After you finish working on your Set Up page, the first thing to do is to set up your Employees.

In order to set up an employee in your database, you will need to navigate to the Settings menu, over to the Items column, and then down to the Employee page. There, you should be able to double click on an employee that you would like to edit, or, if you would like to add a new employee, click on the + Add New button in the upper left hand corner.

Once you get to the Employee page, you will be able to start entering in your employee's basic information.

Name (First, Middle and Last) - This is the name of the employee as you would like to track it in your database. Note: the first and last names are required fields.

Category - This setting allows you to break down your employee listing. To add additional employee categories to your database you will need to navigate to the Settings menu, over to the List column, open up the Categories drop down and then move down to the Employee page below.

Email - This is important to add if your employee is an estimator, and you would like their email to display on the proposal, or you would like them to receive confirmation emails from the e-proposal feature.

Commission % - This is the percentage used in your commission reports, and should be entered in as a decimal.

Certificate # - This is where you would enter in your employee's certificate number if you would like for it to display on the proposal.

License # - This is where you would enter in your employee's license number if you would like for it to display on the proposal.

Exp. Date - This is the date that your employee's license is going to expire. Note: This information is not used anywhere in the cloud, and is only there for record keeping purposes.

Pay - This is your employee's pay per hour. Note: This information is not used anywhere in the cloud, and is only there for record keeping purposes.

Flat Cost - This is a flat cost added the at the end of the cost determined by the unit cost.

Unit Cost - This is the cost of the employee to your company per hour. Notes: Employee Unit Cost and Unit Price should be the same for all the employees in your database, as differing costs will result in inaccurate job/service costing as employees shift after the estimation process.

Unit Price - This is the price of the employee to your client per hour. Notes: Employee Unit Cost and Unit Price should be the same for all the employees in your database, as differing costs will result in inaccurate job/service costing as employees shift after the estimation process.

Notes: Employee Unit Cost and Unit Price should be the same for all the employees in your database, as differing costs will result in inaccurate job/service costing as employees shift after the estimation process.

Address - This is your employee's address. Note: This information is not used anywhere in the cloud, and is only there for record keeping purposes.

Phone - This is important to add if your employee is an estimator, and you would like their phone number to display on the proposal.

The next step in your initial set up is to set the Calendar information for your employees (if they are estimators).

Employee Appointment Color - This is where you can set the background color and the text color that will be used in the appointment calendar for your estimators.

Google Integration - If you are utilizing the Google Calendar integration, this is where you can enter in the Calendar ID, Calendar Name and Time Zone of the calendar you would like to attach this employee to. Note: The calendar must be present on the Google account that is attached to your Arborgold site.

Once we've finished with our Employees, we can move on to Inventory.

In order to set up an inventory item in your database, you will need to navigate to the Settings menu, over to the Items column, and then down to the Inventory page. There, you should be able to double click on an inventory item that you would like to edit, or, if you would like to add a new inventory item, click on the + Add New button in the upper left hand corner.

Note: This article is only going to go over the main inventory page. Inventory Auto-Calculation and Inventory Mixtures will be covered in more advanced articles.

Once you reach the Inventory pop up, you can begin filling out the main Information tab.

Name - This is the name of the inventory item as you would like to track it in your database. Note: this is a required field.

Type - This refers the the type of inventory that the item represents in your database: Plant, Chemical, Mixture, Hardscape, Lighting, Irrigation, and Other.

Category - This setting allows you to break down your inventory listing. To add additional inventory categories to your database you will need to navigate to the Settings menu, over to the List column, open up the Categories drop down and then move down to the Inventory page below.

Unit - This is generally used as the unit of application, or, more rarely, the unit of mix in the case of a chemical being added to a mixture. For example, a mulch inventory item would have the unit cu yd, its unit of application, while the chemical Cambistat would have the unit of ml as mls of the chemical will be mixed with water.

Expense Account - This represents all of the Expense Accounts from your Chart Of Accounts in QB.

Income Account - This represents all of the Income Accounts from your Chart Of Accounts in QB.

Asset Account - This represents all of the Asset Accounts from your Chart of Accounts in QB. The Inventory Asset Account is required if you would like to export inventory to quickbooks.

Is Non Inventory - Each inventory item can be Non-Inventory if you would not like to track its usage in Quickbooks.

Show on Applicator Reports - Checking this box will make this item display on Applicator Reports. Applicator Reports are available under Reports > Business Reports > Inventory.

Unit Cost - The Cost to your company for each unit of inventory used as a service resource. When inventory items are added as services this will be auto defaulted in the 'Unit Cost' field.

Note: When you first get started with Arborgold, before you begin using the SCM feature, you can use the first option for the Inventory Unit Cost Builder (found under the Builder button next to the Unit Cost) Single Purchase Rate. This will calculate your inventory unit cost by using the equation Purchase Price / Usage Qty = Unit Cost.

Unit Price - The price you will charge the customer for each unit of inventory used. When inventory items are added to services this will be auto defaulted in the 'Unit Price' field.

Note: Much like for the Unit Cost, you can utilize the Inventory Unit Price Builder (found under the Builder button next to the Unit Price) to help calculate this number. For most clients: Q1 (What is the Retail Markup or Retail Price for the Inventory item considering the Unit/Cost or Wholesale Price is ? according to your configuration?) will be left blank; Q2 (Would you like to build Employee Time into your Inventory item Unit Price?) will be set to No as you will generally recover time in Employee Unit Prices; and Q3 (Would you like to build company Overhead Expense Margin into your Inventory item Unit Price?) will be set to No as you will recover overhead cost in Employee Unit Prices. The only option you will need will be Q4, where you can set your desired profit (if it has not already been entered on the Set Up page). This will calculate out your Unit Price.

Once we have finished here, we can move to our final item, Equipment.

In order to set up a piece of equipment in your database, you will need to navigate to the Settings menu, over to the Items column, and then down to the Equipment page. There, you should be able to double click on a piece of equipment that you would like to edit, or, if you would like to add a new piece of equipment, click on the + Add New button in the upper left hand corner.

Note: This article is only going to go over the main inventory page. Maintenance Log will be covered in more advanced articles.

Once you reach the Equipment pop up, you can begin filling out the main Information tab.

Name - This is the name of the piece of equipment as you would like to track it in your database. Note: this is a required field.

Equipment Category - This setting allows you to break down your equipment listing. To add additional equipment categories to your database you will need to navigate to the Settings menu, over to the List column, open up the Categories drop down and then move down to the Equipment page below.

Maintenance Interval - The Next Maint. Date will be automatically set based on the Maintenance Interval associated here when creating Maintenance Logs from the Maintenance Log tab or from the Bill screen.

Expense Account - This represents all of the Expense Accounts from your Chart Of Accounts.

Flat Cost - This is a flat cost added the at the end of the cost determined by the unit cost.

Unit Cost - This is the cost of the piece of equipment to your company per hour.

Unit Price - This is the price of the piece of equipment to your client per hour.

Description - These are internal notes generally used to help distinguish pieces of equipment.

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