EBis 3.2 to EBIS 5: Starter Guide

Understand key differences when moving from EBis 3.2 to EBIS 5.

Important: Migrated Users & Passwords

All passwords have been reset during the migration - the list of users and passwords should be attached to your welcome email. Please contact support@datcomedia.com if you did not receive this.
- Users will be asked to change their password immediately after they log in. Please enter a password at least 6 characters in length, with at least one letter and one number. There are password requirements in the Config > All City Options sidebar > Security > Passwords sidebar.
Initially, only users who were EBis 3.2 admins will be able to log in. For other users, you will need to set them as to a user profile.
Note that usernames no longer appear in the EBIS 5 login drop-down due due to security reasons

Important Terms

Config in EBIS 5 is accessed from here. Various configuration items such as what was in EBis 3.2 > View > Preferences can be found here (more on this below).
The More menu in the top navigation bar

Checklist: Important Setup Options

This document will explain where features are located in EBIS 5. However, at a minimum, you should also verify these items before you start using EBIS 5.

Validate access levels in User Profiles
- Config > User Profiles
Map users to a user profile
Make sure users have access to the proper city or cities
- Config > Users > (selection) > Cities
Confirm Billing Rates
- Validate Config > City > (selection) > Billing Options
- If using Technician Rates
  - Validate Config > Users > (selection) > Retail
- If using Aircraft Rates
  - Validate Config > City > (selection) > Billing Options > Require Billing Profiles should be enabled
  - Validate Config > Billing Profiles
  - Aircraft may also be linked to specific Billing Profiles - view accordingly
Confirm Tax Configuration
- Config > City > (selection) > Tax
Next Numbers
- Config > City > (selection) > Work Orders > Numbering
- Config > City > (selection) > Purchase Orders > Numbering
- Config > City > (selection) > OTC > Numbering
If you, in EBis 3.2, had more than 1 company name or used Pro X/XL:
- Config > Lists > Instructions: set instructions to the appropriate city
- Config > City > (selection) > Options sidebar > Instructions > Options - set the default instructions accordingly as they could not be mapped in the migration

Configuring User Profiles

EBIS 5 has a modern user profile system, allowing you to easily manage user access. EBIS 5 comes with default user profiles: you can edit these, add new ones, or delete profiles as you’d like.

User access from 3.2 is not transitioned over to 5, due to differences in access levels. If users are not admins, they will need to be linked to user profiles.

To do this, from the Config menu, go to User Profiles and select the “Manage

From the Manage profiles screen, select the user profiles, including users without a profile, from the first drop-down. Then drag the usernames to the proper user profile.

Once users have a user profile, they should be able to log in.

Preferences

EBIS 5’s Config is essentially “View > Preferences” in EBis 3.2 - this is found in the top-right corner.

EBis 3.2 Preferences Tab	EBIS 5 Location
Company Info	Config > All Cities > Company Config > Cities > (selection) > Main Info Repair station certification is set in the More… menu > Certifications > City.
Company Logo	This is configured both at the Config > All Cities > Company level and can be overridden by the Config > Cities > (selection) > Main Info if “Use City Specific Info” is selected
Tax Rate	Tax rates are set at the Config > Cities (selection) > Tax level, and then customers & aircraft can have overrides as needed. If using “County” taxes in EBis 3.2, this is Config > Tax Profiles.
Numbers	Next numbers can be set at the Config > All Cities > Company level, but can be overridden by the Config > Cities (selection) > Options sidebar > (select proper “Numbering” section.
Multi-Use	Config > Lists
General	All options within EBIS 5 are found either: Config > All Cities > Options sidebar Config > Cities > (selection) > Options sidebar
Instructions	Config > Lists > Main section (at the very top) > Instructions
Scheduler	All options within EBIS 5 are found either: Config > All Cities > Options sidebar Config > Cities > (selection) > Options sidebar Lists are found in Config > Lists > Scheduler
Users	Config > Users access is granted through Config > User Profiles A&P or IA number information is set in the More… menu > Certifications > Users.
Accounting	Accounting integration will be supported later 2022
Time Clock	All options within EBIS 5 are found either: Config > All Cities > Options sidebar Config > Cities > (selection) > Options sidebar Lists are found in Config > Lists > Time Clock
WO & R/O tab
Options	Config > All Cities > Options sidebar Config > Cities > (selection) > Options sidebar
More Options…	defaults are primarily set in Config > All Cities > Options sidebar > Work Orders > Defaults Billing related items are found within the City > Billing Options or within Config > Billing Profiles Aircraft Time Profiles are now part of Config > Meter Profiles > (select a profile) > Display Profiles
Sign-offs	Config > Lists > Work Orders > Item Sign-offs
Completion Items	Config > Lists > Work Orders > W/O Status Defaults are set in Config > All Cities > Work Orders > Defaults “Open but Locked” status is set in Config > All Cities > Work Orders > Options Limiting of W/O access setting is done through a more comprehensive breakdown of W/O status in the User Profile
Category Items	Config > Lists > Work Orders > Category Special rates are set in Config > Lists > Work Orders > Category Rates Defaults are set in Config > All Cities > Work Orders > Defaults
Item Status and Departments	Config > Lists > Work Orders > Item Status Config > Lists > Work Orders > Departments Config > Lists > Work Orders > Department Rates
W/O Billing Rates R/O Billing Rates	If using technician rates: Config > Cities > (selection) > Billing Options Make sure Require Billing Profiles are not set Labor Billing Rate is “Technician Rates” Set each user (Config > Users) to have proper technician rate If using aircraft rates: Config > Cities > (selection) > Billing Options Make sure Require Billing Profiles (at the top) are set Labor Billing Rate is “Labor Rate” and set a rate - this is for a fallback rate Define the rates in Config > Billing Profiles Billing profiles can be linked to a Customer and Aircraft
Additional Charges	These are now customizable in EBIS 5. The main definitions are set in Config > Lists > Main > Misc. Charges. They are then set at a city level in Config > Lists > Main > Misc. Charges (City) Shop supplies is set in the billing defaults, normally either: Config > Cities > (selection) > Billing Options or Config > Billing Profiles
Log Books	Statements are set in Config > Lists > Main > Instructions Default statements are in Config > Cities > (selections) > Options sidebar > Instructions > Options
Parts tab
Options	Config > All Cities > Options sidebar Config > Cities > (selection) > Options sidebar
More Options…	Percentage type pricing is set in the billing defaults, normally either: Config > Cities > (selection) > Billing Options or Config > Billing Profiles “Do not use markup formula” is set in Config > All Cities > Master Parts > Options.
Lists More Lists…	Config > Lists Note that suppliers is now part of Vendors: a vendor must have “Is Supplier set

View menu

In EBis 3.2, the View menu also had various features & configuration settings.

EBis 3.2 View menu	EBIS 5 Location
Configuration Items
Action Items	Config > Action Items
ATA Codes	Config > Labor Kits & ATA Codes
Labor Kits	Config > Labor Kits & ATA Codes
Parts Kits	Config > Parts Kit
Options menu
County Database	Config > Tax Profiles
Extra Taxes	Config > Cities > (selection) > ACF Config > Cities > (selection) > OTC ACF Config > Cities > (selection) > OTC Usage Tax
Currencies	Config > Lists > Main > Currency
Currency Rate	Currently not supported in EBIS 5
Automatic Part Pricing Matrix	This is set in Config > All Cities > Master Parts > Options > “Parts Matrix: Enabled…” Then set accordingly in Config > Cities > (selection) > Billing Options or Config > Billing Profiles Percentages are set in Config > Lists > Parts > Parts Matrix
Discount Codes	Activated in Config > All Cities > Master Parts > Options > Discount Codes: Enable. This works the same as 3.2: Requires the vendor to be set as a supplier, the Master Part to be set to the supplier with a proper code (such as “A”), the customer to be set as a dealer, and the vendor to have the discount codes (such as “A”) set with proper discount amounts. Note there are additional fallback defaults set in Config > All Cities > Master Parts > Options
Warranty Database	This is now part of Vendors: if “Has Warranty Claims” is set, the vendor will have an additional sidebar with similar warranty rate preferences.
Features
Active Timers	More… menu > Technician Activity > Current Activity
Technician Logs	More… menu > Technician Activity > Summary. Note there are additional filters, but information can be exported in different views from here. The “Reports” sidebar will have additional information. Users with access can directly edit technician logs also from the Summary tab.
Active Time Clocks	Time Clock icon (from top bar) > Active Time Clocks
Time Clock Logs	Time Clock icon > Detail
Time Clock Adjustments	Time Clock icon > Detail. Double-click on the item and edit accordingly.
Purchase Order Totals	Purchase Order icon (from top bar) > Reports > Export Purchase Orders. There are different views available, depending on the “Include…” filters used.
Work Order & Repair Order Totals	Work Order icon (from top bar) > Reports > Work Order totals

Admin menu

In EBis 3.2, the Admin menu also had various features and advanced options.

EBis 3.2 Admin Menu Feature	EBIS 5 Location
Technician Tracking
Active Timers	More… menu > Technician Activity > Current Activity
Technician Logs	More… menu > Technician Activity > Summary. Note there are additional filters, but information can be exported in different views from here. The “Reports” sidebar will have additional information. Users with access can directly edit technician logs also from the Summary tab.
Advanced Override	Add a detailed technician log directly to the work order. This requires Config > All Cities > Options > Work Orders > Options > “Disable Time Detail Overrides” to be disabled. Note that users must also have a user profile with “Service: Add time overrides”.
On the Job Training	EBIS 5 currently logs this information (set in All Cities > Options > Work Orders > Item Sign-offs). Export capabilities coming later 2022.
Technician Experience	Information can be generated using the More… menu > Technician Activity exports. Export capabilities coming later 2022.
Time Clock Adjustments	Time Clock icon > Detail. Double-click on the item and edit accordingly.
Administrative Reports
W/O & R/O Totals	Work Order icon (from top bar) > Reports > Work Order totals
OTC Totals	Over the Counter icon (from top bar) > Reports
PO Totals	Purchase Order icon (from top bar) > Reports > Export Purchase Orders. There are different views available, depending on the “Include…” filters used.
Other
Data Admin Functions	Items will be added as required, most likely to Config > Advanced
Import Import	Config > Import Data. Requires users to have User Profile with Administrator > Imports.
Export Data	Exporting data is available from within each module, either via the reports or often from the list (“Dashboard”) view itself, as there may be an “Export” icon in the top right.
Current Users in EBis	This is no longer relevant due to changes in the licensing model: if you have an active EBIS 5 account and are properly linked to a user profile, you should always be able to log in.