 or book a demo now.

Webinar: Real-Time Vehicle Tracking

Learn all about Commusoft’s new van tracking feature

Real-time vehicle tracking enables true oversight of your vans. See where everyone is in real-time and get access to crucial information like whether an engineer is on the move and how they are driving.

Introduction:

  • What is Real-Time Vehicle Tracking?
  • What vehicle trackers do we use?

Demo:

  • Map view for diary and scheduling
  • Driving reporting tools
  • Engineer profile portal for customers

Attendee questions:

Q: How do you assign a tracker to a user? or van?

You assign the trackers to a user, not a van. However, in most cases engineers will stick to the same van. The setting is under Quick links in the user settings.

Q: Why not use GPS from the engineer’s phone?

Actual GPS trackers can provide us with a lot more data, such as driver cornering, acceleration, braking and speeding. It also gives us more accurate location data. They can also be hard wired to the vehicle preventing them from being removed.

Tracking through a phone can be problematic as they run out of battery fairly quickly if they are sending data constantly. As well as this they can be turned off by the engineers if they don’t want to be tracked.

Q: Does it come with a SIM card? Do they need credit added?

We will install a SIM card for you. These are £10+VAT each and the data included is expected to last around 12 months of usage and is your responsibility to maintain.

Q: Can the engineers remove the trackers easily if they wanted to?

If you purchase the wired trackers, then these will be hard-wired to the vehicle which wouldn’t be easy to remove. The self-install version is simply plugged into the ODB II port, so can be easily removed.

If you’d like to start using Real-Time Vehicle Tracking, please book a call
or call us on 0203 0266 266

5 Small But Impactful Commusoft Features

Interested in Commusoft? No doubt you will be thinking about critical features like scheduling, invoicing, and a mobile app, but you may not have heard of these 5 small, but impactful features.

  • Automatic timesheets
  • No access jobs
  • Customer statements
  • Service windows
  • Additional works

Webinar: naturalForms and Commusoft Integration

A naturalForms and Commusoft webinar to help you get started!

Commusoft is a cloud-based, purpose built, all-in-one software that field service businesses can use to digitise their processes. Additionally, users can manage their operations from any location, on mobiles and tablets. Consequently, this will help them increase their revenue

naturalForms is a piece of software that allows you to design and fill in custom digital forms for any industry. Therefore it helps to eliminate paper and improve the quality of forms. This allows users to instantly access their data, saving time and money. naturalForms is available both on mobiles and tablets.

Are you losing track of paperwork? Lacking communication between services? Maybe you don’t have enough time to organise your job history. Together, these two software tools will help you overcome these problems and take your field service business to the next level. Additionally, you’ll be one step closer to becoming a paperless office. Both small and medium sized businesses can look forward to using this integration.

In this 30-minute naturalForms and Commusoft webinar, we’ll cover:

  • naturalForms introduction so that you know the type of software you’re getting ready to use
  • Commusoft introduction so that you can go through all the benefits that Commusoft offers
  • naturalForms and Commusoft integration demo so you can see the result of our joint effort to help you improve your business

Found this webinar useful? In addition to videos, we also have other resources available to you for free! Besides eBooks and checklists, guides and whitepapers, Commusoft publishes a weekly business blog. Here you can find top tips on how to improve your field service business, advice from experts and secret strategies that will put you ahead of the competition.

How to Take On-Site Payments and be PCI DSS Compliant

Commusoft integrates seamlessly into SumUp, the leading online payment solution.

SumUp is poised to become the first ever global card acceptance brand and is currently available in 15 markets. The company has also developed a full suite of SDKs and APIs for third parties to integrate card payments into their mobile apps, as is exemplified by our partnership with Commusoft.

What is PCI DSS compliance?

The Payment Card Industry Data Security Standard (PCI DSS) is a proprietary information security standard for companies that use credit cards from major card schemes including Visa, MasterCard, American Express, Discover, and JCB. The PCI DSS is managed by the card brands and administered by the Payment Card Industry Security Standards Council. The standard was created to increase cardholder data control and to reduce fraud, and your acquirer requests compliance. The standard is composed of a set of detailed requirements that you should fulfil. It consists of six main areas, which are:

  •         Build and maintain a secure network and systems
  •         Protect cardholder data
  •         Maintain a vulnerability management program
  •         Implement strong access control measures
  •         Monitor and test networks
  •         Maintain an information security policy

The standard is quite broad considering all the available ways of managing payments. Therefore, select requirements may not apply in certain cases. Or else, they are taken over by the third parties, like SumUp.

You can prove the compliance with the standard by annual self-assessments or on-site audits depending on the merchant level. More on this later.

How does it affect you?

Jason:

I’ve spoken to many clients in the last year or so who all take credit cards to secure bookings.  The big problem is that they do it improperly.  Writing it down on paper, storing it in the ‘notes’ field or scribbling it on the top of a job sheet are all ways of getting your business in serious trouble.

PCI DSS compliance is something all businesses need to go through if they intend to accept credit cards.  So many businesses ‘tick the boxes’ as PCI DSS compliant but don’t follow the guidelines, and you could be at serious risk of being fined and having your merchant facilities revoked.

Now that we now that we’re all concerned, could you both tell us how you get compliant?

Christine:

First, you have to know which level you are, as defined by each credit card brand. Your level depends on the number of transactions made with the card type. Each level has its compliance validation requirements, and they are articulated on the card scheme’s website.

Let’s take a look at Visa’s (https://usa.visa.com/support/small-business/security-compliance.html):

Therefore, SumUp is within level 1 for Visa and goes through annual on-site assessments conducted by approved auditors.

It’s also useful to contact your acquirer bank and inquire with them directly. Depending on your level, you’ll have a specific self-assessment questionnaire (SAQ) to submit for your company, which is a survey asking if you fulfilled all the relevant requirements. There are five kinds of SAQs: A through D. Your SAQ will depend on several factors, like whether you store cardholder information, accepts cards in-person or online, whether you use your payment system or a third parties’, etc. (link to SAQ validation chart: https://www.pcicomplianceguide.org/wp-content/uploads/2014/03/PCI-3.0-SAQ-Chart.jpg)

You may also have to pass a vulnerability scan by a PCI SSC Approved Scanning Vendor (ASV)

You may also have to pass a vulnerability scan by a PCI SSC Approved Scanning Vendor (ASV), depending on your SAQ. ASVs are organisations that validate adherence to certain DSS requirements by performing vulnerability scans (to check for cross-site scripting, SQL injection, and remote file inclusion, for example) of Internet-facing environments of merchants and service providers. Finally, complete the corresponding Attestation of compliance, and submit everything together: the SAQ, evidence of passing the ASV scan (if applicable), the Attestation of compliance, and any additional documentation your acquirer may request.

Again, using a verified third party payment processor, like SumUp, eliminates this workload as it covers the vast majority of its merchants for PCI DSS compliance (except under rare circumstances where a trader is processing colossal volumes). The merchant must in turn respect the payment provider’s terms and conditions.

(https://www.pcicomplianceguide.org/pci-faqs-2/#1)

Jason:

You can now store a card against a customer, ready to charge the client at a later date. Commusoft stores the card details securely in line with PCI DSS compliance. Commusoft app connects via Bluetooth with the SumUp card payment terminal. It’s simple to use and will take payment in seconds! All services SumUp and Commusoft provide are compliant and assessed. 

How does PCI DSS compliance benefit your business?

Christine:

There are many advantages to being PCI DSS compliant:

  1. Peace of mind: you can rest easy knowing you’ve done everything possible to protect your customer’s payment information.
  2. Establish a reputation as trustworthy: you can advertise that you comply with the highest industry security standards, passing the peace above of mine onto your customers. Of course, this helps grow your customer base – and profits.
  3. Avoid penalties: the card brands may fine an acquiring bank $5,000 to $100,000 per month for PCI DSS compliance violations. The banks will most likely pass the fine along to the merchant and may terminate your account as a result.

How do Commusoft and SumUp integration push bigger businesses to allow payment on-site from engineers’ mobiles?

Jason:

Firstly, if you’re struggling to keep track of payments, then taking a payment from the site should help you reduce your debtors days and improve cash flow.

Commusoft has made storing cards simple. When your engineers complete the job on their Android phone, they can now take payment straight away using SumUp on their Commusoft app. That will allow you to receive payments for invoices upon completion, on-site!