Solutions for the HVAC Services Company

SouthWare offers a scalable set of specialized solutions designed to grow with your HVAC business.

SouthWare's Service Management Series is a complete service management system with specialized service functions and unique integration with accounting, inventory control, sales processing, and sales management software. Combine the modules you need for seamless dispatching, scheduling, billing, contracts, equipment repair history, warranty information, technician tracking, and other service functions.

Financial Management Modules include:
   » Accounts Payable
   » Accounts Receivable
   » Cash Flow Ledger
   » Collections Adapter
   » Fixed Assets
   » General Ledger
   » Job Cost
   » Payroll

Parts Management Modules include:
   » Assembly Work Orders
   » Inventory Control
   » Order Entry
   » Point of Sale
   » Purchasing
   » Return Authorization
   » Warehouse Tracking

Service Management Modules include:
   » Contract Management
   » Dispatch Portal
   » Equipment Servicing
   » Remote Service Management
   » Service Invoicing
   » Service Orders

View/Download HVAC Product Overview [PDF]

Financial Management Modules

» Accounts Payable – Software To Help You Control Expenses

Managing payables to your vendors is a routine, yet important part of any business. You need tight control over your check writing, with minimal time involved. SouthWare's Accounts Payable is a great way to get better control with less time and effort. A complete system for recording vendor transactions, writing checks, and tracking vendor activity, you can quickly take care of all your routine and not-so-routine payables tasks.

Have complete and accurate vendor records at all times
Know which vendors are due to be paid
Plan for future cash needs
Control when each invoice gets paid, how much gets paid, and where the check is sent
Create a check whenever you need one
Make sure you take advantage of vendor discounts
Prioritize your payments when cash is tight
Know which invoices have questions that must be cleared up before payment and make sure they don't get paid before they should
Evaluate each vendor's performance
Spend your time only on the non-routine payment situations that need your attention

View/Download Accounts Payable Product Brief [PDF]

» Accounts Receivable – Software For Your Most Valuable Asset

Your receivables are one of your most valuable assets. When managed correctly, they encourage higher sales with minimal costs. Managed incorrectly, however, and they can put you out of business. SouthWare's Accounts Receivable is the correct way to manage your receivables. A complete system for promoting and tracking sales, payments, and other activity with your customers, you get efficient recordkeeping, accurate records, and the tools to help you get paid on time.

Know which customers owe you money and when it's due
Regularly remind your customers that you're watching their accounts closely
Encourage timely payments
Instantly answer a question about a customer's current or past activity
Keep accurate commission records for your sales people
Reduce the time you spend on sales tax reporting
Know the aging status of each receivable type, customer, and invoice
Evaluate each customer's sales and payment performance
Spend less time entering data and more time managing your customer relationships

View/Download Accounts Receivable Product Brief [PDF]

» Cash Flow Software – Cash Flow Information At Your Fingertips

Knowing your cash flow situation is vital to your business success. You've got to have complete insight into your cash, but you don't want to spend a lot of time gathering and analyzing data. Cash Flow Ledger puts all the information about your cash right at your fingertips. Cash transactions from your SouthWare Excellence Series business system flow automatically into Cash Flow Ledger. Without any extra work you've got all the information and tools you need to answer your cash flow questions. And when you reconcile your bank account the system will automatically show you where your G/L differs from your bank account.

Capture cash flow history as it happens without any extra work
Understand how today's cash balance got that way
Review daily cash balance fluctuations
Quickly reconcile your G/L cash to your bank statement
Review each type of cash flow to look for trends
See the details behind any cash flow transaction
See the detail cash, check, and credit card payments in each day's deposit
Look at cash flows over any period of time
Easily identify accounting errors involving your cash accounts
Track the cash for a single bank account using several G/L cash accounts

View/Download Cashflow Ledger Product Brief [PDF]

» Collections Adapter – An add-on option with Accounts Receivable

Following up on past due customer accounts is not one of the most pleasant business tasks, but it is an important one. Every business has customers who seem to procrastinate on sending a check until you give them a polite, but firm, reminder. Make your collection efforts more organized and easier with SouthWare's Collections Adapter.

An add-on option with Accounts Receivable, you can schedule follow-up calls, enter collection call information, and track customer commitments. You'll get a better return on your time spent doing collections because you'll have a complete record of what's been done and said. Plus, you'll have the tools to eliminate excuses for non-payment.

Know who needs a collection call
Systematically follow up with every customer who needs attention
Keep track of customer promises
Review and record the status of each outstanding invoice during a collections call
Know what was said on past collection calls
Know when to withhold further credit to a customer
Know which customers have exceeded their credit limit
Decide how frequently to follow up with each customer
Instantly access the details of an invoice to answer any questions

View/Download Collections Adapter Product Brief [PDF]

» Fixed Assets – Software For Complete Asset Tracking

Tracking, valuing, and depreciating your assets is a time-consuming and tedious chore. Automate much of this workload with SouthWare's Fixed Assets. A complete asset tracking and depreciation system, you can easily keep track of the locations and values of your various equipment, furniture, machines, buildings, and other assets. Depreciation calculations are done for you and you can transfer asset and depreciation information directly into SouthWare's General Ledger.

Keep current records on all your assets
Easily handle the recordkeeping and accounting for acquisitions and disposals of assets
Know exactly where each asset is located to help you with your property tax reporting
Have your depreciation calculations done automatically for you
Have your asset information and depreciation automatically updated in your General Ledger
Easily handle asset splits
Track asset usage such as hours or mileage
Handle many different depreciation methods and schedules for each asset

View/Download Fixed Assets Product Brief [PDF]

» General Ledger – Software That Lets You Supervise Your Finances Daily

Your general ledger is where all your financial information comes together. For up-to-date information, attractive financial reports, and insight behind the reports, supervise your finances daily - not just once a month - with SouthWare's General Ledger. Your other SouthWare products keep General Ledger as current as the last transaction. Your financial statements are ready whenever you want to see them.

Have instant insight into every G/L amount and transaction
Get the financial reports you need when you need them
Have financial reports that look the way you want them to look
Get today's financial statements, not just last month's
Easily provide the information your auditors request
Eliminate most manual work in G/L as your other SouthWare products automatically update your financial information
Compare this year's performance to previous years
Compare actual performance to your budget
Quickly update your budgets throughout the year as your estimates change
Analyze the performance for your different financial reporting entities as well as for your entire company

View/Download General Ledger Product Brief [PDF]

» Job Cost – Software To Keep Your Jobs Under Control

When your business revolves around jobs you must have a good job tracking system. Most jobs involve so many types of costs that you need comprehensive records on each job just to know whether you're making money or not. SouthWare's Job Cost gives you the tools you need to keep your jobs under control without getting bogged down in paperwork. Setting up new jobs is easy, and you can even copy standard jobs. Your costs and revenues can be automatically updated by other SouthWare products. Overhead, recognizing job progress in G/L, and work-in-process updates can all be done in minutes.

See all the information about a job at the click of a button
Know the profitability on each job
Know the types of costs that you've incurred on each job
Track all changes to a job's budget and compare actual performance against budget
Automatically keep your job information current as a byproduct of A/P, Payroll, Inventory, and invoicing processing
Easily assign overhead to your jobs
Know your work-in-process status and transfer costs from work-in-process as a job is finished
Spot cost overruns
Predict expected job profit
Know how much work is left to be done on a job
Know what's been paid and what should be paid on a job

View/Download Job Cost Product Brief [PDF]

» Payroll – Flexible and Sophisticated Software

You need your payrolls to be accurate and on time, but you'd like to minimize the administrative time and cost it takes to prepare them. With SouthWare's Payroll you get a sophisticated and flexible system for payroll processing, tracking, and reporting.

Benefit from an "exception" design that lets you set up all normal information for an employee so you only have to enter exceptional or one-time information with each payroll. You get the flexibility to handle the many special earnings and deduction situations your employees have. And your governmental reporting information is ready when you need it.

Depend on accurate and on-time payrolls
Experience less hassle with the various employee deductions and other special payroll situations your employees have
Rest easier when it comes time for your quarterly or year-end tax reporting
Analyze your payroll costs to know exactly where your money is going
Know the details of each employee's payroll situation
Know the details behind each check you write
Know your total costs for each payroll and zoom into the details for more information
Spend less time on payroll administration each month - you can even eliminate checks with a direct deposit option
Have the information you need to report to other organizations such as credit unions and insurance companies

View/Download Payroll Product Brief [PDF]

Parts Management Modules

» Assembly Work Orders

Inventory management and work order control is a real challenge when you have assemblies and components. Not only do you have to keep track of the items that come in and out of your business, but you have to keep track of them as they flow in and out of assemblies. SouthWare's Assembly Work Orders module integrates with SouthWare's Inventory/Sales Series to give you a complete Sales and Inventory Management System. With Assembly Work Orders you can be confident that you are keeping good records of the flow of inventory within your business.

Create, track, post, and analyze work orders that document all your assembly activity.
Take an order from a customer via Order Entry and interactively create a work order to produce his customized shipment. You can select optional components that increase the selling price. When it is ready to ship you can then optionally print the details of the customer's assembly bill of materials on the picking ticket and invoice.
Check the availability of each component on an assembly and then reserve stock or substitute, backorder, purchase, or sub-assemble needed items.
Put component parts back into inventory when you break down an item.
Generate work orders for make-to-stock items.
Make sure the costs of your assemblies reflect the actual cost of the components, including variable and fixed costs.
Post work orders as they are finished or even partially post made-to-date quantities.
Pre-define all your standard bills of material for faster and more accurate processing.

» Inventory Control

When you have a large inventory you must manage it well if you want a successful business. Inventory Control gives you up-to-the-minute detailed information on each item in your inventory. You will know exactly how much inventory comes in, how much is on-hand now, and where it goes.

Get the up-to-the-minute quantity status for any item in your inventory at the touch of a key
Know the value of your current inventory
Know the details of each time you have received inventory
Keep separate records for each inventory location you use
Easily verify your spot check counts against your inventory records
Produce shelf labels for your stock items
Access a perpetual ledger of all quantities in and out for each stock item
Track selected stock items by serial number, lot number, size, color, or other tracking breakdown
Adjust your inventory records for breakage, spoilage, or other defective quantities
Move quantities between inventory locations as needed
Keep extensive supporting information about each inventory item

View/Download Inventory Control Product Brief [PDF]

» Fully Integrated Order Entry Processing

When your customers call in with an order, you want to be able to record the order accurately and then deliver it correctly the first time. This means your people need a system that helps them be efficient, accurate, knowledgeable, and timely. SouthWare's Order Entry integrates with SouthWare's Inventory/Sales Series to give you a complete Order Processing and Inventory Management System. With Order Entry you will be confident that you are getting orders recorded accurately, shipping them correctly, and getting them invoiced promptly.

Get your customers' orders recorded in less time
Immediately answer your customers' questions about pricing, availability, order status, etc.
Instantly access past sales orders for a customer and even duplicate one
Keep accurate records of returns, billing adjustments, no charge shipments, and other special situations
Sell what the customer needs even if you have to special order it or ship it from another location
Know exactly how and where the customer wants an order shipped, and even have an order drop-shipped from your vendor
Make sure a customer's credit status gets checked before and after you record an order
Automatically handle complex situations involving special pricing, special commission structures, or special sales tax rates
Produce picking tickets and shipping labels to help you get the right items shipped to the right address at the requested time
Provide order acknowledgement forms to your customers to make sure the order is right before you ship it
Create sales quotations and then turn them into orders when the customer agrees to buy

View/Download Order Entry Processing Product Brief [PDF]

» Customizable and Integrated Point of Sale

For simple sales situations, you want to process the sale fast so the customer can be on his way. If the customer has questions you want instant access to the answers. For more complex sales situations you want to handle returns, discounts, delivery, split payments, and other needs quickly and accurately.

SouthWare's Point of Sale integrates with the Inventory/Sales Series to give you a complete inventory sales and management system. With Point of Sale you get the power of an Order Entry system with the speed and convenience you need in a Point of Sale station; and you can customize the entry features and integrate hardware options to create the system that is right for you.

Quickly process your customers' purchases
Customize the keystrokes required to record a sale
Combine returns and new sales on the same invoice
Capture as much, or as little, information about each customer as you wish
Make your people more efficient with hardware options such as electronic cash drawers and bar code readers
Easily handle special situations such as layaways, requests for delivery, and special orders
Instantly know the availability and location of any stock item
Remind your operators to suggest related add on items
Monitor your sales throughout the day
Tightly control receipts by tracking your cash, check, and credit card payments and reconciling them per operator

View/Download Integrated Point of Sale Product Brief [PDF]

» Purchasing

The key to excellent purchasing is to provide great inventory service and get the most value for the money you invest in inventory. Your customers and employees want inventory to be available when they need it. But if you are not careful you can eat up all your profit in inventory carrying costs.

SouthWare's Purchasing integrates with SouthWare's Inventory/Sales Series to help you achieve your inventory goals. You get the help you need to set and maintain target stock levels, to analyze usage trends, and to check vendor performance. Whether you are maintaining a well-stocked inventory or ordering for just-in-time delivery, Purchasing has the tools to help you.

Have all the work of creating suggested Purchase Orders done for you
Use your judgment more efficiently by focusing only on any needed adjustments to suggested purchases
Trust that your purchasing decisions are based on assumptions that are continually updated for recent trends
Create just-in-time POs from your sales orders
Make special adjustments to the purchasing controls for any stock item
Identify seasonal sales items and adjust suggested purchases for seasonal needs
Recognize normal and abnormal usage patterns for your inventory
Order the most profitable quantity levels based on EOQ or other quantity discount calculations
Take into account line buying and other special vendor requirements
Know which vendors are giving you the best performance on each item

» Return Authorizations

Confidently manage both the process of customer returns to you and the process of your returns to vendors with SouthWare's Return Authorizations. Designed as an add-on module to SouthWare's Inventory Control, Return Authorizations lets you manage your inventory in conjunction with items being returned from customers and items being returned to vendors.

Other processes such as receivings and sales returns integrate seamlessly with Return Authorizations so your return information is always as current as the last related information entered anywhere in the system. And if you sell/service equipment, Return Authorizations integrates the information from the Service Management Equipment Tracking module and Service Orders module for situations such as exchanges.

Easily record each item you return to a vendor
Handle complex situations such as exchanges, warranties, and advance swaps
Track the status of returned items to identify situations that need follow up attention
Know whether you're expecting a vendor repair, replacement, credit, or refund
Automatically close your vendor returns from other modules
Track the items you've authorized your customers to return
Know what you're supposed to do when you receive a particular customer return
Keep track of labor reimbursement amounts owed to you by a vendor
Automatically create the appropriate inventory and general ledger adjustments as you process returns
Inquire and report on the status and handling of customer/vendor returns
Be confident that your return situations are under control

View/Download Return Authorizations Product Brief [PDF]

» Warehouse Tracking

Want better management of your warehouse without more work? Need a warehouse tracking system that gives you the information you need without too much complexity? Would you like to process warehouse activity more efficiently without a lot of retraining of your operators? SouthWare's Warehouse Tracking module adds multi-bin tracking and warehouse transactions to the capabilities of SouthWare's Inventory/Sales Series.

With Warehouse Tracking you get supporting warehouse details for the information in Inventory/Sales while keeping your warehouse records separate from your stock and order information. Your Inventory/Sales operators do not need to enter warehouse information, and your warehouse operators work only with warehouse information. This gives you the benefits of an integrated system for Purchasing, Receiving, Put Away, Stocking, Selling, Picking, Staging, Shipping, etc., without requiring complicated data entry functions.

Identify each storage ID or bin
Use both fixed (bins, slots) and moveable (pallets, license plates) storage IDs
Organize the storage IDs into zones/areas for easy review
Know which items are in a storage ID
Store a stock item in multiple storage IDs
Know the current storage ID(s) for an item
For Put Away, use pre-assigned or "floating" assignments
Keep track of items in moveable storage IDs (such as pallets and trailers)
Do directed putaway with option to receive directly into bin
Option for separate Putaway transactions
Do directed picking with option for combined picking (wave) or zone picking
Option for separate Packing/Shipping transactions
Suggest picking locations based on oldest received, locator preferences, or largest quantity
Plan and track the movement of items between storage IDs
Assign and reassign warehouse work to different stations
Optionally specify preferred sequence of storage ID assignment for each station
Optionally match attributes of storage IDs with required attributes of stock items (such as refrigerated, hazardous, secured, etc.)
Build custom rules (via SouthWare's WorkFlow) for the assignment of transactions to storage IDs
Optionally keep warehouse details of tracking/serial number

View/Download Warehouse Tracking Product Brief [PDF]

Service Management Modules

» Service Contracts Management

Effectively managing your service contracts can be one of the biggest challenges your service business faces. Service contracts tend to be complex and may include pricing exceptions, different levels of coverage, and even different billing cycles. Your contract information must be accurate, but it takes a lot of work. SouthWare's Contract Management handles the service contract functions for SouthWare's Service Management Series. With Contract Management you get the help you need to record, track, propose, renew, service, and bill your service contracts accurately and efficiently.

Keep your Service Contracts current and accurate with less work
Know the profitability of each Service Contract
Make sure that Service Contracts do not lapse without first proposing a renewal
Check on all service work done against a particular contract
Know the correct amount of earned and unearned contract revenue without doing a lot of calculations every month
Instantly know whether a piece of equipment is covered by a Service Contract
Make sure you propose a Service Contract on every piece of equipment you sell
Eliminate billing errors by ensuring that different contract rates, limits, and coverages are automatically considered on Service Orders
Make sure you do not forget any regularly scheduled work and that your contract billings are sent out on time

» Service Scheduler / Dispatch Portal

Quality scheduling is critical to operational efficiency – and revenue – in the world of service managers. Streamline and simplify the dispatch of your Service Teams with SouthWare's Web-based Service Scheduler and Dispatch Portal. Take the guess work out of resource planning and accelerate your key scheduling processes.

SouthWare centralizes service team availability and location, assignment requirements, and more, so you can deploy and manage field employees, with zero conflicts, at lower administrative cost.

Access the full potential of your calendar with alternate views by Day, Week, Month, or Technician. The user friendly calendar delivers real-time tracking of your service calls and ensures your Service Team's time is maximized. The preview function gives you instant access to order details and enables you to "zoom in" and make quick changes to scheduled work assignments at the click of a mouse. The optional Technician Mapping function provides driving routes for assignment locations.

Get a bird's eye view of your Service Department, Open Orders and Dispatching
Preview and edit scheduled assignments and orders online
Alternate calendar views by Day, Week, Month, or Technician
Make changes on the fly with the ease of drag and drop functionality
Integrate with Microsoft® Mappoint® to get your field technicians to the right place at the right time

» Equipment Servicing

Keeping track of all the important information about your equipment, customer equipment, equipment returned to the manufacturer, and equipment currently under repair is a demanding task. Equipment is constantly on the move and changing. SouthWare's Equipment Servicing provides you with thorough equipment records so you can provide great service and get paid for your service.

Know the detailed service history for each piece of equipment you service
Know the warranty dates on each piece of equipment you sell so you can bill service work accurately and know when to offer a Service Contract
Keep track of a piece of equipment as it moves between customers or contracts
Automatically schedule preventive maintenance service work on equipment that is under contract
Price your Service Contracts based on rates per piece of equipment on the contract
Instantly know whether a piece of equipment is covered by a Service Contract
Make sure you propose a Service Contract on every piece of equipment you sell
Keep track of metered usage on certain equipment
Know the profitability and repair history of each model of equipment you service

View/Download Equipment Servicing Product Brief [PDF]

» Service Invoicing

To have a successful service business you need a billing system that gets invoices to your customers promptly and with the right information. Ideally you could also save time by having your Service Order and Contract information flow automatically into your Invoices. SouthWare's Service Invoicing provides the billing system for SouthWare's Service Management Series, a complete system for service businesses. With Service Invoicing you can be confident that you are getting your service invoices processed efficiently and accurately.

Quickly enter your Service Invoices
Instantly bill a completed Service Order from Service Orders
Produce Invoices from Contracts in Contract Management
Streamline the handling of complex sales situations
Add as much detail to an Invoice as you need
Ensure that standard pricing is used on your Invoices
Record your Invoices in A/R almost instantly
Know the details of past Invoices
Standardize your miscellaneous add-on charges
Keep your A/R system updated with sales taxes, commissions, and other information from the latest Invoices

View/Download Service Invoicing Product Brief [PDF]

» Service Orders

Service Orders are the heart of your service business. You need to quickly enter your customer requests, schedule normal service calls, assign the work, track the status of the work, and invoice the work when it is done. With Service Orders you get the help you need to enter, dispatch, schedule, track, assign, and close Service Orders with minimum work and maximum results.

Quickly record the important facts about every request for service
Efficiently handle your regularly scheduled and your on-demand service requests
Get the right technician dispatched or assigned to a Service Order
Know the current status of all Service Orders
Track which Service Orders require special attention
Quickly record the Parts and Services used on a Service Order
Ensure that a Service Order is billed accurately and promptly
Know the Service History for each customer and piece of equipment
Make sure that fees (such as travel or zone charges) are charged when appropriate
Eliminate errors by ensuring that contract rates, limits, and coverages are automatically considered on Service Orders
Instantly answer your customers' questions about the status and details of the work being done for them
Evaluate the work being done by each of your technicians and service locations

View/Download Service Orders Product Brief [PDF]

» Request a Demo or Meeting

» Return to Products Page