Tasks

The Pricebook for each department contains tasks divided into categories for easy selection of those tasks on Quotes for both admin and technician users.  

Change Task View and Add New Categories

Click on the pricebook of a specific category to view the task landing page. You can change the view by clicking on the organize button.

In the Organize Task menu, tasks will be organized by categories. In this view, an admin can create new categories for either existing or new tasks. Easily identify a category from a part because a category on this screen will have a folder to the left of the category name. Click on a specific category to see what subcategories and tasks are in that category. Again, the subcategory will have a folder to the left of its name. Click on the subcategory to see the list of tasks within that subcategory.

To the right of each category, sub-category, and task on this menu is the 3 dots action menu. When hovering over the action menu for a category or subcategory, a user can edit, delete, add a subcategory, or add a task to the category. When hovering over the action menu for a task, an option appears to edit or delete the task.

To add a new category, click + New Category. In the pop-up, the top line says “parent category,” if creating a new category and not a subcategory skip this line. In the 2nd line name your category. If this is a subcategory, select the parent category from the drop-down menu. When completed, select save.

Add New Tasks

To create a new task in the price sheet, select New Task (if viewing the organize view) or select Actions -> Add Task. Put in the task name, select the category it will belong to if any, the time to complete in minutes, and whether or not it counts towards a win. Things that normally don't count for a win are things that do not bring in any additional revenue. Some examples of things that clients do not count for a win are dispatch fees, diagnostic fees, or anything the technician is expected to do every time he goes out. Because he’s collecting money on it, the system would automatically count a task as a win, but you can ensure tasks do not count toward a win by using this feature. Other items you can edit include an external task ID (if you’re using a tasklist outside of Sera), the accounting category which overrides the department’s default category, the accounting class, warranty information, and a description of a task. Once finished hit save.

Add Recommendations and Add Ons

When the task is saved, add recommendations and Add-Ons for a task, review your COGS, and add parts. To do this, click on the name of the task in blue. This will open that task. The first page is the general section with the information added when setting up the task. Edit this information by clicking the blue pencil edit icon.

Next, click on recommendations. This is an important step that will allow technicians to easily set up an upgraded quote or add additional items to a quote that are usually sold with the task selected. This feature helps techs sell more on a job. On the left is Upgrades. Select add recommendation and click on a task that would be considered an upgrade option from the task you are currently on. Select Save and repeat if there are additional upgrade options for this task. On the right, add add-ons. Select add recommendation and select the task that would be sold with this task often. Repeat the process to add more than one add-on option. Select Costs to see a cost breakdown. The department labor rate we set up is multiplied by the time required to get a total labor cost. Below that are parts, select add a part to add any parts that are used for this task.

Sera automatically adds the labor cost, the parts used on the task, and your other COGS cost together to get your total COGS. The margin is applied to the COGS to create your Membership Pricing. Membership pricing is then marked up for nonmembers. Sera builds your pricing from the ground up to ensure you are always hitting your margins. 

Clone Tasks

If you would like to quickly and easily add similar tasks to your pricebook, there is a Clone feature available.  Once you save a task, you will see Clone next to Edit.  Selecting that button will open a new window with all details copied over.  The name will be appended to include the timestamp of the duplication but you can always alter that before you allow your technicians to use the task.  

Note: the cloned task will be created as Inactive, giving you the chance to fully set up that task before your technicians in the field have access to it.