Data Resource Management

(800) 255-5242 (800) 255-5242

 

** users Click here for: Hints & Tricks

 

**  Budget re-calculation in the middle of the year? Resetting Budgets

**  Resetting your Fiscal Year?

** for Windows:  Click here: EOY Windows

    ** Older system: Click here: EOY DOS

**  Resetting your Degree Days?

** for Windows:  Click here: D.Days Windows

    ** Older system: Click here: D.Days DOS

**  Resetting your YTD Gallons?

** for Windows:  Click here: YTD. Windows

    ** Older system: Click here: YTD. DOS

** Changing to Summer (Winter) usage?

** users: Change from Winter to Summer Scheduling and back. 

               Click here: Winter to summer            Click here: Summer to Winter

Annual Support:

The best in the industry and the First year is free!

You may call whenever you have the slightest problem or simplest question. You will use 's toll free number each time. (800) 255-5242

Training:

Free training for your staff over the internet or in our offices in Chatham, MA.

On Site Training:

The system is so easy to understand that it is rare for us to be asked to visit you for further training.

But....

If you have staff changes in the middle of your season and don't have time to teach your new people, we would be happy to help.  It usually takes about a day in your office for us to train new users. We do need undivided attention.

** Hints & Tricks:

Because DRM-Windows is so customizable, there are many creative ways of using or combining its features.  The purpose of this section is to list interesting or novel solutions and tips.  We hope you find them useful and do feel free to contact us if you'd like additional information.  Also please let us know if you've discovered a neat way of using the application to solve a business problem and we'll share it.

  •  Use 'Account Merging' to manage those customers sent to Collections.

    • Get started by creating a new account called Collections.  Let's say it is Account #3000-1.
    • Find a problem account and merge it with the Collections master account.  It will become #3000-2, the next one becomes #3000-3, etc.
    • Every time you work on any one of these sub accounts, you will see the balances for that customer, as well as the total balances for all of your collections accounts combined.
    • You can easily run reports or see notes for just your collections accounts.
      .
  •  Use Notes to track Emergency Contact Information.
    • Create a new Notes category just for this purpose.  Give it a short code such as "EMERG" with a description of something like "Emergency Contact Info".
    • When a customer provides you with this information, simply Add a new note to their account and choose "EMERG" for the category.  Enter in as much information as you like.
    • You may also want to Flag the note or make it Sticky so your attention is drawn to it when the account is pulled up.
    • You can run a report at any time to print just the "EMERG" notes for any or all of your customers.
       

  •  Use "To-Do" Notes to follow-up on action items.

    • Create a new To-Do Notes category for each of your operators.  For example you can set up a category for Jane Smith, you billing clerk.  Create a notes code as "TO-DO-JS" and something like "Jane's To-Do" as the description.
    • When a customer has an action item, add a new note and enter as much information as possible to describe the situation accurately.  If you want Jane to be responsible for following-up, then select "TO-DO-JS" as the note's category.
    • Jane can run a report to just show all her To-Do notes.  The boss can run a report to show everyone's action items.
    • Simply change the note category when the matter is resolved and the note will drop off the to-do list.
       

  •  Report on how many New Accounts were acquired this year, last year, last quarter etc.

    • Open the Custom Reports screen and pick the fields you want to see displayed.

    • In the Criteria section, choose "DtAdded" and then enter the relevant date range.
       

  •  A fast way to change a date in a Reports screen.

    • Click on the part of the date (month, day, year) you want to change
    • Every time you press the <Plus> (+) key, the value increases by one
    • Every time you press the <MINUS> (-) key, the value decreases by one

** for Windows:  Reset Degree Days.

 

September 1st is when most dealers RESET DEGREE DAYS.

 

Be sure that you have entered the degree days for 08/31/07 before you do the reset. 

 

Go to "Reports" and choose "Degree Day Totals By Date".

 

Choose "UTILITIES" on the MAIN MENU.

 

 

Choose "YEAR END".

 

Choose "RESET DEGREE DAYS".

 

You printed this report in the first step.

 

Click "Next".

 

Each customer will be adjusted and your degree days will be reset to: 09/01/07 W1 H1. (If you have a degree day meter, reset it: Heat=1, Heat & Water=7)

Remember:

  1. Do a Back Up First. <---

  2. Reset only once.

  3. You can not use "Enter Degree Days" until after the reset.

** for DOS:  Reset Degree Days.

 

September 1st is when most dealers RESET DEGREE DAYS.

  • Be sure that you have entered the degree days for 08/31/07 before you do the reset.

  • Choose "YEARLY RESETS" on the MAIN MENU.  Choose "RESET DEGREE DAYS".

  • Answer the questions as they appear on your screen.

  • Each customer will be adjusted and your degree days will be reset to: 09/01/07 W1 H1. (If you have a degree day meter, reset it: Heat=1, Heat & Water=1)

    Remember:

  1. Do a Back Up First. <---

  2. Reset only once.

  3. You can not use "Enter Degree Days" until after the reset.

** for Windows:  Reset YTD Units (Gallons or Liters).

 

September 1st is when most dealers RESET YTD Units.  The process adds up all the deliveries from the date you choose and puts the results on the Scheduled Fuel screen.

 

To add from the beginning of this heating season, set the date to Sept 1st of this year.  All YTD Units will be set to "0".

 

YTD Units can be reset over and over.  To add from the beginning of the calendar year, set the date to Jan 1st of this year.  You can always change back.

 

Choose "UTILITIES" on the MAIN MENU.

 

 

Choose "YEAR END".

 

Choose "Reset YTD Units"

 

Set the Start Date.  Choose "Next" and confirm by choosing "Yes".

    

 

** for DOS:  Reset YTD Gallons.

 

September 1st is when most dealers RESET YTD Gallons.

  • Choose "REPORTS - ONE LINERS - PRINTED REPORT".  Ask for fields 40, 1 & 35.  No criteria.  Print the report.

  • Choose "YEARLY RESETS" on the MAIN MENU.  Choose "Y.T.D #GALLONS".

  • Answer the questions as they appear on your screen.

  • Each customer will have field 35, YTD Gallons, reset to 0.

    Remember:

  1. Do a Back Up First. <---

** for Windows:  Reset Fiscal Year.

  • End of Fiscal Year procedure:
    •

  • End your month as usual (Finance Charges. Statements. Over Due Notices).

  • Print Post Totals (for all batches).

  • Reports - View Totals.  Print for EVERY month in your year and one for the entire year.  Throw any older reports away.

  • Reports – Aging - Total Balances. Using the settings below, print the report two times.

    •

    Set the check boxes as below.     Then       Set the check boxes this way.

    Click OK   and print the report.                   Click OK  and print the report.

          

     

     

    Finally, in Utilities - Options - Posting:

    • Change the Fiscal Year.  (1. below)

    • If Period Locking is being used (2. below), Change the "Period Locking - Close date" to the last day of your old fiscal year.  (3. below)

     

     

    ** Older system: Reset Fiscal Year.

  • End of Fiscal Year procedure for our older software:
    •

  • End your month as usual (Finance Charges. Statements. Over Due Notices).

  • Do at least one Monthly backup. Label with the end-of-year date. Save these forever.

  • End of Month – Purge.

  • Post totals (on all machines if you are multi-user).

  • View Totals and print (F6) for EVERY month in your year and one for the entire year. Throw any older reports away.

  • End of Month – Aging. Using the settings below, print the report three times.

  • a. With no criteria

  • b. With 36 > 0

  • c. With 36 < 0

    • AGING REPORT OPTIONS

    		  
    Enter the DATE from which to calculate the aging 06/30/07
    Set the number of days to the FIRST breakpoint 30
    Set the number of days to the SECOND breakpoint 60
    Set the number of days to the THIRD breakpoint 90
    Would you like a SUMMARY or a DETAILED report? (S/D): S
    Limit the report to just those OVER 30 days? (Y/N). N
    Save account information for OVERDUE NOTICES? (Y/N): N
    Add a FORM FEED after each customer's report? (Y/N).: N

     

     

  • Reports – One Liners – Totals to Screen. Enter: 36 on the "Fields" screen.

  • d. Criteria: Choose 36 > 0. Copy this number down labeled as "Accounts Receivable".

  • e. Criteria: Choose 36 < 0. Copy this number down labeled as "Deposits Held".

    •

  • Yearly Resets Inventory Y.T.D. (If you have inventory).

  • Yearly Resets Fiscal Year.

    •

    **   Summer to Winter Degree Days: 

    Change from Summer to Winter scheduling: When the daily temperature is above 65....   (usually early June): 

    •  Choose "Degree Days" on the main menu. 

    •  Press F1 to change  options. 

    •  On the right, click to move the dot from summer to winter . 

    •  Click on "Save". 

    •  It's that easy.

      

    ** Winter to Summer Degree Days:

    Change from Winter to Summer scheduling: When the daily temperature is below 65....   (usually early October): 

    •  Choose "Degree Days" on the main menu. 

    •  Press F1 to change  options. 

    •  On the right, click to move the dot from winter to summer. 

    •  Click on "Save". 

    •  It's that easy.

     

    Keyboard sounds:

    Does your computer make a noise whenever you type a character?  Try this:

    In Control Panel, find:    Double click it.

     

     

    Choose the Sounds tab at the top.  Highlight Default beep at the bottom.  Drop the arrow next to the 'Sounds:' box and choose (None).  Click Apply and OK>

     

     

     

     

     

     

     

    How To Reset Budgets Mid Year

     

     

    Use Cust Info(F6)…  Reset Bdgt(F9)

     

    Move to regular = N

    Spread over = Y

     

    Price = Enter today’s price

     

     

    Enter, Enter…  Skip to Months in Budget =   Enter the number of months that remain in his budget year.

     

    Month Budget Start = today’s month.  Enter 2 for Feb.  3 for March.

     

    Now you are in YTD Gallons.  Enter the amount you think he should burn between now until the end of year.

     

     

    Hint:  Click (F3) Show Gals YTD