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Glossary G-5
Options Menu The Options menu (along the top of your screen) enables you to (1) delete customers, jobsites,
service calls, etc.; (2) move jobsites from one customer to another; (3) combine jobsites; (4) create seasonal
preventive maintenance contract calls; (5) create recurring contract calls; (6) create “next scheduled” service
calls; (7) clear information on expired preventive maintenance contracts; and (8) perform other functions. You
should familiarize yourself with this menu.
P
Payments This button on the invoice forms allows you to access customer payment information (optional
Accounts Receivable module required).
Pick List A list of all parts, supplies, equipment, rough goods, etc. you have entered while creating a job cost for
an installation. This list can be used by your installation crews when they are preparing to go to a jobsite.
Preview Before printing a report, you may wish to preview it on the screen. This can be done by clicking the
Preview button that appears on various forms. In this preview mode, you will notice that the cursor changes to a
magnifying glass. You can zoom in and out of the report by clicking on the preview window. You can also view
other pages of the report, if any, by clicking the arrows on the bottom left of the preview window.
R
Refrigerants This button on the service call and installation call forms allows you to record refrigerants
recovered and used. The system is able to generate reports summarizing this information.
Reports The system tracks all kinds of information and is able to generate graphs and other printouts. To
access this function, click the Reports button on the toolbar.
Resize Form Occasionally, the bottom portion of a system form, such as the Main Control or Customers form,
appears to be missing. If this occurs, click “Options” on the menu bar (along the top of your screen), then “Resize
Form.”
S
Sales Lead/Sales Quote Module HVAC Office’s Sales Lead/Sales Quote module allows you to create sales
leads for existing and prospective customers and generate detailed sales quotes for each lead. In fact, if you get
the job, you can create the installation from the sales lead, and the system will automatically generate a job cost
from the sales quote. By itemizing every part necessary for a job, including labor, you are much less likely to
overlook costs. You can also create and save “templates,” which allow you to quickly generate standard sales
quotes and avoid reentering commonly-used parts and services. Finally, you can print a “sales worksheet” (a list
of all sales quote information).
Server Version HVAC Office is available in two versions. The “Server” version is required on one computer
in a networked installation and allows others using the “Workstation” version to connect through the network to the
database on the server.
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