MainBoss Newswire
September 2003
Topics:
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1. Customer Spotlight: Mohawk College - Hamilton, Ontario, Canada
Have you ever wondered how our customers are using MainBoss? In this new section of the monthly MainBoss Newswire, we will periodically feature a MainBoss customer and share with you their experiences in working with the program.
For this edition, the customer spotlight is on Mohawk College, located in Hamilton, Ontario. Mohawk College has been a MainBoss customer since May of 2001 and is currently using MainBoss Version 2.9 update 3. According to their Chief Engineer, they have two people who use MainBoss to manage their units, inventory and to track their preventive maintenance. They are still in the set-up process and eventually hope to use MainBoss for corrective work orders as well.
The users learned MainBoss by taking a MainBoss Basic Training course and by subscribing to the Annual Support plan and calling in for technical support. They find the Help menu very helpful, but the software’s ease of use and intuitive interface also allowed them to learn just by doing. And that is exactly what they like most about MainBoss: it is a straightforward, simple and easy to use maintenance package.
Since implementing MainBoss, Mohawk College has been able to better track their preventive maintenance work orders and their inventory management. Tasks are easily kept up to date as they can be edited when information and work processes change. Implementing it in their school environment has not been a problem for Mohawk College since they use MainBoss in a straightforward fashion and, as the Chief Engineer states, the work orders and inventory sections in MainBoss adapt well to any industry. When asked what makes their work with MainBoss easier, users at Mohawk College find that using the shortcut icons along the menu bar saves time in navigating the program. Also, since they do not use Purchase Orders in MainBoss, they simply use the Adjustments section of the Inventory section to track changes to their stock items.
MainBoss head office would like to thank the Chief Engineer from Mohawk College for his time in sharing his MainBoss experiences!
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2. Did you know: Why not to use vendor catalog numbers for your inventory item codes
When setting up a new inventory item in MainBoss, you need to assign the item a code and description. The code is a short, unique string of text that will allow you to identify the item. The description is usually a longer version of the code, but should also be unique and allow the item to be easily identified. Creating an item code requires some thought—often customers think they can just use the vendor’s catalog number as the item code. This appears to make sense since you can look up the item in your inventory list as long as you know the catalog or part number that the vendor assigned to it. But you have to realize that you do not have control over the vendor’s or manufacturer’s catalog number. Therefore, there are some risks associated with using the catalog number. First of all, what if you purchase the item from more than one vendor? An item can only have one code, so which do you use? What happens when you switch suppliers and the old catalog number no longer applies? Not only do you have to update your MainBoss records, your employees will now have to learn a whole new code. Additionally, when working in the MainBoss inventory section, your employees need to either memorize a large number of catalog numbers or have a sheet of paper beside them that tells them what catalog number refers to what exactly. Looking up an item by its description is not always an option, especially when creating reports. To make your records in MainBoss more user-friendly and to avoid frequent editing, your employees should consider coming up with a coding format that is consistent, unique, and identifies the item in an intuitive and logical fashion.
For example, consider you have a range of AC filters in stock. You can arrange your coding for the filters so that they are grouped together in your inventory listing and are uniquely coded and easy to identify.
FILTER-AC-16x20x1
FILTER-AC-16x25x1
As you can see, the item is easily recognized, even by someone not familiar with vendor catalog numbers or who is new to working in MainBoss. The above item codes will remain true even if you switch vendors or brands. And of course, if you would like to record the vendors catalog number for an item, you can do so by creating a Price Quote (even if you don’t have any actual pricing information). This feature will allow you to define as many catalog numbers as you wish; so multiple suppliers are not a problem! Please read next months Newswire on how to create a Price Quote.
Note: These comments also apply to using UPC (bar coding) codes. Manufacturers are free to change UPC codes on items you would consider identical. For instance, a battery manufacturer might code an expiry date or lot # as part of the UPC.
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Visit MainBoss at the PM Expo in Toronto, Canada!
The PM Expo, Canada’s largest annual property management show, is being held from December 3rd to 5th, 2003 at the Metro Toronto Convention Center. MainBoss will be displayed at booth 1643 so be sure to stop by!
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4. Special Reminders
MainBoss offers some great programs and services. Don’t forget to take advantage of them:
· The MainBoss Referral Program allows current MainBoss customers to make referrals and get great rewards in return! We recently had a successful referral in South Africa, where the person received US$100 in cash! For more information on the referral program, visit http://www.mainboss.com/english/support/referral.shtml
· MainBoss Training services are offered by either MainBoss head office or a MainBoss representative in your area and are invaluable to expanding your proficiency with MainBoss. Email info@mainboss.com for further details
· Would you like to email your work requests directly to MainBoss? You can do this with MainBoss @Requests. Click here to find out more: http://www.mainboss.com/english/products/product-requests.shtml
· Interested in becoming a MainBoss dealer and promoting an exceptional maintenance solution package in your area? Click here: http://www.dealers.mainboss.com/english/newdealer/index.shtml