Putting Manager/ManagerPlus to Work
Contents
1. View Setup Utilities Training Videos Help User List 3 Start GL Soe d Reports wee Setup Help Quick Est Schedule Counter OnDemand Manager ManagerPlus Mitchell www mitchell1 com Putting Manager ManagerPlus to Work Setting up LIVE Manager to Match Your Business Published by Mitchell 1 San Diego CA Copyright 2004 Mitchell Repair Information Company LLC All Rights Reserved DISCLAIMER OF WARRANTIES Although the information contained within this volume has been obtained from sources generally believed to be reliable no warranty expressed or implied can be made as to its accuracy or completeness nor is any responsibility assumed by Mitchell Repair Information Company or anyone connected with it for loss or damages suffered through reliance on any information contained in this volume SPECIFICALLY NO WARRANTY OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE OR ANY OTHER WARRANTY IS MADE OR TO BE IMPLIED WITH RESPECT TO THIS VOLUME AND ITS CONTENTS In no event will Mitchell Repair Information Company be liable for any damages direct or indirect consequential or compensatory including without limitation lost profits for any representations breaches or defaults arising out of the use of this volume Customer agrees to indemnify Mitchell Repair Information Company and hold it harmless against all claims and damages including with2. discount on his parts hefty discount with company fleet business e Joe discounts the 140 retail selling price by 30 and takes off 42 e Joe doesn t realize that he is selling the part 100 cost for 98 2 less than what he paid Instead of still making 10 on the part he lost 2 Question Is this why Joe has a hard time making ends meet Retail Selling Price Bill s Discount Joe s Discount Price 140 30 42 98 2 net loss Act III Using Gross Profit to Determine Retail Selling Price e Joe the shop owner service writer wants to make a 40 gross profit on every part he sells e To do this Joe must add 66 to his cost on the alternator and sets the retail selling price at 166 Part Cost Added to Cost Retail Price Gross Profit 100 66 166 40 Act IV Discounting After Using Proper Gross Profit e Ben comes into the shop and needs to buy that same alternator Loyal customer Ben gets a 30 discount on his parts e Joe discounts the 166 selling price by 30 and takes 49 80 off the retail selling price e Joe s not making much money this time but at least he isn t losing any money selling the alternator to Ben at a 30 discount Retail Selling Price Discount Discounted Price 166 30 49 80 116 20 Putting Manager to Work 13 Parts Markup amp Gross Profit Projections Table Added to Gross Profit Added to Gross Profit Added to Gross Profit Cost of Part Part
3. Title d escri pti o n sS a OW you Shop Data Standard Tables Standard Descriptions to create or remove standard Si eee ee ee Leet salutations for customers ER ES The program doesn t require ee you to enter titles for your Wr customers This is optional uis Dr Program comes with a list of Rev Sgt Title descriptions For most Captain customers provided Titles work fine You can edit or delete Title descriptions as necessary Be sure to leave the first line in this table blank Putting Manager to Work 25 Location Location descriptions are used to help keep track of where vehicles are located at your business These can be very important to a large shop with multiple parking areas You can add edit delete descriptions of common vehicle locations in or around your shop at any time Note Program comes with a list of Location descriptions This will be an item on your Get Ready checklist Status Shop Data Standard Tables Standard Descriptions Symptoms LL Manufacturers vi I Vendor Type I Notes Followup Title Status Category Part Code Phone Description Front Lot Rack 1 Rack 2 Rack 3 Rear Lot Steam Clean Storage Bldg 2 Test Drive Towing Yard Wash Rack Status allows you to maintain a common set of repair status descriptions These are handy for the service wr
4. 2 Last cost may place part into a different higher bracket and receive a different smaller markup than expected Please enter your own Markup or Margin selections below Price Markup Matrix Range From To Markup Profit Margin Putting Manager to Work BASICS Parts Pricing Use this screen to set up the basis from which a part s Sale amount is calculated Price calculated as Cost times the Markup Matrix setup in previous section List the Manufacturer s Suggested Retail Price MSRP Standard Tables Standard Tables Shop Data Standard Tables Standard Descriptions Parts Pricing a Price MarkUp Matrix Account Classes Zip Code Mapping Use this screen to set up the basis from which a Compound Taxes I Income Cash Accounts Standard Accounts I Tax Rate part s Sale amount is Labor I Parts Discount calculated Price calculated as Cost times the Markup Matrix To set or change the Markup Matrix go to the Price Markup Matrix tab in the Standard Calculate the part s Sale amount based on Tables under Setup List the Manufacturer s Suggested Retail Price MSRP A complete definition of terms is provided at the end Sale amount will be calculated as either List y lt Back Next gt Print Done When the radio button selection is changed the rules for the new selection will go into effect The new rules will apply to newly created
5. 21 BASICS e 21 Section 2 Self Setup OptionS ssrraravnnnnnnvnnnnnvnnnnnnnnnnnnvnnnnnnnnnnnnnnnnnnnennn 22 Seren VIEW asia ad wes ke 22 Estimate RO Validations amp Invoice Validatons ee 22 L G FOSS 23 Category aaret 24 Part Eeler ee erg ER e PE En 24 PHONE HST ET 25 NIE 25 Locatonsinvsnenken h EE a ae ei eer 26 EE EE 26 Follow up Postcards Letters and Mail Merge rrrrnnnnnnnnvrnnnnnnnnrvnnnnnn 27 Vendor Type ENEE NEEN Heed 27 Elte 28 Program Security neces maneter aA 29 Promotions Packages amp Discoumte 29 Promotions Tire Package 30 Promotions Brake PDachkages AAA 31 Promotions Lube Oil amp Filter Packages rrrrrrnnrrnnvrrvnnrrnnvvrvnnrrrnrrnnnnene 32 Manufacturers Line Codes rrrrrnnrnnnnnnvnnrnnrnnnnnnvnnnnrrnnnrnnnnnrrrrnsnrnnnneenn 33 Zip Gode Mapping aeiee tesan nananet aaaea Eie aE aa KEN Eaa 33 Section 3 Get Ready Get Set Go LIVE s evrrrnnnnnvnvnennnnnnnvnnnnnnnnnneennr 34 GET READY Confirm Entry of Shop Information s rannvrnnnnnvnnnnnvnnn 34 Enter Customers amp Vehicles mrrnrrnnnnnvnnnorrrnnnnnvnnnnrrrnnnnnnnnrrrrrnnnnnnnnennne 35 Enter Your Techncans cecceeeceeeeeeneeeeeeeeeeeeeeeeeeeaaaeeeeeneeaaeeeeesenaaees 36 Enter Your Vendors nnrrnnnnnnnnvnnnnnnnnnnvnnnnnnnnnvnneaneennnnnevanennnenneennnnnennsee 36 Enter Your Parts into Inventory List Parts List 37 Build Your Own Partskite 38 Build Your Own Canned Jobe 38 Enter Your User Noles
6. Address nA Shop Management Entry Screens Exe he Contact Save Vendor 1 Start Entry Screens exe Phone Phone Extension veie dlr Shop Management Entry Screens 3 E Phone2 Phone2 Extension ma Record Entry Types Quit Exit 2 Select Vendor Option 3 Enter Vendors Here 36 GET READY Confirm Entry of Shop Information Enter Your Parts into Inventory List Parts List Every time you create an estimate or order you save time by not having to enter parts information over and over again Start with the parts you use most often such as those listed in the table below Batteries Tires Bens pen Coolant You can always add other parts on the fly but to save time you should enter as many as possible before going live This will reduce effort How to Enter Parts 1a From Within Manager Plus program Use the Inventory Inventory List method to enter parts 1b From Within Manager program Use the Utilities Parts List method to enter parts 2 OPTION Outside program Shop Management Entry Screens For input jobs to be performed outside management program install Shop Management Import Utility Package See details under Enter Customers NOTE Docs folder install CD h as D m p oO rt pd f re fe rence Customer And Vehicle Information Entry Dialog x guide for further details d EE D s 2 SEHR or DH 00
7. Company Card Visa Warranty Please edit add any additional Income or Cash Account s below Income Accounts Cash Accounts Payment Types Parts Revenue Cash Parts Revenue Non Taxable Check Labor Revenue Visa Labor Revenue Non Taxable MasterCard Late Fees ADD if using Late Fees Discover Shop Supplies Revenue American Express HazMat Revenue Charge Sublet Revenue ATM Debit Card Sublet Revenue Non Taxable BP Amoco Card Towing Warranty State Inspection Fees Tire Disposal Fee 10 Section 1 Basic Rep Assisted Setup Areas BASICS Standard Accounts Standard Accounts is where Shop Data Standard Tables Standard Descriptions you enter general ledger Price Markie Mani Fans Prina P ount Cla MarkU Zip Code Mapping codes for Accounts Receivable ER 1 Income Cash Kees ren Labor Parts Discount Tax Rate Customer Deposits and Retained Earnings Most shops will use the default values Accounts Recsivabi D I Customer Deposits 20026 marker Retained Earnings 39005 Note Applied Credit 164040 Changes made later will affect the accuracy of your reports BASICS Account Classes Revenue Account Classes area allows zone RE TT the selection of which Price MarkUp Matrix 1 Parts Pricing 1 accounts the shop invoice AT uer ra revenues
8. Flush Alignment __ Tire Repair Enter Your User Notes Less Typing You can store and reuse many reminders warnings specials even some we appreciate your business type messages No more taking time to dash off a handwritten note about a vehicle hazard or missing a chance to inform your customer Each User Note includes a short title field to confirm you ve got the right note and the main body message that will print on your estimate order or invoice NOTE If you press F2 the program will check your spelling 38 GET READY Confirm Entry of Shop Information Enter Your Additional Symptoms Symptoms Make Program Better Suited to Receiving Incoming Vehicles Customers bring in vehicles because they have observed one or more problems By having a Symptoms list it makes it easier to receive the vehicle and get started on diagnosing the problem and later recommend more specific repairs And because you are working with standardized labor charges there s no guesswork or giving away shop labor We recommend entering any general Symptoms you may repeatedly use This is very helpful in keeping multiple service writers aware of what the other is doing Enter Your Promotions Discounts amp Packages Program now includes specific Tires Brakes amp Lube Oil and Filter package areas If you decide that these more specific Promotions better fit the way you do business refer to the Program User Manual and the Prog
9. Rear Disc Brakes Rear Drum Brakes 2 20 Replace Front Brake Pads Rear Drum Brakes Semi Metallic Brake Pads Detail For a detailed description of setting up and applying Brake Packages please consult Users Guide Self Instruction Guide Help F1 or Training Videos Putting Manager to Work 31 Promotions Lube Oil amp Filter Packages Each LOF Package is a grouping of fluids parts and labor operations to form pre built combinations to save input amp selection time To edit a LOF Package select Lube Oil amp Filter Packages from Setup pick a package and then Edit in Packages Setup dialog box Program comes equipped with sample packages for various motor oils in combination with 4 amp 5 qt quantities and lube service Edit these as desired Please note that these are generic or representational parts that will need to be replaced with specifics on the order LOF Packages are applied to orders via Promotions icon on Order screen Setup for LOF Packages Button Category Std Motor Oil Std Motor Oil Package Description 4 Qt Std Oil Change w Lube 4 Qt Std Oil Change w o Lube Std Motor Oil 5 Qt Std Oil Change w Lube Std Motor Oil Std Motor Oil Std Motor Oil Package Edit Premium Oil Utilities Inventory Standard Descriptions Standard Tables Shop Data Setup Vendor Setup Technicians Setup Reports Printers End of Day Reports Pac
10. Sale Cost of Part Part Sale Cost of Part Part Sale Markup is the percentage of the amount you earn on the cost of an item to you This is your Markup on part cost Gross Profit is the percentage of the amount you earn on the selling price of the item Gross profit tells you what you retain on each sales dollar 14 Section 1 Basic Rep Assisted Setup Areas BASICS Price Markup Matrix Price Markup Matrix allows Shop Data I Standard Tables Standard Descriptions you to scale parts markup ATT EE acco rd i n g to Ww h at yo u pa i d ETF I Income pe Ce Sr let for each part In other words Labor I Parts Discount I Tax Rate From To Marku Profit Margin pa rts that cost less than a 0 00 0 49 Gs Gs 0 50 0 99 200 00 66 67 dollar are marked up at much 1 00 GE ma am higher rate than a part that 10 00 SS 70 00 41 18 20 00 99 99 66 66 40 00 costs 100 We recommend j nma E SS using several levels to remain SEL Se 40 00 SS both profitable amp competitive Inventory Costing Average Cost Last Cost Apply Matrix to Inventory Changes made to the matrix can be applied to parts by clicking on Apply Matrix In Manager Plus you have capability of using Last Cost or Average Cost This is significant because 1 Inventory parts can be set to transfer with either average cost or last cost applied This makes a difference on invoice profitability reporting
11. Standard Tables Shop Data Setup Vendor Setup Technicians Setup Reports Printers End of Day Reports I Packages amp Discounts Go to Setup select Packages amp Discounts and select Discounts or Packages tab Then use Add Edit to modify entries as desired Putting Manager to Work 29 Promotions Tire Packages Tire Packages are groupings of tires and rE SCH SS Utilities Inventor additional parts and labor operations to i create packages of varying levels Standard Descriptions Standard Tables To add or edit a Tire Package select Tire Packages from Setup menu and then Add Edit in Tire Packages Edit dialog box vendor Setup Technicians Setup Shop Data Setup Program comes equipped with sample packages for Tire Only Tire and Mounting Reports Printers only Platinum Ultra Platinum and Lifetime End of Day Reports packages Edit these packages as desired Packages amp Discounts Tire Packages Please note that any additional taxes or disposal fees may be created at the Tire Package level or individual tire part records This setting insures that part record appears within tire selection list Setup for Tire Packages Button Category Package Description Tire Only Tire and Mounting only Platinum Ultra Platinum Lifetime Tires Package Edit Package Platinum Time Description Qty Part No 0 10 Mount Tire Road Hazard Warranty 1 00 Road 0 50 Align Front End Val
12. going to connect electronically Zip Code Mapping Zip Code Mapping allows users to override the zip code database and change the City amp State that is filled in when the Zip Code is entered Note This screen is also used to enter Canadian postal codes Shop Data Standard Tables Standard Descriptions Price MarkUp Matrix ii Parts Pricing L Account Classes MarkUp Zip Code Mappina Compound Taxes Standard Accounts Labor Income Cash Accounts Tax Rate Parts Discount This setup procedure allows mapping Zip Codes to an alternate City and State Zip Code TE Original Zip Code Mapping City Vista State CA Alternate Zip Code Mapping City Oceanside State CA This completes the Self Setup section please continue on to Section 3 to go LIVE Get Ready Get Set Go Putting Manager to Work 33 Section 3 Get Ready Get Set Go LIVE We recommend you continue working through the following section to be sure that settings are correct and your management system is ready for start date GET READY Confirm Entry of Shop Information Are We There Yet Almost You ve completed all Setup options now confirm entry of all these real world settings to make sure your live program is ready This is not complicated To ensure it runs as smooth as possible spend time on this area for best results These steps prepare the program t
13. less to remember every time Standard Tables Price MarkUp Matrix 0 J Account Classes J MarkUp H i i CompoundTaxes Income Cash Accounts Standard Accounts I Parts Discount Tax Rate Description Labor Rate Fleet Rate Electrical Work Computer Diagnostics If You Bought Parts If U Worked on It 1st Done Note Line 1 is always the default Labor Rate and is added automatically unless you choose otherwise Please enter Labor Rates currently used in table below Labor Rate Table Labor Rate Descriptions Labor Rate per hr 1 Default Labor Rate Putting Manager to Work BASICS Parts Discount Table Parts Discount allows storage of up to 10 levels of discounts Parts entered on an estimate or RO reflect any discount defined in customer Type Prices for one or all parts can also be changed at order item level Standard Tables Zip Code Mapping Price MarkUp Matrix Account Classes Compound Taxes Standard Accounts Labor Description Normal Tax Rate Fleet Discount Rate AARP Discount Government Discount Family Discount In Laws Give Me a Discount Top entry will be used as default Parts discount Notes Keep value on Line 1 at 0 or you could end up with automatic discount on every part you sell Negatives values ex 10 will instead add percentage to normal parts charge Tip In addition to defining Discount level for customer th
14. of O Labor Sales O Parts Sales Maximum Account Class HazMat Revenue Report Description Estimate RO Inv text Hazardous Materials Default Setting On Off Taxable Yes No Include Sublet more dollars for calculations Yes No Putting Manager to Work BASICS Disclaimers Disclaimers provide placeholders for your legal disclaimer information on Estimates Repair Orders Invoices and Counter Sales These always appear at the bottom of your printouts Please attach a clean readable copy of a shop invoice to this page Your program comes with generic standard disclaimers You can customize these or rewrite them entirely For Spell Check function press the F2 key Note Ensure that all your disclaimers are written in accordance with your local state and federal laws Invoice Validati Disclaimers Late Fees Invoice Validations Late Fees IS Shop Hazmat Screen View Estimate RO Validations Shop Hazma Estimate RO Vi Shop Data 1 I Shop Data 2 I Default Settings Shop Data 1 I Shop Data 2 I Default Settings Disclaimers Thereby authorize the above repair work to be done along with the necessary material and hereby grant you and or your employees permission to operate the vehicle described for testing and or inspection Express mechanic s lien is hereby acknowledged on above vehicle to secure the amount of repairs thereto SMOG I understand
15. preview first Click Printer icon to create hard copy or click X to close Reviewing the Shop Data Report Step 1 Since this represents how defaults are set please look it over very carefully Are the right program options switched on This data will appear on ALL paperwork so it s crucial to be correct before you begin Step 2 For changes proceed to Shop Data Setup or Standard Tables Step 3 Some additional options Shop Data Default Settings do NOT appear on this Report Since they also impact the program please consider Shop Data Defaults Description VW Bal Due Warning on new order Balance Due Warning box displays when it days past due 30 a new order is started for any customer with overdue balance Select of days IV Include Tar in Estimates Check this to estimate with taxes Note If HazMat and or Shop Supplies defaults are set to ON they will be applied too Perform backups on This setting triggers a prompt to copy your Program Startup database and program settings files to a V Program Exit backup location when you answer Yes It End of Day is possible to select one two or all three settings The IomegaQ ZIPE drive or USB Location E your Zip Drive flash drive is recommended for backup Just enter the path drive letter only E to your backup drive in Location 40 GET READY Confirm Entry of Shop Information Enter 2 Days of Invoices Become even more comfortable whil
16. that I can have emission service and or adjustments done elsewhere I hereby waive this right TEARDOWN ESTIMATE understand that my vehicle will be reassembled within days of the date shown above if I choose not to authorize the service recommended All Parts removed will be discarded unless instructed otherwise Save all Parts NOT RESPONSIBLE FOR LOSS OR DAMAGE TO CARS OR ARTICLES LEFT IN CARS IN CASE OF FIRE THEFT OR ANY OTHER CAUSE Repair Invoice Counter Sale F2 for spell check Maximum of characters 1101 Disclaimers Estimate Invoice C Counter Sale within F2 for spell check TEARDOWN ESTIMATE I understand that my vehicle will be reassembled days of the date shown above if I choose not to authorize the service recommended All Parts removed will be discarded unless instructed otherwise Save all Parts NOT RESPONSIBLE FOR LOSS OR DAMAGE TO CARS OR ARTICLES LEFT IN CARS IN CASE OF FIRE THEFT OR ANY OTHER CAUSE Maximum of characters 801 Invoice Validations Disclaimers Late Fees if Shop Hazmat Screen View Estimate RO Validations Invoice Validations Shop Hazmat Disclaimers Screen View Estimate RO Validations Shop Data 1 I Shop Data 2 I Default Settings Shop Data1 II Shop Data 2 I Default Settings Disclaimers Estimate Repair Counter Sale r I hereby authorize the above repair work to be done along with the necess
17. 00 Er Phone 1 Phone Extension Import Utility feito Tues aioe Phone 2 Phone Extension F Shop Management Entry Screens Exe EE Zip City State aid 1 Start Entry Screens exe ee Make Ej E x SS E Save Customer and Add Another Vehicle Record Entry Types bi New Customer S er Quit Operations Vendor Se 2 Select Inventory Option 3 Enter Parts Here Putting Manager to Work 37 Build Your Own Parts Kits Every time you use a Part Kit you re adding multiple parts to an estimate or order with a single selection Program can also be set to prompt you for certain parts within the Parts Kit that aren t used each and every time Bundled Price option is where user creates new selling price The parts may add up to 25 62 but clicking Bundled Price allows entry of 24 95 Some common examples of parts kits are provided below Clutch Kits Brake Kits Oil Change Kits Tune Up Kits Build Your Own Canned Jobs Every time you use a Canned Job you re handling pre built parts and labor operations for your most common jobs with a few clicks You ll appreciate not having to re key or transfer individual items every time You may build a Canned Job with any combination of Parts Parts Kits Labor Sublet Notes etc Any kind of repair order you can put together can become a Canned Job Are you thinking We don t have any Canned Jobs There s probably a list near your Service Desk State Inspections Cooling
18. CS Reports Printers Cont Report Printers Invoice Select the printer and report type to complete your selections Mitchell recommends printing two invoice copies for customer and shop s file Report Printers Labels Select the printer and report type to complete your selections Report Printers Technician Worksheet Select the printer and report type to complete your selections Repeat this process for your Counter Sale Default Printer Labels and Fax Printer all not shown here as needed Report Printer Selection Select Report Estimate INY w o Hours Repair Order Select Printer Invoice HP DeskJet 895Cxi C Counter Sale C Default Printer Default Print to Screen C Labels Include Header Information zi ii ai SIb Include Comment C Tech Worksheet Include Signature Line Fax Printer No of Copies To Print fr Report Printer Selection Select Report Estimate Stock paper letter w vehicle Repair Order Select Printer C Invoice HP LaserJet 4 Plus Counter Sale C Default Printer Default Print to Screen iv C Labels jz r C Tech Worksheet C Fax Printer Report Printer Selection Select Report C Estimate Expanded Worksheet w Charged hours v Repair Order Select Printer C Invoice HP LaserJet 4 Plus C Counter Sale C Default
19. Days choose at least one Locations backup drive path E etc Note We recommend entering Please Select as Labor Tech so Pay hrs amp Actual hrs fill in automatically also provides labor cost for F12 Profit Wizard You MUST backup the management program on a daily basis To protect your business data assets an Iomega Zip drive or USB Flash drive is best We strongly recommend using more than one disk for data integrity We DO NOT recommend tape drives or CD RW drives as they don t start automatically and may not perform as expected ZIP drives and Flash drives are fast easy to use and give everyone one less thing to worry about Section 1 Basic Rep Assisted Setup Areas BASICS Shop Hazmat Program can be set to automatically add Shop Supplies and Hazardous Material charges to any Estimate Repair Order or Invoices created Shop Data About Shop Supplies and Hazardous Materials Shop Data Standard Tables Standard Descriptions NOTICE Some states require shops to Invoice Validations I Disclaimers i Late Fees itemize shop supplies Setup Your system can be setto Shop Hazmat Screen View I Estimate RO Validations Shop Data 1 Shop Data 2 I Default Settings automatically add Shop Supplies and Hazardous Material charges to any estimate R O or invoice With Defaults set to ON the program will calculate shop supplies and or
20. Estimates Select the printer and report type to complete your selections Mitchell recommends printing two estimate copies for both customer and shop and two invoice copies customer and file Report Printers Repair Orders Select the printer and report type to complete your selections Microsoft Windows will provide default printer automatically but you may select different printers for the various types of reports Report Printer Selection Es Utilities Inventory Standard Descriptions Standard Tables Shop Data Setup Vendor Setup Technicians Setup Reports Printers Ce Estimate Repair Order C Invoice C Counter Sale Default Printer C Labels C Follow up Letters C Tech Worksheet Fax Printer Select Report EST with Hours Select Printer HP LaserJet 4 Plus Default Print to Screen KUK Include Header Information Include Comment au Si Include Signature Line No of Copies To Print ZZ Report Printer Selection Estimate C Invoice Counter Sale C Default Printer C Labels C Follow up Letters C Tech Worksheet Fax Printer Select Report RO with Part Detail Select Printer HP LaserJet 4 Plus Default Print to Screen Include Header Information Include Comment Include Signature Line No of Copies To Print i Cancel Putting Manager to Work 19 BASI
21. Estimates and Repair Orders The new rules will not affect Estimates Repair Orders or Invoices created prior to this change If a prior order is opened and a part s line item is edited or added the new rules will apply only to that part s line item When a part from a canned job parts kit or inventory ManagerPlus only are added to an order the part s Sale amount will reflect the current rules The program will attempt to ensure you don t end up with a Sale amount of zero If you chose to calculate Sale based on List and no List amount has been entered for the part the program will use the Price to calculate the Sale amount If you chose to calculate Sale based on Price and no Price amount has been entered for the part the program will use the List amount Refer to the User Guide and Online Help for more detailed information definitions 16 Section 1 Basic Rep Assisted Setup Areas BASICS Technicians Setup Technicians Setup allows you to add edit or delete Technician employee information We have supplied room on the following page to write in information for two technicians Enter data for two technicians here and any remaining technicians as part of your Get Ready task list to go LIVE Utilities Inventory Standard Descriptions Standard Tables Shop Data Setup Vendor Setup Technicians Setup Technician Setup information provides the basis for the Technician Commission Report It also helps you figure out
22. Exit Program Exit or at End of S SE Day You also sel ha Labor Technician Please Select backup location We E e strongly recommend Include Recommendations on RO backing up to an lomega Service Writer Dam I Update Labor Time from Total Zip Drive Area Code 858 IV Convert Invoice to RO on Change include Tax in Estimates Default Pay Type Visa Don t Prompt for Tech Worksheet Your shap uses these AE automatic program Use Phone Mask V n iaaea neari on selections most often in TTY TAN rogram Startup Phone 8 Mask DEE DE DOE 9 Numb creating orders When you lumber build an order the default Bal Due Warming 7 8 days past due 30 End of Day information is on new order automatically entered unless van enerife Location E lt Back Next gt Print Done Please enter your shop information in the spaces provided below Default Settings Your Input or Default Settings Your input or Recommend Recommend Area Code Convert INV to RO on Change O Yes Promised Time 5 00 PM Warn on Program Exit O Yes Labor Tech Please Select Incl Spouse on Invoice O Yes Parts Tech Please Select Incl Tax in Estimates O Yes Service Writer Incl Recommendation on RO O Yes Income Account Cash Chk CC Update Labor Time From Total O Yes Use Phone Mask O Yes Don t Prompt Tech Worksheet O No Balance Due O Yes Perform backups on Program O on Exit Warning of
23. Printer Default Print to Screen C Labels H Follow up Letters C Fax Printer 20 Section 1 Basic Rep Assisted Setup Areas BASICS End of Day Reports The End of Day Reports setup is where you ER utilities Inventory select which reports will be run automatically as Standard Descriptions batch operation at the end of your business day Standard Tables The example below has several reports tagged Shop Data Setup to be run at closing time vendor Setup This batch operation saves precious time at the Technicians Setup end of every business day Additional reports may be run from the Reports icon at any time Reports Printers Consider which reports you want to run on a daily basis Select End Of Day Reports Then select or de select your Report Name reports by highlighting each line ACCOUNTING Daily Posted Changer and clicking on the Tag button or ACCOUNTING Deleted Orders Report A 2 ACCOUNTING Deleted Payments Report double click on highlighted line ACCOUNTING Discount Summary Report ACCOUNTING Hazardous Material Summary Rep S Invoice Profit Summary Report Note ACCOUNTING NSF Checks Report When usi ng LIVE program you NU ACCOUNTING Posted Order Detail Report D ACCOUNTING Posted Order Report trigger End of Day Reports process ACCOUNTING Posted Order Tax Report by clicking on Utilities and ACCOUNTING Receipts Summary by Pa
24. acturer 1 Make and Manufacturer 2 New Computer System 1 New Computer System 2 Recommendation for Work 1 Recommendation for Work 2 Recommendation for Work 3 Thank You 1 Thank You 2 Thank You 3 Thank You 4 Without Service 1 Without Service 2 Without Service 3 Without Conic C Postcards Mail Merge Letters FollowUp Letters Vendor Type descriptions are used to identify the vendors supplying parts and services to your business Vendor Types are general headings not the specific vendors from whom you buy parts You may add edit delete these as you wish Please enter examples of your own Vendor Descriptions currently used at your place of business Shop Data Standard Tables Standard Descriptions Symptoms Lt Manufacturers u Vendor Type ill Notes H Followup Title Location I Status Category I Part Code Phone Description Auto Dealer Auto Recycler Machine Shop Muffler Shop Parts Distributor Parts Jobber Shop Supplies State Agency Tool Supplier Towing Transmission Shop Putting Manager to Work 27 Symptoms Symptoms can save shops many Shop Data Standard Tables Standard Descriptions keystrokes when estimating EEN erte EH SS Ee With Symptoms you re speaking Category Lo gange I Phone the customer s language right Sonby C Desciptin Category away making it easier to recei
25. al Maintenance Grid Line Colors for changing line colors Standard Descriptions i ear tae Grid Line Color Settings Shop Data Setup make selected items vendor Setup more visible with Technicians Setup 3 greater contrast on eports Printers H End of Day Reports either the WIP or Order NE screens Please note Tire P kjelen that everyone on Users Lube Oi amp Filer Packages List will all use the same Program secuty grid line colors Diagnostic Reports Special Maintenance NOTE This menu is activated from program s main color splash screen ONLY Set Starting Invoice Reset Lastused Pointers Grid Line Colors Remove History Records Setup Automated Database Repair Starting Invoice Number The starting Invoice number should only be set one time If needed this number can be increased but can t be set smaller So choose this number carefully Start at Invoice Number Set Starting Invoice Reset Lastused Pointers Grid Line Colors Remove History Records Setup Automated Database Repair Grid Line Colors WIP Grid Estimate WIP Grid Repair Special Order WIP Grid Invoice Counter Sale WIP Grid Printed Invoice Order Grid Parts Line Order Grid Labor Line Order Grid Sublet Line Order Grid Notes Line Grid Background White Yellow Change Line Color Reset Defaults Cancel Io You are now ready to go live with Manager ManagerPlu
26. ary material and hereby grant you and or your employees permission to operate the car or truck herein described on street highways or elsewhere for the purpose to testing and or inspection An express mechanic s lien is hereby acknowledged on above car or truck to secure the amount of repairs thereto Warranty on parts and labor is one years or 12 000 miles whichever comes first Warranty work has to be performed in our shop amp cannot exceed the original cost of repair Maximum of characters 550 F2 for spell check Disclaimers C Estimate Invoice Repair buyer of this product has the right to have this product serviced or repaired during the warranty period The warranty period will be extended for the number of whole days that the product has been out of the buyer s hands for warranty repair If a defect exists within the warranty period the warranty will not expire until fixed The warranty perio defect and the buyer notifies the manufacturer or seller of the failure of the repairs within 60 days after sale F2 for spell check defect has been will be extended if the warranty rey did not remedy the Maximum of characters 550 Section 1 Basic Rep Assisted Setup Areas BASICS Labor Rates Labor Table stores up to 10 different shop labor rates for use Customers can be defined with any of these labor rates as default for their estimates orders amp invoices That s
27. ay None 15 15th Ignore Cumulative Overdue Balances if Below This Amount Fee Assessment Options Flat Fee or of Balance Amount Fee APR Maximum Fee Minimum Fee Putting Manager to Work 23 Category Category descriptions are helpful to organize and filter parts amp labor items for faster access when estimating Categories also make reports more meaningful and easier to read Shops can use these to track which job categories are profitable or not Use the sample Categories edit them or delete them Shop Data Standard Tables Standard Descriptions Symptoms U Manufacturers d Vendor Type Notes Eollowup Title I Status Category Phone Location Part Code Description AC Heating Cooling Accessories Automatic Trans Transaxle Axles amp Driveshafts Battery Belts amp Hoses Brakes Charging amp Starting Systm Clutch Electrical Emissions Testing Engine Mechanical Engine Performance Fuel Exhaust Mufflers T ailpipe Less Enol Ain Add your own Category Descriptions below or directly into program Category Descriptions Write in Your New Categories if any Part Code Part Codes are abbreviations to help you enter parts faster When adding apart to an estimate by typing BAT into Part Code the Description Battery fills automatically Part Codes can also be set to fill in the related Ca
28. e learning how program works Since these are paid orders you may enter them as Invoices If you want some additional practice enter them as Estimates or Repair Orders and then run them through the cycle to end up as Invoices Remember to add any Recommendations and Revisions for any services not already performed We re also going to recommend some reports to print so having two days worth entered will provide the means for comparison Read through all the steps below before entering invoices Entering the Invoices Step 1 Enter one of yesterday s invoices but DON T Apply Payments or Post it yet Start by entering new or existing customer amp vehicle then enter all the items that were on the order If you need help refer to the Self Instruction Guide Be sure to assign technicians to all parts amp labor Step 2 Click on Options select Check Profit Are profit percentages in line with your expectations We recommend average 40 profit margin as a target If any profit values are too low or too high you need to find out why before going live If the profit on the parts appears low check markup values If the profit on labor seems too good to be true maybe you forgot to assign a tech Maybe it s just this invoice but you need to be sure it s not a system setting We recommend repeating the process with several invoices The best tool for any order where numbers don t look right is the Order Detail Report With the I
29. ead Misc Business Tip Overhead do not directly affect See Markup Percentage vs prices on orders These are used Gross Profit discussion on only to give the Profit Wizard following page for a story about realistic numbers to reflect your true the contrast between these two cost of doing business very different approaches Please enter your Markup and Overhead percentages below You may enter them as either Markup OR Profit Whichever method you select the matching values calculate automatically Please refer to Markup Matrix topic for aftermarket catalog parts Markup Profit Sublet Parts Guide Labor Guide Shop Overhead Miscellaneous Overhead What is the Difference between Markup percent vs Gross Profit Continue on to the next page where we ve provided an example story illustrating the difference between Markup Percentage and Gross Profit 12 Section 1 Basic Rep Assisted Setup Areas Markup Percentage vs Gross Profit Act I Markup Part by Percentage e Joe the owner buys an alternator for 100 and wants to mark it up 40 e Joe s selling price for the alternator is now marked up to 140 e Joe is convinced that this 40 Markup is fair to his customers Part Cost Markup Percentage Retail Selling Price 100 40 140 Act II Discounting Marked Up Parts e Joe s best customer Bill needs to buy that same 140 alternator Bill gets a 30
30. eeeees 1 treie Tee TEE 2 Section 1 Basic Rep Assisted Setup Areas rrrnssvnnnnnvnnnnnnnnnnnnvnnnnnnnnnn 3 BASICS Shop Data 3 BASICS Default Settings rrrrnnnnrrnnonrrrnnnnrnnnnnrrrnnnnnnnrnnrrnnnnnnenrnnrnnnnnnnne 4 BASICS Shop Hazmat cccceecccceeccceeceeeeeeeeeeeeseeeeeeseneeeseaeesseeeeeessaeeeteaes 5 BASICS Disclaimers A 6 BASICS Labor Hates A 7 BASICS Parts Discount Table ccccceeesceeeeceeeeeeeeeeceaaeeseeeeeessaaeeneaes 8 BASICS lax RAGA 9 BASICS Compound Taxes 0 c ccccesceeceeeeeeeeneeeeeeeeeeeeeeeseaaeeeeeeeeessaaeeeeaes 9 BASICS Income Cash Accounts Payment Tvpes 10 BASICS Standard Accounts ccccceeeeeeeeeeeeeeeeeeeeeeaeeeseneeeeteaeeeteeeees 11 BASICS Account Classes Revenue uarnrnnnnnrrnnnnnrnnrnnrnnnnnnrenrrnrnnernnn 11 BASICS Markup AANEREN 12 Markup Percentage vs Gross Profit 13 Parts Markup A Gross Profit Projections Table 0 cceeeeeeseeeeeees 14 BASICS Price Markup Matrix 15 BASICS Partsi PHCINGar iii Minsi aiies ai aia aia rie aaraa 16 BASICS Technicians Setup rrrrnnrrnnnnnvnnnnnrrnnnnnvnnrnnrnnnnnnnnnrrnrnnnrnnenennn 17 BASICS Technicians Setup Con 18 BASICS Reports Printers eeeseeesseeeeeeeirsesrrsernsstrnnrrnrsrnnssrrnesrrnssn 19 BASICS Reports Printers Cont rernrrnnannnvnnnnrrnnnnnrvnrnnrrnnnnvrenrnnrnntennn 20 BASICS End of Day Reports rarnnvnnrnrrrnnnnnvnnrnrrnnnnnvnnnrnrrnnnerrensrnrnnsennn
31. er Vehicle Record Entry Types Vin New Customer Customer License Vendor u Operations evus i Ext 2 Select Customers Option 3 Enter Customers and Vehicles Here Putting Manager to Work 35 Enter Your Technicians Know Your Job Profitability To get the benefit of Profit Wizard s ability to check job profitability costs parts sublet and technician labor must be complete and accurate Use Setup Technicians Setup Enter Your Vendors When adding parts to estimates and orders you want your Vendor names to appear on the Vendor drop down menu The program does NOT allow typing in this field during part entry so Vendors should be entered now Parts entry will go much faster Use Setup Vendors Setup Purchasing and Inventory The PO system Manager Plus only allows for tracking by vendor Warranties and Returns Using Vendor List helps you keep track of who you bought parts from for warranty purposes part returns amp core charges How to Add Vendors 1 From within management program Use the Setup Vendor Setup method to enter vendors 2 OPTION Outside program Shop Management Entry Screens For input jobs to be performed outside management program install Shop Management Import Utility Package See details under Enter Customers NOTE Docs folder install CD has import pdf reference guide for further details Vendor Information Entry Dialog RW xj Import Utility
32. erenn a A E A EST 38 Enter Your Additional Symptoms ernrenoonvrnnrnnrnnnrnvennrnnrnnnrnrennrnnnnntennn 39 Enter Your Promotions Discounts amp Packages A 39 Enter Your Location amp Status Descriptions eeeeeeeeeese rererere 39 Double Check Your Getting s nern nsrnnnrnnne 40 GUGEIREV Cd e 41 GET SET Final Countdown LIVE Checklist rrnnnrnnnnnvnnnnvvrnnnnnvnnnnnvnnn 42 GO Set Starting INVOICE rrnnnnnnnnnvnnnnnnnnnnnnvnnnnnnvnnnnnvnnnnnnnnnnnnnnnnnnvnnnnnnnnnnnn 43 The Management Training amp Setup Overview 1 Get an Overview with Jumpstart Guide 1 2 Learn program basics in DEMO book 2 a Rep Assisted Program Basics b Self Instruction of Additional Areas c Watch Training Videos Use F1 Help 3 Prepare LIVE program with this book 3 a Rep assisted Setup of BASICS b Self Setup of Additional Settings c GET READY GET SET GO LIVE S Tips for a Better Software Launch Experience fl e Copy the demo training version onto as many computers as you want Shop personnel take to the program faster when they ve had some relaxed time to get familiar with it They can even use the CD to install demo at home e Don t rush it the more you use the demo the easier it gets Depending on your schedule it may take longer to achieve a comfort level but your live experience will be better right away Your time investment pays off later e Consider all program aspects carefully a number of settin
33. ers U Markup Sublet Parts amp Labor CL Reports amp Printers LJ Screen View U Program Security Confirm These Final Steps Have Also Been Completed LL General Ledger Codes Have Been Considered Changed or Left As Is UG Any Compound or Excise Taxes Have Been Calculated and Entered Q Checked out all Program Default Settings with Shop Detail Report UL Entered two days of Invoices to Confirm program values and any changes to your business processes Note Be sure you re using the live program for all of these exercises If it says Demo at the bottom of your screen exit demo and click on Program icon 42 GET SET Final Countdown LIVE Checklist GO Set Starting Invoice Before you start you must go to Special Maintenance to set your starting invoice number While there you may also consider changing grid line colors to provide more contrast on WIP or Order screens Special Maintenance Set Starting Invoice displays dialog box for entry Once you ve entered this number future Invoices advance sequentially from that number upward For example if you want to begin with Invoice 100 you d enter starting invoice number 99 here to start Once you set a starting invoice number in your live program you can t go back and enter a lower number Generally this is only performed once before going live We highly recommend doing this last OPTIONAL Speci
34. ese values work with Alternate Price found within part records in your Parts List or Inventory List Please enter your Parts Discount if any in the table below Parts Discount Description Normal Default Discount 0 1 always zero 1 2 3 4 5 6 7 8 9 10 Section 1 Basic Rep Assisted Setup Areas BASICS Tax Rate Tax Rate Table allows you to maintain up to seven different tax rates Most shops have only one Line 1 should have X in Default Note Line 1 is the default tax value This is the global tax setting program will apply Use Tax button on the Customer or Vehicle screens to make exceptions Each Order item part labor etc has Tax button Compound Taxes Canadian PST GST is added using 6 and 7 Shop Data Standard Tables Standard Descriptions Price MarkUp Matrix U Parts Pricing Lf Account Classes MarkUp I Zip Code Mapping Compound Taxes L_Income Cash Accounts Standard Accounts Labor I Parts Discount ax Rate Material Rate Labor Rate GL Code RRC Sales Tax 7 750 0 000 X 20030 0 000 0 000 F 0 000 0 000 F 0 000 0 000 E 0 000 0 000 E 0 000 0 000 F 0 000 0 000 F Tax 6 and 7 are Compound Taxes Note Program ships with Tax flag on Tax will be 0 until you enter current tax rate You can change any custome
35. from outside the management program This can be installed on any PC for input tasks then transferred to work PC See below How to Enter Customers amp Vehicles 1 From within management program Use the Utilities Customer Screen method to enter customers amp vehicles This is explained fully in the Self Instruction book review as needed 2 OPTION Outside program Shop Management Entry Screens For larger input jobs to be performed outside management program install the Shop Management Import Utility Package See instructions below 1 Insert management program install CD NN ee ee 2 Navigate to D UTILS TOOLS IMPORT Ou a Pee example shown at left Ear ae de 3 Double click Setup exe select to Fie Folder install input screens amp import utility per 4 Once installed go to Start Programs Ee e Ee find Mitchell Repair group to activate Si layout bin BIN File ARTENE ANA Import Utility Setup ini Configuration Setup re INX File lt gt je Shop Management Entry Screens Exe Import folder on install CD 1 Start Entry Screens exe here Customer And Vehicle Information Entry Dialog E Company Correct format for phone numbers are NOTE Docs folder above has A en zi HEH HHH HHHH Or HHH HHHH import pdf reference guide sedi Penh for further details on functions sesse SCH E Zip City State E mail S Save Customer and Add Anoth
36. gs require a decision before going live To change it later after using live program for a while may skew some reporting and results may be less than accurate e Take advantage of MANY keyboard shortcuts throughout program If you learn these shortcuts tasks are completed with reduced effort Putting Manager to Work is intended to compliment detailed program reference information in the User s Guide located on the installation CD under View Documentation TIP Open the Users Guide manager pdf file and select Save As and copy to your Desktop This eliminates the need to have an installation CD loaded The latest copy of the User s Guide may also be downloaded from http www mitchellsupport com docs Putting Manager to Work 1 Introduction What Should I Do Next To Go LIVE With Management Now that you ve learned the program s basic functions book 2 you need to customize your software to match YOUR business Before using it to create real estimates and orders you must enter some basic information into it Save time and effort later by completing as much now before going live This makes the software easier to use and it provides desired results faster This Go LIVE workbook consists of three main sections Section 1 BASIC rep assisted setup areas Basic setup includes Default Settings Labor Rate Tax Rate Income Cash Accounts Technicians Reports amp Printers Markup and Markup Matrix etc Sect
37. hazmat charges and add them to orders based on Shop Supplies TER Default On Report C Off Description ShP Supplies Hazardous Material Labor Sales V Part Sales Account Class Shop Supplies Revenue Maximum 10 00 Minimum 0 00 V Taxable If so we recommend turning Shop Supplies Default setting to Off add shop supply line items as parts ora parts and or labor totals as defined in this dialog box 99 99 Labor Sales Part Sales Default On ot Deed eRe Hazardous Materials Percent of Maximum Account Class HazMat Revenue w Minimum Shop Supplies and HazMat charges can always be turned off atthe Order screen as needed for that specific order ani neina the Antinns v Taxable lt Back Next gt IV Include Sublet Print aw part kit to recover 0 00 your legitimate shop costs and satisfy this legal requirement Done With Defaults ON calculated shop supplies and or hazmat charges are added to orders based on these settings These charges can always be turned off at Order level that specific order only using Order Options Shop Supplies of Sales Percent of O Labor Sales O Parts Sales Maximum Account Class Shop Supplies Revenue Report Description Estimate RO Inv text Shop Supplies Default Setting On Off Taxable Hazardous Materials Yes No of Sales Percent
38. ion 2 Self setup that users complete for further customization Self setup includes Category Part Codes Location Status Followup Packages Symptoms Screen View Validations and Program Security Section 3 Final data entry review settings checklist to go LIVE GET READY Review Program Setup and Task List Put all your information into the program now if you did this as you went through workbook parts 1 amp 2 above you re already there GET SET Final Countdown LIVE Checklist By now everything is setup according to plan for a successful launch GO Set Starting Invoice and Begin This is the very last thing to do before going live Use space provided in this book or have program Setup open to each tab for entering your selections directly This will allow you Lei to finish and go LIVE sooner Open Setup with this icon Setup Note Be sure you re using the live program for all of these exercises If it says Demo at the bottom of your screen exit demo and click on Program icon 2 The Management Training amp Setup Overview Section 1 Basic Rep Assisted Setup Areas Your Sales Rep will assist you in these important setup activities These activities must be completed before using Manager in your shop BASICS Shop Data 1 amp 2 This is where you enter your own shop specifics these automatically appear in all printed output estimates repair orders invoices tech worksheets management reports etc P
39. is selection of commission type for the technician on Sale total Profit on a job or none Add Technician Name Last First Address Zip City State Phone f s Technician ID rm Technician Wage Info Ext Technician Type amp Hourly Salary Wage 0 00 Pay Period Hours 0 Parts Commission Type None h 0 000 C Service Writer C Manager Sublet Commission Type None n 0 000 Labor Commission Type None 0 000 Add Technician Name Last First Address Zip City State Phone ae 7 Technician ID een Technician Wage Info Ext mn Technician Type amp Hourly Salary Wage 0 00 Pay Period Hours 0 Parts Commission Type None X 0 000 C Service Writer C Manager Sublet Commission Type None X 0 000 Cancel Labor Commission Type None 0 000 18 Section 1 Basic Rep Assisted Setup Areas BASICS Reports Printers Reports Printers area defines which style of printout printer used and how many copies to print Default Print to Screen provides a preview If Default to Screen Preview is used it will be necessary to manually increase print quantities above one copy Once users are comfortable with the program you may turn Default to Screen off Program will then automatically print the quantity requested in Reports Printers setup Report Printers
40. it card any new payment type You may add edit delete these codes and descriptions in the table below Note In program terminology Cash refers to any payment by cash credit card check etc In other words this is any payment to an order balance other than a charge to a customer s in house credit account This area is used with numerous built in Accounting Reports Shop Data Standard Tables Standard Descriptions Price MarkUp Matz 1 Parts Pricing U Account Classes I MarkUp I Zip Code Mapping Labor Compound Taxes if Income Cash Accounts II Standard Accounts Parts Discount Tax Rate Cash Accounts Class Description G L Code Core Revenue 40710 HazMat Revenue Labor Discounted Labor Revenue Late Fee Revenue Parts Discounted Parts Revenue Sublet Revenue Labor Revenue Non T axable 40110 Parts Revenue Non Taxable 40510 Shop Supplies Revenue 40800 State Inspection Sales 47101 40900 40115 40100 41000 40515 40500 anann Shop Data Standard Tables Standard Descriptions Price MarkUp Matrix U Parts Pricing u Account Classes I MarkUp H Zip Code Mapping Labor Compound Taxes Income Cash Accounts Standard Accounts Parts Discount Tax Rate Income Accounts Cash Accounts Class Description American Express Cash Check Debit Card ATM Discover MasterCard Novus Oil
41. iter or manager when customers call about their vehicle You may add edit delete these as you wish at any time Add Comeback so you can note these on your Work In Progress screen Note Program comes with a list of Status descriptions This will be an item on your Get Ready checklist Shop Data Standard Tables Standard Descriptions Symptoms LL Manufacturers 7 I Vendor Type I Notes Followup Title I Location Category Part Code Phone Description O0 Comeback Completed Customer Waiting In Progress Storage Due Waiting For Approval Waiting For Parts Waiting for Pick up Waiting For Service Waiting for Sublet Waiting For Tech 26 Section 2 Self Setup Options Follow up Postcards Letters and Mail Merge Follow up allows generation of Postcards and Letters even Mail Merge letters so you can send out reminders recommendations and announcements to all of your customers Program comes with sample Follow up Postcards and Letters which you may add edit delete Refer to your User s Guide for more detailed information Note MS Mail Merge requires Microsoft Word97 or newer Refer to User Guide for further documentation Vendor Type Shop Data Standard Tables Standard Descriptions Symptoms ut Manufacturers Vendor Type Notes Title Location Followup Status Category Part Code Phone Description Make and Manuf
42. kages amp Discounts Tire Packages Brake Packages Lube Oil amp Filter Packages Premium Oil Package 15 Qt Std Oil Change w Lube Premium Oil Premium Oil Premium Oil Synthetic Oil Synthetic Oil Time Description 0 30 Change Oil Filter amp Lube Chassis Part No Synthetic Oil I Oil Filter REPLACE with SPECIFIC GenericOF Eng Oil 10w30 Castrol Categories lt 10w30c gt Detail For more information on setting up and applying LOF Packages please consult Users Guide Self Instruction book Help F1 Training Videos 32 Section 2 Self Setup Options Manufacturers Line Codes Manufacturer s setup allows you to enter Parts Mfg Line Code information This option is intended for electronic on line parts ordering This field can also be useful to filter part lookups by Mfg on Inventory List Parts List You may add edit delete these as you wish Symptoms me I I Vendor Type Notes Followup I Shop Data Standard Tables Standard Descriptions Title Status Category I Location Part Code Phone Manufacturer Name Line Code 1 Raybestos RAY Generally parts distributors supply a file that fills the Manufacturers Line Code list automatically to match the part lines they carry These can also be entered manually at any time if shop is not
43. lease enter Shop Data about your shop in spaces below Shop Data Shop Data r Shop Data Standard Descriptions Standard Tables This is where you enter specific details about your shop This shop information is automatically entered into all of your printed output such as estimates repair orders invoices technician worksheets and all your management reports This will greatly reduce typing and increase the accuracy and consistency of your orders Please enter your own Shop data descriptions currently used at your place of business Remember type About Shop Data Setup 1 A cd d Invoice Validations Disclaimers Late Fees Shop Hazmat Screen View L_Estimate RO Validations carefully as thie Shan Y Shop Data Shop Data 1 Shop Data 2 I Default Settings Shop Number Shop Name Street Address Zip City State Phone Fax Your Shop Name Here 123 Highland Valley Rd 92064 Poway 858 555 1212 858 555 1312 Next gt Print Done Shop Data Shop Data Standard Tables About Shop Data Setup2 This is where you enter more details about your shop This information is automatically printed on estimates repair orders invoices technician worksheets and other management reports This will greatly reduce typing and increase the accuracy and consistency of your orders Enter your own Shop data descriptio
44. lets The Program Security feature allows the shop owner manager to specify who can delete orders or payments see F12 Profit Wizard review Technician pay etc Master password is for owner managers and lesser password levels for employees For a detailed description of Program Security consult the User s Guide Note If you enter or change the master password be sure to write it down for later reference Promotions Packages amp Discounts EIJ utilities Inventory Program Security Standard Descriptions Standard Tables Shop Data Setup Vendor Setup Technicians Setup Reports Printers End of Day Reports Packages amp Discounts Tire Packages Brake Packages Lube Oil amp Filter Packages Packages are parts and labor operations which are grouped together and sold for a usually discounted single price These vanilla packages transfer as single line entries You may optionally add the parts amp labor details later but customers will still see only a single line on the invoice that you created in Package setup Discounts apply a flat dollar amount or percentage discount to the parts and or labor on an order For example you might offer a 10 discount to all AARP members Discount appears as line item note on order grid and RED column in running totals Packages and Discounts are applied via the Promotions button on Order screen EIJ utilities Inventory Standard Descriptions
45. ns currently used at your place of business Remember type carefully as this Shop Data appears on every estimate repair order invoice and counter sale nrinted Alan Slogan Comment Invoice Validations Disclaimers Late Fees Shop Hazmat Screen View Shop Data 1 L_Estimate RO Validations Shop Data 2 Default Settings Manager Name Manager Title License 1 License 2 Slogan Comment Owner EPA 12348 1P BAR 1234567 You Work Hard For Your Money So Do We Ask About Our Free Pickup amp Delivery Service lt Back Next gt Print Done Shop Name Street Address Zip Postal Code City State Prov Phone Fax Manager Name Manager Title License 1 License 2 Putting Manager to Work BASICS Default Settings Default Settings are automatic decisions for your shop When you build an order this default information is automatically entered for you Shop Data Shop Data Standard Tables Standard Descriptions About Default Settings J Invoice Validations 1 Disclaimers H Late Fees Important You must set your system to perform Shop Hazmat I Screen View L_Estimate RO Validations automatic backups at Shop Data 1 I Shop Data 2 Default Settings defined intervals using this screen You can choose to backup at Program Startup Promised Time 5 00PM Warn on Program
46. nvoice on screen hold down Control key Ctrl and press F10 This detailed report can be previewed on screen showing how program came up with those numbers NOTE We recommend this report includes Tech wages be password protected in Program Security After ALL Invoices have been entered Step 3 Click on Reports select the Accounting tab Step 4 Double click on any of these recommended reports Category Profit Invoice Profit Posted Order Summary Report Summary Report Report Print separate reports for each of the two days and compare the totals Step 5 Set dates in Date Range box to match your invoices click OK Putting Manager to Work 41 GET SET Final Countdown LIVE Checklist Confirm These Program Areas Are Ready For LIVE Operation U Shop Data Company Info Notes LJ Your Customers and Vehicles UO Category List LJ Tax Rate LI Part Codes LJ Discount Table Additional Symptoms if any U Income Cash Accts payment types L Location amp Status Descriptions LI Labor Rate U Discount Coupons Q All Technicians QL Packages Q Your Vendors Tire Package Adjustments if any U Inventory or Parts List Parts UI LOF Package Adjustments if any Q Shop Supplies amp HazMat UI Brake Package Adjustments if any Q Part Kits UL End of Day Reports I Canned Jobs Q Validations LI Markup Matrix Q Disclaim
47. o get right to work for your business They include entering customers amp vehicles technicians vendors parts part kits canned jobs and reviewing your business information Shop Data report Once these areas have been considered proceed to the Get Set Checklist a k SG Ze Ge Ze SG Ze SG Ze Ge Ze Ge Ze Ge Ze SG Ze Ge Ze a k Your Best Customers with All Their Vehicles Entered All Your Technicians Entered Your Vendors Entered Parts in Parts List Manager OR Inv List Manager Plus Entered Part Kits amp Canned Jobs Entered Your Standard Institutional Notes Entered Any Additional Symptoms Entered Promotions Discount Coupons amp Packages Entered Your Specific Location amp Status Information Entered Double Check Your Program Settings see Shop Data Report Two Days of Invoices Entered excellent practice real data Note Be sure you re using the live program for all of these exercises If it says Demo at the bottom of your screen exit demo and click on Program icon 34 Section 3 Get Ready Get Set Go LIVE Enter Customers amp Vehicles With this information in place you ll see improved shop workflow right away If typing is not your favorite task you may want to consider hiring someone to enter it for you The Shop Management Entry Screens included with your Program Installation CD may be just the answer for a person to enter this data
48. out limitation reasonable attorney s fees arising out of the use of this volume unless such claims or damages result from the infringement of any copyright or other proprietary right of any third party This document contains confidential and trade secret information of Mitchell Repair Information Company Any unauthorized reproduction photocopy or use of the information herein in whole or in part without the prior written approval of Mitchell Repair Information Company is prohibited Mitchell 1 OnDemand5 OnDemand5 Manager and OnDemand5 ManagerPlus are trademarks of Mitchell Repair Information Company Mitchell Management Solutions Series I and II are trademarks of Mitchell Repair Information Company Microsoft Word Access and MS DOS are registered trademarks of Microsoft Corporation Windows is a trademark of Microsoft Corporation Lotus and ScreenCam are registered trademarks of the Lotus Development Corporation Colorado Tape Backup is a trademark of Colorado Memory Systems ZIP is a registered trademark of lomega Corporation Winzip is a registered trademark of Nico Mak Computing Inc PKZIP is a registered trademark of PKWARE Inc Any other trademarks or registered trademarks used herein are the property of their owners Published in the USA Table of Contents The Management Training amp Setup Overview rmssrrnrsvvrnnnnnnnnnnvnnnnnnnennnn 1 Tips for a Better Software Launch Experience ceceeeeeeeeeeteeee
49. r to non tax status later Please enter the Tax Rate s you currently use below Tax Rate Description Material Rate Labor Rate Default 1 Sales Tax 2 BASICS Compound Taxes Compound Taxes Table allows Shop Data Standard Tables Standard Descriptions you to set up compound or excise Price MarkUp Matrix 1 Parts Pricing 1 j K Account Classes H MarkUp H Zip Code Mapping taxes if you are required to do so Tel Acc I Sider Accon Labor Parts Discount Tax Rate This might be tires with an Excise Tax as percentage If the tire tax is flat amount create a tax part and use Attached Part method Note In most shops only the standard Tax Rate Table above is used Notice These compound taxes are applied to parts only Tax fil is applied to the order first Tax 2 is then applied to the order Description Rate GL Code Tax tl 2 000 18999 Tax 2 0 000 Please enter your Compound Tax rates if any in the table below Description Tax 1 Rate GL Code Tax 2 Putting Manager to Work BASICS Income Cash Accounts Payment Types Income Accounts are the General Ledger GL account numbers where revenues are grouped for accounting purposes Be sure these accounts are setup accurately before going LIVE Cash Accounts are various forms of payment from a customer This is where you would add a credit card deb
50. ram Self Instruction Guide for more information Progressive repair shops know that it takes flexibility to stay on top of business By having discount coupons and packages specials ready they can satisfy needs more quickly We recommend entering any Promotions you may use repeatedly Enter Your Location amp Status Descriptions Nobody Knows Your Business Like You Do No one else has the exact same locations stalls parking etc that you have You may use different Status ready waiting on parts etc comments at your shop than those provided with the program Why not customize the program further to match how you do business We recommend entering all Location and Status information This is very helpful in keeping multiple service writers aware of what others are doing Putting Manager to Work 39 Double Check Your Settings For the same reason you wouldn t let a customer take a vehicle without taking it for a test drive you need to be sure your settings are correct right from the start Well print a report with details about your program such as settings and defaults These save time by automatically entering the most used values Be sure all program defaults are set properly first Printing the Shop Data Report Step 1 Click on the Reports icon select the Management tab Step 2 Double click on Shop Data Report program prepares the report for printing If default Print to Screen is on it will appear as screen
51. rinting process 22 Section 2 Self Setup Options Late Fees Late Fees option provides users with a method to automatically calculate late charges for customer charge accounts Once you ve read the important NOTICE below place a check in Apply Late Fees to activate and begin setup process Tip Be sure to watch the Late Fee training video to see how to setup the Account Class Revenue for Late Fees to appear for selection below in drop down list Invoice Validations Disclaimers Late Fees Shop Hazmat Screen View Estimate RO Validations Shop Data 1 Shop Data 2 Default Settings V Apply Late Fees Account Late Fees Ignore Cumulative Overdue Balances below this Amount 10 00 Fee Reminder Day 15th of Month Fee Assessment Options C Flat Fee Amount 0 00 Max Fee 50 00 Percentage of Balance Percent 18 00 APR Min Fee 1 00 NOTICE Before enabling this feature you must consult local and state regulations regarding late fee practices Please be advised that Mitchell 1 is not responsible for ensuring your compliance with state and or other law regarding the assessment of late fees or other interest charges on outstanding invoice amounts Mitchell 1 will not be held accountable for any misuse and or failure to comply and will not be responsible for any consequential financial or legal implications Late Fee Setup Values Account Late Fees Fee Reminder D
52. s Putting Manager to Work 43 Congratulations If you ve successfully completed the following e Teach Yourself Manager book 2 DEMO e Putting Manager To Work book book 3 LIVE You re now ready to start using your Mitchelli Manager Manager Plus program Your business will be far more efficient profitable and daily work life just got better for everyone Thank you once again for your Mitchelll purchase 44 GO Set Starting Invoice
53. tegory and Vendor information Note Program comes pre loaded with many Part Codes Two reports are provided to display existing Part Codes with descriptions Shop Data Standard Tables Standard Descriptions Symptoms Lf Manufacturers H Vendor Type I Notes I Followup Title I Location Status Category Part Code Code Description g AFS Air Flow Sensor AIR Air Injection Reactor ALT Alternator ALTR Rebuilt Alternator ANT Antenna ATF Auto Trans Fluid ATFF Auto Trans Fluid Type F BA Brake Adjuster BALR Ballast Resistor BAT Battery BATC Battery Cable Phone BATHD Battery Hold Down BATT Battery Terminal BB Brake Booster pe Battes Tabla Add your own Part Codes if any directly into the program 24 Section 2 Self Setup Options Phone Phone stores 10 different Shop Data Standard Tables Standard Descriptions Phone Descriptions labels ete va SET These allow you to handle EE ero customers who may have Description multiple phone locations er The program comes loaded Deeper with all the descriptions you voicemail are most likely to use We Office 2 recommend leaving them exactly as they appear here H Warning Do NOT change or re arrange these once customer phone numbers have been entered You risk mixing up these labels as to which phone numbers they truly belong to Title
54. up display when you start a new order One Start Toolbar creates the F6 Start icon to start Estimates and Repair Orders faster H Screen View Recommended Show Odometer Out Yes No Company amp Company Customer One Start Toolbar V Show Odometer Out Yes No Starting Cursor Position on Customer Screen Company Customer Display Customer Company Name in WIP Screen Company Customer Show Parts Search Speed Warning Yes No Show Quick Estimates in Schedule Yes No Show Symptoms on New Orders Yes No One Start Toolbar Yes No Estimate RO Validations amp Invoice Validations When you print an estimate repair order or an invoice software uses Validations to checks for missing information You ll see a warning and dialog box to enter that information quickly and then proceed to print Standard Tables Standard Descriptions Standard Tables Standard Descriptions b JL Late Fees RO Late Fe TI Estimate RO Validations Default Settings Default Settings iv Any parts or labor tems do not have a Technician assigned Note By default ALL validations are automatically enabled We recommend leaving all of these warnings turned on unless you have a specific reason not to use any validation s If any of these pop up pressing Enter allows users to continue on to the p
55. v Type BS selecting End of Day Reports Cancel BASICS Notes Ti me Savi n g N otes w i l atta C h to Shop Data __ Standard Tables Standard Descriptions fi g x Symptoms U Manufacturers Ill I orders with just a mouse click Vendor Type wt Foo These notes are helpful reminders Category Pancode J Phone to C u sto m e rs o r d i re ct a d ve rti si n g Battery re Battery installed has 24 month warranty that is prorated ove about special discounts or stored SE GEES Regular Maintenance Regular maintenance to your vehicle adds life to your car ist of yo ur Reco mmen d ations I Tell Us How We Did Your satisfaction is important to us If there is anything we Note Program comes with some notes already prepared Enter Notes into program now or add some later This concludes rep assisted setup Refer back to training checklist for other items then continue on with Self Setup Putting Manager to Work 21 Section 2 Self Setup Options Although you ve worked through the basics with your rep you should continue working through the following section for maximum benefits from your program Screen View Screen View is another way to customize what you can see or how the program works Standard Tables 1 Standard Descriptions Disglaimers Late Fees Validations Shop Data 2 Show Symptoms on New Orders will make a Symptoms screen pop
56. ve ato pae P the vehicle and standardize your Shing No Automatic rans Teansaut 100 60 00 0 00 Automatic Trans Transaxl 1 00 60 00 0 00 labor charges Uses a Symptom Automatic Tester 18 60 00 29 now and then apply it to a costlier ae so soon soo Brake Warning Light On Brakes 30 00 0 00 Park Brake Won t Hold Brakes 30 00 0 00 Vehicle Pulls Left Brakes 30 00 0 00 Vehicle Pulls Rinht Rrakes 20 10 snan repair It also curbs the habit of giving diagnostic time away Note You may also add these on the fly with the Order Screen Symptoms button Add your own Symptoms below or directly into your program Symptoms Descriptions Short Description Symptom Work Requested Category Charged Hrs Labor Total Estimated Part optional Short Description Symptom Work Requested Category Charged Hrs Labor Total Estimated Part optional Short Description Symptom Work Requested Category Charged Hrs Labor Total Estimated Part optional Short Description Symptom Work Requested Category Charged Hrs Labor Total Estimated Part optional 28 Section 2 Self Setup Options Program Security This allows the shop owner or manager to password protect sensitive information For example most shops don t want technicians knowing how much the shop pays other technicians or marking up parts amp sub
57. ve Stem 1 00 vs123 Tire Packages are applied to orders via Promotions icon on Order screen For a detailed description of setting up and applying Tire Packages consult the User s Guide Self Instruction Guide Help F1 or Training Videos 30 Section 2 Self Setup Options Promotions Brake Packages Brake Packages are groupings of brake part and labor operations to create packages of varying levels to offer to your customers To add or edit a Brake Package select Brake Packages from Setup and then Add Edit in Packages Setup dialog box Program comes equipped with sample packages for Silver Gold and Platinum in combination with Front and Rear brakes You can edit these packages as desired Please note that these are generic or representational parts that will need to be replaced with specifics on the order Brake Packages are applied to orders via the Promotions icon on the Order screen Button Category Package Description Utilities Inventory Standard Descriptions Standard Tables Shop Data Setup Vendor Setup Technicians Setup Reports Printers End of Day Reports Packages amp Discounts Tire Packages Brake Packages Rear Drum Brakes PN T Dere i Part No Front Disc Brakes SILYER Front Disc Brakes 6000 Front Disc Brakes PLATINUM Front Drum Brakes Front Drum Brakes ont D E Front Drum Brakes Rear Disc Brakes Package GOLD Rear Disc Brakes
58. will flow into iz mm emm D Note Labor Taxable In most shops these account SS Es class assignments typically Parts Non Tax Parts Revenue Non Taxable match the descriptions in the Sublet Sublet Revenue default list created in Discount Parts Parts Discounted Income Cash Accounts section Please refer to next page Discount Labor Labor Discounted Please review suggested selections shown here noting any changes you d make to your specific system It would be necessary to return to Income Cash Accounts to create any special account s to appear in the drop down lists seen here in Account Classes Putting Manager to Work 11 BASICS Markup In Markup you can enter your Shop Data Standard Tables Standard Descriptions shop s Markup percentages In the sample shown a Sublet item of 50 cost is being marked up 25 Price MarkUp Mantz 1 Parts Pricing U Account Classes Compound Taxes Ss Labor II Parts Discount I Tax Rate H H Display Information As to automatically bill out at 62 50 SES You can also markup OE Parts and ui T hr ae La bor tra nsferred from Estimating Parts Guide 10 00 Miscellaneous Overhead 2 00 Module if installed An OEM part ER with 100 list would transfer into an estimate as 110 10 Markup Labor hrs would transfer at face value adding 10 ona 1 0 hr item would result in 1 1 hrs Note Shop Overh
59. your shop s profit margin on a job with the F12 Profit Wizard Note Some employees may require more than one entry If a service writer manager occasionally gets a labor commission for work he would be setup twice once as a Tech and again as Service Writer Manager Technicians Setup Charbonneau Wayne Darin Dan DiVerde Nick Dwulet John Johnson Tina McDonnell Tim Please Select Warfield Brian Technician Type Technician Service Writer Technician Manager Technician Service Writer Technician Technician Edit Technicians Name Last First Charbonneau Address 1313 Mockingbird Lane Zip City State 92064 Phone Poway 858 555 1234 Technician ID Technician Wage Info e Hourly Salary Wage 0 00 Pay Period Hours 0 Parts Commission Labor Commission Technician Type Service Writer Sublet Commission Type Profit v Type Sale Type None v Rate 5 000 Rate 40 000 0 000 On the next page blank Add Technician screens are provided for you to pencil in information for adding details for two technicians Putting Manager to Work 17 BASICS Technicians Setup Cont Enter two technicians now and any remaining technicians later during your Get Ready checklist at the end of the book You may also enter your technician data directly into your program now Note Type
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