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SAM Pro Enterprise

A full ERP system designed by Data-Basics.
Questions about SAM Pro Enterprise? Call (800) 827-1151 and talk to a software expert now.

SAMPro Enterprise, Data-Basics’ flagship software suite, provides a comprehensive job costing, service management, mobile workforce, and back office accounting platform. The software components function seamlessly, enabling customers to proactively manage daily operations, automatically schedule and execute critical reporting and notification agendas, and communicate securely via the Web with technicians, customers, subcontractors and other suppliers. Essentially, customers have the ability to account for and respond to all service-related activities in real time.

SAMPro Enterprise offers true ERP functionality in its comprehensive suite of field service accounting software and construction accounting software components. SAMPro is one of the only field service software systems on the market today that offers contractors powerful tools to accommodate both in one complete ERP package. Our end-to-end integration provides the ability to automate and streamline, all while reducing costs and increasing revenue. SAMPro management systems also offer unlimited scalability and can configure easily to unique business structures that blend field service management and construction accounting responsibilities.

SAMPro Enterprise supports growing businesses, enables seamless operations in multiple locations and offices, and provides control over an unlimited number of warehouses (including all trucks in a fleet). With an Enterprise Level Accounting Suite and integrated CRM & Business Analytics, SAMPro Enterprise is highly specialized field service software for contractors that works to solidify the current customer base, create maximum multilateral efficiency, and produced advanced levels of profit.

End-to-End Integration - SAMPro Enterprise features an object-oriented design and runs on the Microsoft SQL Server database platform. End-to-end integration extends from its Windows back office suite to its Internet-enabled and wireless applications.

Operating in step with Data-Basics’ signature Rules-Based Management tool, SAMPro Enterprise increases business efficiency by handling regular software situations on its own and raising flags as problems start to crop up. Using this technology, a company’s core ‘rules’ are established up front and are strategically reinforced throughout the organization.

One key component, SAMPro’s Escalation Manager, automates much of the service workflow process, using pre-defined ‘escalation profiles’ that enable the system to automatically e-mail the parts manager if, for example, a work order is waiting on specific parts.

This automated functionality removes human intervention from routine processes, which helps customers generate a quick ROI for any business’s service department. It also enables personnel to spend less time ‘babysitting’ work orders and more time on critical up-selling or cross-selling opportunities.

Critical Information Delivery - Another key component, SAMPro’s ReportAnywhere, delivers critical information, whenever and wherever it’s needed. Detailed reports can be generated at any time, 24X7, and delivered at pre-determined intervals. This enables businesses to prevent revenue loss via timely sales information, and anticipate sales opportunities, instead of responding to crises.

Meanwhile, SAMPro’s back office software components handle every aspect of service management, from dispatching and scheduling to call center operations and project management functions. Accounting capabilities, from payroll and general ledger to accounts payable and job costing, are also included in this industrial-strength services management suite.

Key Benefits - SAMPro Enterprise provides customers with significant benefits, including:

  • A consistent look and feel, which reduces the software learning curve.
  • A consolidated system for updates, incorporating open, object-oriented technology.
  • Data entered once - via Windows back office modules, Web/Wireless/Mobile applications, or Interactive Voice Response (IVR) systems- is immediately available, and yet secured via specialized encryption capabilities.
  • Automated functionality and workflow efficiency generate a rapid ROI.

Accounts Payable

Early payments, subcontractors paid too early, missed discounts, and late fees all contribute to inflated expenses and lost opportunity costs. The Accounts Payable module furnishes the tools and information required to obtain the most value from each and every dollar spent. This module also provides valuable job costing information and adds multi-national currency support to your enterprise.

Features:

  • AP Journal
    • Automatically vouchers Purchase Orders
    • Easily add shipping and handling charges
    • Voucher a payable for which no PO exists (e.g., monthly rent)
    • Create credit memos
  • Proactive Cash Flow Control
  • Pay-when-paid management
  • Cash requirements planning
  • Custom AP Terms
  • Subcontractor Control:
    • Paid-when-paid terms selectable for sub-contractor invoices
    • Insurance Certificate control.
      • Expiration notices automatically sent via ReportAnywhere
      • Block payments if insurance is expired
  • Real time information displayed in vendor record:
    • Most recent items/prices detail
    • Rolling three year summary
  • Positive pay/issued reporting
  • Supports manual or system accounts payable checks
  • Cash Requirements reporting: current, future, past due, and retainage
  • Vendor Paid History reporting by vendor, PO number, effective date, or invoice
  • Supports retainage and partial payments
  • Simplified check voiding process
  • Increased efficiency in day-to-day operations
    • Automated bill payment processing
    • Supports ACH
    • Automated PO vouchering
    • Eliminate
      • Early payments
      • Missed discounts
      • Late fees
  • Multi-National currency support
    • Automatically voucher and reimburse foreign vendors in their currency
    • General ledger maintained in corporate currency

Accounts Receivable

Designed as a collections management tool, Sam Pro’s Accounts Receivable module ‘pushes’ late pay information to Project Managers, Sales Personnel, Collection Managers and virtually anyone else in the organization who needs to know this vital data. Via ReportAnywhere, Customer Statements can be automatically emailed or faxed to customers based on pre-defined thresholds. Collection notes and ticklers keep Collection Managers on top of problem customers and quickly spot delinquent accounts in real time.

Features:

  • Cash Receipt Journal
    • Select invoices being paid from a list or by entering their numbers
    • Adjust detail on an item-by-item basis
    • Error corrections simple and straightforward
  • Optimize Collections Processing
    • On-line collection processing reduces outstanding receivables and minimizes customer support issues
    • Maintains complete history of all customer account transactions
    • Automatically distribute late pay information via ReportAnywhere
    • Track and analyze customers’ paying habits
  • From Client record
    • View all or open invoices
    • Drill down to invoice detail
    • View and add collection notes and tickle dates
    • View payments received
  • Receivables summary instantly accessible to dispatcher when taking a new service call
  • Automatic posting of Service, Construction and Sales Invoices
  • Sales Journal for credit memos, finance charges, pre-loading history, etc.
  • Handles Retainage
  • Rules Based Management
    • Automatically generate weekly report of past due accounts and deliver to managers via printer, fax or e-mail
  • Supports Multinational Currency
    • Receive funds in vendor’s currency
    • GL maintained in corporate currency

Advanced Inventory

This module provides a robust foundation for the inventory requirements of midsize as well as larger enterprises. Initially designed for a warehouse distributor who also did job shop manufacturing, Advanced Inventory easily handles the tasks associated with stocking multiple trucks and warehouses, assembling/refurbishing items, and handling multiple pricing structures.

Features:

  • Proactive inventory management
    • Notification of delayed or scheduled shipments with ReportAnywhere.
    • Stock status reporting
  • Increased operational efficiency
    • Monitor serialized and non-serialized inventory in real-time
    • Restocking Wizard simplifies truck stock maintenance
    • Works in conjunction with automatic purchase order generation for simplified restocking
    • Supports bar code entry
  • View real-time information from the inventory item record:
    • Stock status by location
    • Purchase orders/drill down detail
    • Vendors
    • Bill of Material
    • Uses (in other equipment’s Bills of Material)
    • COP Sales
    • Serial/Lot Numbers
    • MSDS
    • Year to date summary
    • Special pricing
  • Unlimited Warehouse, Truck and Shop Order Locations
  • Bill of Material/Components
    • Handles multiple subassemblies
    • Inventory or job centric costing options
  • Vendor and Customer Part Number Cross Referencing
  • Lot Control/Refrigerant Tracking
  • Costing to Location/Serialized Item:
    • Standard Cost
    • Average Cost
    • Last Cost
  • Unit Pricing/Markups and Price Codes for special Client Pricing
  • Online analysis of inventory usage and sales

Bill of Materials

SAM Pro’s Bill of Materials module handles multiple subassemblies and supports inventory or job centric costing options. SAM Pro’s Shop Order Processing uses the information in the Bill of Materials to generate the required detail to create assemblies and sub-assemblies. Costs are tracked by the system so that the true cost is always known. This module is completely integrated with service, construction and accounting, providing a total enterprise system.

Currency Master

Currency Master enables your firm to operate in a corporate (base) currency and receive (AR) and/or remit (AP, Purchasing) funds in a currency of original entry. Entries should only be made for the currency (or currencies) of original entry, not for the corporate (base) currency.

With the exception of GL, all money fields will post in their currency of initial entry. For example, assume your firm uses Canadian currency as the corporate currency. With multinational currency enabled, you can pay a Vendor based the US in US Dollars; US dollars will appear on the check and be posted to AP.

Customer Relationship Management

SAM Pro’s CRM software modules enables your firm to focus on your best prospects - your existing client base. From the National Call Center to the Web Client Interface, Data-Basics Customer Relationship Management software focuses on the needs of the customer, and on your firm’s requirements for an efficient, cost effective CRM software solution. Operating in step with Data-Basics’ Field Service software and Enterprise Automation software modules, SAM Pro Enterprise increases business efficiency and provides a rapid return on investment for the entire organization.

National Call Center - SAM Pro’s National Call Center provides a 360 degree view of your customers. Pertinent information - ranging from comprehensive job history to the on-call technician’s pager number - is always readily available.

Web Client Interface - The Web Client Interface allows you to offer your clients the ability to access their accounts via the Internet and request service anytime while increasing your back office efficiency and competitive differentiation.

QuoteMaster - This module will enable your sales personnel to easily generate quotes which include multiple options. When the customer approves the quote, both a work order and purchase order(s) can be automatically generated at the discretion of the user. Quotemaster will also support Escalation Management to ensure efficient workflow and customer satisfaction.

CSRAnywhere - This Internet-enabled module will provide your mobile sales workforce with the ability to efficiently manage leads and quotes in real-time. Leads may be generated by field technicians, back office personnel, and customers (via the Web Client Interface). ‘Ticklers’ (escalation events), documents and authored notes may be attached to leads. Supports ReportAnywhere.

Enterprise Automation

Rules-Based Management Technology - Operating in step with SAM Pro Enterprise, Data-Basics’ signature Rules-Based Management (RBM) technology increases business efficiency by handling regular software situations on its own and raising flags as problems start to crop up. Using this technology, a company’s core ‘rules’ are established up front and are strategically reinforced throughout the organization.

Escalation Manager - One key component, SAM Pro’s Escalation Manager, automates much of the service workflow process, using pre-defined ‘escalation profiles’ that enable the system to automatically e-mail, fax or page the parts manager if, for example, a work order is waiting on specific parts. This automated functionality removes human intervention from routine processes, which helps customers generate a quick ROI for any business’s service department. It also enables personnel to spend less time ‘babysitting’ work orders and more time on critical up-selling or cross-selling opportunities. Click Escalation Manager for more details.

ReportAnywhere - Another key component, SAM Pro’s ReportAnywhere, delivers critical information, whenever and wherever it’s needed. Detailed reports can be generated at any time, 24X7, and delivered at pre-determined intervals. This enables businesses to prevent revenue loss via timely sales information, and anticipate sales opportunities, instead of responding to crises. Click ReportAnywhere for more details.

The value of Rules-Based Management has been recognized by clients, consultants, and leading research firms. Aberdeen Group, a leading IT market analysis and positioning services firm, and the Association for Services Management (AFSM) International, the worldwide association for professionals in the high-technology services and support-s-business-industry, recently honored Data-Basics among the top ten entries documented in a new Aberdeen Group study. Click What Works: Ten Significant Implementations in Services Management to view the results of this important study.

Rules Based Management Technology provides a vital resource for field service, facilities management and construction firms, as well as HVAC, electrical and other specialty contracting firms.

General Ledger

In today’s volatile business climate, ‘knowing the score’ is more critical than ever. Sam Pro’s General Ledger module provides the accurate and timely financial information needed to accelerate management processes and capitalize on opportunities as they arise. Transactions post in real time, allowing management to see where the company stands on a daily basis. A flexible financial report writer enables the creation of statements that can be automatically distributed via ReportAnywhere.

Features:

  • Supports multiple companies/departments/divisions
  • Accepts real time data from AP, AR, Purchase Orders, Inventory and Payroll to eliminate manual posting and to ensure that account balances are always updated
  • Supplies budgets and comparative reporting to make monitoring income and expense accounts simple and easy
  • Multiple entry journal streamlines adjusting entries
  • Continue daily operations without having to close prior-year/month accounting periods
  • Corrections made to past accounting periods are automatically carried forward
  • Recurring GL Templates
    • Implement end of month transactions
    • Generate entries by cycle code
    • Auto-reversing option
  • Authoritative GL Reporting and Layout Tool
    • Supports arithmetical operations, percentages & variances
    • Allows for ‘what if’ modeling
    • Import/Export Capabilities allow reports to be written/revised by Data-Basics ‘in-house’ experts
    • Produce financial reports for any time period, as often as required, automatically distributed via ReportAnywhere
    • Design and generate special use reports:
      • Income statement with expenses as a percentage of total expense or income
      • Cash Flow Analysis
      • Comparative Financial Statements
      • Ratio Analysis
      • Customized Expense
      • Supports Multi-National Currency

Job Costing

Timely, accurate and relevant job costing is key to any company’s growth and profitability. With it, day-to-day expenses can be monitored, along with instant access to relevant financial data in real time.

The heart of SAM Pro Enterprise is Job Costing. By designing an enterprise-wide solution centered around Job Costing, tremendous efficiencies are realized in producing the necessary ‘paperwork’ every business requires.

Every module posts in real-time to the Job Costing system, eliminating the need to re-enter or ‘double-post’ any data. Payroll, Invoicing, Accounts Payable and Job Management information is all generated from job history, automatically providing the necessary ‘paperwork’ to complete the job. Not only are key costs tracked as jobs progress, they are automatically distributed to the management team via ReportAnywhere.

Benefits:

  • Rules-Based Management: Powerful Analytics
    • Proactive notification of jobs and work orders failing to meet defined goals
    • Automatic distribution of key management reports via ReportAnywhere
  • Powerful Job Profitability Monitoring
    • Profitability by Job, Maintenance Contract, Service and PM, Site, etc.
    • Meaningful information for Service, Maintenance, and Construction
  • Streamlined Processing
    • Job Cloning Wizard
      • Quick setup of new jobs, cost codes, billing items
      • Use any job record as a template
    • Seamless integration with Payroll, AR, AP, GL, Invoicing, Service
  • Supports WIP (Work In Progress)
    • Automated job end-of-month processing
  • Job structure definable up to 7 levels deep
  • Service work orders can post to construction jobs, allowing for flexible departmental personnel sharing
  • Specify hours worked and billed for more accurate costing
  • Bill jobs for a site to a variety of clients, to handle
    • Warranty work
    • Ownership changes
    • Contractor of record
  • Comparison of budget and actual data in real time
  • Update Job Progress Wizard
    • Percent projected
    • Projected total cost
    • Projected hours
    • Percent complete
    • Cost to complete
    • Over/under budget
  • Define Cost Codes on a job-by-job basis
  • Job Cost Codes interface with Invoicing, greatly simplifying the billing process
  • Committed Costs
  • Flexible Billing Items
  • Unlimited Jobs Per Project
  • Supports Percent Completed Accounting Method
  • Keeps detailed history for the life of a job and beyond: facilitates estimates for future jobs
  • Accepts in-house expenses into the job journal for costing and billing purposes Unlimited authored notes on Job, Cost Code, Billing Item records
  • Flexible Change Order management

Payroll

Sam Pro’s Payroll module is designed to meet the very unique requirements of the specialty contractor. Within the same pay period, multiple pay rates, states, and union fringes may be handled in order to efficiently process a payroll cycle. Raises can be scheduled in advance and can take effect in the middle of a pay cycle. The module not only tracks the direct cost of labor, but it calculates all of the employer taxes, union benefits, fringe benefits, and allocation of other overhead, such as G & A expenses, uniforms, truck usage and communication devices. Time card entry allows unlimited job, cost code, and cost category distribution.

A virtually unlimited number and variety of individual payroll requirements are available. Garnishments, 401Ks, cafeteria plans, and employee purchases are some examples. The structure of these deductions or add-ons is user-defined for maximum flexibility. The tax effects for each variable are also user-defined. Reporting provides a detailed history of all transactions.

The entire payroll process is handled efficiently, and includes quarterly tax reports, certified reports, union reports, and EEOC reports - which are automatically generated via ReportAnywhere.

Features:

  • Streamlined Payroll Processing
    • Remote Time Entry via internet connected application
    • ACH/Direct Deposit
    • Accumulates PTO
  • Enterprise-wide Solution
    • Supports
      • Hourly
      • Salary
      • Commission
      • Union
      • Non-union
  • Payroll Tax Reciprocity
    • Supports reciprocity with state, local and other taxes
    • Handles residual tax
    • Sensitive to field/office hours
    • State, local and other taxing authority rates automatically default
  • Distribute each employee’s timecard to a virtually unlimited number of jobs and categories
  • Information is verified as it is entered, and the system checks that all required fields have been completed
  • Defaulting fields reduce data-entry time
  • Taxes, deductions, and fringes automatically calculated
  • Generates the quarterly and annual reports that meet federal, state and local requirements
  • Generates W-2’s for all employees, including those who work in more than one state or location
  • Efficiently handles recurring and one-time deductions (401(k), cafeteria plan, etc. )
  • Deductions may be defined as a percent of wages, amount per hour, or a fixed amount
  • Automatically computes payroll and prints the paychecks for Union and Non-Union
  • Pay stubs show the breakdown of hours and deductions, and display all employee benefits
  • Supports Workers’ Compensation reporting
  • Accommodates multiple pay cycles
  • Certified Payroll
  • Payroll check reconciliation

Purchase Orders

Purchase Orders automates and streamlines all purchasing procedures, enabling efficient control of material and subcontractor expenses. The Purchase Order module provides real-time information on what has been ordered, when it should be received, and what it costs. This module provides a quick ROI for field service and construction firms, as well as facilities, HVAC, electrical and other specialty contracting firms.

Used in conjunction with Data-Basics Service Provider/Subcontractor E-ware, a Purchase Order is automatically generated when a Work Order is created for a service provider/subcontractor.

Features:

  • Automatically Generate PO’s Based On Stock Parameters
  • Fully Integrated with Field Service
    • Automatic PO creation when work order is generated for service providers
    • Generate PO for work order materials from Dispatch Board
  • Subcontractor Control:
    • Paid-When-Paid
    • Block Payments if Required Insurance is Expired
  • Realtime Information Displayed in Vendor Record:
    • Last Time Bought - lists most recent items, prices of items bought from this vendor
    • Purchases Summary - rolling three year summary of items, quantities purchases
  • Purchase Order Tracking
  • Line-by-Line Committed Cost Detail on Job Cost Reports
  • Proactive Reorder Advice Management
  • Increased Operational Efficiency
    • Streamlined Data Entry
    • Automatic Inventory Updating
    • Instant Vendor Part Cross-referencing
    • Error Checking Prevents Illegal Status Changes
    • User-definable Purchase Order Comments
    • Detailed Freight and Shipping Instructions
  • Multi-national Currency Support
    • PO’s for Foreign Vendors Generated in their Currency
    • General Ledger Maintained in Corporate Currency

ReportAnywhere

ReportAnywhere is a key component in the Rules Based Management design philosophy. It enables information to be automatically ‘pushed’ to Clients, Employees or Vendors based on pre-defined schedules and rules. By designing reports that extract and automatically deliver just the ‘exceptional’ data, management efficiencies and increases in customer satisfaction can be realized. Delivery mechanisms include email, fax and printed copy.

Features:

  • Schedule reports to execute anytime (24/7)
  • Distribute reports to anyone, anywhere (24/7)
  • Supports document management/archiving
  • Generate/view reports in a variety of formats
    • Standard HTML (Internet Explorer)
    • PDF (Adobe Acrobat)
    • DBReport (Data-Basics Report Viewer)
    • Text (Notepad/Word Processing)
    • CSV (Excel, Spreadsheet Software)
  • Design Reports that Alert You to Problems
    • Schedule these ‘exception reports’ for automatic distribution - via
      • E-mail
      • Fax
      • Printer
  • Works with Escalation Manager
  • Rules-Based Management
    • Enables management by exception
  • Increased Return on Investment
    • Reports ‘run themselves’ with no user intervention
    • Timely sales information prevents lost revenues
  • Strategic Enterprise Positioning
    • Proactive reporting ensures ‘fresh’ information
    • Anticipate opportunities instead of responding to crises

Sales Workforce Automation

CSRAnywhere - This Internet-enabled module will provide your mobile sales workforce with the ability to efficiently manage leads and quotes in real-time. Leads may be generated by field technicians, back office personnel, and customers (via the Web Client Interface). ‘Ticklers’ (escalation events), documents and authored notes may be attached to leads. Supports ReportAnywhere.

Quotemaster - This module will enable your sales personnel to easily generate quotes which include multiple options. When the customer approves the quote, both a work order and purchase order(s) can be automatically generated at the discretion of the user. Quotemaster will also support Escalation Management to ensure efficient workflow and customer satisfaction.

Unified Billing

Time and Material, Cost Plus, Fixed Fee, Progressive, T&M Not-to-Exceed, Flat Rate, Change Orders. There are many ways to invoice customers and most companies employ several if not all these methods on a daily basis. Worse yet, they find that they need to mix and match methods in a single invoice format. For example, a job starts off as a fixed fee contract but then adds a time and material change order.

Sam Pro’s Unified Billing module allows a single job to be billed in any combination of invoicing methods. The invoice layouts are user defined and assigned at the job level, allowing unique layouts for specific job/customer requirements. Service work orders can be billed along with construction invoices using one unified module. Pre-billing worksheets can be automatically distributed to Managers via ReportAnywhere.

Features:

  • Integrated Financial and Business Performance Data
    • Unified Service and Construction Invoicing
    • Enhanced forecasting capabilities
  • Allows multiple invoice formats per job
    • Fixed Fee
      • Cost Plus Invoice
      • Square Foot Invoice
      • % of Construction Complete
    • Time & Material
    • Time & Material Not-to-Exceed
  • Bill jobs to the:
    • Customer
    • Manufacturer (warranty work)
    • Contractor or other third party
  • Handles Commercial, Industrial and Residential
  • Document management/invoice archiving
  • PM Contract Billing
  • Record charges
    • Directly to the work order
    • To the centralized labor and material journals
    • Via the Remote Tech Applet
    • Via the Remote Time Applet
  • Unlimited pricing rates for labor, material and other charges stored at job level
  • Default costing and pricing may be adjusted on an item-by-item basis
  • Supports Flat Rate Pricing
  • Custom-tailored formatting controls level of detail and information on Invoice
  • Supports Sub-Contracting Charges
  • Rules-Based Management
    • Automatically alert service manager if completed work orders fail to be invoiced promptly
    • Escalation and notification of unbilled cost

Work Order Management

SAM Pro Enterprise offers a complete work order management, dispatching and scheduling software system that is completely integrated with its Financial and Field Service software. Since all modules are written by Data-Basics, there are absolutely no integration issues to resolve. Data-Basics dispatching software is fully scalable, and ideal for field service, contracting, equipment sales and rental, facilities maintenance, construction and other industries.

Highlights include:

  • Support Preventive Maintenance and Emergency Service Work Orders
  • Full Integration with Mobile Workforce & CRM Software
    • TechAnywhere - Wireless Field Service Tech Applet
    • ServiceAnywhere - Service Provider/Subcontractors Internet-Enabled Module
    • CSRAnywhere - Customer Sales and Service/CRM
    • Web Client Interface
  • Supports Management by Exception:
    • Manage only the problems
    • Customized escalation profiles
    • Works with Escalation Manager
    • Automatic notification of exceptions to anyone, anywhere with ReportAnywhere
  • Dispatch Board
    • Display multiple dispatch boards simultaneously
    • Select Power Board or Classic Board
    • Create PO for selected work order
    • Drag and drop scheduling
    • Direct access to work orders
    • Global dispatch for national accounts clients
  • New Call Work Order Creation
    • Past due AR warning
    • Enhanced call back processing
    • Quickly locate site and equipment records
    • Customized call scripting by work code, equipment
    • Displays warranty coverage, service days and site history

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