GlassShop Systems Version 9.2 Quick Start Manual
Contents
1. Tax Rate for Tax Group 6 500 check to indicate yes exactly as it appear in quickbooks if you intend ta export data Clear Print Tax Schedules OF E Enter Tax Items Tax Item Name Sales Tax Corresponding Tax Rate 6 500 Vendor Name State Tax Commissioner Explanation A tax item name is usually associated with a single taxing authority such as a state or a city sales tax One or more tax items make up a tax group Tax items should be shared among groups making reporting simpler Save D DATATRANZ Data Systems for Business Q u ick Sta rt M a n u a Set up a new tax item for your group 1 Select Add New from the second B Specialized Glass LLC Data Tranz GlassShop Pro 5 6 drop down window number 2 File Edit Globals Windows Help New 2 Name the item with the Orders Resources Inventory Mames zl Admin 4 EDI J Curr corresponding tax rate eee 3 Enter in the corresponding tax re ax Item Mame rate and Vendor Name Corresponding TaxRate 6 000 4 Save Vendor Name FE Explanation A tax item name is usually associated with a single taxing authority such as a state ora city sales tax One or more tax items make up a tax group Tax items should be shared among groups making reporting simpler Save Close Click on the Add button to add the tax item to your tax Y Specialized Glass LLC Data Tranz GlassShop Pro 5 6 File Edit Globals Windows Help New g rou p Orders Resources2. Oy x File Edit Windows Help Debug Orders x Resources J Inventory Names Admin EDI xl Current User fe Schedule for ae Glass South Assign Reserve Ment Time Add Note will es at 6 30 H WORTH a SOUTH SUN 2720700 MON 2721 00 TUE 2722700 WED 2723700 8 00 00 AM Bay 1 o E WSOU022100075 1991 FORD F SERIES F700 20CTLCB Beatrice Foods DW01338GTNN WP l Bay 2 Be WSOU022100078 1996 TOYOT CAMRY 4050 JONES CAR RENTAL 11 repair WP ne do azap Gl Bap 3 9 00 00 AM oR Bay 1 l Bay 2 Be WSOU022100077 1995 DODG GANCRYN MINVN STATE MUTUAL INSURANCE Bill Molland DBO S42GTYN WP Send Joe to pick up at cust house dive away by noon Bl Bay 3 10 00 00 4M i Bay 1 l Bay 2 aan 500022100080 1999 PONT GNDAM AOSD STATE MUTUAL INSURANCE Jessica Lewis OWO1S30GBNN WP EE Bay 3 11 00 00 AM Le OGT OA M e A d O O A O eL N Lem m m m M MI m Ei Remove z Show Past for days Retrieve Work Order a Show ahead for i 8 days Close 12 DATATRANZ Data Systems for Business Q u IC k Sta rt M a n u a Scheduled Work Orders The Scheduled Work Orders window simply shows a listing of jobs that are currently scheduled It is from this window that you can choose a date increment and print out the schedules This window is a browse only window so general access is company wide You can indicate how you want to sort the window WAREHOUSE The World Online Inc J
3. Seah tore Setup the Starting time for Each Job L Technician or Bay Day Time 8 00 00 AM Initialize Site Day and Times First Job 8 00 00 AM 8 45 00 An ean a PM 9 30 00 AM EME Incrementby 45 min lea vies 11 45 00 AM 12 30 00 Phi 1 15 00 PM Save this Day 2 00 00 PM 2 45 00 Ph 3 30 00 PM 4 15 00 Ph Job Status Code 5 00 00 Ph Code Description Add Remove HS Customer Mo Show F Remove Save Add I Dont schedule this site I5 In Shop F Technician Bay For each location indicate the technicians or bays or even vehicles that will perform the work You can add and remove technician bays at any time Job Status Job status can be an important tool to indicate within your business the disposition of a job When a job is first saved in the schedule it is given a default job status code of WP as Work Pending We expect that you will have your users change the status of the job depending upon various dispositions that can be applied to a job Since the job status is always indicated at the end of the scheduled job s line it can be a useful tool for your representatives to determine if a job is underway or if there happens to be an opening For example you may want to make it policy for a technician to always open up a work order on the computer when they bring the vehicle in the shop and change the job status to IS
4. Toky Names Admin EDI few Tax Definition l If You have any other tax items to include in your grou P 1 Select the tax group you wish to edit or select Add New to add a group eis x it Tax roup elete create an additional tax item the same way and add it to E 2 Add tax items to define this tax group or select Add New to add a new item your group 3 Click OK Tax Rate for Minnesota 6 000 check to indicate yes exactly as it appear in quickbooks if you intend to export data Clear Print Tas Schedules OK Account Setup You can have as many accounts as you want We suggest that you edit the accounts that are already in the demo It is important to set up each account accurately so your EDI is linked to your glass shop Go to Names Accounts Account Setup Lynx account After you edit the existing Lynx account you can use that one account for all of your Lynx Invoices DarTRanz Quick Start Manual Specialized Glass LLC Data Tranz GlassShop Demo 7 55 File Edit Globals Windows Help Routines Orders E Resources Inventory Names E Admin Billing E Current User ADMIN Billing Print Periodic Statement Agent is Bill To E Program ID C Lyng Safelite Not EDI Cty StetelZip ooomoooo Primary Phone Secondary Phone s F r _ Invoice Requirements Prine nex T Purchase Order F VINNo Con
5. Help Orders sal Resources l Inventory Names w Admin y E Admin wy Go to Admin Features Sequence numbers Indicate the starting number for the sequence portion of the Change the starting numbers to numbers of your choice folowing tasks Save changes and the window will close nonnes Quote Numbers 2 Ifyou do not indicate anything the sequence will start at 1 You will use the counter portion of the record as begun above as an easy way to access records We recommend beginning invoices and work order numbers over 1000 making it easier to key in and communicate Tax Information Go to Admin General Setup Tax Rates and Groups Set up a new tax group 1 Select Add New from the first drop down window number 1 2 Name the group and Save E BLACK HILLS GLASS Data Tranz GlassShop Pro 7 9 Fie Edit Globals Windows Help New Orders 4l Resources Inventory Mames l Admin g EDI I Current User admin Set gt i Tax Definition gt Advertising L Cause of Lo 1 Selectthe tax group you wish to edit or select Add Mew to add a group General Pref Tax Group Edit T ax Group Delete Printing Prete Release Stat 2 Add tax items to define this tax group or select Add New to add a new item Salesperson Edit Tax Item Delete This Shop s Vehicle Colo Add Remove Tax Rates ar d Tax Items Rate Inventory Ac Vehicle Glas Employees Retail Setup Operations
6. Tax WS Repair a checkmark in the box means tax is applied _ to these items e EDI Account from Data Tranz this is the 6 digit account number found on your SS code sheet e Safelite ID your Safelite Parent ID Number Contact your Safelite Regional Manager for this information THY Minmenft ard Anil CF CARRI 92122 Rematan u A F018 Phd Micaela ra A gt hiner coisa cnt Panta Quick Start Manual Access Codes To unlock the demo you need to enter the codes you received from Data Tranz Go to Help Access Codes Type in the codes from your Data Tranz codes sheet Save E ED BLACK HILLS GLASS Data Tranz GlassShop Pro f 3 File Edit Globals Windows Help Access Orders Resources al Inventory yi Hames Admin l Current User Setup 7 Cause of Loss List pene General Preferences Ge y i NEN l Printing Preferences BLACK HILLS GLASS Release Statement Salespersons GlassShop Fra This Shop s Particulars i 1229 2005 3 55 54 PM Vehicle Colors List l Tax Rates and Groupe Inventory Accounts Vehicle Glass Accounts Employees Retail Setup Operations Options Department If you entered all of your information accurately it will ask you to select a department For GlassShop Deluxe choose Department 72 for GlassShop Pro choose 82 Dante Quick Start Manual 5 Specialized Glass LLC Data Tranz GlassShop Pro 5 6 Sequence Numbers File Edit Globals Windows
7. or In Shop Subsequently you may want to indicate a NS for No Show These lettering codes are fully configurable by simply adding to the list on the Schedule Setup window Job status is a company wide field and not specific to a location or site 10 CANY Quick Start Manual Using the Scheduler Your users will find they are using the scheduler more and more and relying upon it for accurate information It can not only be used to assign orders to a specific time slot but it can also be used to retrieve work orders into the main order entry screen One of the best ways to describe the use of the scheduler is to annotate a scenario 10 Your Customer Service Representative CSR receives a call from a company requesting a quote for a windshield replacement The CSR opens up the main order entry screen and chooses an appropriate account and generates a total At this point the CSR before even saving anything presses the Schedule Button on the main order entry screen Independent of the currently logged on location the CSR can open up any location or site choose a time and then choose a tech or bay The once the tech bay is determined the CSR simply highlights the tech bay and clicks on ASSIGN on the schedule window The Work Order will automatically be saved and the new order will appear on the window The CSR will be able to highlight the order and on the line above the schedule box type in a note
8. s which can be assigned to the order The CSR can then go back to the original order entry screen which now has a saved work order by pressing the Retrieve Work Order button at the bottom of the schedule window and they will subsequently be brought back to the main order screen The CSR presses print and a printed copy of the work order will be printed out at the location where the work is to be performed If the work order was not scheduled and needs to be scheduled it can be retrieved to the main order screen through the order lookup screen and schedule can be pressed and the order can be assigned as in steps 4 8 Work orders can be moved about the schedule by simply highlighting the order on the schedule pressing REMOVE and then pressing ASSIGN when the required time slot is highlighted Interpreting the Scheduler Information ee a Six elements make up the line of a job on the scheduler Work order number Starts with W The vehicle if one is chosen as abbreviated by NAGS The Account for Bill To Always in brackets this is the insured or ship to name For glass replacement this will be the piece of glass that is being replaced Molding is not indicated 1 repair and so on will be used to indicate the number of repairs to be done on the windshield Two letter code for the job status 11 DATATRANZ Data Systems for Business Quick Start Manual SOUTH The World Online Inc
9. 103 NATIONAL MOTORS 100 QUOTE MASTER 102 SAFELITE NETWORK 000 000 0000 000 000 0000 000 000 0000 Safelite is somewhat different from Lynx in that you need a separate Safelite account for each insurance company sent to Safelite For each insurance company complete the following steps Go to Names Accounts Account Setup e Account Type drop down list choose Insurance 5 Din Quick Start Manual e Name Insurance Co name please type carefully you cannot edit the name later e Tax ID Number your tax number not required e EDI Account Checkbox check Safelite e EDI Program ID Safelite s insurance company code unique for each insurance company For a list of these click on the box with the three dots next to the Safelite Program ID field e Windshield Repairs one should be the price charged for one chip repair two is the total price charged for two three is the total price for three NOTE you can edit these in your invoice later if needed Save then change any tax information e Tax Group select the tax group you created earlier or leave none if there is no tax Save and select again then save one final time Make sure that the EDI Program ID matches the insurance company or your invoices will be rejected Making an invoice When entering an insurance invoice it is important to enter the information exactly as it appears on the authorization sheet Lynx or Safelite faxed to you 1 Click on Orde
10. GlassShop Systems Version 9 2 Quick Start Manual Everything you need to get going today This does NOT replace your user manual DATATRANZ Data Systems for Business July 2008 Fargo North Dakota 1 800 241 1493 Setting up this shop File Edit Globals You will need your Data Tranz codes sheet If you do not have one contact Data Tranz immediately or you will just rename the existing demo company Specialized Glass LLC instead of upgrading it to a full functioning system Windows Help Orders Resources Setup gt Advertising List cause of Loss List Seneral Preferences Frinting Preferences Release Statement Salespersons This Shop s Particulars vehicle Colors List Tax Rates and Groups Changing Shop Information Go to Admin General Setup This Shop s Particulars nventory Accounts vehicle Glass Accounts 3L Accounts by NAGS t Change all left hand column entries to match your shop e Shop information name address phone e Save the information and close the etc must exactly match the information window on your Data Tranz codes sheet Check Te EA Ge Vato Heb Sed i Orders Resources E Inventory al Names Admin z Biling Current User Spacing capitalization punctuation and wording e Site change SG to two letters of your z choice Usually the first letters of shop age S es Phone2 c00o oo0 ooo0 name Gesestop e conon aom e Tax Labor
11. Select the location or site that you want to appear on the scheduler You may have some location set up that you may not want to see on the scheduler For these locations click on the box in the oval that says Don t schedule and this location will not appear on the schedule You can always go back and uncheck the box Setting up Times and Dates Once a location has been chosen you can now click on the box with the days of the week If no times appear on the time slot window you can enter a start date and a stop date then indicate the time period between scheduled times Remember that you can have multiple jobs on the same time slot We suggest that you use as broad a time slot as possible as it makes the scheduler easier to read Specific times can be indicated on a note After you indicate the time increment press TAB so the window will refresh You can now use the buttons at the bottom to further customize the schedule by adding or deleting times Once the day is configured acceptably you can press Save this Day and the day will save The current start and stop times will remain on the window and you can then choose the next day of the week and increment and re do the process D DATATRANZ _ Data Systems for Business Quick Sta rt M anual WAREHOUSE The World Online Inc OP x File Edt Windows Help Debug Orders Z Resources Inventory lt 4 Names J Admin 3 EDI Current User x few Scheduling Setup OI Site
12. a Systems for Business Quick Start Manual F Electronic Data Interchange x Auth Dispatch Press the respective button for Hartford Insurance 1S 1130 00001 389502 ABr te A processing EDI files far that Hartford Insurance 15G 1130 00002 123456 367 98 Hartford Insurance l50 1130 00004 13 31 CrM SERYICES OF PPG l5G 1221 00006 123456789 nag 75 To reset previously generated EDI invoices choose Re Send an Invoice Note Network Users Edit the EDI output path in This Shops Particulars Satelite Parent ID 1 Create output file s lipis Ce idextisend LTEST 9249 012 Satelite C dextlsendiSBLage29 01 3 2 Send file s ftp requires active Internet connection via one of these methods Internet Email requires MAFI enabled email Use Hyperterminal long distance modem transfer Or you can manually send the above files via other email programs not recommended Re Send an Invoice Close hiak as Sent All your unsent invoices will appear in the window Click Process Lynx Invoices and or Process for Safelite Transmission If you have an email account and it is open and connected to the internet you can click Internet Email to send your invoices Otherwise you can use FTP to send invoices Please see the users manual for indepth information on these choices Call Centers Work Order Scheduling One of the most versatile functions of the GlassShop system arrives from the recent implementa
13. ff Under Support click on Support Home then on the picture of the operator The GlassShop Systems User Manual includes in depth information about the various program components It is a valuable resource when using the system We have a knowlegable staff ready to help you Call toll free Monday through Friday 8 5 CST Otherwise email us and we will be happy to get back to you Call us at 1 888 488 8726 Email Ssupport datatranz com 18
14. irs One Tax Information Resale number Tax ID number 00 0000000 Tax G z ax Group Srst lt None gt gt Policy Humber sae account Two plat Three Comments Four Display when account activated on order Long Crack o oo Invoice Comment ae Ship to from Cust List Oaa Retail Discounts Salesperson m Items Tooo Labor LOCK ACCOUNT mn Breweri saving invoices and work orders Delete tH Sales History Account History Save Discounts and Rates Close After you have set your account to Print Periodic Statements you can create your Statements by going to Admin gt Accounts Receivable gt Make Statements 15 DATATRANZ _ Data Systems for Business Quick Sta rt Manual F Periodic Statements el Jf reject zero balance accounts Add Range ss Account Type gt 104 CASH WALK IN 117 Fowler Dodge E Enter Period Select Month Accounts to Print 1 Add Remove Add All Fowler Dodge or Select Days a From 4 1 2008 s To T17 2008 m M Sort by Mame Print Close Once in the Periodic Statement window choose which accounts you would like to print statements for and add them to the Accounts to Print list Then select your date range you would like to print statements for and then click Print 16 DATATRANZ baassensiorbisnes QUICK Start Manual The Daily Deposit Report i Daily Deposit ie Daily Deposit for 07172008 E Th
15. obs Scheduled Iof x Fie Edit Windows Help Debug _ o x Orders Resources Inventory x Hamez J Admin 4 EDI x Current User x Sort by Location Today 2 21 00 L Location De Location Scheduled Date Tech Bay Job Code Close 13 WAOR O178 00008 NORTH Scheduled Time ht Stan WP aj Print Report WMOR 0119 00009 NORTH Tech or Bay fa J WMOR 0119 00009 NORTH Invoice Number ht Stewart iP l WMOR 0113 00010 NORTH Job Status Code a eT WMOR 0118 00010 Date Entered hl Stewart S NORTH Tit sou 30 00 AM Stewart MP Frint WMOR 0119 00012 NORTH WMOR 0119 00011 NORTH WMOR 0119 00011 NORTH 1719700 9 00 00 AM Stan AP Sg NORTH 1719700 6 30 00 AM Stan MP WMOR 0119 00012 NORTH 1719700 8 30 00 AM Bob WP WWWAR 0119 00040 NORTH WWSOU 0120 00036 NORTH WMOR 0120 00013 NORTH WMOR 0120 00014 NORTH WMOR 0203 00001 NORTH ATD 6 30 00 AM Bob iP WMOR 0203 00001 NORTH ATD 9 00 00 AM Bob WMOR 0203 00002 NORTH WMOR 0214 00003 NORTH WMOR 0215 00004 NORTH WMOR 0215 00005 NORTH WMOR 0216 00008 NORTH WMOR 0215 00007 NORTH WMOR 0215 00008 NORTH D DATATRANZ _ Data Systems for Business Q u ick Sta rt M anua Paying Invoices Glass Shop will allow you to pay an invoice using cash check or credit card All orders must be saved as an invoice before you can make a payment You can Keep track of unpaid invoices by using the Unpaid Invoices feature under the Orders Menu The pay button is l
16. ocated on the order entry screen directly under the save button After you click on the pay button you will need to choose your Pay Method fj Payment Document t Customer invoiced By Ww OF 1 F 00157 CASH WALK IN ADMIN Ty 2008 Customer Zip 581040000 Pay Method Lash mvae amt 0510 sll Card Invoice balance 310 50 TENDERED 40 00 CHANGE 0 00 Cancel Details Save After selecting your payment type you will need to enter in the amount paid in the Tendered field After you have entered in the amount tendered click the Add button and then save your payment 14 D DATATRANZ Data Systems for Business Q u IC k Sta rt M a n u a Making Statements You can create monthly statements for any account in GlassShop that is set to print periodic statements This option is located in the account setup screen in the upper right corner of the Account Setup window F Account Setup Og x Nummer Billi Dealer MT 17 se foo W Print Periodic Statement Agent is Bill To Hame alel Address 345 2nd Satelite Pragrarm ID C Lyns Safelite City State Zip Not EDI Primary Phone OO0 000 0000 Secondary Phone OO0 000 0000 Phone Fax QOO 000 0000 Contact Person Invoice Requirements Purchase Order VIN Mo Stock License Mo T Agent Name Mileage Date of Loss or Cause of Loss 5 Referral Claim Dispatch Mumber Windshield Repa
17. rs New Quote 2 Choose Account e button on upper right e choose one of the accounts you have set up or choose QUOTE MASTER for any jobs not associated with an insurance company 3 Use the drop down menus to select the vehicle information 4 For a Replacement Invoice e Select a glass part and click on Add to attach it to the invoice e Mouldings appear once a glass part has been selected OR For a Repair Invoice e Choose the number of repairs from the drop down list e If prices are incorrect click the sign next to the list and edit prices then choose the number of repairs again 5 Enter in any other cost such as the kit price 6 Enter a deductable according to insurance and labor price information DamTRaz Quick Start Manual 7 Complete the following information on the fe E Gh on os er Ome ee right side moi Se e VIN i e AUTH Lynx dispatch number or Safelite authorization number e DOL month day year e Customer information 8 Choose invoice and save lt A Renai DE Job Status 7 3 22 19 PM Ive Dt EN 6 24 2004 State T gt 6 000 T p Schedule ounte E ae om eis Save as eats Restat r Erini MakePO Notes invoice Micranl a rA A a BY Narta Panona hinne WP Mirmenft Ward Miine Gr CRRA RAR Raman IEE eanna Sending EDI From the main screen go to EDI Send invoices via EDI D DATATRANZ Dat
18. ru F T 772008 or choose period Today Inv Date Multiple Invoice H Account Date Rec d Check Amount Rec d Pmt ISG 1216 00008 CASH WALK IN 12 16 2004 fel 2008 00745 1149 D a ia ISG 0118 00018 CASH WALK IN 1 16 2005 fel 2005 00745 3 00 a l56 0113 00021 CASH WALK IN 171972005 re 172006 00745 180 32 I a ISG 0325 00032 CASH WALK IN 3 25 2005 fel 2008 00745 ooo _l I5G 1110 00107 CASH WALK IN 11710 2005 re 172006 00745 26 88 M af O11 7 001156 QUOTE MASTER r17 2008 re 172006 Cash 566 60 M Cash 586 60 Check 3 000 00 Credit 0 00 2 51 01 PM 772008 Total 3 556 60 Delete Print Clear Close Now that you can pay invoice you will want to generate a report at the end of the day to help keep track of the amount of money you took in a day You can now print that a report that will show the total amount you received in a day and it will break it down for you by payment type The Daily Deposit Report is can be found under Admin gt Accounts Receivable gt Daily Deposits 17 MRR Quick Start Manual Getting Further Help Our web site has a wealth of information to help you On the Suport Home page you will be able to access a searchable database of support questions manuals downloadable support documents program and data updates and info on hot conflicts issues such as choosing an internet provider Visit us at www datatranz com Also now available live technical support from our qualified sta
19. tact Person Ba i i F Agent Name Tax Information sell lala Referral Tax ID number Tax Gr A RR iv lt No ne gt gt Bae mments m Claim Dispatch I Policy Number Number m Windshield Repairs a I Display when account activated on order Invoice Ship to from Cust List Salesperson Account History a eas fae es aving invoices and work or ae Discounts and Rates Close Mical aaa Bin fancalaMierne TH Minmenft a IGS Canaiatiand Giana tt Click on the box with three dots below Name Select LYNX SERVICES OF PPG Change the following information e Tax ID Number your tax number not required e Tax Group select the tax group you created earlier or leave none if there is no tax e Windshield Repairs one should be the price charged for one chip repair two is the total price charged for two three is the total price for three NOTE you can edit these in your invoice later if needed Make sure the Lynx Account checkbox is checked or you will be unable to send via EDI with this account Save your changes Safelite Accounts 8 Specialized Glass LLC Data Tra File Edit Globals Windows Help Orders Resources Inventory Names Admin l EDI Current ual z GlassShop Pro 5 6 fee Account Lookup all locations Sain Enter First Few Letters Number Name City State Phone 101 LYNX SERVICES OF PPG
20. tion of the Work Order Scheduler Conceptually the Work Order Scheduler is a window independent of the order entry screen that allows the user to save a new work order apply an existing work order or re schedule an existing work order onto a specific technician or bay at a specific location time slot and day As users save work orders they can see when other jobs are scheduled and schedule subsequent jobs accordingly The work order scheduler is fully configurable to your business It is set to run on a continual weekly basis MRR Quick Start Manual About the Scheduler You can have multiple jobs on the same time slot You do not have to schedule all of your locations Jobs can be moved from slot to slot on the scheduler Use the names that fit your business for the person or bay that will do the work Work Orders for a specific site or location can be set up to always print to a specific printer Notes applied to a job on the schedule are not the same as the notes that are applied to the work order Setting Up the Scheduler The schedule setup is a single screen routine window that sets up how the schedule will look and open up to your users on the schedule It can be changed any time Be advised that currently scheduled orders will no longer show on the scheduler if you delete their time slot You must have the scheduler completely set up before you can apply a job to a time and technician bay slot Choose a Location
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