Versentia Sections:

Located in the Versentia Home Button menu, the Clients window gives you access to all clients who have used your company's services. From here you can access general information, add new information or clients and assign delays to a requested service. In this section you will find:

• Basic Features
• Add Client
• View Client
• Client Groups
• Delay

Filter or search in locations by:

• Client Name
• Client Number

To clear the search field click the Clear Search icon in the top right corner.

1. Use the page navigation bar located in the bottom left corner of the Clients window. You can navigate through the pages by Skip to First/ Previous Page/ or Next/ Skip to Last Pages

1. To refresh the current location list click on the Refresh icon located on the bottom of the Clients window.

This is the first button under the client window, it allows you to add a new client to the existing list.

1. Click on Add Client.

2. Enter required information in the help window:
• Client Name
• Address Line 1
• City
• State
• Zip
• Referred By
• Reference Detail, based on Referred By
• Contacts (one needs to be entered when creating a new Client)
3. You may choose to fill out the following optional fields:
• Client Manager
• Salesperson
• Invoice by Locations
• Exempt Late Fees
• Paperless Billing (if selected, enter email address in Billing email field.)
4. You must also add a contact, which you can do at the bottom of the help window, either by selecting one from the Search list or entering a new one.
5. Once you have input all the information click Add Client in the bottom right corner.

This is the second button in the main Client window. This allows you to view all current information about an existing client, it also allows you to edit or update any information. Select a client and click on the button to pull up the information help window.

Client Summary is the first tab in the View Client help window. This tab gives you all the basic information on the selected client.

1. To edit the client click on the Edit Client icon in the upper left corner.
2. Edit any desired information in the help window, then click Update Client in the bottom right corner.

Located to right of the screen under the Summary list, the Client Summary Report lists all completed, pending services and open service fees for the current cycle. It will automatically put these into an excel format.

1. To generate the report click the Client Summary Report icon.
2. Your report will automatically be uploaded, you will receive a request to open it in excel, click Yes to view.

Located to bottom right of the screen, Contacts allows you to search and add new or existing clients.

1. To remove a contact from the page, select a client, and click on the Remove icon.
2. Press Yes to confirm; this action cannot be performed on the primary contact.

1. Select a contact to mark as Primary, there can only be one primary contact per location.
2. Click Mark Primary in the bottom left corner.

Locations is the second tab in the View Client help window. This tab gives you all the information on any locations associated with the selected client. When a location is selected it will display corresponding Service Lists and Reports.

You can search features by:

• Address: enter partial or full address to quickly search for a location.
• Advanced Search: enter any part of the location information (location number, custom field information, etc) to search for the property.

Click on the Clear icon to remove all search features.

Tip: To view service listings and service reports of a specific location, select a location listed on the left side of the Clients/Locations tab, and click on Service Listing and/or Service Reports.

1. To view location information select an address and click View.
2. This will take you to the same window as Versentia Home>Locations>View Locations would, see View Locations under the Locations section for more information.

To add a comment to a location, see comment.

To insert a service delay to a location, select an location from the list.

1. Click on the Delay icon.
2. Select a service from the help window.
3. Select a subtype, optional.
4. Enter expiration date.
5. Enter contact date, optional.
6. Click Submit.

To delete a location, select a location:

1. Click on the Delete icon.
2. Click Yes to confirm deletion.
3. The location will appear as inactive from this point on.

To restore an inactive location, select an inactive (will not work on active) location.

1. Click on the Restore icon.
2. Add a comment in the help window (required) and click Submit.

Located in the middle, this list pulls up an overview of any selected location.

Located in the right most list, the feature allows you to add objects to a location.

1. Click on the Add icon.
2. Select an object type from the help window.
3. Fill out any desired information then click Add Object.

To edit an object select an object from the right most list.

1. Click on the Edit icon.
2. Edit the object information in the help window.
3. Click Update Object.

To relocate an object to another location, select an object from the right most list.

1. Click on the Relocate icon.
2. Select a location to relocate the object to from the help window.
3. Click Relocate.
4. Confirm relocation.

To insert a service delay to an object, select an object from the right most list.

1. Click on the Delay icon.
2. Select a service from the help window.
3. Select a subtype, optional.
4. Enter expiration date.
5. Enter contact date, optional.
6. Click Submit.

To see Additional Features click on the >> icon to see a small menu. The features include: Outside Services, Unsubscribe All, Deactivate Object and Delete Object.

Outside services are used to indicate that an object was serviced by another company; this helps keep the cycle service up to date. Versentia will use the outside service and calculate how much time needs to pass in the cycle before another service is performed. To add an outside service to an object, select an object.

1. Select an object to which to add outside services.
2. Select a service definition.
3. Select a subtype, optional.
4. Enter Done On date.
5. Enter contact date, optional.
6. Click Add.

To edit an Outside Service:

1. Select a service by double clicking.
2. Edit Service Definition and/or Done on date.
3. Click Edit to update.

To remove an Outside Service:

1. Select a service and right click.
2. Select Remove.

1. Select a location from which to unsubscribe all objects.
2. Click Unsubscribe All under the >> icon.
3. Enter a comment, required.
4. Click Submit.

1. Select an object to deactivate.
2. Click Deactivate under the >> icon.
3. Enter a comment, required.
4. Click Submit.

1. Select an object to delete.
2. Click Delete Object under the >> icon.
3. Click Yes to confirm action.

Located below objects in the bottom right of the window, you can add services to an object from here. This feature allows cycle services or one time services to be subscribed or unsubscribed to or from an object. The subscriptions listed in this window are cycle subscriptions.

Service Listing is the third tab in the View Client help window. This tab gives you all the information on any services performed at locations associated with the selected client.

You can search features by:

• Location
• Address
• Invoice
• Jurisdiction Code
• Route

Click on the Clear icon to remove all search features.

1. Select a service and click on Abort.
2. Select a Category from the help window.
3. Select Abort State, this may be required depending on the category selected.
4. Enter a comment, required.
5. Click Submit.

1. Select a listing to generate a service report.
2. Click Reports, if report is available, a help window will appear.
3. Select a report from the right side list of the help window to create a service report.
4. Click on Create or Create Group to create a report for one object all objects at that location.
5. Click Prepaid Service, which will generate a prepaid invoice, or Add Service, which will appear in Locations> Object in the Service section.
6. The report(s) generated will appear in the list to the left under Report History.
7. Click on View PDF or Download PDF to view or download the generated report(s).

Located under the main Service Reports window, this feature allows you to block filing for a selected service.

1. Select a service.
2. Click Block Filing.
3. Add a comment, required.
4. Click Submit.

Located in the main Service Listings window. To move a service to another object selected one of the listed services.

1. Click Move Service.
2. Select an object to move the service to.
3. Click Move in the top left corner of the help window.

Located under the main Service Reports window, this feature allows you to add a follow-up on a selected service.

1. Select a service.
2. Click Add Follow-Up.
3. Add a a new job or select an available job from the help window.
4. Select a service from Available Services.
5. Click Prepaid Service or Add Service.

Service Reports is the fourth tab in the View Client help window. This tab gives you all the information on any reports files at locations associated with the selected client.

You can search features by:

• Location
• Address
• Jurisdiction Code
• Report Name

Click on the Clear icon to remove all search features.

1. To view a service report select a report.
2. Click View PDF to see the report in PDF format.
3. Alternate:If you want to view multiple reports at the same time use the shift key to multi-select desired reports then click on View PDF.
4. Click Print or Save to either print or save the selected report(s).

1. To download a service report select a report.
2. Click Download PDF to see the report in PDF format, it will automatically download to your computer.

Invoices is the fifth tab in the View Client help window. This tab gives you all the information on any invoices at locations associated with the selected client.

Located in the upper left corner of the window.

1. Select an invoice to view.
2. Click Show Invoice, a help window will appear where you can view all the specific invoice data.

This feature allows you to apply monies to an invoice.

1. Select an invoice to pay.
2. Click Pay Invoice, a help window will appear where you can apply a payment.
3. Select Date, the default is the current date.
4. Select a form of payment, the default is set to check.
5. Enter Identifier
6. Select a recipient
7. Enter payment amount
8. Click Submit.
9. You will see the payment help window in the list in the right side of the window.
10. Select which payment to apply by checking off the box under Use.
11. Enter the amount you want to apply to the invoice or check Pay Full to pay off the entirety of the invoice amount.
12. Click Submit, located at the bottom of the window.

This feature allows you to edit previous payments, it is in the Pay Invoice help window.

1. Select an invoice to edit and click Pay Invoice.
2. In the help window, above the payments there is an option to Edit Payment.
3. Select a payment to edit and change desired fields.
4. Click Submit to apply changes.

1. Select an invoice.
2. Alternate: use the Shift key to multi select invoices to be printed.
3. Click Print in the main invoice window.

To generate an excel spread sheet of the invoice.

1. Select an invoice.
2. Click on the Excel icon.
3. An spreadsheet of the selected invoice will automatically be downloaded to your computer.

To email invoices, this action only valid for clients with paperless billing enabled.

1. Select an invoice.
2. Alternate: use the Shift key to multi select invoices to be emailed.
3. Click on the Email icon.
4. An email with the selected invoice will automatically be sent to the client.

To delete an invoice.

1. Select an invoice.
2. Click on the Delete icon in the upper right corner.
3. Click Submit.

Payment History is the sixth tab in the View Client help window. This tab gives you the payment history of any invoices at locations associated with the selected client.

To cancel a payment from a client.

1. Select the payment you want to cancel.
2. Click Cancel Payment.
3. Enter a comment, required.
4. Click Submit.

This action will allow you to send a pre-scripted letter to a client whose payment was canceled. This action will not work on payments that are not canceled.

1. Selected the payment which has been canceled.
2. Click Cancellation Letter.
3. The letter will be downloaded to your computer in PDF form so you can send it to the client.

Payment History is the seventh tab in the View Client help window. This tab allows you to apply and schedule any fees a client may owe. The fess structure for clients is customizable.

To add a fee to a client, select a fee to add.

1. Click the Add Client Fee icon.
2. Enter a Start Date, required. (the feel will take effect on this date, after it is entered)
3. Enter the fee Amount.
4. Click Insert.

To add a discount:

1. In the same window, if you wish to add a Discount check off Add Discount.
2. This will open the Discount field, then select a discount type (dollar or percentage).
• If a dollar discount is selected enter the amount in the $ field.
• If a percent discount is selected, enter the percentage amount in percent discount.
3. Enter an expiration date, if applicable.
4. Enter comment, optional.
5. Click Insert.

To edit an existing fee select a fee to edit.

1. Click the Edit Client Fee icon.
2. Edit desired data.
3. Click Update to complete, located in the bottom right corner.

The eighth tab under the View Clients help window. Here you can see a description of events applied to the Client.

You can search features by:

• User Name
• Date
• Event Type

Click on the Clear icon to remove all search features.

Located under the main client window, Client Groups allow you to see what clients are linked to a specific group. Client Groups is a feature in which clients can be assigned or removed from a group.

1. To add a client to a Client Group select a client from the list.
2. Click on Client Groups, you will get the following help window:

3. Select a group from the drop down list to which to add the selected client.
4. Click Add to Group in the bottom right corner.

1. To remove a client from a group select a client and click on Client Groups.
2. You will get a help window with a list of all the groups the client belongs to.
3. To remove a group, select one and click on the Remove Group button at the top left of the page.

Located under the main client window, the Delay icon allows you to assign a delay on a service for a particular client.

1. Select a client.
2. Click on the Delay icon.
3. Select what type of service you want to delay from the drop down menu in the help window.
4. Select a subtype, if applicable.
5. Enter Expiration Date
6. Enter Contact By date (optional)
7. Click Submit.