# Customer Account # Customer # Customer Account ## Introduction Upon landing on the customer account page, the Customers basic information will be displayed on the top of the page. This includes the customers Profile Picture, Customers Name, their Account Number, Phone Number, Email, Service Plans, Location, and Taxes. The customers basic information can be edited by clicking on the gear button right below the the customers Profile Picture. The right side of the screen will also show the status of the customers account. Below that will be the communications board. The customers account can alse be edited on this page as well. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766083471241-37-25-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766083471241-37-25-am.png) #### Profile Picture Clicking on the Customers Profile Picture allows images, videos and or documents to be uploaded to the customers account. Note that anything uploaded is tied to the selected address of the customer and will change when selecting a new address. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766083708178-47-35-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766083708178-47-35-pm.png) 1. Click on the space for a profile picture to enter the add page 2. Next click on the Upload button to upload any images, videos or documents, captions can also be added to said media 3. From here, clicking on the star under an image will make that image the customers Profile Picture for the selected address (note that each address for each customer will require their own uploads and profile pictures) From here all media can be filtered by selecting a media type, whether an image needs a caption added to it, whether it's the default and/or if there are any duplicates. This page is handy for uploading all media to be referenced back to for the customer #### Customer Name Next to the Profile Picture will be the Customers name as well as their association to the location, eg. Homeowner, Tennant, Price Customer, Fuel Customer or Service Customer. Clicking on the Customer Name will bring the page back to the default overview of the page for any easy access to the customers account #### Label Under the Customer Name is the option to add a label to a customers account. Adding a label to the customer adds additonal information about the customer, such as the customer being a commericial customer. To add a label 1. Clicking on the gear next to No Label to bring up the Manage Customer Labels popup [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1767719820484-12-07-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1767719820484-12-07-am-copy.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1767719830797-11-00-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1767719830797-11-00-am.png) 2. Click on the Customer Label dropdown [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1767719847333-11-27-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1767719847333-11-27-am.png) 3. Select a label [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1767719862520-11-38-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1767719862520-11-38-am.png) 4. Click on Add Label [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1767720005739-11-38-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1767720005739-11-38-am-copy.png) Once added, the label will show up under assigned label on the Manage Customer Labels as well as under the customers name. Clicking on the X next to the label in the Manage Customer Labels will remove the label from the customers account. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1767720033351-12-07-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1767720033351-12-07-am.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1767720150637-11-53-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1767720150637-11-53-am.png) Additional Labels can be created under the settings page under Admin, see the [Labels](https://docs.kozyops.com/books/admin/page/labels) page for a more detailed look on how. #### Phone Here, the customers main phone number will be displayed. Clicking on the phone number allows for adding, editing or deleting phone numbers. The page generates in rows that includes the phone number, name, type, default and actions. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766084371691-48-52-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766084371691-48-52-pm.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766084376787-48-57-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766084376787-48-57-pm.png) 1. Click on the customers Phone Number to bring up the Add/Edit Page 2. Click on The Add Phone Number button to bring up the add page 3. Next fill out the phone number, customer name and what the primary use of the phone is, then click on save to add the new phone number 4. Once back on the Phone Number page, clicking on the edit button on phone number row will allow the phone number to be edited. 5. The edit page will then apear and the phone number can be edited (page is the same as the add page) 6. Back on the phone number page, clicking on the trash can will delete the phone number #### Email Here, the customers main email will be displayed. Clicking on the email allows for adding, editing or deleting emails. The page generates in rows that includes the email, name, default and actions. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766084407714-49-07-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766084407714-49-07-pm.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766084413184-49-11-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766084413184-49-11-pm.png) 1. Click on the customers email to bring up the Add/Edit Page 2. Click on The Add Email button to bring up the add page 3. Next fill out the Email and customer name, then click on save to add the new Email 4. Once back on the Email page, clicking on the edit button on email row will allow the phone number to be edited. 5. The edit page will then apear and the email can be edited (page is the same as the add page) 6. Back on the email page, clicking on the trash can will delete the email #### Service Plans Here The Customers active Service Plan for the address will be shown. Service plans are also tied to each location that the Customer has on their accounts. The [Adding Services](https://docs.kozyops.com/books/customer-account-jyk/page/adding-services) page shows a more detailed look in Service plans and how to add them #### Location Here is where the customers location for any services will be shown. Customers can have more than one location tied to their accounts, but every locations has their own Service Plans and information attached to them. Clicking on the address and selecting a different one will change the information to display only what is tied to that location. Clicking on [Location Management](https://docs.kozyops.com/books/customer-account-jyk/page/location-management) gives a more detailed look into Location #### Taxes This is where the State Taxes can be seen for the address. Every location will have it's own taxes based on locations and will vary by state. #### Communication Board The Communications board is for seeing and/or adding any notes on the customers account regarding any projects that are currently being done or simply if an invoice was sent to the customer. 1. To add a note, click on the Add button on the middle right of the page. 2. The Create new event page will pop up 3. Fill out the Event Type and then write up the note 4. Click on Save to add the note to the commincations board. Clicking on cancel will cancel out the popup and no note will be added Notes can also be edited by clicking on the 3 dots next to the comment. Once clicked, the option to Pin, Edit and Delete will show up. Clicking on Pin will pin the comment to the top of the message board for prioritizing any urgent notes and clicking on delete will delete the selected comment. Clicking on Edit will allow for a comment to be edited 1. Click on Edit 2. The Modify event page will popup, this looks like the Add Event page with all fields filled out 3. After adjusting any information, clicking on Update will update the note, clicking on cancel will close out the popup and delete any updates made to the note #### Editing Account By clicking on the gear under the customers profile picture, the edit account page will pop up, from here basics edits to the costumers account can be made. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766084496616-01-01-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766084496616-01-01-pm.png) - Brand - Here the branding information for this account can be edited - Contact - Contact information can be edited here, their Title, First Name, Last Name. Phone Numbers and Emails can also be added here by clicking on Add Phone and Add Email - Billing Addres - Here a location search can be done, but if not, basic information on the customers address can be done here. Address, City, State and Zip - Preferences - Here the customers preferences can be set, whether they want their invoices to be emailed or mailed to them, if they want to Auto Renew their Serviece Plan and if they want to opt in or out of any Marketing. Once finished, clicking on the save button will save any edited information on to the customers account, clicking on cancel will close out the window and any information that was edited will be deleted # Location Management ## Overview This guide explains how to create and edit service locations for customers in the Kozy system. Locations represent physical addresses where services are performed. Each location can be linked to multiple customers with different relationship types (homeowner, tenant, etc.). The location management system includes: - **Google Places integration** for accurate address lookup - **Interactive map** with draggable markers for precise coordinates - **Existing location detection** to prevent duplicates - **Full address editing** capabilities --- ## Creating a New Location ### Step 1: Open the Add Location Dialog 1. Navigate to the customer's profile 2. Click the **"Add Location"** button in the locations section [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763648285976-12-22-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763648285976-12-22-pm.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763648292620-14-55-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763648292620-14-55-pm.png) ### Step 2: Search for an Address 1. Type the address in the **Google Places search field** [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763648316707-19-36-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763648316707-19-36-pm.png) 2. Select the correct address from the autocomplete dropdown [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763650607639-54-08-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763650607639-54-08-am.png) 3. The system will automatically: - Parse the address into components (street, city, state, ZIP) - Retrieve GPS coordinates (latitude/longitude) - Search for existing matching locations [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763650638955-54-15-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763650638955-54-15-am.png) ### Step 3: Link to Existing Location (if found) If the system finds matching locations in the database: 1. **Review the matches** displayed in the [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763650935446-54-08-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763650935446-54-08-am.png) 2. **Select the correct location** (if applicable) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763650950185-54-15-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763650950185-54-15-am.png) 3. **Choose the relationship type**: - Homeowner - Tenant - Price Matched - Fuel Payment Override - Service Payment Override [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763651162318-58-54-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763651162318-58-54-am.png) 4. Click **"Link Customer"** [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763651331197-54-20-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763651331197-54-20-am.png) > **Note:** Linking to an existing location maintains data consistency and prevents duplicate addresses in the system. ### Step 4: Create a New Location (if no matches) If no existing locations are found, or the matches are incorrect: [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763659342129-11-39-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763659342129-11-39-am.png) 1. Click **"Continue with Address"** 2. The **Edit Address Details** form will appear ### Step 5: Edit Address Details The form displays all address components with the following fields: [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763659482886-12-02-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763659482886-12-02-am.png) **Address Fields:** - **Street Number** (e.g., "123") - **Street*** (required, e.g., "Main St") - **City*** (required, e.g., "Springfield") - **State*** (required, e.g., "MA") - **ZIP Code** (e.g., "01101") **Coordinate Fields** (read-only): - **Latitude** (displayed with 8 decimal precision) - **Longitude** (displayed with 8 decimal precision) > **Required fields** are marked with an asterisk (*). ### Step 6: Adjust Location on Map An interactive Google Map displays below the form: [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763659573982-12-02-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763659573982-12-02-am-copy.png) 1. **View the marker** at the initial coordinates from Google Places 2. **Drag the red marker** to adjust the exact location - This is useful when the address pin is slightly off - Only the coordinates update—address fields remain unchanged 3. **Use zoom controls** to get a better view > **Tip:** Accurate coordinates are important for route planning and service dispatch. ### Step 7: Select Relationship Type Choose how this location relates to the customer: [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763659594246-27-09-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763659594246-27-09-am.png) - **Homeowner** - Customer owns the property - **Tenant** - Customer rents/leases the property - **Price Matched** - Uses customer's pricing for this location - **Fuel Payment Override** - Custom fuel payment settings - **Service Payment Override** - Custom service payment settings ### Step 8: Create the Location [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763659621690-12-02-am-copy-3.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763659621690-12-02-am-copy-3.png) 1. **Review** all address details and coordinates 2. Click **"Create Location"** 3. The system will: - Create the new location in the database - Link it to the customer with the selected relationship type - Close the dialog - Refresh the customer's location list ### Canceling - Click **"Back to Search"** to return to the address search [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763659894970-28-00-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763659894970-28-00-pm.png) - Click **"Cancel"** to close the dialog without saving [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763659901292-28-06-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763659901292-28-06-pm.png) --- ## Editing an Existing Location ### Step 1: Open Location Settings 1. Navigate to the customer's profile [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763660692432-35-07-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763660692432-35-07-pm.png) 2. Find the location you want to edit [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763660863665-35-16-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763660863665-35-16-pm.png) 3. Click the **settings/gear icon** next to the location [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763660992196-35-22-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763660992196-35-22-pm.png) 4. The **Location Settings dialog** opens [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763661007865-35-41-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763661007865-35-41-pm.png) ### Step 2: Navigate to the Address Tab The Location Settings dialog has multiple tabs: [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763662041941-35-41-pm-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763662041941-35-41-pm-copy.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763662080551-35-41-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763662080551-35-41-pm.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763662112381-35-47-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763662112381-35-47-pm.png) - Labels - Taxes - Customers - Notes - **Address** ← Select this tab ### Step 3: Review Current Address The Address tab displays: [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763662181088-09-20-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763662181088-09-20-pm.png) - Current full address (street, city, state, ZIP) - Current GPS coordinates (latitude/longitude) ### Step 4: Open the Edit Dialog Click **"Edit Address & Coordinates"** [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763662210119-35-47-pm-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763662210119-35-47-pm-copy.png) The edit dialog opens with all fields pre-populated. ### Step 5: Modify Address Details **Editable Fields:** [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763662230181-35-58-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763662230181-35-58-pm.png) - Street Number - Street (required) - City (required) - State (required) - ZIP Code - Latitude (updated by dragging map marker) - Longitude (updated by dragging map marker) **Making Changes:** 1. **Type directly** in any address field to update it 2. **Drag the map marker** to adjust coordinates precisely 3. **Zoom the map** for better accuracy > **Important:** When you drag the marker, only the latitude/longitude change. The address fields do NOT auto-update to maintain your manual entries. ### Step 6: Save Changes [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763662362935-35-58-pm-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763662362935-35-58-pm-copy.png) 1. **Review** all modifications 2. Click **"Update Location"** 3. The system will: - Update the location in the database - Close the edit dialog - Refresh the Location Settings dialog - Show a success message ### Canceling Click **"Cancel"** to close the dialog without saving changes. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763662476859-13-33-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763662476859-13-33-pm.png) --- ## Best Practices ### Address Entry ✅ **Do:** - Use Google Places autocomplete for initial address lookup - Verify the address components are correct - Check that city, state, and ZIP are properly filled - Use standard postal abbreviations (e.g., "St" not "Street") ❌ **Don't:** - Manually type addresses without using Google Places first - Leave required fields empty - Use non-standard address formats - Enter apartment numbers in the street number field ### Coordinate Adjustment ✅ **Do:** - Zoom in on the map before adjusting the marker - Drag the marker to the exact building/entrance location - Use satellite view (if available) for precision - Verify coordinates match the visible location ❌ **Don't:** - Skip coordinate adjustment for rural/ambiguous addresses - Place markers on roads instead of buildings - Ignore coordinate discrepancies ### Linking vs. Creating ✅ **Do:** - Always review existing location matches before creating new ones - Link to existing locations when the address matches exactly - Consider minor variations (Apt 1 vs Unit 1) as the same location - Use different relationship types for the same location when appropriate ❌ **Don't:** - Create duplicate locations for the same address - Ignore existing location matches without reviewing them - Link to locations with different addresses --- ## Common Scenarios ### Scenario 1: Multiple Customers at One Address **Example:** A landlord owns a building, and tenants also need service. **Solution:** 1. Create the location linked to the landlord as "Homeowner" 2. For each tenant, open the Add Location dialog 3. Search for the same address 4. Select the existing location from matches 5. Link each tenant as "Tenant" **Result:** One location with multiple customer relationships. ### Scenario 2: Google Places Returns Wrong Coordinates **Example:** Address autocomplete works, but the map marker is 100 feet off. **Solution:** 1. Proceed with the Google Places address 2. Click "Continue with Address" 3. Zoom in on the interactive map 4. Drag the marker to the correct building location 5. Create/update the location with accurate coordinates ### Scenario 3: Address Not Found in Google Places **Example:** New construction or rural address not in Google's database. **Solution:** 1. Find the closest known address in Google Places 2. Click "Continue with Address" 3. Manually edit all address fields to the correct values 4. Drag the map marker to the approximate location 5. Create the location > **Note:** For addresses without Google data, you may need to manually enter latitude/longitude from another source or estimate using the map. ### Scenario 4: Need to Fix Typo in Existing Address **Example:** Street name misspelled or wrong ZIP code. **Solution:** 1. Open Location Settings for the affected location 2. Go to the "Address" tab 3. Click "Edit Address & Coordinates" 4. Correct the typo in the appropriate field 5. Click "Update Location" **Result:** The address is corrected for all customers linked to this location. --- ## Field Reference ### Address Component Fields | Field | Required | Format | Example | Notes | |-------|----------|--------|---------|-------| | Street Number | No | Numeric or alphanumeric | "123", "123A" | Leave empty if N/A | | Street | Yes | Text | "Main St" | Use standard abbreviations | | City | Yes | Text | "Springfield" | Full city name | | State | Yes | 2-letter code | "MA" | Uppercase state abbreviation | | ZIP Code | No | 5 or 9 digits | "01101", "01101-1234" | Include ZIP+4 if known | | Latitude | Yes | Decimal degrees | "42.101234" | Auto-filled, read-only in form | | Longitude | Yes | Decimal degrees | "-72.589876" | Auto-filled, read-only in form | ### Relationship Types | Type | Use Case | Billing Impact | |------|----------|----------------| | Homeowner | Property owner receiving service | Uses customer's default billing | | Tenant | Renter/lessee receiving service | Uses customer's default billing | | Price Matched | Special pricing applies | Uses custom pricing for this location | | Fuel Payment Override | Custom fuel billing | Overrides default fuel payment terms | | Service Payment Override | Custom service billing | Overrides default service payment terms | --- ## Troubleshooting ### "No matching locations found" appears immediately **Cause:** The address search didn't complete or returned no database matches. **Solution:** This is normal for new addresses. Click "Continue with Address" to proceed with creating a new location. ### Map marker won't drag **Cause:** Map hasn't fully loaded or browser issue. **Solution:** 1. Wait a few seconds for the map to fully render 2. Try zooming in/out 3. Refresh the browser if problem persists ### Required field validation errors **Cause:** Street, City, or State fields are empty. **Solution:** 1. Review the error message 2. Fill in all required fields (marked with *) 3. Ensure no fields are blank or contain only spaces ### Address fields show wrong information after Google search **Cause:** Google Places parsed the address incorrectly. **Solution:** 1. Click "Continue with Address" 2. Manually correct any incorrect fields 3. Proceed with creating the location ### Can't find the edit button **Cause:** Looking in the wrong location. **Solution:** 1. Open the Location Settings dialog (gear icon next to location) 2. Click the "Address" tab at the top 3. The "Edit Address & Coordinates" button is in the center panel --- ## Tips for Efficiency 1. **Use keyboard shortcuts**: Tab through form fields quickly 2. **Zoom before dragging**: Zoom in on the map before adjusting markers for precision 3. **Batch similar addresses**: When adding multiple locations in the same area, adjust map zoom once and keep it 4. **Review matches carefully**: Linking takes seconds; creating duplicates causes long-term issues 5. **Verify on save**: Always review the success message to confirm the operation completed --- ## Related Documentation - [Customer Management Guide](./customer-management.md) - [Service Ticket Creation](./service-tickets.md) - [Route Planning](./route-planning.md) --- *Last updated: October 24, 2025* # Manage Location Settings ### Introduction After a location has been created, settings on the location can be edited which include, Labels, Promotions, Taxes, Customers, Service Zones, Notes and Address. If a Customer has more than one location on their account, these location settings must be adjusted for all locations as each location essentially serves as another account under the customer. With the exception of Customers, Notes and Address, the other settings are based on settings set by the company on the [Settings](https://docs.kozyops.com/books/admin/chapter/settings) chapter. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767107364888-08-02-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767107364888-08-02-am.png) ### Labels Clicking on the Labels tab will bring up the add location labels section. Here a label can be assigned to the location based on one created by the company under the Label section under Admin. Labels are primarily used to identify the type of location the customers address is, eg, a house, an appartment, a church etc. To set a label 1. Click on the Add Location Label Dropdown to bring up a list of pre set labels [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767117003711-08-02-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767117003711-08-02-am-copy.png) 2. Select a label for the location [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767117017174-08-22-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767117017174-08-22-am.png) 3. Click on Add Label to add label to the location [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767117125574-12-43-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767117125574-12-43-am.png) Once added, the location will now generate with a label under it. The label can be removed simply by clicking the X next to the label [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767117203626-08-46-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767117203626-08-46-am.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767117209865-08-37-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767117209865-08-37-am.png) Additional Labels can be created under Admin on the Settings page under Labels, a more detailed look into how to create labels can be seen on the [Labels](https://docs.kozyops.com/books/admin/page/labels) page ### Promotions Clicking on the Promotions tab will bring up the Add Promotions sections. Here Promotions can be assigned to the customers locations, such as discounts for being a first time user or being an suto pay customer. These settings are pre set in the Promotions sections under Admin, A more indepth look into how to set Promotions can be seen on the [Promotions](https://docs.kozyops.com/books/admin/page/promotions) page. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767119579358-31-43-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767119579358-31-43-pm.png) To set a Promotion 1. Click on the Add Promotion Dropdown to bring up a list of pre set promotions [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767120074866-31-43-pm-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767120074866-31-43-pm-copy.png) 2. Select a Promotion to attach to the address [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767121900095-31-49-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767121900095-31-49-pm.png) 3. Click Add Promotion to add The Promotion to the Address [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767121908867-32-20-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767121908867-32-20-pm.png) Once added, a promotion will now be applied to the customers account if they meet the criteria set when the promotion was created by the company. A promotion can deleted from the account by clicking on the X next to the promotion [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767121919063-05-52-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767121919063-05-52-pm.png) ### Taxes Clicking on the Taxes tab will bring up the Taxes section. Here taxes can be added to the customers account based on what a company pre sets as taxes under taxes settings under the settings part of admin. Some Taxes can be set to be automatically applied to every new customer such as state taxes whereas others can be added on to the account as applicable. Taxes set to automatically be applied will show up on the customers account without needing to be added and can be seen on the taxes section. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767126725756-22-53-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767126725756-22-53-pm.png) To add a tax 1. Click on the Add Tax line Item Dropdown [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767127144020-33-30-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767127144020-33-30-pm.png) 2. Select a Tax [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767127150027-33-48-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767127150027-33-48-pm.png) 3. Click Add Tax Line to add tax to address [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767127159084-36-36-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767127159084-36-36-pm.png) Once all set or if the Tax Line was already added, Taxes will then be added to all services selected to be taxed for the Customer. Taxes can be deleted by clicking on the X next to the Tax Line [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767127225005-22-53-pm-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767127225005-22-53-pm-copy.png) ### Customers Clicking on the Customers tab will bring up the customers sections. This section here shows all customers associated with this address. A more in depth look at how customers can be linked to the same address can be seen on the [Location Management](https://docs.kozyops.com/books/customer-account-jyk/page/location-management#bkmrk-step-3%3A-link-to-exis) page. Customers can also be removed from an address here by clicking on remove next to the customer that is going to be removed. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767130822254-18-52-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767130822254-18-52-pm.png) ### Service Zones Clicking on the Service Zone tab will bring up the Service Zone section. Service Zones are zones created that cover a certain range with only customers that fall under that zone. Here in this scetion, Customers can be added to a zone created if they fall under that area. A more in depth look in creating zones can be seen on the [Zones](https://docs.kozyops.com/books/admin/page/zones) page. To add a zone [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767218106577-46-35-pm-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767218106577-46-35-pm-copy.png) 1. Click on the Service Zone Dropdown [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767218118135-46-35-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767218118135-46-35-pm.png) 2. Select A Zone [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767218127335-46-48-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767218127335-46-48-pm.png) 3. Click Apply to add zone to Customer Location [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767218137718-47-07-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767218137718-47-07-pm.png) Once all set, the customers location will now be added to the zone selected [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767218184732-47-29-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767218184732-47-29-pm.png) ### Notes Clicking on the Notes tab will bring up the notes section of the Location Settings. Here notes can be added to the customer location to help communicate anything relating to the customers home, or if a driver needs to alerted of something. Notes can be wrtten in the following categories [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1767369665631-57-51-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1767369665631-57-51-am.png) - Description - Give a brief description of the location or anything mentioned by the customer - Additional Notes - Anything extra that could be important with regards to the location - Driver Alert - Any alerts that the driver should informed of before delivery - Router Note - Notes that the router should know before the location is routed for delivery Once all set, the notes will appear here, making it important to check the customers notes before any services are provided for the customer ### Address Clicking on the Address tab will bring up the Address section of the Locations seetings. Here the address and coordinates of the customer will appear. The address can also be edited here in the event of the customer moving 1. Click on the Edit Address & Location Button [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1767381874866-00-20-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1767381874866-00-20-pm.png) 2. The Edit Location popup will appear with the following fields that can be edited [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1767381894361-01-01-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1767381894361-01-01-pm.png) - Address - Address Line 2 - City - State - Zip Code - Lattitude and Longitude - Coordinate Map - The Lattitude and Longitude can only be edited by dragging the marker on the map itself A more in depth look at editing accounts can be seen on the [Location Management](https://docs.kozyops.com/books/customer-account-jyk/page/location-management#bkmrk-editing-an-existing-) guide. Once all edits are complete, clicking on Update Location will update the customers address and coordinates # Overview # Overview ### Introduction The Overview page is the first page that appears when looking into a customers account. From here, Services and Holds can be seen and added to the account. The Customers Balance and Quotes can be viewed here as well as the ability to add tasks to a customers account [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766085475045-05-03-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766085475045-05-03-pm.png) ### Services The Services Box serves as a place where services can be added to the Customers account. Services can also be turned on or off from here. Service plan invoices can be added to a service from here as well. A more detailed look into services can be seen at the [Adding Services](https://docs.kozyops.com/books/customer-account-jyk/page/adding-services) page ### Holds From here a customers Holds can be seen, whether it's a service hold or a credit hold. If a customer has a hold, warning alerts will be shown on the top of the customers account. When looking at the holds box. a table will show with the following columns. Note that in order to add a hold on an account, the customer must have a system and equipment added on to their accounts. A more detailed look into holds reports can be seen at the [Active Holds Report](https://docs.kozyops.com/books/reports/chapter/active-holds-report) page [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766145977772-07-57-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766145977772-07-57-am.png) - Type - This is the type of hold on the account, be it a service hold or a credit hold - Fuel - If it's a service hold, this will show the type of fuel that's part of the hold - Reason - If it's a service hold, the reason for the hold will be here - Start - The start date of the hold will be shown here for all holds - End - If there's an end date set for the hold, it will be shown here - Created - Will show when the hold was created - By - Will show who created the hold on the account - Edit - Here the hold on the account can be edited, for more info, see below Toggling Show All will generate all current holds and all past ones as well. Clicking on the add button will also give the option to add a hold on the account, be it a credit or service hold, two different add popups will appear ##### Credit Hold Clicking on credit will allow for credit hold to be added on to the account by filling out the following fields [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766146062684-37-51-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766146062684-37-51-am.png) - Hold Type - Clicking on hold type and selecting Credit will start the credit hold process - Start Date - When the credit hold started on the account - End Date - The date of when the hold ends, does not need to be added if not applicable After all fields have been added, clicking on confirm will add the Credit Hold on to the account, hitting cancel will close out the window and no hold will be added to the account. This popup is used as well for editing an existing Credit Hold. ##### Service Hold clicking on Service will allowing for a Service Hold to be added to the account by filling out the following fields [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766146074940-32-58-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766146074940-32-58-am.png) - Hold Type - Clicking on hold type and selecting Service Hold will start the service hold process - Fuel Type - Select the type of fuel to put a hold on, the customer must have a system related to the fuel for a hold to be placed - Hold Reason - Select a reason for placing a hold on the account - Start Date - Date that the service hold was placed - End Date - The date of when the hold ends, does not need to be added if not applicable - Select Fill - A list of systems that the customer has will show up here, one must be selected for placing the hold on Once all Fields have been filled and a system has been selected, clicking on confirm will add the Service Hold to the account. Clicking on cancel will close out the window no hold will be uploaded to the account. This popup is used as well for editing an existing Service Hold account ### Balance The Balance box serves to shows any balances the customer has on their account. Clicking on the balance will pull up the ledger page for the customer. Concerns and Projects can also be added here by clicking on the Add buttons next to Concerns and Projects. A more detailed view of Adding Concerns and Projects can be seen on the [Service](https://docs.kozyops.com/books/customer-account-jyk/chapter/service) page [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766161869473-30-45-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766161869473-30-45-am.png) ##### Ledger Here a table will be generated that shows any invoices due and how much, if any payments have been made to an invoice, and if more than one invoice, how much was paid to each one or wasn't paid by receipt. The Ledger will first generate with a search option if looking for a specific invoice or payment/receipt. The ability to do a budget trransfer can be done here. The gear then gives the ability to add or subtract columns from the table shown and then the ability to export the ledger for easier printing or sharing. The Table generates with the following columns [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766162041794-32-55-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766162041794-32-55-am.png) - ID - This shows an ID that is attached to each Invoice or Receipt - Date - Shows the date when the Invoice and/or receipt was created - Debit Entry - Shows the Entry Number of the receipt - Invoice - Shows the invoice number for each invoice, any receipts associated with an Invoice will display that same invoice number - Receipt - Shows the Receipt Number, a more detailed report on receipts can be seen on the [Bank Deposits and Receipts](https://docs.kozyops.com/books/billing/page/bank-deposits-and-receipts) page - Type - Shows the type of the line item, such as payment, Propane Delivery, Service, etc. - Description - shows a brief description of the line item - Credit - Shows the credit that was paid on the receipt - Debit - Shows what was owed on the account - Blance - For Invoices, shows what the original total balance on the account was and for receipts, shows the total balance after a payment was made. - Unpaid - Shows any amount still due on the invoice - Budget - The customers budget plan balance will be shown here - Delivered To - Shows the account number of the Customer that the line item was delivered to - Due - Shows the due date for an Invoice - Paid - Shows the date an inoice was fully paid off - Adjusted by - Shows who made any adjustments to any of the line items ### Quotes The Quotes box is where Proposals can be added to the account for jobs that need to be completed. Clicking on View All pulls up a more detailed page of all proposals added to the customers account. Toggling Show Drafts shows a brief listing of the most recent drafts on a customers account. A more detailed look into drafts can be seen on the [Quotes](https://docs.kozyops.com/books/customer-account-jyk/page/quotes) page. Adding drafts can be done on the Concerns box under the [Service](https://docs.kozyops.com/books/customer-account-jyk/chapter/service) tabe page. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766162113783-35-01-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766162113783-35-01-am.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766162324154-38-09-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766162324154-38-09-am.png) ### Tasks List The Final box shown on the Overview page is the task list. Here tasks can be added or edited as reminders for any jobs that need to be done for the customer. Toggling Show Completed will show all tasks including the ones that have been finished. The box will generate with lines items and the following columns [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766162196410-36-19-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766162196410-36-19-am.png) - Status - By clicking and adding a check mark, it will mark the task as complete - Task Description - Here will be a brief description of the task that needs to be performed - Assigned To - Shows who the task was assigned to - Due Date - Date that the task is to be completed by - Actions - Any actions that can be taken on the task such as editing and deleting Tasks can also be added here by clicking on Add Tasks. After clicking on Add Tasks, the Create New Tasks popup appear, adding the task can be done once all fields have been filled out [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766162254010-37-09-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766162254010-37-09-am.png) - Task Description - Add a brief description of the task that the customer needs completed - Assigned To - Add the initials of the person handling the task - Due Date - The date that the task needs to be completed by Once all fields have been filled out, clicking on Create Task will add the task to the customers account for review and completion. Clicking on Cancel will close out the popup and any information will be deleted. This is also the same popup that generates when trying to edit a task # Adding Services ## Introduction Services refers to account-level Products and Service Plans that apply to a specific Customer and Location (e.g., service plans, fuel delivery, service contracts, etc). --- ## What a “Service” is here - A Product/Service Plan record associated with a Customer + Location - Examples: Service Plan/Contract, Budget Plan, Prebuy, Price Cap, Preferred Program - Tracked with start/end dates, T&C, salesperson, lead source, incentives, and notes Delivery scheduling lives on systems. To configure automatic deliveries, edit the System and pick a Window Strategy (Degree Day, Monitored, or Calendar). See: [Understanding Window Strategies](https://docs.kozyops.com/books/fuel-systems/page/understanding-window-strategies) --- ## Open the Products (Services) dialog 1. Go to the Customer Dashboard and select the Customer and Location in the header [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768849692195-41-25-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768849692195-41-25-pm.png) 2. Open the Products/Services action to launch the Products dialog [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768849702639-41-25-pm-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768849702639-41-25-pm-copy.png) 3. You’ll see a table of existing products for this customer + location and actions at the top [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768848295644-41-54-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768848295644-41-54-pm.png) --- ## Actions in the dialog - Add Product — Opens a form to add a new product/service plan [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768848835755-41-54-pm-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768848835755-41-54-pm-copy.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768848838980-47-03-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768848838980-47-03-pm.png) - Create Service Plan Invoice — Opens a small dialog to generate an invoice for a plan [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768848877111-41-54-pm-copy-2.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768848877111-41-54-pm-copy-2.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768848881340-49-29-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768848881340-49-29-pm.png) - Click any row — Opens the product in edit mode [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768848931382-41-54-pm-copy-3.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768848931382-41-54-pm-copy-3.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768848936138-51-34-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768848936138-51-34-pm.png) - Close — Dismisses the dialog (changes are returned to the caller) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768849145242-56-16-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768849145242-56-16-pm.png) --- ## Table columns (what you’ll see) - Product — The product/service type (e.g., ServicePlan, BudgetPlan, etc.) - Start — Start date of the product - End — End/Quit date (if ended) - T&C — Signed Terms indicator (checkmark shows date tooltip if signed) - Salesman — Assigned employee/salesperson - Source — Lead source - Incentives — List of attached incentive descriptions - Quit Notes — Notes captured when ending/quitting a product [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768849875579-59-35-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768849875579-59-35-pm.png) --- ## Add or Edit a Product When you click Add Product (or click an existing row), a full form opens to create or edit the product. You can expect fields such as: [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768849353349-02-20-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768849353349-02-20-pm.png) - Product Type — The product/service category - Start Date — When the product becomes active - End/Quit Date — When the product ends (optional) - Signed Terms — Mark T&C as signed (stores date) - Salesperson — Assign employee responsible - Lead Source — Track where it came from - Incentives — Add one or more incentive lines - Quit Notes — Reason/context when ending a product After saving, the table will update. If you close with changes, those updates are returned to the caller of the dialog. --- ## Scope and relationships - Products are stored per Customer + Location (they don’t belong to a System) - Delivery services are not created here; they’re implicit via System setup - To associate deliveries with tanks/equipment, configure the System under the same location For delivery automation, open the System dialog and set: - Window Strategy: Degree Day, Monitored, or Calendar - Auto Delivery toggle: On to allow automatic requests See: [Adding a System Guide](https://docs.kozyops.com/books/fuel-systems/page/adding-a-system-guide) and [Understanding Window Strategies](https://docs.kozyops.com/books/fuel-systems/page/understanding-window-strategies) --- ## Tips & Validation - If you need a one-off Service Plan invoice, use “Create Service Plan Invoice” from the Products dialog - Keep T&C in sync — update Signed Terms when you receive the signed document - Use Quit Notes for clarity when ending a product - If you don’t see any products, you can add your first one with Add Product --- ## Related guides - Account setup: [Adding a New Customer](https://docs.kozyops.com/books/search/page/adding-a-new-customer) - Locations and systems: [Location Management](https://docs.kozyops.com/books/customer-account-jyk/page/location-management), [Adding a System Guide](https://docs.kozyops.com/books/fuel-systems/page/adding-a-system-guide), [Adding Equipment Guide](https://docs.kozyops.com/books/customer-account-jyk/page/adding-equipment-guide) - Delivery automation: [Understanding Window Strategies](https://docs.kozyops.com/books/fuel-systems/page/understanding-window-strategies), [Understanding Degree Days](https://docs.kozyops.com/books/fuel-systems/page/understanding-degree-days), [Understanding Fuel Monitoring](https://docs.kozyops.com/books/fuel-systems/page/understanding-fuel-monitoring), [Understanding Calendar Schedules](https://docs.kozyops.com/books/fuel-systems/page/understanding-calendar-schedules) # Quotes ## Introduction The quote module streamlines how sales and service teams build, share, and track customer proposals. This guide explains how to create proposals, manage their content, control customer visibility, and administer quote templates and settings. ## Overview - **Proposals** bundle scopes of work, pricing, and supporting artifacts for a customer/location. - **Scopes** break the work into selectable packages with line items and materials. - **Artifacts** archive generated PDFs and uploaded files. - **Settings** control default copy, closure reasons, and template availability. All proposal activity happens inside the customer workspace and automatically stays linked to the originating concern and location. ## Prerequisites - Your user account must have access to the customer workspace and quote settings. - Customer, location, and concern records must exist (proposals must reference them). - Optional: ensure at least one active quote template is available through Settings → Proposals. ## Accessing Proposals 1. Open the **Customer Dashboard** and select the desired location. 2. In the Overview tab, review the **Proposals Spotlight** card to find draft or recently updated proposals. 3. Use **Quotes** → **Proposals** in the location navigation (or the spotlight card link) to view the full proposals list at: - `customer/{account}/location/{locationId}/proposals` 4. Select a proposal to open its detail view at: - `customer/{account}/location/{locationId}/proposals/{proposalId}` ## Creating a Proposal from a Concern 1. From the dashboard or concerns table, choose **Create Proposal** (available on open concerns). 2. Confirm the concern, customer, and location context—these are auto-populated and locked. 3. Provide a proposal title, summary, and default template (optional if a template is pre-selected). 4. Save to create a draft proposal. You are redirected to the new proposal detail page for further editing. ## Editing Proposal Details While viewing a proposal: - Update header fields: title, summary, status, template assignment, and internal metadata. - Toggle **customer visibility** via the `visibleAt` control: - Set to the current time to immediately show the proposal in customer-facing portals. - Clear the value (set to `null`) to hide the proposal until you are ready. - Close proposals using predefined closure reasons when the opportunity is won/lost. Changes save immediately and draft status remains until manually transitioned to *Sent* or *Closed*. ## Managing Scopes, Items, and Materials Each proposal may include multiple scopes of work: 1. **Add Scope** – define scope title, pricing, optional flag, and descriptive notes. 2. **Add Items** – populate line items with quantity, unit price, and rich descriptions. 3. **Add Materials** – attach catalog parts with captured price snapshots and quantities. 4. Reorder scopes or items using the drag handles to control presentation order. 5. Mark scopes as optional to highlight upsell opportunities during customer selection. Totals recalculate automatically based on scope pricing and options. Total Scope price Still must be manually entered to ensure you are able to adjust the price as you see fit. ## Artifacts & Emailing PDFs - The **Artifacts** section lists generated PDFs and any uploaded supporting files. Each artifact records its version, type, and creation time. - The **Email Proposal PDF** action triggers an optimistic toast notifying the team that the PDF will be emailed (final delivery is handled by downstream automation). ## Proposal Status Flow 1. **Draft** – initial editing state. Proposal is internal-only unless `visibleAt` is set. 2. **Sent** – indicates the offer has been shared with the customer (email action or manual confirmation). 3. **Signed** – future integration point for signature uploads (external portal handles signatures). 4. **Closed** – use a closure reason to record wins/losses and lock the proposal from further edits. ## Converting Scopes to Projects When a proposal is accepted: 1. Select **Convert to Projects** from the proposal detail page. 2. Pick approved scopes for conversion. 3. Confirm to create linked projects and line items. The conversion writes the originating proposal ID into the project record for traceability. ## Proposal Settings & Templates Administrators manage quote configuration under **Settings → Proposals**: - **Templates** – upload new Handlebars sources (and optional preview PDFs), track versions, and mark the active revision. - **Defaults** – update intro copy, terms, and distribution lists referenced when emailing proposals. - **Closure Reasons** – curate the list shown when closing proposals. Changes apply globally immediately after saving. ## Best Practices - Keep proposal titles customer friendly and reference the core solution offered. - Use scopes to separate base work from optional upgrades for clarity. - Generate and upload PDF artifacts before marking proposals as Sent to ensure a complete audit trail. - Toggle `visibleAt` only when the proposal should appear in customer-facing portals. - After emailing, revisit the proposal to confirm status and follow up activity in the concern/project record. ## Troubleshooting - **Proposal hidden** – verify `visibleAt` is set and status is not *Closed*. - **Missing template fields** – confirm the active template includes the latest placeholders or upload a new revision. - **Scope errors** – the API performs validation; correct highlighted items (e.g., duplicate materials) and retry. - **Artifacts missing** – check permissions and ensure the PDF generator job completed; re-upload manually if needed. For additional help, contact the platform operations team or submit a ticket with the proposal ID and customer details. # Billing # Billing ### Introduction The Billing section of the Customer Account is where all information regarding customer billing can be seen. This includes a balance overview, a section for Autopay, any recent trasactions that have been made on the account and any subscriptions that the customer has on their account. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766419914776-49-35-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766419914776-49-35-am.png) ### Balances The first thing seen on the Billing page is the Balances box. Here Balances will be shown, Overdue ammounts, Budget as well as an aging report for the customer [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766419938143-59-21-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766419938143-59-21-am.png) - Balance - The overall Balance on the customers account can be seen here - Overdue - The Overdue ammount will be shown here - Budget - The Customers budget plan will be shown here - Aging Report - The Customers individual Aging Report can be seen here: 0-15 days, 16-30 days, 31-60 days and 61+ days. Each one has balances attached to show how long the balance has been aging for ### Autopay The Autopay section is where credit cards can managed for autopay purposes, this includes adding new cards to the account. A more detailed look can be seen on the [Autopay/Adding Credit Cards](https://docs.kozyops.com/books/customer-account-jyk/page/autopayadding-credit-cards) page. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766427546612-59-41-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766427546612-59-41-am.png) ### Recent Transactions The Recent Transactions sections shows any recent invoices or receipts that were added onto the account. A more detailed look at Invoices, Collections and Ledgers can also be seen from here by clicking on each respective button. A more in depth look at Recent Transactions can be seen on the [Recent Transactions](https://docs.kozyops.com/books/customer-account-jyk/page/recent-transactions) page. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766429877257-00-18-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766429877257-00-18-am.png) ### Subscriptions The Subscriptions section is where all subscriptions the custmer has can be seen and added. When first looking at the subscriptions section, a table will generate with each subscription being a line item and with the following columns [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766433987697-00-39-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766433987697-00-39-am.png) - Type - Shows the type of subcription - Amount - How much is charged for the subscription - StartDate - The effective start date of the subscription - Expiration - When the subscription ends, if applicable - Active - If the subscription is currently active - Interval (Months) - when the subscription is charged - Last Invoice - Shows the date of the most recent invoice of the subscription Subscriptions can then be added by clicking on the add button on the top right corner of the subscriptions box. Clicking on it will bring up the Edit Subscriptions popup which will generate the following fields [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766435280944-08-55-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766435280944-08-55-pm.png) - Template - Select the template to be used with the subscription - Type - The type of the subscription - Description - A brief description of the subscription - Amount - How much will be charged on the subscription - Taxable/Revenue - Toggle whether subscription is Taxable and/or Revenue - Interval - The rate at which the subscription is charged - Start Date - Start date of the subcription - Expiration Date - Expiration date of the subscription if applicable - Notes - Any notes on the subscription can be added here - Active - Toggle whether the subscription is active or not Once all fields have been filled out, clicking on save will add the subscription to the account and clicking on cancel will void out any information and close the popup. Existing subscriptions can edited by clicking on an exiting one. The same popup as the add Subscription will show with all fields already filled out and can be edited if need be # Autopay/Adding Credit Cards ### Overview The Autopay section of billing is where credit cards on a customers account can be managed. This includes adding credit cards to the account and what autopay features are placed on said cards. All autopay services will appear as manual until a card is added for the purposes of being autumatically billed. If the customer decides not to be auto charged, all services can be set to manual as well [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766420625383-49-35-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766420625383-49-35-am.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766420641531-59-41-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766420641531-59-41-am.png) ### Adding Cards Clicking on the Add button on the top right of the box will bring up the add card page. The following fields must be filled out for a card to be added on to the account [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766422667018-59-41-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766422667018-59-41-am-copy.png) 1. Billing Information - First Name - Last Name - Company (Optional) - Email (Optional) - Phone Number - Billing Address - Adress Line 2 (Optional) - City - State - Zip Code 2. Payment - Card Number - Expiration Date - CVV [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766422671465-38-21-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766422671465-38-21-am.png) Once all fields have been filled out, clicking on submit will add the credit card onto the customers account and can now be managed for autopay purposes. ### Managing Cards Clicking on the Manage Cards button will bring up the Cards Setting popup. Here all cards on the account can be seen and managed for autopay purposes. The popup will generate with each card as a line item and with the following columns [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766426129805-59-41-am-copy-2.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766426129805-59-41-am-copy-2.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768336861902-40-18-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768336861902-40-18-pm.png) - Added On - When the Card was added on to the account - ID - An ID given to the Credit Card - Token - A placeholder number used for digital purchases - Autopay - What autopay services are used with this card (Fuel, Service, Service Plan) - Brand - Brand of the Credit Card - Last 4 - The last four digits of the caredit card - Expiration - The expiration date of the credit card - Actions - Can charge a deposit by clicking under Actions, for more information, see below - Edit - Allows for editing card for Autopay purposes, for more information, see below ### Charge Deposit Clicking on Charge Deposit under the actions column of a credit card allows for the card to be charged a deposit for a future service. This can only be done if a credit card has been added to the system. After clicking on Charge Deposit, a Charge Deposit popup will appear and however much the customer is going to be charged will be filled out in the amount field. After adding an amount, click on Charge to charge the card for the deposit made. This will be reflected as a credit on the Customers Account and will be be used as well for any outstanding balances already on the account. This same credit will be applied as well for future deliveries or any services provided to the customer. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768336870407-39-57-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768336870407-39-57-pm.png) ### Edit Card Clicking on the edit button will allow for a card to be edited for Autopay puroses. Once a card is added on to the account, the card itself cannot be edited. The Edit Card popup will then generate, which allows for autopay edits and will show the following information [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766426512260-03-28-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766426512260-03-28-am-copy.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766426543113-03-45-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766426543113-03-45-am.png) - Account Number - Shows the Customer Account Number - Token - A placeholder number used for digital purchases - Customer ID - An ID number assigned to the customer that isn't the account number - Autopay - Here is where autopay can be edited for the card by toggling autopay on or off for each service: Fuel, Service and Service Plan Once an autopay has been decided for each service, clicking on save will save the changes made to the card and clicking on cancel will cancel out any changes made. If a customer decides to have autopay features placed on their cards, the autopay box will now show each service with a card attached to the service. The customer also has the option to have each service have their own card if applicable. Once closed, the Card Settings popup must also be saved for any changes to take effect [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766426662754-03-05-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766426662754-03-05-am.png) This option can always be edited in the case of a customer getting a new card or even if the customer decides not to do autopay anymore # Recent Transactions ### Overview This section of Billing shows all recent transactions that have been made on the account including payments, deliveries, service, subscriptions and etc. The section appears as a table with line items being transactions with the following columns [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766436475852-00-18-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766436475852-00-18-am.png) - Date - The Date of the transaction - Type - The Type of transaction - Credit - Any credit that was made on the transaction - Debit - Shows the amount owed on the account - Balance - What the current balance is on the account - Budget - Shows the budget that the Customer is on The Section also gives a more in depth look into Invoices, Collections and Ledgers by clicking on each one ### Invoices Clicking on invoices will bring up the Invoices page. Here a more detailed look at each invoice will be shown. The page will appear as a table with each invoice as a line item and with the following columns [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766494554134-10-41-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766494554134-10-41-pm.png) - Date - The date of the invoice - Type - The type of service the invoice is for - Subtotal - The subtotal for the service done - Taxes - Taxes that were applied to the service - Deposit - Any deposits made for the service - Previous Balance - Any previous balances on the account - Amount Due - Shows the total amount due - Description - A description of actions taken on the invoice - Checked - Shows if the work was completed - Complete - Shows if the invoice was completed - Emailed/Mailed - Shows if the invoice was sent to customer whether through Email or Mail Along with showing the invoices, double clicking on an invoice will bring up the full details of the invoice itself. A more detailed look at invoices can be seen on the ... page. A new invoice can also be created here simply by clicking on the New Inoice button. A new line item will appear and can be edited by double clicking the new invoice. The invoices can also be exported by clicking on View Invoice which makes for easier printing and sharing. A receipt of the invoice can also be printed by clicking on View Receipt and finally the invoice can be emailed to the customer by clicking on Email Documents. An invoice must be selected by selecting the invoice with a check next to it to be able to perform the previous actions. ### Collections Clicking on the collections button will bring up the collections page for each invoice that was created for a completed project. The in depth look shows specifics for the invoice selected. ##### Invoice Details This part of the page will show specifics of the Invoice selected. when generated, it will shows the following [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767026958369-27-00-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767026958369-27-00-am.png) - ID - The ID Associated with the invoice - Outstanding Balance - Shows the balance owed on the invoice - Amount Owed - Shows the current amount owned - Invoice Total - Shows the original total amount on the Invoice - Type - What service was provided on the invoice - Posted Date - The date that the Invoice was posted - Due Date - When the total amount is due The page then gives the option to take actions on the invoice - Send Email - Clicking here emails the customer a copy of the invoice - Send Text - Gives the option to send the customer a text of the invoice - Charge Card - Clicking here allows the for the customers card on file to be charged for the invoice. The following pop up generates with the following information - Added - When the card was added - Card Type - The brand of the Card - Last 4 - The last four digits of the card on file - Expiration - The expiration date of the card - If the card is aset up for auto-pay with the following - Fuel, Service and/or Service Plan [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767027210222-23-35-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767027210222-23-35-am.png) - View Ledger - Clicking here will bring up the customer Ledger page. A more in depth look can be seen under the Balance section of the [Overview](https://docs.kozyops.com/books/customer-account-jyk/page/overview#bkmrk-ledger) page - Add Hold - Clicking here adds a credit hold on the account if a payment hasn't been made. See the [Overview](https://docs.kozyops.com/books/customer-account-jyk/page/overview#bkmrk-credit-hold) page under the holds section for a more detailed look Next to that will be a Charge and Receipt tab which shows all Charges and Receipts associated with the invoice - Charges - Shows all charges that are made on that invoice and shows the following with each charge being a line item - Date - The date of the charge - Amount - The Amount that was charged - Card - The card on file that was charged - Result - shows if the payment went through - Type - The Type of charge - Receipts - Shows the receipts of the payments made and shows the following with each receipt being a line item - Date - Shows the date of the Receipt - Amount - Shows the amount paid - Card - Shows the card used for payment - Created By - Shows who the receipt was created by - Deposit - Shows the Deposit Number A look at all collections can be seen on the billing section of the app and a more in depth look at Collections can be seen on the [Collections](https://docs.kozyops.com/books/billing/page/collections) guide ##### All Invoices This section of the page shows all invoice that the customer has on file. This includes all open invoices that show up on the Open Tab and all completed invoices which are under the Complete Tab. Clicking on an invoice will generate all it's information that was shown in the Invoice Detals section above [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767040268629-27-15-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767040268629-27-15-am.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1767040276010-57-25-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1767040276010-57-25-am.png) - Open - Clicking on the Open Tab will shows all invoices that are currently open and have an open balance and will generate with each open Invoice as a line item with the following information - Date - Shows the date of the open invoice - Total - Shows the total amount of invoice - Unpaid - Shows the amount of the invoice that needs to be paid - Type - Shows what the invoice is billing for - ID - The ID generated for The Invoice - Complete - Clicking on the Complete Tab shows all completed invoices and will generate with each finished invoice as a line item with the following information - Shows The Date the invoice was posted - Total - Shows the total amount of the original invoice - Type - The Type of service that was performed - Status - Shows the status of the Invoice - ID - The ID generated for the Invoice # Ledger # Posting Adjustments # ****Posting an Adjustment**** This guide walks users through creating a ledger adjustment from the Customer Ledger screen. --- ## ****Overview**** The Customer Ledger provides a complete history of invoices, payments, credits, promotions, deposits, and adjustments for a customer account. From this screen, users can post adjustments to correct balances or apply account-level changes. --- 1. Navigate to the customer's account. 2. Select ****Account Ledger****. 3. Review the transaction history, current balance, unpaid amount, and wallet balances. --- ## ****To Start an Adjustment**** 1. Click ****Post Adjustment****. 2. The ****Post Adjustment**** window will appear. Available actions include: - Apply Credit - Cancel Invoice - Chargeback - Chargeback Reversal - Transfer In - Transfer Out - General Adjustment --- ## ****Select the Adjustment Type**** From the ****Action**** dropdown, choose the adjustment you want to create. Examples:
****Adjustment Type**** ****Purpose****
Apply Credit Apply an existing credit to a balance
Cancel Invoice Reverse an invoice
Chargeback Record a disputed payment
Chargeback Reversal Reverse a chargeback
Transfer In Move funds into the account
Transfer Out Move funds out of the account
General Adjustment Manual ledger correction
--- ## ****Select the Ledger Entry**** 1. Choose the affected transaction from the ****Select Ledger Entry**** field. 2. Review the transaction details displayed, including: 3. - Date - Description - Promotion information (if applicable) - Payment or invoice references - Current balance impact --- ## ****Enter Adjustment Details**** Complete the required fields: - Adjustment amount - Effective date - Description or reason - Related transaction (if applicable) Verify the information before submitting. --- ## ****Save the Adjustment**** 1. Click ****Post Adjustment****. 2. The adjustment will be recorded in the ledger. 3. The transaction history and account balance will update automatically. --- ## ****Verify the Result**** After posting: 1. Return to the ledger history. 2. Confirm the new adjustment appears in the transaction list. 3. Verify the account balance reflects the change. 4. Review any related credits, deposits, or payments impacted by the adjustment. --- ## ****Related Ledger Functions**** The Customer Ledger also provides tools for: - Budget Transfers - Deposit Transfers - Ledger Recalculation - Statement Generation - Payment History Review - Wallet Balance Tracking - Invoice and Receipt Management This process ensures all account corrections are tracked directly in the customer ledger with a complete audit trail. # Communications # Service # Fuel # General This directory contains comprehensive guides for managing customer systems, equipment, and delivery window strategies (delivery estimation methods). --- ## Core System Management ### [Adding Equipment](https://docs.kozyops.com/books/customer-account-jyk/page/adding-equipment-guide) Learn how to add tanks, boilers, furnaces, and other equipment to a system. Includes detailed instructions for multi-tank configurations. **Key topics:** - Equipment types (tanks, boilers, furnaces, appliances) - Multi-tank/manifolded tank setup - Capacity and monitoring configuration - Linking equipment to systems ### [Editing a System](https://docs.kozyops.com/books/customer-account-jyk/page/editing-a-system-guide) Modify existing systems safely with guidance on which changes are safe vs. those requiring caution. **Key topics:** - Safe edits (name, notes, metadata) - Cautious changes (window strategy, fuel type, status) - Reassigning equipment between systems - Deactivating vs. deleting systems --- ## Delivery Window Strategies (Estimation Methods) ### [Window Strategies](https://docs.kozyops.com/books/fuel-systems/page/understanding-window-strategies) Choose and configure the delivery estimation method for each system. Window strategies determine how the system calculates when deliveries are needed. **Key topics:** - Degree Day, Monitored, and Calendar strategies - Selecting the right strategy for each customer type - Configuring strategies in the system dialog - Auto Delivery toggle behavior ### [Degree Day System](https://docs.kozyops.com/books/fuel-systems/page/understanding-degree-days) Temperature-based consumption estimation using heating degree days and usage rates. **Key topics:** - Winter and summer usage rates - Visual degree day windows - Target DD and forced delivery - Reset DD and Reset Window actions ### [Monitoring](https://docs.kozyops.com/books/fuel-systems/page/understanding-fuel-monitoring) Real-time tank level tracking using IoT monitoring devices identified by serial numbers. **Key topics:** - Monitor serial numbers and barcodes - Real-time level readings - Validation requirements for monitored systems ### [Calendar Scheduling](https://docs.kozyops.com/books/fuel-systems/page/understanding-calendar-schedules) Time-based recurring delivery schedules with seasonal controls and frequency settings. **Key topics:** - Frequency and units (days, weeks, months, years) - Preferred day of week - Seasonal start/end dates - Active/inactive schedule management - One active schedule limit --- ## Getting Started 1. **Create a system**: Start with the [Add System Guide](https://docs.kozyops.com/books/customer-account-jyk/page/adding-a-system-guide) - Choose system name and fuel type - Select a window strategy (Degree Day, Monitored, or Calendar) - Configure strategy-specific settings - Enable Auto Delivery toggle if needed 2. **Add equipment**: Follow [Adding Equipment](https://docs.kozyops.com/books/customer-account-jyk/page/adding-equipment-guide) to add tanks and appliances 3. **Configure delivery**: Your window strategy determines how deliveries are triggered: - [Degree Day](https://docs.kozyops.com/books/fuel-systems/page/understanding-degree-days) for temperature-based estimation - [Monitoring](https://docs.kozyops.com/books/fuel-systems/page/understanding-fuel-monitoring) for IoT device-driven deliveries - [Calendar](https://docs.kozyops.com/books/fuel-systems/page/understanding-calendar-schedules) for recurring time-based schedules --- ## Quick Reference ### System Concepts - **System**: A group of equipment that all share the same fill connection - **Equipment**: Physical components (tanks, boilers, furnaces, etc.) - **Multi-tank**: Multiple tanks manifolded to a single fill (add to same equipment) - **Fill Group**: Equipment in a system all connect to the same delivery fill point - **Window Strategy**: The delivery estimation method (Degree Day, Monitored, or Calendar) - **Auto Delivery**: Toggle that enables/disables automatic delivery request generation ### Window Strategy Comparison | Strategy | Configured In | Triggers On | Requires | |----------|--------------|-------------|----------| | **Degree Day** | Degree Day tab | Temperature data + usage rates | Winter/summer rates, window boundaries | | **Monitored** | Tank Monitor tab | Tank level readings | Monitor serial number | | **Calendar** | Calendar tab | Time intervals + rules | Active schedule with frequency/dates | ### Configuration Locations All window strategy settings are configured in the **Add/Edit System dialog**: - **Basic settings**: System name, Active toggle, Auto Delivery toggle, Fuel selector, Window Strategy selector - **Degree Day tab**: Usage rates, window start/target/end, Reset actions - **Tank Monitor tab**: Serial number, barcode - **Calendar tab**: Schedule frequency, units, day of week, seasonal dates, volume --- ## Common Workflow 1. **Navigate to Systems** from Customer Dashboard 2. **Click Add System** or Edit existing system 3. **Enter system name** and select fuel type 4. **Choose window strategy**: Degree Day, Monitored, or Calendar 5. **Configure in the appropriate tab**: - Degree Day: Set usage rates and windows - Monitored: Enter serial number - Calendar: Save system first, then add schedules 6. **Enable Auto Delivery toggle** if deliveries should be automatic 7. **Add custom attributes** as needed 8. **Enter notes** for drivers, routers, and office 9. **Submit** to save 10. **Add equipment** to the system --- ## Related Documentation - [Creating a New Customer](https://docs.kozyops.com/books/search/page/adding-a-new-customer) — Full onboarding flow - [Location Management](https://docs.kozyops.com/books/customer-account-jyk/page/location-management) — Managing service locations - [Add Services](../add-services.md) — Services can be applied to locations or systems - [Add System](https://docs.kozyops.com/books/customer-account-jyk/page/adding-a-system-guide) — Creating and configuring new systems # Adding a System Guide A system represents a group of equipment that all share the same fill connection (the same delivery fill). For example, multiple manifolded tanks feeding the same appliance belong to one system. This guide shows how to create a system and configure its delivery window strategy. > **Important**: You can attach multiple physical tanks to the same equipment entry when they are manifolded to a single fill. This keeps projections and routing accurate for the shared capacity. --- ## Prerequisites - Customer and Location exist. - You are on the Customer Dashboard with the Location selected in the header. ## Create a system 1. Open the Customer Dashboard for the selected Customer and Location. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482410256-37-24-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482410256-37-24-am.png) 2. Go to **Systems** in the overview (or use the Systems action in the header). [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482428671-37-24-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482428671-37-24-am-copy.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482453101-54-56-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482453101-54-56-am-copy.png) 3. Click **Add System**. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482481847-54-56-am-copy-2.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482481847-54-56-am-copy-2.png) 4. The Add System dialog opens with multiple configuration sections. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482496289-55-19-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482496289-55-19-am.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482506075-55-33-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482506075-55-33-am.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482518440-55-37-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482518440-55-37-am.png) 5. Complete the basic settings and select a window strategy. 6. Configure the strategy-specific settings in the appropriate tab. 7. Click **Submit** to save. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482585654-55-27-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482585654-55-27-am.png) --- ## Basic system settings ### Required fields - **System Name**: A clear label (e.g., "Main Oil System" or "Shop Propane") - **Fuel**: Propane, Oil, etc. (select button group) - **Window Strategy**: Choose Degree Day, Monitored, or Calendar (select button group) ### Toggles - **Active**: Enable to activate the system immediately (default: on) - **Auto Delivery**: Enable automatic delivery scheduling based on the selected window strategy ### Optional fields - **Usage**: Multi-select dropdown for usage types (heating, appliance, etc.) --- ## Window strategy selection Choose the delivery estimation method that best fits this system: - **Degree Day**: For temperature-based consumption estimation (best for heating oil) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482653836-55-19-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482653836-55-19-am.png) - **Monitored**: For systems with tank monitors providing real-time levels [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482672851-55-33-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482672851-55-33-am.png) - **Calendar**: For recurring time-based delivery schedules [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482698456-55-37-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482698456-55-37-am.png) The selected strategy determines which configuration tab you'll use next. See: [Window Strategies Guide](./systems/window-strategies.md) for detailed comparison and recommendations. --- ## Strategy-specific configuration ### Degree Day configuration [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482761892-55-19-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482761892-55-19-am.png) If you selected "Degree Day" as your window strategy: **Usage rates:** - **Winter Usage Rate**: Gallons per degree day during winter season (supports up to 4 decimal places) - **Summer Usage Rate**: Gallons per degree day during summer season (supports up to 4 decimal places) **Delivery windows:** - **Window Start (Visual DD)**: Lower boundary value for when deliveries can begin - **Target DD**: The degree day value that triggers a delivery - **Window End (Visual DD)**: Upper boundary value for delivery window **Actions available:** - **Force Degree Day button** (thumbtack icon): Manually override and force the current target - **Reset DD** and **Reset Window** buttons (only available after system is saved and has delivery history) ### Monitored configuration [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482776179-55-33-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482776179-55-33-am.png) If you selected "Monitored" as your window strategy: **Required:** - **Monitor Serial Number**: The unique identifier for the tank monitoring device **Optional:** - **Monitor Barcode**: Additional identifier for the monitor **Note**: The submit button will be disabled until you provide a monitor serial number for monitored systems. ### Calendar configuration [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763482784861-55-37-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763482784861-55-37-am.png) If you selected "Calendar" as your window strategy: For new systems, calendar schedules must be configured **after** the system is saved. You'll see a warning message: "Save the system before managing calendar schedules." After saving, you can create calendar schedules with: - Frequency and units (days, weeks, months, years) - Preferred day of week - Seasonal start/end dates - Requested delivery volume - Active/inactive status Only one calendar schedule can be active at a time. See: [Calendar Scheduling Guide](./systems/calendar-system.md) for detailed schedule management. --- ## Understanding systems and fills A **system** is a logical grouping of equipment that all connect to the same fill point: - If you have 2 manifolded tanks feeding one boiler, that's **one system** with multiple tanks attached to the same equipment. - If you have separate heating and water heater systems at the same location, each with their own fill, those are **two separate systems**. This grouping ensures accurate capacity tracking, delivery projections, and routing. --- ## Additional system fields [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763568300690-55-29-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763568300690-55-29-am.png) ### Fill Location Notes [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763568319585-55-38-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763568319585-55-38-am.png) - Text field for delivery access instructions (gate codes, driveway location, etc.) ### Custom Attributes [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763568354538-55-51-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763568354538-55-51-am.png) **Predefined fields:** - System-type-specific custom fields loaded from the API - Each shows with label, optional description tooltip **Additional custom fields:** - Click "Add Field" to create custom key-value metadata pairs - Enter field name and value - Remove with trash icon ### Next Delivery Notes [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763568369530-56-08-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763568369530-56-08-am.png) **Driver Alerts:** - Important safety or access information for delivery drivers - Displayed prominently during delivery **Router Notes:** - Instructions for routing and dispatching - Helps with route planning and optimization ### Office Notes [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763568384723-56-19-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763568384723-56-19-am.png) - Internal notes visible only to office staff - General system information not needed by drivers --- ## Next: Add equipment After saving the system, add equipment under the system (tanks, boilers, furnaces, vaporizers, regulators, etc.). For manifolded tanks feeding the same appliance/fill, attach multiple tanks to the same equipment set to represent one shared capacity. See: [Adding Equipment](./systems/adding-equipment.md) --- ## Editing later You can rename the system, adjust window strategy, or deactivate it. Be careful changing fill associations or window strategies after deliveries exist, as it can impact projections. See: [Editing a System](./systems/editing-a-system.md) --- ## Related guides - [Window Strategies](./systems/window-strategies.md) — Choosing and configuring the right delivery estimation method - [Add Services](./add-services.md) — Services are linked to locations or systems - [Location Management](./location-management.md) — Managing service locations - [Creating a New Customer](./customer-creation.md) — Full onboarding flow # Editing a System Guide This guide explains how to edit an existing system using the Edit System dialog and what each field and setting controls. --- ## Prerequisites - The system exists and you have permission to modify it. - You are on the Customer Dashboard with the Location selected. ## Edit a system 1. Navigate to **Systems** from the Customer Dashboard. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484039170-33-28-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484039170-33-28-am.png) 2. Find the system you want to edit. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484057775-33-44-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484057775-33-44-am.png) 3. Click **Edit** on the system. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484069886-33-57-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484069886-33-57-am.png) 4. The Edit System dialog opens with all current settings. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484081762-34-36-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484081762-34-36-am.png) 5. Make your changes and click **Submit**. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484095719-34-49-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484095719-34-49-am.png) --- ## What you can edit The Edit System dialog has the same structure as Add System, with all fields editable: ### Basic system settings **System Name** - Text field for the system identifier - Safe to change at any time for clarity **Active toggle** - Enable to keep the system active - Disable to deactivate the system (stops delivery generation) **Auto Delivery toggle** - Enable to allow automatic delivery request generation based on window strategy - Disable for manual/will-call only (system still tracks data but doesn't auto-generate requests) **Fuel selector** (Propane, Oil, etc.) - **Caution**: Only change if the physical system has been converted - Changing fuel type may affect linked services and pricing **Window Strategy selector** (Degree Day, Monitored, Calendar) - Changes which tab's settings are used for delivery estimation - Safe to switch, but verify the new strategy is properly configured - See: [Window Strategies](./window-strategies.md) **Usage multi-select** - Add or remove usage types (heating, appliance, etc.) - Safe to change at any time --- ## Window strategy tabs After selecting a window strategy, configure its settings in the appropriate tab: ### Degree Day Settings tab [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484328550-55-19-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484328550-55-19-am-copy.png) **Usage Rates:** - **Winter Usage Rate**: Gallons per degree day (0-4 decimal places) - **Summer Usage Rate**: Gallons per degree day (0-4 decimal places) - Safe to adjust based on consumption history **Window boundaries:** - **Window Start (Visual DD)**: Lower boundary - **Target DD**: Trigger point for delivery - **Window End (Visual DD)**: Upper boundary **Action buttons:** - **Force Degree Day** (thumbtack icon): Manually override the current target - **Reset DD**: Resets degree day accumulation (only available for existing systems with delivery history) - **Reset Window**: Resets window boundaries (only available for existing systems) **Info displays:** - Current DD, Last Delivery date, Visual DD, Actual DD values - Warning messages if target DD change is pending or window is forced ### Tank Monitor tab [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484339728-55-33-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484339728-55-33-am-copy.png) **Monitor Serial Number** - Required if Window Strategy is set to Monitored - Enter the device's serial identifier - Submit button is disabled until provided for monitored systems **Monitor Barcode** - Optional additional identifier ### Calendar Schedules tab [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763484348877-55-37-am-copy.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763484348877-55-37-am-copy.png) Manage recurring delivery schedules: - **Add Schedule**, **Edit**, **Set Active**, **Deactivate**, **Delete** - Only available for existing systems (must save first for new systems) - See: [Calendar Scheduling](./calendar-system.md) --- ## Additional editable fields [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763567898573-55-29-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763567898573-55-29-am.png) ### Fill Location Notes [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763567926531-55-38-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763567926531-55-38-am.png) - Text field for delivery access instructions - Examples: gate codes, driveway location, fill pipe location - Safe to update at any time ### Custom Attributes [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763567936266-55-51-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763567936266-55-51-am.png) **Predefined fields:** - System-type-specific fields loaded from API - Each has a label and optional description tooltip - Safe to fill out or update **Additional custom fields:** - Click "Add Field" to create key-value metadata - Remove with trash icon - Safe to add, edit, or remove ### Next Delivery Notes [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763568027532-56-08-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763568027532-56-08-am.png) **Driver Alerts:** - Important information for delivery drivers - Displayed prominently during delivery - Examples: safety warnings, access restrictions, special instructions **Router Notes:** - Instructions for routing and dispatch - Examples: delivery window preferences, route-specific notes ### Office Notes [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763568041439-56-19-am.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763568041439-56-19-am.png) - Internal notes visible only to office staff - General system information not needed by drivers - Safe to update at any time --- ## Safe edits (no delivery impact) These changes can be made freely without affecting active deliveries: - **System Name**: Rename for clarity - **Usage types**: Add or remove usage categories - **Fill Location Notes**: Update access instructions - **Custom Attributes**: Add, edit, or remove metadata - **Driver/Router/Office Notes**: Update any notes - **Degree Day usage rates**: Adjust based on historical data - **Calendar schedules**: Add, edit, activate, or deactivate schedules --- ## Changes requiring caution ### Deactivating the system (Active toggle off) **Impact:** - System stops tracking and generating deliveries - Existing delivery requests may be canceled - Equipment and monitors remain linked but inactive **When to use:** - Customer temporarily discontinues service - System is being replaced or upgraded - Account is on hold **Best practice:** Verify no pending deliveries exist before deactivating ### Disabling Auto Delivery toggle **Impact:** - System continues tracking data but stops generating automatic delivery requests - Switches to manual/will-call mode - Monitor/degree day data still calculated for reference **When to use:** - Customer switches to will-call - Temporary pause in automatic deliveries - Testing or troubleshooting ### Changing Window Strategy **Impact:** - Changes which calculation method triggers deliveries - Previous strategy data is preserved but not used - New strategy must be fully configured **Example:** Switching from Degree Day to Monitored - Enter Monitor Serial Number - Verify monitor is transmitting - Old degree day settings remain but aren't used **Best practice:** Configure the new strategy completely before switching ### Changing Fuel type **Impact:** - May cause mismatches with equipment fuel types - Affects pricing and product calculations - Historical delivery data remains but context may be confusing **When to use:** Only if the physical system has been converted (e.g., oil to propane) **Best practice:** - Update equipment fuel types to match - Notify dispatch and billing teams - Document the conversion date in notes ### Forcing Degree Day or Resetting Windows **Impact:** - Overrides automatic calculations - Can cause deliveries to trigger earlier or later than projected - Resets may clear accumulated history **When to use:** - Manual delivery override needed - Projections are significantly off - After major system changes or repairs **Best practice:** Document the reason in notes --- ## Equipment management Equipment is not edited directly in the system dialog. To manage equipment: 1. View equipment list in the system details 2. Click **Edit** on the specific equipment 3. Use the Equipment dialog to modify 4. See: [Adding Equipment](./adding-equipment.md) **Note:** You cannot change which system equipment belongs to from this dialog. Edit the equipment itself to reassign it. --- ## What you cannot edit - **System creation date**: Historical timestamp, read-only - **Last delivery information**: Calculated from delivery history - **Current degree day value**: Real-time data from weather service - **Monitor readings**: Real-time data from monitoring device - **Equipment list**: Managed separately via equipment dialogs --- ## Validation and errors The dialog validates entries before allowing submission: **Common validation errors:** - Monitor serial number required when Window Strategy = Monitored - Window strategy must be selected - Fuel type must be selected - Numeric fields must be valid numbers Validation errors appear at the top or inline with red styling. The Submit button is disabled until all errors are resolved. --- ## After saving changes When you click **Submit**: - Changes are saved immediately - Dialog closes and returns to the system list - System selector and displays update with new values - Delivery projections recalculate based on new settings **Note:** Changes to window strategy or usage rates may cause immediate recalculation of delivery windows and target dates. --- ## Deactivating vs. deleting a system **Deactivate** (Active toggle off): - Preserves all historical data - Can be reactivated later - Recommended for systems temporarily out of service or that have been replaced. **Delete** (via delete action): - Permanently removes the system - Deletes linked equipment - Cannot be undone - Only use if system was created in error **Best practice:** Always deactivate rather than delete to maintain data integrity and history. --- ## Related guides - [Add System](../add-system.md) — Creating new systems - [Window Strategies](./window-strategies.md) — Understanding and configuring window strategies - [Degree Day System](./degree-day-system.md) — Degree day settings and calculations - [Monitoring](./monitoring.md) — Tank monitor configuration - [Calendar Scheduling](./calendar-system.md) — Managing calendar schedules - [Adding Equipment](./adding-equipment.md) — Managing equipment within systems - [Add Services](../add-services.md) — Products and service plans # Adding Equipment Guide This guide explains how to add equipment to a system using the Add/Edit Equipment dialog. Equipment represents physical components like tanks, regulators, filters, and other equipment. > **Key concept**: You can add multiple tanks to a system when they share the same fill connection. Each piece of equipment is tracked separately within the system. --- ## Prerequisites - A system must exist for the location. See [Add System](../add-system.md) if you need to create one first. - You are on the Customer Dashboard with the correct Location selected. ## Add equipment to a system 1. Navigate to the **Systems** section from the Customer Dashboard. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763485998246-01-46-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763485998246-01-46-pm.png) 2. Select the system you want to add equipment to. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763486012434-09-38-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763486012434-09-38-pm.png) 3. Click **Add Tank** or **Add Equipment**. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763486031820-02-02-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763486031820-02-02-pm.png) 4. The Add Equipment dialog opens with multiple sections. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763486082561-02-18-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763486082561-02-18-pm.png) 5. Fill out the required fields and click **Add Equipment** or **Update Equipment**. [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763486101414-05-33-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763486101414-05-33-pm.png) [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/scaled-1680-/image-1763486132167-05-39-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-11/image-1763486132167-05-39-pm.png) --- ## Equipment types The dialog supports these equipment types: - **Tank**: Storage tanks for fuel (propane, oil) - **Regulator**: Pressure regulation equipment (requires expiration date) - **Filter**: Filtration equipment - **Other Equipment**: Custom equipment types --- ## Basic Information section ### Required fields - **Equipment Name**: Clear identifier for the equipment - **Owner**: Select "Customer" or "Internal" - **Type**: Tank, Regulator, Filter, or Other Equipment All three fields are required to proceed. --- ## Equipment Details section ### Serial Number - **Required if Owner is "Internal"** - Optional for customer-owned equipment - Used for warranty and service tracking ### Optional fields - **Manufacturer**: Equipment manufacturer name - **Model**: Model number or designation - **Manufacture Date**: When the equipment was manufactured (date picker with Luxon support) --- ## Installation & Inspection section Both fields are optional: - **Install Date**: When the equipment was installed or replaced - **Inspection Date**: Most recent inspection date Use date pickers to select dates. --- ## Regulator Information (regulators only) If you selected **Type = Regulator**, an additional section appears: ### Required field - **Expiration Date**: When the regulator expires and needs replacement (required for regulators) This field uses a date picker and is mandatory for regulator equipment. --- ## Tank Information (tanks only) If you selected **Type = Tank**, an additional section appears with three required fields: ### Required fields (all with gallon suffix) - **Size (Gallons)**: Total tank size capacity - Supports up to 3 decimal places - Minimum value: 1 gallon - **Recommended Capacity**: The recommended fill capacity (typically 80-90% of total size) - Supports up to 3 decimal places - Minimum value: 1 gallon - Used for delivery calculations - **Optimum Delivery**: The optimal delivery amount for this tank - Supports up to 3 decimal places - Minimum value: 1 gallon - Used for routing and delivery planning **Example for a 275-gallon tank:** - Size: 275 gallons - Recommended Capacity: 247 gallons (90% of 275) - Optimum Delivery: 200 gallons --- ## Multiple tanks on one system When you have multiple tanks sharing the same fill connection: 1. **Add each tank as separate equipment** to the same system 2. Enter accurate Size, Recommended Capacity, and Optimum Delivery for each tank 3. The system automatically aggregates capacity across all tanks for delivery calculations **Example setup:** - System: "Main Propane System" - Tank 1: 500 gallons (450 recommended, 400 optimum) - Tank 2: 500 gallons (450 recommended, 400 optimum) - Total system capacity: 1000 gallons (900 recommended) This approach allows accurate tracking of individual tanks while calculating deliveries for the combined system. --- ## Custom Attributes section Always visible at the bottom of the dialog: ### Predefined custom fields - Loaded from the API based on equipment type - Each field shows with a label and optional description tooltip - Enter values as needed for your tracking requirements ### Additional custom fields - Click **Add Field** to create custom key-value metadata - Enter **Field Name** and **Value** - Remove fields with the trash icon button - Useful for tracking location-specific or custom attributes --- ## Validation and submission The dialog validates your entries: - **Validation errors** appear at the top in a red message box - Common errors: - Missing required fields (Name, Owner, Type) - Serial number required for Internal-owned equipment - Expiration date required for regulators - Tank size, recommended capacity, and optimum delivery required for tanks - Values must be > 0 for numeric fields The **Add Equipment** or **Update Equipment** button is disabled until all validation passes. --- ## Dialog actions - **Cancel**: Close the dialog without saving changes - **Add Equipment** (for new): Save the new equipment to the system - **Update Equipment** (for existing): Save changes to existing equipment After saving, the equipment appears in the system's equipment list and can be used for delivery projections, monitoring, and service tracking. --- ## Editing or removing equipment - To **edit**: Click the equipment row or Edit button, make changes, and click **Update Equipment** - To **remove**: Use the delete/remove action (typically with confirmation) - Be cautious if the equipment is linked to active monitors or services --- ## Related guides - [Add System](../add-system.md) — Create the parent system first - [Editing a System](./editing-a-system.md) — Modify system details - [Monitoring](./monitoring.md) — Link tank monitors to equipment - [Window Strategies](./window-strategies.md) — Configure delivery estimation using equipment data - [Add Services](../add-services.md) — Products and service plans for the customer # Deliveries ### Introduction The Deliveries part on the Fuel section of the Customer Account is where Customer Delivery Request can be input when made by the customer and not in Auto Delivery. A history Search and Pricing search can also be made here by clicking on the History or Pricing tabs. ### Deliveries When first seeing this sction, all Fuel Delivery Requests that are made will show up here. They'll show up as line items with the following columns [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/scaled-1680-/image-1766778000963-39-13-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2025-12/image-1766778000963-39-13-pm.png) - Date - The date of the requested delivery - Driver - The Driver selected to delivery the fuel - Expected - How many gallons are expected to be delivered - Delivered - How many gallons were delivered - Price - How much per gallon - Total - Total amount based on what was delivered - Status - Shows the status of the request. Clicking on the status will also delete the request if not delivered yet ### Delivery Request Delivery Request for Customers can be made here. By clicking on the +Delivery Request, The Add Deliveries popup will appear and the following fields must be filled out [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768599811513-30-00-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768599811513-30-00-pm.png) - System - Select a system the customer has that need a delivery - Message - Any messages or notes regarding the request - Requested Volume - How much was requested for Delivery - Delivery Window - The given date window for a delivery - Credit Card Hold Amount - The hold placed on the customers card for delivery - Quoted Price - The price that was quoted for the customer when the delivery was requested - Charge Card - Toggling here will allow a card to be charged for a delivery request if the customer wants to be charged right away. Toggling this on will expand the menu and now it will also show [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768599821435-30-19-pm.png)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768599821435-30-19-pm.png) - Credit Card - A dropdown that shows all cards that the customer has on file. Selecting one will the charge the card the amount that is placed on hold as shown above - Add Card - Clicking here will open up the Add Payment Card popup in order to immediately add a card to the customers account if one is not already in the system. See below for more information Once all fields have been filled out, clicking on Submit Request will create the delivery request and charge the customers card if the customer wanted to have it charged. This will show up partially filled on the Deliveries section and will fill up as the the order is routed, priced and delivered. This request will also show up on the request section of the [Setting Up a Route](https://docs.kozyops.com/books/fuel/page/setting-up-a-route) page. Clicking on cancel will close out the window and delete any information filled out ### Add Payment Card If a customer chooses to have a card added to their account to use for a delivery request, the Add Payment Card popup will appear and the following information needs to be filled out [![](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/scaled-1680-/image-1768831338319.jpg)](https://docs-kozyops-com-uploads.s3.amazonaws.com/uploads/images/gallery/2026-01/image-1768831338319.jpg) - Billing Information - First Name, Last Name - Company - Email - Phone Number - Billing Address - Billing Address 2 - City - State - Zip - Payment Details - Card Number - Expiration Date - CVV - AutoPay Settings - Toggle the folowing for automatic payments - Fuel - Service - Serviec Paln - Other ### History Clicking on the History tab under Deliveries will bring up the Deliveries History for The Customer. Once brought up, it'll show all systems that the customer has and clicking on each one will bring up a detailed page for that systems delivery history. The page will show details about the following, The system itself, The Usage Rates, Delivery Windows, Delivery Analytics, Rate Configurations and Delivery History. A much more detailed view of this page can be seen on the [Delivery History](https://docs.kozyops.com/books/customer-account-jyk/page/delivery-history) page. ### Pricing Clicking on the Pricing Tab under Deliveries will bring up the Pricing page for deliveries. Once brought up, a system can be selected which will then generate the pricing for that system. The Following information is then displayed, Pricing, Transitions, Services, Contracts, Custom Points and a graph depicting Recent deliveries. A much more in depth look at the pricing page can be seen on the [Pricing](https://docs.kozyops.com/books/customer-account-jyk/page/pricing) page. # Delivery History # Pricing # Propane Exchange