Monday, 10 December 2018

Data Capture From Third-Party Websites, Emails and Excel Documents

Do you currently receive jobs from work-providers such as (but obviously not limited to) Howdens, RepairCare, ServicePower, Samsung etc...?

Are you currently manually keying in this information to create new clients/jobs within Mercury Systems…?

Takes awhile, doesn’t it?

With the latest version of Mercury Systems (version 283J and higher), you can now easily set up permanent re-usable templates to ‘scrape’ client and job information from third-party websites and emails such as those listed above.  Looking at the screenshot below, all you need to do is copy/paste the website text into the large box on the left side, select the template to use and click ‘Import Data’.  Check that the values being extracted from the data are correct (you can make changes to the values by typing into the relevant line).  Then click ‘Create New Job Using These Values’ and the client/job records will be created within Mercury.  The new job will be automatically linked to the invoice-client.

The whole process takes only moments, and should save you a lot of time if you are currently keying in the data by hand.

It's also possible to import Excel data in the same way – if your work-providers send you Excel documents containing rows of clients/jobs, you can now set up an Excel template within Mercury to read this information and create multiple client/job records.

Thursday, 11 October 2018

ASWO Order Generation

For those of you in the white goods trade, it is now possible to export supplier orders directly to ASWO.  If you have an ASWO account, all you need to know is your customer number, and ensure ASWO's part number is entered within the Supplier Part Code field of your stock record.

Just for reference, ASWO's part number begins with a '#' (hash) symbol, however you must not actually enter the hash symbol into the Supplier Part Code field, just use the part letters / numbers only.

Build up your ASWO order the same way as you would do with other suppliers, then from the List Supplier Orders screen select the 'Export To...' button followed by 'ASWO Website'.  The system will give you the location of the generated order file.

Next, open ASWO's website and click on the shopping basket icon, click the 'Browse' button to locate the order file, followed by 'Import' - the imported order items will then appear within the shopping basket.

This is available within Mercury Systems version 282 and higher.

Friday, 11 May 2018

GDPR Right To Be Forgotten

Mercury Systems version 278(f) sees the addition of two new routines added to the system, relating to the new General Data Protection Regulation (GDPR) beginning May 25th 2018:-

The first routine - "GDPR Single Client Deletion" - removes all personally-identifiable information from a given client record.  The client record itself is not removed, as it forms part of the 'service job' structure (which may include invoicing so must be retained for legal reasons), so instead the client name, client address, client telephone numbers and client email address / contact name fields are replaced with "*** GDPR ***".  If a customer contacts you to request their removal from your database, use this routine.

The second routine - "GDPR Multiple Client Deletion" - removes all personally-identifiable information from a range of client records where there has been no job created for the client within a given number of months.  Again, the client record itself is retained but without the personally-identifiable information.  The default value is 36 months, whilst the minimum value is 24 months.

With either routine, the client status is set to "GDPR REMOVAL" for affected client records.

The two new routines must be enabled by ticking User Rights token 10 - "Enable GDPR Removal Routines" within User Management, and then can be accessed from within Maintenance Module => Customer Routines.  Once the data has been removed, it cannot be recovered, so please only allocate this user right to trusted members of staff.

Please contact Hatchgate Software to obtain the latest software update.

Friday, 20 April 2018

Credit Engineers With A Percentage Of The Job Value

With previous versions of Mercury Service Manager, if you chose to reward your engineers or pay them a commission by crediting a service job to them (within the Charging screen), you could only select a single engineer (that engineer would effectively receive 100% credit for the job). 

A recent new addition to Mercury Service Manager will now allow you to credit multiple engineers and assign a different percentage (or monetary value) to each engineer.  Look for a button called "Split...", just to the right of the original 'Credit To Engineer' drop-down field.

The 'Split...' button will open a sub-form listing all engineers assigned to the job, so if, for example, a service job for installing a gas cooker required one engineer, and one 'helper', you could now credit 75% of job to the engineer, and 25% to the 'helper'. 

A new report "Engineers Earnings Listing by Percentage Split" will show you the percentages (and monetary amounts) assigned to each engineer for jobs invoiced during a given date range.

If the new "Split..." button is currently disabled (by default), you can enable the button for specific users by enabling token "223: Enable Charging Form 'Split...' Button" within User Management.

Tuesday, 6 February 2018

Emails Now Sent Using Sender's Display Name

Mercury Systems version 277 will now send emails using your company's display name, as defined within Maintenance Module (F8) -> System Preferences -> Common Tab -> Page 4, using the value within the field "Business Name".

Prior to this release, only your email address was used, for example: "".

Within this release, emails will now appear to the recipient showing both the company name and email address, for example: "Hatchgate Software Ltd. (".

Tuesday, 2 January 2018

New Accounts Export Support For ClearBooks

Mercury Systems version 276 has been released to include accounts export support for ClearBooks in addition to Sage and Xero. The new accounts export module has been re-written to allow the user to fully configure the layout of export files.

Thursday, 7 December 2017

Christmas & New Year Opening Hours

Hatchgate Software Ltd will be closed on the following dates:-

  • Monday 25th December
  • Tuesday 26th December
  • Wednesday 27th December
  • Monday 1st January
I hope you all have a great Christmas and a happy, healthy 2018!

Kind regards,