Overview
Log each storm as a weather event so you have a record of when it happened and how much snow fell. When you attach the event to an invoice batch, every invoice in that batch can show the event's details. That helps customers understand why a bill is higher after a big storm.
Logged events also feed the Weather Events report, which shows which properties and service areas each storm affected.
Things to know
Event details don't show on invoices by default. Your invoice layout has to include them. To add them, submit a layout request. For more information, visit Using the Layouts Catalog.
You can only attach an event to invoices you create within 30 days of the event. The 30 days count from when you create the invoice, not the invoice date. Log each storm and invoice it promptly.
Attachments you add to an event don't print on invoices.
An event only appears on the Weather Events report if it has ZIP codes.
A ZIP code can only belong to one event at a time. If two events overlap, ZIP codes already on the first event aren't available for the second.
Event types are optional, but they help you sort events on the report, such as by snowfall, ice, or salt-only events.
Requirements
To add event types in Administration > Application > Lists, you need the System Admin permission.
To log events, you need the View Invoice permission. To edit invoice batches, you need the Edit Invoice permission.
To view the Weather Events report, you need the View Reports, View Drill Down Reports, and View Drill Down Reports - Weather Events permissions.
Steps
Add event types
Do this once before the season.
Select your profile icon, then select Administration.
Open the Application tab, then the Lists sub-tab.
In the list menu, select Event Type.
Select New.
Enter a name, such as "Snowfall" or "Ice Storm".
Select Save.
Log the event
Log the storm once it's over and you know how much snow fell.
Go to the Invoicing module.
Open the Log Event tab.
Select New.
Enter an Event Name, such as "Jan 12-13 Snowfall - 8 in." This name shows in the Related Event list on invoice batches.
Enter the Location where the storm hit.
Select the Branch. You can only attach the event to invoice batches for this branch.
Select the Event Type, if you use them.
Enter the Start Date/Time and End Date/Time of the storm.
Select the Zip Codes. The list shows the ZIP codes of properties with time or materials logged during the event's dates.
In Description, enter details such as the total snowfall and when it stopped. This is what customers read on their invoices.
Select Save.
Note: Zip Codes stays unavailable until you select the branch and enter the start and end dates and times.
Attach the event to an invoice batch
In the Invoicing module, open the Invoice Batches tab.
Select the invoice batch for the storm.
In Related Event, select the event you logged.
Select Save.
Every invoice in the batch now carries the event. If your layout includes event details, they print and email with each invoice.
If you haven't logged the event yet, you can create it from the batch. Select the three-dot icon, then select Add Event.
Tip: Generate one invoice batch per storm. Then you can attach the right event to every invoice for that storm at once.
Review the Weather Events report
Go to the Reports module.
Select Standard Reports.
Under Production, select Weather Events.
Filter or group the report, such as by property or ZIP code.
Use the report to see which tickets and invoices each storm affected, which service areas get hit hardest, and how to price next season.
What happens next
Send the storm's invoices. For more information, visit Snow Invoicing by Contract Invoice Type.
Pay your subcontractors for the storm. For more information, visit Paying Snow Subcontractors.
Troubleshooting
The event isn't in the Related Event list. Check that the batch is for the same branch as the event, and that you created the invoices within 30 days of the event.
The event isn't on the Weather Events report. Open the event and add its ZIP codes.
A ZIP code is missing from the Zip Codes list. It's on another event with overlapping dates, or no tickets for that ZIP code have time or materials during the event. Check the other event, or the event's start and end times.
Event details don't print on invoices. Your invoice layout doesn't include them. Submit a layout request.
For more snow problems, visit Snow Troubleshooting.