1Stop Field Definitions

1Stop Field Definitions

Quickly learn what each field means across all modules in 1Stop. 
Bonuses Module
The Bonuses module in 1Stop tracks customer referrals, automatically recording details and status. It helps businesses monitor referrals, calculate rewards, and distribute bonuses, boosting customer satisfaction and encouraging word-of-mouth marketing. In this article, we define all the fields available on the Bonus record. 

Bonus Information

This section contains all the key information on the Bonus record.
  1. Bonus Name - Name of the Bonus record.
  2. Bonus Owner - Owner of the Bonus record. This field auto-populates based on the user creating the record. If the Bonus is created for another user, update this field accordingly.
  3. Bonus Stage - Indicates the current stage of the Bonus as it moves through the completion and approval process.
  4. Bonus Category - Identifies the origin or source of the Bonus (e.g., Referral, Canvasser, Event and Trade Show).
  5. Bonus Type - Specifies the recipient type the Bonus is intended for (e.g., Contact, Employee, Vendor).
  6. Connected To - Records in other modules that are related to this record.
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The Bonus Stage field can only be modified through Blueprint Transitions. Please refer to the Bonus Blueprint article for detailed information.

Bonus Input Fields

  1. Fixed Bonus Amount - The fixed dollar amount to be received for the Bonus.
  2. Gross Total - Auto-filled with the Grand Total Amount from the Sale record after sale approval, and updated with the Change Order's Grand Total Amount after a change order approval.
  3. Bonus Percentage - Percentage of the Net Bonus Sold Amount to be received. Enter the percentage as a whole number (e.g. 1.5% should be entered as 1.5).
  4. Non-Bonus Eligible - Amount to be excluded when calculating the Bonus Percentage due.
  5. Pay Terms - Front - Defines when the Front 1/2 of the Referral Bonus should be paid out (e.g., Signed Date, Install Approved Date, Installed Date, etc). 
  6. Pay Terms - Back - Defines when the Back 1/2 of the Referral Bonus should be paid out (e.g., Signed Date, Install Approved Date, Installed Date, etc).
  7. Front Payment % Due - The percentage of the Referral Bonus due as the front half. Enter as a whole number (e.g., 25 for 25%). The back half will automatically update with the remaining percentage.
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Bonus Percentage - You must enter the percentage as a whole number (e.g. 1.5% should be entered as 1.5). 

Bonus Reference Fields 

  1. Employee Name - Name of the Employee this Bonus is for, if the Bonus is for an Employee.
  2. Status - Indicates the current standing of the Install this Bonus is associated with (e.g., Active, Active-ISSUE, HOLD, Completed, etc). 
  3. Contact Name - Name of the Contact that this Bonus is for or associated with. 
  4. Cost Account - The Cost Account that the Bonus is associated with.
  5. Vendor Name - Name of the Vendor that this Bonus is for, if the Bonus is for a Vendor.
  6. Referral Record - Record in the Referral module linked to this Bonus.
  7. Sale Name - Record in the Sale module linked to this Bonus.
  8. Job Cost Name - Record in the Job Cost module linked to this Bonus.
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The Status field is read-only and should only be updated from the Sale record, which will automatically update all related modules.

Calculated Fields

  1. Net Bonus Sold Amount - Calculated as Gross Total Amount - Non-Bonus Eligible Amount.
  2. Bonus Amount - Calculated as either (Net Bonus Sold Amount x Bonus Percentage) or the Fixed Bonus Amount.
  3. Bonus Payment 1 - The upfront portion of the Bonus Amount to be paid, calculated as (Bonus Amount × Front Payment % Due).
  4. Bonus Payment 2 - The remaining portion of the Bonus Amount to be paid, calculated as (Bonus Amount × (100% – Front Payment % Due).

Reporting Fields

  1. Approved By - User who approved the Referral Bonus.
  2. Approved Time - Date and time the Referral Bonus was approved by management.
  3. Approved Amount - The approved Bonus Amount. 
  4. Signed Date - Date the Quote/Sale was signed. 
  5. 1Stop User - A lookup field for retrieving the user's information in the system.
  6. Location - If your company operates in multiple locations, this field will specify the location to which this record is linked.
  7. Created By - System-generated field identifying the user who created the record, including the date and time of creation.
  8. Modified By - System-generated field identifying the last user to modify the record, including the date and time of modification.

Administrator Fields

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators

Calls Module
​The Calls Module helps manage and track phone calls with customers. In this article, we define all the fields available on the Call record.

Call Information 

  1. Contact Name - Name of the individual who is being contacted or made the call.
  2. Related To - Links the call to a specific record (e.g., Referral, Quote, Sale, Change Order). 
  3. Call Type - Category of the Call (e.g., Outbound, Inbound, Missed).
  4. Outgoing Call Status - Indicates the current state of the Outgoing Call (e.g., Scheduled, Completed, Overdue, Canceled). 
  5. Call Start Time - Date and time the Call began. 
  6. Call Duration - Total length of the Call in minutes and seconds. 
  7. Call Owner - User responsible for making or receiving the Call.
  8. Subject - Brief description of the purpose of the Call. 
  9. Created By - System-generated field identifying who created the record, including the date and time of creation.
  10. Modified By - System-generated field identifying the last user to modify the record, including the date and time of modification.
  11. Voice Recording - Digital audio file capturing the call conversation.

Purpose Of Outgoing Call

  1. Call Purpose - Indicates the reason for initiating the call (e.g., Prospecting, Administrative, Demo). 
  2. Call Agenda - Outline or list of topics to be discussed during the call.

Outcome Of Outgoing Call

  1. Call Result - Indicates the outcome of the call (e.g., Interested, Not Interested, Call Back). 
  2. Description - Summary or notes on the outcome of the call.

Reason For Incoming Call

  1. Description - Explanation of the reason for the Incoming Call.
Change Orders Module
The Change Orders module serves as the central hub for managing contractual modifications to existing sales. It is essential for documenting and obtaining approval from contacts whenever there is a price increase in an existing sale. Additionally, this module should be utilized when removing products or services from a sale record. In this article, we define all the default fields available on the Change Order record. 

Change Order Information

This section contains all the key information on the change order record.
  1. Change Order Type - Indicates the reason the Change Order was created.
  2. Subject - Name of the Change Order. You can enter any character; the system will automatically update the name when the record is saved.
  3. Contact Name - Name of Customer the Change Order is for. 
  4. Sales Rep 1 - The primary Sales Rep associated with the Change Order. 
  5. Sale Name - Name of related Sale record.
  6. Sales Rep 2 - The secondary Sales Rep associated with the Change Order, if applicable.
  7. Job Cost Name - Name of the related Job Cost record.
  8. Product - Select the type of product the change order is for (e.g., Windows, Roof, Solar, Product Only).
  9. Opportunity Name - Name of related Opportunity record.
  10. Change Order Date - Date the Change Order was created.
  11. Install Name - Name of related Install record.
  12. Status - Indicates the current status of the Change Order as it moves through the Sales process (e.g., Active, Active-ISSUE, Hold, Completed, etc).
  13. Referral Record - Name of the associated Referral record.
  14. Manager Note - Additional comments or notes provided by a manager regarding the Change Order. 
  15. Change Order Stage - Indicates the stage of the Change Order as it moves through the Change Order process (e.g., Created, Sign in Process, Signed, etc).
  16. Commission Eligible - Indicates whether this Change Order is eligible for commission. Select Yes if commissions apply; No if they do not.
  17. Connected To - Records in other modules that are related to this record.
  18. Location - If your company operates in multiple locations, this field will specify the location to which this record is linked.
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  1. The following fields are required and must be completed: Change Order Type, Subject, Contact Name, Sale Name, and Job Cost Name.
  2. If you are creating a Change Order for a different user, you must manually add them to the Change Order Owner field. 
  3. For Subject field, enter any character – the field will be auto-populated after saving.
  4. The Change Order Stage field can only be modified through Blueprint Transitions. Please refer to the Change Order Blueprint article for more details. 

Finance Information 

This section contains relevant information about financing, if applicable.
  1. Finance Partner - Select the finance company to be used. 
  2. Finance Notes - Any relevant notes about the financing.
  3. Apply Finance Markup - Select 'Yes' if you need to complete the Finance Markup Process (if this is not Yes, the Finance Markup Process will not run). 
  4. Finance Promo Points - Promo points charged by the finance company that are subsequently passed on to the customer. Must be populated for the Finance Markup Process to run.
  5. Original Change Total - Original Change Order Grand Total amount prior to finance markup (for Finance Markup Process only). Auto-populated after you complete the Finance process.
  6. Finance Markup - Formula field that calculates how much the Change Order was marked up to cover the financing fees charged by the finance company.
  7. Perform Finance Markup - Indicates the completion status of the Finance Markup Process. 
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  1. Finance Promo Points - Must be populated for the Finance Markup Process to run.
  2. Perform Finance Markup - When the Finance Markup Process has been finalized, this field will reflect as "Finance Markup has been completed." If the Finance Markup is subsequently reversed, this field will be updated to indicate "Finance Markup has been reversed."
  3. Original Change Total - Auto-populated after you complete the Finance Markup process.

Payment Schedule - Final Payment % Auto- Calculated

This section provides an overview on the payment schedule for the full Quote.
  1. % Down Payment - Enter the down payment percentage as a whole number (e.g., enter 25 for 25%).
  2. Down Payment - Formula field that multiples the Grand Total from the Product Changes Subform by the % Down Payment field.
  3. % Progress Payment - Enter the first progress payment percentage as a whole number. 
  4. Progress Payment - Formula field that multiples the Grand Total from the Product Changes Subform by the % Progress Payment field. 
  5. % Progress Payment 2 - Enter the second progress payment as a whole number. 
  6. Progress Payment 2 - Formula field that multiples the Grand Total from the Product Changes Subform by the % Progress Payment 2 field.
  7. % Final Payment - Formula field that calculates the remaining balance percentage (100% minus all previous payment percentages).
  8. Final Payment - Formula field that calculates the remaining balance by subtracting the Down Payment, Progress Payment, and Progress Payment 2 from the Grand Total.

Change Items

This Subform contains the line item detail for the Change Order.
  1. S.NO - Auto-number field that tallies the number of rows in the Change Items subform.
  2. Product Name - Name of product. See Add Product Items to a Change Order article for details.
  3. Description - Detailed information about the product. This field auto-loads the description associated with the selected Product Name but can be updated or modified after loading.
  4. Quantity - Total number of product items.
  5. List Price - List price associated with the selected Product.
  6. Amount - Formula field that multiplies Quantity × List Price for each line item.
  7. Discount - Percentage discount or flat price reduction applied to the line item, if applicable.
  8. Tax - Applicable sales tax for the line item.
  9. Total - Formula field that calculates Amount – Discount + Tax for each line item.
  10. Product Category - Formula field that calculates Amount – Discount + Tax for each line item.
  11. Total Amount - Formula field that sums up all Amount fields.
  12. Total Discount - Formula field that sums up all Discount fields.
  13. Total Tax - Formula field that sums up all Tax fields.
  14. Grand Total - Formula field that calculates the final total, including Discounts, Tax and Finance Markups.

Property Information 

  1. Street - Street address of the property.
  2. City - City of the property.
  3. State - State of the property.
  4. Zip - Zip code for the property.

Change Items Breakdown

  1. Product Revenue - The revenue generated from the sale of products listed in this Change Order.
  2. Other Revenue - The revenue generated from additional items or services in this Change Order that do not fall under standard product categories.
  3. Permit-Engineer Revenue - The revenue generated from permits, engineering services, or related fees included in this Change Order.
  4. Service Call Revenue - The revenue from service calls related to this Change Order.
  5. Cancel Fee Revenue - The fees collected for canceled services associated with this Change Order.
  6. Referral Bonus Credit - The credits applied for referrals associated with this Change Order. 
  7. Legal Fee Charge - The legal fees associated with this Change Order.
  8. Install Related Credit - The credits for installation-related adjustments in this Change Order.
  9. Credit Card Fee Charge - The fees collected for credit card processing linked to this Change Order.
  10. Customer Service Credit - The credits issued for service issues related to this Change Order.
  11. Bank Fee Charge - The fees charged for bank or transaction processing linked to this Change Order.
  12. Write-Off Credit - The credits applied for uncollected amounts or account adjustments in this Change Order.
  13. Balance to Product - Formula field that calculates the remaining amount allocated to product revenue.

Reporting Fields

  1. Signed Date - Date the Change Order was signed.
  2. Not Completed Reason - Indicates the reason a Change Order was not completed.
  3. Sale Cancel Date - The related Sale record cancel date.
  4. Revenue Recognized - The date the related Sale record was recognized as revenue. 
  5. Approved By - Name of the user who approved the Change Order.
  6. Approved Time - The date and time the Change Order was approved by management.
  7. Pre-Approval Date - The date a Change Order is approved prior to being signed.
  8. Approved Amount - The approved Net Change Amount.
  9. Report Signed Date - Formula field that populates the Signed Date if available; otherwise, it uses the Pre-Approval Date.
  10. Approved Amount Variance - Formula field that calculates the difference between the total value of change orders (including adjustments) and the approved amount, accounting for discounts and taxes. 
  11. Created By - System-generated field identifying who created the record, including the date and time of creation.
  12. Modified By - System-generated field identifying the last user to modify the record, including the date and time of modification.

Administrator Fields

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators. 
Chart of Accounts Module
The Chart of Accounts module in 1Stop allows you to organize and manage your financial transactions with ease. It enables you to create and customize a detailed list of all your accounts, ensuring clear and accurate financial records. With easy categorization and integration, this module simplifies financial reporting. In this article, we define all the fields available on the Chart of Accounts record.

Chart of Accounts Information 

  1. Chart of Accounts Name - Name of the Chart of Accounts record.
  2. Chart of Accounts Owner - Owner of the Chart of Accounts record. 
  3. Account Number - A unique identifier or number assigned to the account. 
  4. Account Type - General category of the account, such as asset, liability, revenue or expense (e.g., Accounts Payable (A/P), Accounts Receivable (A/R), Bank, Cost of Goods Sold,  Credit Card, etc). 
  5. Include Expenditures - Indicates whether expenditures should be included in this account.
  6. Job Cost Line - Specifies the Job Cost line item associated with this account.  
  7. Include from Account - Indicates whether transactions or balances from another account should be included in this account.
  8. Connected To - Records in other modules that are related to this record. 

Administrator Fields 

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators.
Commission Analysis Module
The Commission Analysis Module provided by 1Stop is designed to assist in analyzing the effective discount and identifying non-commissionable items on approved sale or change order records. By using this module, companies can easily determine the actual discount applied to the sale or change order, as well as identify any items or charges that are not eligible for commission. In this article, we define all the fields available on the Commission Analysis record.

Commission Analysis Information

This section contains all the key information on the commission analysis record.
  1. Commission Analysis Name - Automatically generated using the format: CA - (Commission Record Name). Example: If the commission record is C1252 - 02 - Windows - Bob Stewart, the Commission Analysis Name will be CA - C1252 - 02 - Windows - Bob Stewart.
  2. Commission Analysis Owner - Automatically assigned to the primary Sales Representative. If created after a Sale approval, it matches the Sale Owner. If created after a Change Order approval, it matches the Change Order Owner.
  3. Sale Name - Auto-populated with the related Sale record upon approval.
  4. Sales Rep 1- The primary Sales Representative associated with the Commission Analysis record.
  5. Change Order Name - Automatically populated with the related Change Order record upon approval.
  6. Sales Rep 2 - The secondary Sales Representative associated with the Commission Analysis record, if applicable. 
  7. Commission Name - Auto-populated with the related Commission record name upon approval of a Sale or Change Order.
  8. One-Close Call - Auto-updated with the Sale’s One Call Close value after Sale approval. The One Call Close field on the Sale record is automatically marked Yes if the Sign Date is the same as the Initial Meet Date for that Customer.
  9. Product - Auto-filled with the Product from the related Sale or Change Order record.
  10. City - The city associated with the Sale or Change Order.
  11. Grand Total - Auto-filled with the Grand Total Amount from the Sale record after Sale approval, and updated with the Change Order's Grand Total Amount after a Change Order approval.
  12. Sign Date - Auto-filled with the Sign Date from the related Sale or Change Order record.
  13. Change Order Type - Specifies the type of Change Order (e.g., Product Changes, Clarification, Service Charge, Cancel, Cancel Fee, etc). 
  14. Connected To - Records in other modules that are related to this record.

Finance Review

  1. Finance Partner - Populated with the Finance Partner from the initial Sale after approval, and updated with the Change Order’s Finance Partner after a Change Order is approved.
  2. Original Quote Total - Displays the original quoted total before the Finance Markup.
  3. Finance Promo Points - Populated with the promo points charged by the Finance Partner.
  4. Finance Markup - Populated with the amount added by the Finance Partner as their markup for the approved Sale or Change Order.

Commission Review

This section includes key fields that can be utilized to help complete the commission input fields.
  1. Commission % - The percentage rate paid to the sales rep on the commissionable amount. Enter this as a whole number (e.g., 10% is entered as 10, and 10.5% as 10.5).
  2. Effective Discount % - A calculated field that shows how much of the retail price was discounted. It divides the total discount by the total retail amount and multiplies by 100 to display the percentage of discount given.
  3. Comm Adjustment % - The percentage used to increase or decrease the commission amount based on special conditions.
  4. Non Comm Adjust - The adjustment amount applied to the commission for non-commissionable items.
  5. Adjusted Comm % - A calculated field that adds the Commission % and the Comm Adjustment % to show the final adjusted commission rate.
  6. Non-Commissionable Amount - A calculated field that totals all non-commissionable charges, related taxes, and adjustments. This shows the portion of the sale excluded from commission calculations.
  7. Commission Notes - Used to capture additional information or explanations related to commission calculations, such as reasons for adjustments or notes on specific transactions.
  8. Comm $ Adjustment - The dollar amount used to adjust the total commission, either increasing or decreasing the final payout.
  9. Update Commission - Check to recalculate commissions whenever related data changes.
  10. Manager Note - Used by managers to record comments or notes related to the commission.

Commissionable Worksheet

  1. Product Name - Populated with the Product Name from the "Sold Items" subform in an approved sale record or from the "Change Items" subform in an approved change order record.
  2. Description - Populated with the Description from the "Sold Items" subform in an approved sale record or the "Change Items" subform in an approved change order record.
  3. Retail Price $ - Automatically populated based on the selected Product Name by looking up the current Unit Price from the Products Module.
  4. Quantity - Populated with the Quantity from the "Sold Items" subform in an approved sale record or from the "Change Items" subform in an approved change order record.
  5. Total Retail - Formula field that multiplies Retail Price $ by Quantity.
  6. Charged Price $ - Populated with the Amount from the "Sold Items" subform in an approved sale record or from the "Change Items" subform in an approved change order record.
  7. Discount % - Calculated as Discount divided by Amount from the "Sold Items" subform in an approved sale record or from the "Change Items" subform in an approved change order record.
  8. Discount Applied - Populated with the Discount from the "Sold Items" subform in an approved sale record or from the "Change Items" subform in an approved change order record.
  9. Tax Amount - Populated with the Tax Amount from the "Sold Items" subform in an approved sale record or from the "Change Items" subform in an approved change order record.
  10. Charged Total Excl Tax - Total amount charged for the product or service, excluding tax.
  11. Total Discount - Total discount applied to each line item. 
  12. Sum Total Retail - Sum of all Total Retail amounts in the subform.
  13. Sum Total Charged - Sum of all Charged Total Excl Tax amounts in the subform.
  14. Sum Total Discount - Sum of all Total Discount amounts in the subform.
  15. Sum Total Tax - Sum of all Tax Amounts in the subform. 
Warning
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If an approved sale or change order includes a Finance Markup, an additional line is added to the appropriate Worksheet subform. This line does not have a product name, but the description will read "Finance Markup Adjustment." The Charged Total and Difference fields for this line will show the negative value of the Finance Markup. This adjustment ensures that the Sum Charged Total reflects the original amount charged before the finance markup, allowing for an accurate calculation of the Effective Discount %. For more details, see the Updating and Utilizing a Comm Analysis Record article.

Non-Commissionable WS

  1. Product Name - Populated with the Product Name from the "Sold Items" subform in an approved sale record or from the "Change Items" subform in an approved change order record.
  2. Description - Populated with the Description from the "Sold Items" subform in an approved sale record or the "Change Items" subform in an approved change order record.
  3. Retail Price $ - Automatically populated based on the selected Product Name by looking up the current Unit Price from the Products Module.
  4. Quantity - Populated with the Quantity from the "Sold Items" subform in an approved sale record or from the "Change Items" subform in an approved change order record.
  5. Total Retail - Formula field that multiplies Retail Price $ by Quantity.
  6. Charged Price $ - Populated with the Amount from the "Sold Items" subform in an approved sale record or from the "Change Items" subform in an approved change order record.
  7. Discount % - Calculated as Discount divided by Amount from the "Sold Items" subform in an approved sale record or from the "Change Items" subform in an approved change order record.
  8. Discount Applied - Populated with the Discount from the "Sold Items" subform in an approved sale record or from the "Change Items" subform in an approved change order record.
  9. Tax Amount - Populated with the Tax Amount from the "Sold Items" subform in an approved sale record or from the "Change Items" subform in an approved change order record.
  10. Charged Total Excl Tax - Total amount charged for the product or service, excluding tax.
  11. Total Discount - Total discount applied to each line item.
  12. Sum NC Retail - Sum of all Total Retail amounts in the subform.
  13. Sum NC Charged - Sum of all Charged Total Excl Tax amounts in the subform.
  14. Sum NC Discount - Sum of all Total Discount amounts in the subform.
  15. Sum NC Tax - Sum of all Tax Amounts in the subform.

Administrator Fields

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators.


Commissions Module
The Commissions Module is where you can manage and approve Commissions for both Sales and Change Orders. 1Stop automatically creates Commission records when a Sale, Change Order or Commission Adjustment is approved (if they are Commission eligible). In this article, we define all the fields available on the Commission record. 

Commission Information 

This section contains all the key information on the commission record.
  1. Sale Name - Populated with the related Sale record name upon creation after approval of a Sale or Change Order record.
  2. Commission Owner - Populated with the primary sales representative for the related Sale. If a Commission record is created after a Sale is approved, the Commission Owner is automatically set to the Sale Owner. If a Commission record is created after a Change Order is approved, the Commission Owner is automatically set to the Change Order Owner, which should be the sales representative.
  3. Commission Name - Automatically generated using the following format: C(Sales Auto Number) - Commission Record Number for this Sale - Product - Contact Name. For example, let's say there is a sales record for Bob Stewart with an auto number of 1252. If there is already one existing commission record for this sale, the new commission record would be named C1252 - 02 - Windows - Bob Stewart.
  4. Commission Stage - Indicates the current stage of the Commission as it moves through the Commission process (e.g., To Be Completed, Split Update, Ready for Review, Approved, etc).
  5. Job Cost Name - Populated with the related Job Cost record name upon creation after approval of a Sale or Change Order record.
  6. Sales Rep 1 - The primary Sales Representative associated with the Commission.
  7. Change Order Name - Populated with the approved Change Order name when a Commission record is created after Change Order approval.
  8. Sales Rep 2 - The secondary Sales Representative associated with the Commission, if applicable.
  9. Product - Populated with the Product field from the related record upon creation after approval of a Sale or Change Order record.
  10. Status - Indicates the current status of the Commission as it moves through the Commission process (e.g., Active, Active-ISSUE, Hold, Completed, etc).
  11. One-Call Close - Populated with the Sale’s One Call Close field after Sale approval. The One Call Close field on the Sale record is automatically marked “Yes” if the Sign Date on the Sale record matches the Initial Meet Date for that Customer.
  12. City -The city associated with the Sale or Commission, typically the customer’s location or where the transaction occurred.
  13. Grand Total - Populated with the Sale’s Grand Total Amount field after Sale approval, and updated with the Change Order’s Change Amount field after Change Order approval.
  14. Signed Date - Populated with the Signed Date from the related record upon creation after approval of a Sale or Change Order record.
  15. Change Order Type - Indicates the reason the Change Order was created.
  16. Location - If your company operates in multiple locations, this field will specify the location to which this record is linked.
  17. Connected To - Records in other modules that are related to this record.

Commission Inputs

This section contains the key assumptions fields that are needed to calculate commissions.
  1. Non-Commissionable - The amount of Non-Commissionable items included in the Net Sold amount.
  2. Adjust Commission $ - A manual adjustment field that allows adding or subtracting a fixed dollar amount from the Commission. To add a fixed amount (e.g., a bonus), enter a positive number. To deduct an amount, enter a negative number.
  3. Commission % - The percentage the sales representative should be paid on the Commissionable Amount, entered as a whole number. For example, enter 10 for 10% or 10.5 for 10.5%.
  4. Front Payment % Due - The percentage of the Commission paid upfront (front half). The remaining percentage will be paid later (back half). For example, if 25% is due initially, enter 25, and the remaining 75% will be automatically assigned as the back half.
  5. Pay Terms - Front - Defines when the front half of the commission should be paid (e.g., Signed Date, Install Approved Date, Installed Date).
  6. Pay Terms - Back - Defines when the back half of the commission should be paid (e.g., Signed Date, Install Approved Date, Installed Date).
  7. % Paid to Sales Rep 1 - The percentage of the commission allocated to the primary sales representative. Defaults to 100%, but can be adjusted if the Commission is split (e.g., 50 for 50%).
  8. Effective Discount % - The total discount percentage applied to the sale, which affects the total Commissionable Amount.
  9. Commission Notes - Additional comments or details related to the Commission.
  10. Manager Note - Comments or notes provided by a manager regarding the Commission.

Calculated Fields

This section includes all the formula fields required for properly creating commission payments.
  1. Commissionable Amount - = Net Sold Amount - Non Commissionable
  2. Commission - = Commissionable Amount * Commission % +/- Adjust Commission $
  3. Front Commission - = Commission * Front Half % Due
  4. Back Commission - = Commission * (100 - Front Half % Due) 
  5. Front Sales Rep 1 - = Commission * Front Half % Due * % Paid to Comm Owner
  6. Back Sales Rep 1 - = Commission * (100 - Front Half % Due) * % Paid to Comm Owner
  7. Front Sales Rep 2 - = Commission * Front Half % Due * (100 - % Paid to Comm Owner)
  8. Back Sales Rep 2 - = Commission * (100 - Front Half % Due) * (100 - % Paid to Comm Owner)

Analysis & Approval

This section provides details about the approval process, including information on who approved the commission, when it was approved, and the approved amount.  These fields are read only except for Administrators.
  1. Created By - System-generated field identifying the user who created the record, including the date and time of creation.
  2. Modified By - System-generated field identifying the last user who modified the record, including the date and time of modification.
  3. Employee-Rep 1 - Employee associated with the Commission, if applicable.
  4. Vendor-Rep 1 - Vendor associated with the Commission, if applicable.
  5. Employee-Rep 2 - 2nd Employee associated with the Commission, if applicable.
  6. Vendor-Rep 2 - 2nd Vendor associated with the Commission, if applicable. 
  7. Analysis By - The user responsible for reviewing or analyzing the Commission record.
  8. Analysis Time - The date and time when the Commission record was analyzed. 
  9. Approved By - Populated with the user’s name once the Commission is approved.
  10. Approved Time - Populated with the date and time when the Commission is approved.
  11. Approved Commission - Populated with the final Commission amount once approved.

Administrator Fields 

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators.


Contacts Module
The Contact Record comprises all the information you've gathered about a Lead or Customer. In this article, we define all the fields available on the Contact record. 

Notes
Note
If your company requires additional, specialized fields, please contact your 1Stop Product Owner.

Contact Name

  1. First Name - Contact's First Name
  2. Last Name - Contact's Last Name
  3. Is Vendor - Check this box ONLY if the Contact works for a Vendor of the company.
  4. Connected To - Records in other modules that are related to this record.

Contact Details

This section contains the key information about the Contact.
  1. Mobile - Contact's mobile phone number.
  2. Email - Contact's email address.
  3. Phone - Contact's primary phone number.
  4. Spanish Speaker - Indicates whether the contact requires communication in Spanish.
  5. Street -Street address of the property.
  6. City - City of the property.
  7. State - State of the property.
  8. Zip - Zip code for the property.

Lead Details

  1. Lead Category - Broad marketing category (e.g., phone call, website form, lead aggregator) that generated the Lead.
  2. Lead Source - Specific marketing channel (e.g., Google Ads, Facebook, yard sign) that generated the Lead.
  3. Product of Interest - Primary product the Contact is interested in.
  4. Lead Notes - Notes provided by the lead at the time of inquiry, including questions or special requests.
  5. Special Notes - Internal notes added by the team about the Lead.
  6. Referring Contact - The name of the Contact who referred this lead, if applicable.
  7. Referrer Message - The message or note provided by the referring Contact when submitting this Lead.
  8. Generated By - The user who created the Lead.  

Communication Settings & Restrictions 

  1. Phone Opt Out - Indicates whether the Contact does not want to receive phone calls.
  2. Email Opt Out - Indicates whether the Contact does not want to receive emails.
  3. Text Opt In - Indicates whether the Contact has explicitly agreed to receive text messages.
  4. Do Not Contact - Indicates that the Contact no longer wishes to be contacted. Checking this box automatically disables phone calls, emails, and text messages.
  5. Federal State DNC - Indicates whether the Contact is listed on federal or state Do Not Call (DNC) registries. Access to this information requires purchasing the official list from the government.

Secondary Contact Details

  1. Secondary Contact - Second Contact's full name, if applicable.
  2. Secondary Relationship - Relationship to the Primary Contact (e.g., Spouse, Parent and Child).
  3. Secondary Phone - Phone number for Secondary Contact.
  4. Secondary Phone Type - Type of phone (e.g., mobile, home, or office).
  5. Secondary Email - Email address for the Secondary Contact.
  6. Secondary Notes - Additional information about the Secondary Contact.

Reporting Fields

  1. Lead Add Time - The date and time the related Lead record was created in the system.
  2. Lead CRM ID - Unique system-generated identifier for the related Lead record.
  3. Formatted Phone Number - A Contact's primary phone number, formatted for consistency and compatibility with international or regional dialing standards.
  4. Formatted Mobile Number - A Contact's mobile phone number, formatted for consistency and compatibility with international or regional dialing standards.
  5. Contact Status - Current status of the Contact (e.g., Active, Remarket, Do Not Contact).
  6. User Access - Specifies which users can access the Contact's information.
  7. Remarket Add Date - The date the Contact entered the Remarketing State.
  8. Funnel Progress - Indicates the most advanced Stage an Opportunity has reached in its current journey  (e.g. Set, Issued, Met, Demoed, Sold Not Approved, Sold Canceled, Sold).
  9. Close Reason - Reason the Contact’s sales process was closed.
  10. Met No Demo Reason - Reason the Contact met but did not proceed with a demo.
  11. Latest Product - The most recent Product the Contact has shown interest in.
  12. Demo Not Sold Reason - Reason the demo did not result in a sale.
  13. Customer - Indicates whether the Contact is a customer.
  14. Webform - Indicates whether the Contact submitted their inquiry through an online form.
  15. Text Group - Identifies the group responsible for replying to the text if "Text Reply Needed" is checked.
  16. Text Reply Needed - Indicates whether a text reply is required for the Contact.
  17. Lead Cost - Cost incurred to generate the lead.
  18. Lead Source Reference - A unique code from a third-party source identifying the origin of the lead.
  19. Location - If your company operates in multiple locations, this field will specify the location to which this record is linked.
  20. Referral Record - Name of the record created to track the Referral.
  21. Contact Owner - The Sales Rep assigned to the Contact. 
  22. Modified By - System-generated field identifying the last user to modify the record, including the date and time of modification.
  23. Created By - System-generated field identifying the user who created the record, including the date and time of creation.
  24. A2P Unsubscribed - Indicates whether a recipient has opted out of receiving Application-to-Person (A2P) messages.

Administrative Fields 

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators. 
Customer Payments Module
The Customer Payments module in 1Stop simplifies the process of recording and managing customer payments. With this feature, you can easily track incoming payments, allocate them to the appropriate accounts, and generate receipts for customers. In this article, we define all the fields available on the Customer Payments record.

About Customer Payment 

This section contains all the key information on the Customer Payment record.
  1. Customer Payment Owner - Owner of the Customer Payment (auto-populated based on the user creating the Customer Payment. If creating for a different user this needs to be updated accordingly).
  2. Customer Payment Name - Name of the Customer Payment (e.g., CP1013-02--Alvin Robinson). 
  3. Payment Type - Defines the nature of the Payment (e.g., Payment Received, Payment Refunded, NSF Check Return, Chargeback).
  4. Sale Name - Name of the related Sale record.
  5. Payment Method - Method used for payment (e.g., Cash, Check, Credit Card, Financing, Wire).
  6. Contact Name - Populated with the Contact Name that this Customer Payment is associated to.
  7. Payment Amount - Total amount paid by the customer.
  8. Job Cost Name - Name of the related Job Cost record.
  9. Payment Note - Any additional notes or comments related to the receipt.
  10. Payment Stage - Current Stage of the Customer Payment, which is also reflected in the Customer Payment Blueprint.
  11. Payment Date - Date when the payment was received.
  12. Bank Account - Bank account where the payment is deposited.
  13. Connected To - Records in other modules that are related to this record. 

Finance Fee Overview 

  1. Finance Partner - The finance company selected for the transaction.
  2. Finance Fee - Markup - The percentage added to the financing amount as a markup.
  3. Finance Fee - Cost - The cost incurred by the company for providing financing.
  4. Net Financing Funds - Calculates the total amount of funds received after deducting financing fees.

Credit Card Fee Overview 

  1. CC Discount % - The discount percentage applied to a credit card transaction.
  2. Credit Card Cost - Calculates the total credit card processing cost associated with a customer payment.
  3. CC per Transaction $ - The cost per individual credit card transaction.

Accounting Fields 

  1. Processed By - Name of user who processed the Customer Payment. 
  2. Accounting Link - URL linking the Customer Payment to the associated record in the accounting system.
  3. Processed Time - Date and time the Customer Payment was processed. 

Reporting Fields 

  1. Created By - System-generated field identifying the user who created the record, including the date and time of creation.
  2. Modified By - System-generated field identifying the last user to modify the record, including the date and time of modification.

Administrator Fields

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators.
Directory Module

The Directory module in 1Stop provides a centralized view of employee contact and organizational details. With this feature, you can easily access information such as department, location, and communication groups, as well as link records to related modules like Sales Schedules and Equipment. In this article, we define all the fields available on the Directory record.

Directory Information

  1. Directory Name - Name of the employee the Directory record is for.
  2. Directory Owner - Owner of the Directory record (auto-populated based on the user creating it. If creating for another user, update this field accordingly). 
  3. Work Phone - Office number or work cell phone of the employee.
  4. Department - Department the employee belongs to within the organization.
  5. Work Ext. - Employee’s phone extension, if applicable.
  6. Title - Job title of the employee.
  7. Work Email - Employee’s company-issued email address.
  8. Employee Status - Current status of the Employee (e.g., Active, Resigned, Terminated, On Leave, PTO Requested). 
  9. Location - If your company operates in multiple locations, specifies which location the employee is associated with.
  10. 1Stop User - Lookup field for retrieving the employee's user information in the system.
  11. Text Group - Used to assign the employee to one or more internal communication groups (e.g., Call Center, Customer Service, Operations, Finance).
  12. Connected To - Records in other modules that are related to this record. 

Sales Schedule 

  1. Include-Sales Schedule - Indicates whether to include the employee in the Sales Schedule (required for Sales Reps).
  2. Sales Rep Score - Numeric or weighted value representing the sales rep’s performance or priority level (based on internal criteria).
  3. Spanish Speaker - Indicates whether the employee is fluent in Spanish. If not selected, the Sales Rep will not be considered for Spanish-speaking Opportunities.

Sales Schedule Products 

  1. Product - The specific product the sales rep is assigned to sell.
  2. Product Score - A score used to track the rep’s experience or performance with a particular product.

Employee Equipment

  1. Item - Equipment assigned to the employee (lookup from the Products module). 
  2. With Employee - Indicates whether the equipment is currently in the employee’s possession.
  3. Unit Price - Cost of of the equipment.
  4. Value Due Back to Company - Calculates the total value of equipment to be returned to the company. 

Administrator Fields 

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators.
Employee Worksheets Module
The Employee Worksheet module helps track who worked on each job, their hours, and the amounts owed to each crew member. It connects directly to related records like the Install, Job Cost, and Item Worksheet to keep payroll and job costing accurate. In this article, we define all the fields available on the Employee Worksheet record.

Employee Worksheet Information 

  1. Lead Installer - The lead installer or primary person responsible for the related install. 
  2. Employee Worksheet Name - Name of the Employee Worksheet (e.g., EW1026 - 01 - Windows - Mark Baker).
  3. Install Name - Name of related Install record.
  4. Employee Worksheet Owner - Owner of the Employee Worksheet (auto-populated based on the user creating the Employee Worksheet. If creating for a different user this needs to be updated accordingly).
  5. User Access - The Lead Installer's name, which provides them access to edit this record. 
  6. Worksheet Stage - Current stage of the Employee Worksheet, which is also reflected in the Employee Worksheet Blueprint.
  7. Job Cost Name - Name of related Job Cost record.
  8. Product - The product related to this Employee Worksheet (Windows, Roof, Solar, Product Only).
  9. Status - Indicates the current status of the Install related to the Employee Worksheet (e.g., Active, Active-ISSUE, HOLD, Completed, Canceled, LEGAL, Not Approved).
  10. Location - If your company operates in multiple locations, this field will specify the location to which this record is linked.
  11. Connected To - Records in other modules that are related to this record. 

Item Worksheet

  1. S.NO - Auto-number field that tallies the number of rows in the Item Worksheet.
  2. Item Name - The name of the item.
  3. Item Units - The quantity or number of units of the item.
  4. WS Item Rate - The rate per unit of the item.
  5. WS Item Due - Formula field that multiplies the Item Units by the WS Item Rate for each line item.
  6. Description - Detailed information about the Item.
  7. Total Item Due - Formula field that sums up all the WS Items Due fields.

Payroll Breakdown - Crew

  1. Crew Member 1 - The 1st crew member assigned to the related job. 
  2. Amount Due Member 1 - The amount due to the 1st crew member.
  3. Crew Member 2 - The 2nd crew member assigned to the related job. 
  4. Amount Due Member 2 - The amount due to the 2nd crew member.
  5. Crew Member 3 - The 3rd crew member assigned to the related job. 
  6. Amount Due Member 3 - The amount due to the 3rd crew member.
  7. Crew Member 4 - The 4th crew member assigned to the related job. 
  8. Amount Due Member 4 - The amount due to the 4th crew member.
  9. Amount Due Lead Installer - Formula field that calculates the total amount owed to the Lead Installer by subtracting the amounts due to all other crew members from the total item amount.

Worksheet Details 

  1. Date of Service - Date the service was performed.
  2. Benefit & Tax % -  Percentage of benefits and taxes applied to wages in this Employee Worksheet.
  3. Worksheet Hours - Total number of hours worked, as recorded for this Employee Worksheet.
  4. Worksheet Notes - Any additional notes or comments about this Employee Worksheet. 

Hours Detail

  1. Hours Lead Installer - Hours worked by the lead installer.
  2. Hours Member 1 - Hours worked by the 1st crew member.
  3. Hours Member 2 - Hours worked by the 2nd crew member.
  4. Hours Member 3 - Hours worked by the 3rd crew member.
  5. Hours Member 4 - Hours worked by the 4th crew member.

Reporting Fields 

  1. Submitted By - Name of user who submitted the Employee Worksheet.
  2. Submitted Time - Date and time the Employee Worksheet was submitted.
  3. Approved By - Name of user who approved the Employee Worksheet.
  4. Approved Time - Date and time the Employee Worksheet was approved.
  5. Approved Amount - Total amount of the Employee Worksheet approved for payment.
  6. Full Labor Cost - Calculates the total labor cost by adding benefits and taxes to the total item amount, covering all crew members and the lead installer.

Administrator Fields 

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators.

Employees Module
The Employees module in 1Stop is like a digital file cabinet for your team. It keeps all your employee info in one place, like names, roles, and available time off. In this article, we define all the fields available on the Employee record.

About Employee

  1. Employee Name - Full name of the Employee.
  2. Employee Owner - Owner of the Employee record (auto-populated based on the user creating the Employee record. If creating for a different user this needs to be updated accordingly).
  3. Department - Department within the organization where the employee works.
  4. PTO Approver - User responsible for approving the employee's PTO. 
  5. Title - Job title of the employee.
  6. Employee Status - Current status of the Employee (e.g., Active, Resigned, Terminated, On Leave, PTO Requested). 
  7. Start Date - Date when the employee started working at the company.
  8. Date Effective-Pay - Date when the current pay rate became effect.
  9. Pay Type - Type of pay for the employee ( e.g., Salary, Per Hour, Worksheet).
  10. Location - If your company operates in multiple locations, this field will specify the location to which this record is linked.
  11. Pay Rate - Current pay rate of the employee.
  12. Connected To - Records in other modules that are related to this record.

Additional Work Fields

  1. 1Stop User - A lookup field for retrieving the employee's user information in the system.
  2. Mobile Phone - Mobile phone number of the employee.
  3. Directory Name - Name of the related Directory record. 
  4. Employee ID - Unique identifier assigned to the employee.
  5. Work Phone - Office or work cell phone number of the employee.
  6. Work Email - Official work email address of the employee.
  7. Last Pay Period End Date - The end date of the last pay period for the employee.
  8. Work Ext. - Extension number for the employee's work phone, if applicable.
  9. Source of Hire - How the employee was hired (e.g., Direct or Referral).
  10. Reactivation Date - Date when an inactive employee was reactivated.
  11. Issued Company Credit Card - Indicates if the Employee was issued a company credit card. 

Available Vacation Time

  1. Vacation Accrual Start - Date when vacation accrual starts.
  2. Vaca. Base Hours - Yr - Base hours per year for vacation accrual.
  3. Vacation Start Balance - Initial balance of vacation time available at the start of the year.
  4. Vacation Lost - Amount of vacation time lost, if any.
  5. Vacation Earned - Calculates the vacation hours accrued so far this year based on time worked.
  6. Vacation Available - Calculates vacation hours available to the employee, including starting balance plus accrued time, minus approved or lost hours.
  7. Vacation Approved - Amount of vacation time that has been approved for use.

Available Personal Time 

  1. Personal Time Allowance - Total personal time allotted to the employee.
  2. Personal Time Lost - Amount of personal time lost, if any.
  3. Personal Time Approved - Amount of personal time that has been approved for use.
  4. Personal Time Available - Calculates the employee’s current personal time balance by taking the personal time allowance, minus any lost or approved personal time.

Available Sick Time 

  1. Sick Time Allowance - Total sick time allotted to the employee.
  2. Sick Time Lost - Amount of sick time lost, if any.
  3. Sick Time Approved - Amount of sick time that has been approved for use.
  4. Sick Time Available - Calculates the employee’s current sick time balance by taking the sick time allowance, minus any approved or lost sick time.

Personal Information

  1. Personal Email - Personal Email address of the Employee.
  2. Home Phone - Home Phone number of the Employee.
  3. Street - Street address for the Employee.
  4. City - City of the Employee. 
  5. State - State of the Employee.
  6. Zip - Zip code of the Employee. 
  7. Birthday - The birth date of the Employee.  
  8. Marital Status - Marital Status of the Employee. 

Commission Information

  1. Comm. % - The percentage of sales that this employee earns as commission.
  2. Comm. Front Pay % Due - The percentage of commission that this employee is to be paid upfront.
  3. Comm. Pay Terms - Front - The terms for the front-end payment of commission (e.g., Signed Date, Install Approved Date, Installed Date, etc).
  4. Comm. Pay Terms - Back - The terms for the back-end payment of commission (e.g., Signed Date, Install Approved Date, Installed Date, etc).

Bonus Information 

  1. Generated By % - The percentage-based bonus given to the employee.
  2. Generated By Fixed Bonus - A fixed bonus amount given to the employee.
  3. Bonus Pay Terms - Front - The terms for the front-end payment of bonus (e.g., Signed Date, Install Approved Date, Installed Date, etc).
  4. Bonus Pay Terms - Back - The terms for the back-end payment of bonus (e.g., Signed Date, Install Approved Date, Installed Date, etc).
  5. Bonus Front Pay % Due - The percentage of the bonus to be paid upfront.

Employee Pay History Subform

  1. S.NO - Auto-number field that tallies the number of rows in the Employee Pay History subform.
  2. Pay Change Date - Date when the pay change occurred.
  3. Pay Rate - New pay rate after the change.
  4. Pay Type - Type of pay rate change (e.g., Per Year, Per Hour).
  5. Additional Details - Additional details about the pay change.

Worksheet Item Rates Subform 

  1. S.NO - Auto-number field that tallies the number of rows in the item rates subform.
  2. Item Name - The name of the worksheet item.
  3. Item Rate - The rate per unit of the worksheet item.
  4. Description - Detailed information about the worksheet item. 

Request Off Fields 

  1. Request Off Type - Type of time off being requested (e.g., PTO-Vacation, PTO -Personal, PTO-Sick).
  2. Back to Work Date - Date on which the employee is expected to resume work after the requested time off period.
  3. Request Start Date - Start date of the requested time off.
  4. Last Day Off - Formula field that calculates the employee’s last day off by subtracting one day from the Back to Work Date.
  5. Requested Work Days - Total number of days requested off.
  6. Requested Notes - Additional notes or comments about the time off request.
  7. Meeting Type - Select the type of time-off request (e.g., Sales Rep Off or Employee Off). 

Reporting Fields 

  1. On Leave Date - Date the employee went on leave.
  2. Resignation Date - Date the employee resigned.
  3. Termination Date - Date the employee was terminated.
  4. Modified By - System-generated field identifying the last user to modify the record, including the date and time of modification.
  5. Created By - System-generated field identifying the user who created the record, including the date and time of creation.

Administrator Fields 

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators.
Engineering Module
The Engineering module in 1Stop helps track and manage all engineering-related requests tied to a sale, including submissions, approvals, vendor details, and associated costs. In this article, we define all the fields available on the Engineering record.​

Engineering Information

This section contains all the key information on the Engineering record.
  1. Engineering Name - Name of the Engineering record (e.g., E1033-01 - Windows - Gavin Welch).
  2. Engineering Owner - Owner of the Engineering record (auto-populated based on the user creating the record. If creating for a different user, this field should be updated accordingly).
  3. Contact Name - Name of the customer this Engineering record is associated with.
  4. Engineer Stage - Current stage of the Engineering record, reflected in the Engineering Blueprint (e.g., Setup, Setup Complete, Ready to Submit, etc).
  5. Sale Name - Name of related Sale record this Engineering record is linked to.
  6. Status - Indicates the current standing of the Install related to the Engineering record (e.g., Active, Active-ISSUE, HOLD, Completed, etc).
  7. Install Name - Name of related Install record this Engineering record is associated to. 
  8. Product - Type of product the Engineering record pertains to (e.g., Windows, Roofing). 
  9. Job Cost Name - Name of the related Job Cost record associated with this Engineering record.
  10. Client Folder - Folder or directory where client documents and permit information are stored.
  11. Vendor Name - Name of the vendor associated with the Engineering record.
  12. Engineer Cost - Cost incurred for engineering-related expenditures tied to this record.
  13. COA Name - Chart of Accounts Name that the Engineering record is associated with.
  14. Location - If your company operates in multiple locations, this field will specify the location to which this record is linked.
  15. Estimated Approval Date - Anticipated date when the Engineering record is expected to receive approval.
  16. Est. Date Go-Ahead - Indicates whether the estimated go-ahead date has been confirmed.
  17. Connected To - Records in other modules that are related to this record.

Accounting Information 

  1. Bill Date - Date the Engineering bill or invoice was issued.
  2. Bill Number - Unique identifier for the Engineering bill or invoice.
  3. Approved By - Name of the user who approved the Engineering bill or invoice. 
  4. Approved Amount - Total amount approved for the Engineering bill or invoice.
  5. Approved Time - Date and time the Engineering bill or invoice was approved.

Reporting Fields 

  1. Date Setup - Date when the Engineering request was set up.
  2. Days Since Setup - Calculates the number of days from the Setup Date to the Submission Date. If a submission date isn’t entered, it shows the number of days since the setup date.
  3. Date of Submission - Date when the Engineering request was submitted.
  4. Days Since Submitted - Calculates the number of days since the Engineering request was submitted. If a final date is entered, it shows the number of days between the submission date and the final received date; otherwise, it shows the number of days since submission.
  5. Date Final Received - Date when the final engineering document or approval was received.
  6. Submit to Initial Est Approval - Calculates the number of days between the submission date and the initial estimated approval date.
  7. Initial Est Approval Date - Initial estimated date for Engineering approval.
  8. Expenditure Name - Name of the expenditure category associated with this Engineering record. 
  9. No of Submissions - Total number of times the Engineering request was submitted.
  10. Created By - System-generated field identifying the user who created the record, including the date and time of creation.
  11. Modified By - System-generated field identifying the last user to modify the record, including the date and time of modification.

Administrator Fields 

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators.
Expenditures Module
The Expenditures Module serves as the central hub for overseeing all of your company's spending. Rather than juggling scattered data, it consolidates vendor purchases, credit card charges, and employee reimbursements in a single location. Within this module, you can pre-authorize expenditure requests, capture expenditure details, attach receipts, and approve expenditures, all while tracking every step of the process.  In this article, we define all the default fields available on the Expenditure record. 

Expenditure Information

This section contains key information related to the Expenditure.
  1. Expenditure Name - Enter a name for the Expenditure. We recommend including the merchant name where the credit card charge was made. After saving, the system will automatically update the name using the format: EXP[auto number] – [Expenditure Name You Entered] (e.g., EXP153 – FedEx).
  2. Expenditure Owner - Defaults to the user who created the Expenditure record. If you're creating it on behalf of someone else, update this field accordingly.
  3. Expenditure Type - Categorizes the type of Expenditure (e.g., Credit Card, ACH, Vendor Bill, Expense Report).
  4. Employee Name - Name of the Employee (used when Expenditure Type is Expense Report).
  5. Expenditure Stage - Indicates the current status of the Expenditure (e.g., Pre-Authorized, Submitted, Approved, Processed).
  6. Merchant - The business or individual from whom goods or services were purchased (used when Expenditure Type is Credit Card or ACH).
  7. Transaction Date - The date the Expenditure was incurred. 
  8. Vendor Name - Name of the vendor or supplier providing the goods or services (used when Expenditure Type is Vendor Bill).
  9. No. of Receipts Attached - Total number of receipts or supporting documents attached to verify the Expenditure.
  10. Vendor Bil Number - The unique identifier or invoice number provided by the vendor (used when Expenditure Type is Vendor Bill).
  11. Connected To - Records in other modules that are related to this record.
  12. From Account - The financial account from which the Expenditure was paid (lookup from the Chart of Accounts). 
Info
Info
  1. The naming convention for an Expenditure record is "EXP[auto number] - [Expenditure Name]".
  2. For employee expenses with multiple transactions, use the latest transaction date for the Transaction Date field. Ideally, submit expenses within the same month they occurred for optimal record-keeping.

Expenditure Entry Form 

This subform contains the line item details for the expenditure(s). 
  1. S.NO - Auto-number field that tallies the number of rows in the Expenditure Entry subform.
  2. Category - The category the Expenditure is associated with (lookup from the Chart of Accounts).
  3. Amount - The amount of the Expenditure associated with the category.
  4. Install Name - Name of the Install record this Expenditure is associated with, if applicable.
  5. Comments - Any relevant notes about the Expenditure.
  6. Install Type - Specifies the type of installation-related Expenditure (e.g., Crane, Lift, Scaffold, Site Supplies, Other).
  7. Job Cost Name - The name of the Job Cost record that this Expenditure is linked to, if applicable.
  8. Job Cost Line - A specific line item within the Job Cost record that details how the Expenditure is allocated.
  9. Total Expenditures - Formula field that sums all Amount values in the subform.

Inventory Purchase Detail

  1. S.NO - Auto-number field that tallies the number of rows in the Inventory Purchase subform.
  2. Product Name - Name of the product. 
  3. Warehouse Location - The designated location of the product within the warehouse.
  4. Usage Unit - How the inventory item is counted (e.g., each, box, pack, etc.).
  5. Cost per Unit - The amount the vendor charges for one unit of this item.
  6. Quantity - Total number of product units being purchased.
  7. Total Cost - Formula field that multiplies the Quantity by the Cost per Unit for each line item.
  8. Total Inventory Purchase - Formula field that calculates the total cost of all inventory items in the subform.
  9. Total Quantity - Formula field that calculates the total number of items in the subform.

Pre-Authorized Information 

This section contains relevant information if the expenditure was first authorized by management.
  1. Pre-Authorized By - User who completed the pre-authorization transaction.
  2. Pre-Authorized Time - Date and time the Expenditure was pre-authorized.
  3. Pre-Authorized Amount - Amount the user was pre-authorized to spend.
  4. Pre-Authorized User - User who was pre-authorized to purchase, complete, and submit an Expenditure.

Payment Information

  1. Due Date - The date by which payment for the Expenditure is expected.
  2. Paid Date - The actual date the Expenditure payment was completed.
  3. Payment Terms - The agreed-upon payment conditions (e.g., Signed Date, Install Approved Date, Installed Date, etc). 
  4. Payment Tracking - Indicates whether to track the status of the payment related to the Expenditure.  

Reporting Fields 

  1. Approved By - The user who approved the Expenditure.
  2. Approved Time - Date and time the Expenditure was approved.
  3. Approved Amount - The total Expenditure amount officially approved by management.
  4. Location - If your company operates in multiple locations, this field will specify the location to which this record is linked.
  5. Processed By - The user who processed the Expenditure.
  6. Processed Time - Date and time the Expenditure was processed.
  7. Status - Indicates the current status of the related Install record (e.g., Active, Active-ISSUE, HOLD, Completed, etc).
  8. Accounting URL - Direct link to the related record in the external accounting system.
  9. Payment Notes - Additional payment-related details, such as instructions, transaction references, partial payment notes, or issues encountered.
  10. Created By - System-generated field identifying the user who created the record, including the date and time of creation.
  11. Modified By - System-generated field identifying the last user who modified the record, including the date and time of modification.

Reference Records 

  1. Sale Name - Name of the related Sale record. 
  2. Job Cost Name  - Name of the related Job Cost record. 
  3. Permit Name - Name of the related Permit record. 
  4. Product Order Name - Name of the related Product Order record. 
  5. Bonus Name - Name of the related Bonus record. 
  6. Sub. Worksheet Name - Name of the related Sub Worksheet record. 
  7. Commission Name - Name of the related Commission record. 

Administrator Fields

This section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators. 
HOAs Module
The HOAs module in 1Stop is designed to streamline your interactions with Homeowners Associations (HOAs), ensuring smooth communication and efficient project management. With the HOAs module, you can easily track HOA requirements, manage approvals, schedule installations, and maintain comprehensive records of all HOA-related activities. In this article, we define all the fields available on the HOA record. 

About This HOA

This section contains all the key information on the HOA.
  1. HOA Name - Name of the HOA record (e.g., H1034 - Windows - Skip Smith).
  2. HOA Owner - Owner of the HOA record (auto-populated based on the user creating the record. If you are creating it on behalf of someone else, update this field accordingly).
  3. Contact Name - Name of the Contact this HOA record is associated with. 
  4. HOA Stage - Current stage of the HOA record, also reflected in the HOA Blueprint.
  5. Sale Name - Name of related Sale record this HOA record is associated with. 
  6. Status - Indicates the current status of the Install related to this HOA record (e.g., Active, Active-ISSUE, HOLD, Completed, etc).
  7. Install Name - Name of related Install record this HOA record is associated with. 
  8. Products - Product(s) the HOA submission is for (e.g., Windows, Roof, Solar, Product Only).
  9. Est. Approval Date - The estimated date when HOA approval is expected.
  10. Client Folder - The folder or directory where client-related documents are stored.
  11. Est. Date Go-Ahead - Indicates whether an Estimated Go-Ahead Date has been scheduled.
  12. Location - If your company operates in multiple locations, this field specifies which location this record is linked to. 
  13. Connected To - Records in other modules that are related to this record.

Association Contact information

  1. HOA - Name of the HOA, if applicable.
  2. HOA Manager - Name of individual or company responsible for managing the HOA. 
  3. HOA Phone - Phone number of the HOA, if applicable.
  4. HOA Email - Email of the HOA, if applicable.
  5. HOA Website - Website for the HOA, if applicable.  
  6. Submission Type - Method used to submit documents to the HOA (e.g., In Person, Online, In Person & Online).
  7. HOA Street - Street address of the HOA.
  8. HOA City - City of the HOA.
  9. HOA State - State of the HOA. 
  10. HOA Zip - Zip Code of the HOA.

Reporting Fields

  1. Date of Setup - The date when the HOA record was created or set up.
  2. Days Since Setup - Formula field that calculates the number of days from the Setup Date to the Submission Date. If a submission date isn’t entered, it shows the number of days since the Setup Date.
  3. Date of Submission - The date when the HOA approval request was submitted.
  4. Days Since Submission - Formula field that calculates the number of days since the HOA approval request was submitted. If a final date is entered, it shows the number of days between the submission date and the final received date; otherwise, it shows the number of days since submission.
  5. HOA Approval Date - The date when the HOA approval was granted.
  6. Initial Est Approval Date - The initial estimated date for HOA approval.
  7. Submit to Initial Est Approval - Formula field that calculates the number of days from the Submission Date to the Initial Estimated Approval Date.
  8. No. of Submissions - Total number of times the HOA approval request has been submitted.
  9. Modified By - System generated field identifying the last user to modify the record including the date and time of modification.
  10. Created By - System generated field identifying who created the record including the date and time of creation.

Administrator Fields 

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators.

Inspections Module
The Inspections module in 1Stop helps you efficiently manage and document all inspection activities related to your projects. With the Inspections module, you can schedule and track inspections, record detailed inspection reports, and ensure compliance with industry standards and regulations. In this article, we define all the fields available on the Inspection record. 

About Inspection

This section contains the key information about the Inspection.
  1. Inspection Name - Name of the Inspection record (e.g.,INS1032-01 - Windows - Erich Neal).
  2. Inspection Owner - Owner of the Inspection record. This auto-populates based on the user creating the Inspection. If you are creating it for someone else, update this field accordingly.
  3. Contact Name - Populated with the Contact associated with this Inspection.
  4. Inspection Stage - The current stage of the Inspection, also reflected in the Inspection Blueprint.
  5. Sale Name - The related Sale record associated with this Inspection.
  6. Status - Indicates the current status of the Install related to this inspection (e.g., Active, Active-Issue, HOLD, Completed, etc).
  7. Install Name - The related Install record linked to this Inspection.
  8. Inspection Type - The type/classification of the Inspection (e.g., Buck/Anchor, Final, Final Electrical, Final Structural, Fire, In-Progress, etc).
  9. Permit Name - The related Permit record associated with this Inspection.
  10. Product - The type of product the Inspection is for (e.g., Windows, Roof, Solar, Product Only).
  11. Connected To - Records in other modules that are related to this record.
  12. Location - If your company operates in multiple locations, this field will specify the location to which this record is linked.

Inspection Meeting

  1. Inspection For - The user the inspection is being completed for.
  2. Inspection Minutes - Duration of the inspection in minutes.
  3. Inspection Start Time - The date and time the inspection began.
  4. Inspection End Time - Formula field that calculates the end time by adding Inspection Minutes to the Inspection Start Time.
  5. Inspection Description - Notes and details about the inspection, including observations, findings, and actions taken.

Reporting Fields

The following fields are automatically updated based on the information completed during the Blueprint process or populated through automations. These fields are instrumental for 1Stop's advanced tracking and reporting, and are for reference purposes only. They do not need to be completed/updated manually, except in rare occasions.
  1. Initial Called Date - Date of the initial call/contact to schedule or initiate the inspection.
  2. Days Since Initial Call - Formula field showing how many days have passed since the initial call. If the inspection has passed, it counts to that date; otherwise, it counts up to today.
  3. Inspection Pass Date - Date the inspection was successfully completed and passed.
  4. No. of Inspections - Tracks the total number of inspections conducted.
  5. Created By - System generated field identifying who created the record including the date and time of creation.
  6. Modified By - System generated field identifying the last user to modify the record including the date and time of modification.

Administrator Fields 

This last section is reserved for fields created and used by the system for automation and reference purposes. This section is typically only available to Administrators.
 ​

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