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1. Note Technicians names are not saved unless you click off the field onto a different field before moving off the screen With a technician assi d you can print a repair worksheet for the techs assigned oy losing the RR report icon in the icon toolbar at the top left of the work order or the main toolbar when the grid is displayed and the appropriate work order is se lected Most shops choose the Repair Worksheet for Techs report You will then select the Labor Code and choose Preview or Print NeweEra Confidential 79 How to Use AutoFocus 80 iAutoFocus RR Report Icon Repair Worksheet for Techs Note This report will only print if you have assigned a techni cian to the labor type selected If you do not assign a technician to the labor in advance then you will print a Repair Worksheet and not the Repair Worksheet by Tech Report Labor costing or flagging can be accomplished in two ways You can flag labor as the job is closing or you can flag labor from a worksheet that the technician provides prior to pay day If you are closing the job and want to flag the labor you can click on the Labor Allocation Flagging icon depicts a person working under a hood of a vehicle at the lower toolbar of the Line Items screen VA iAutoFocus Work Order Line Items Screen Labor Allocation Flagging Icon Or you can choose Labor Allocation Costing with the right click from the selected work order on the grid Enter Pay
2. frtm pout basi air oto mtot Add yos bask oir nt a e fa de ee et e or oa te tet e r oe by e e PEE f EF m_e m rt me ie Oo e 4 meant we atra tae CRE se e owe v emn wer ww wre w a Bee ee we mm es Se a te e Ta tert pe me de e ar ete tet ary re et wee o e e wt tean E tie A MO O a Lardero Ferree e a ss e e eee ae p c se eee y o lt lt e kk Ls ees tes us q hh 44444444 i Maia de ee e n How to Use iAutoFocus 107 Creating QuickBooks Reports The following QuickBooks reports need to be created and con figured in QuickBooks prior o exporting any data from iAutoFo cus The following is a comprehensive list of exactly which re ports you will need Completed Sales QB Choose Customer Transaction Detail report and make the following changes o Date This month o Transaction Type Multiple Transaction Types Invoice Credit memo o Detail Level Summary Only o Posting Status Either o Template Choose any valid template types o Header Footer Name the report Completed Sales QB o Display Unmark all except Name Num Date memo Amount o Sort by Number or Date o Memorize as Completed Sales QB Payments Received QB Choose Customer transaction detail report and make the following changes o Date This month o Accounts Account Receivable o Transaction Type Multiple Transaction Types NeweEra Confide
3. A technician will punch onto a job by selecting their name from the Employee list so they are highlighted and then typing the work order in the RO number box or selecting a previously en tered work order that they have recently punched into Employ ees are able to identify the type of labor they will be performing in the Labor Code column and can update the Department or the Progress of the job they are entering time on both Labor Codes and Departments are pulled from what was entered dur ing initial Setup NeweEra Confidential 95 How to Use iAutoFocus Not Started In Progress Completed On Hold i C e VAMO 7 OO OA LX GLUE O SED AutoFocus Time Clock Select Labor Type Their time on that job is now being recorded on the punch log An employee cannot punch into more than one job at a time When they punch into another job their time is stopped on the current job If they are going to lunch or on break they can click on the Go on Break icon on the right side of the screen At the end of their day they can click on the End of Day icon on the right side of the screen to close their time on the current job and punch out for the day Mn ar FAA Compton Jason E a s Le gt e E mg bssan eset Mira AAA A eae ape be ligos agten a mgs ta ee a Ya De vee A ie aie oo tom A A ind Lati gt 8 ie gt sr OW AP wees oe un OW AUP wee On LIO MID reer 14 AN PA De Di Cad
4. Note Fortunately if you click cancel you will receive a popup asking you if you want to save changes Click Yes if you want your changes saved Views Along the top of the Parts Management screen you can track the Line Items on the estimate the Purchase Orders created the Vendor Invoices entered Miscellaneous Costs entered and parts marked for Return AutoFocus Parts Management Screen Current View Radio Buttons If a part is listed in Miscellaneous Costs and still needs to be returned you can click on the part and choose the Return Misc Cost option on the right side of the screen If you are on the Line Items screen you can choose the option to Return a part the part must be in a Received status to do this Once a part has been marked as Returned the status reverts to the prior state it was before the part was received regardless of the reason you entered for the return For instance if you had ordered the part from ABC vendor Received the part and then marked the part as Returned with the reason NOT NEEDED the part is still going to be listed as Ordered from ABC Vendor You will need to reselect that line and then click on the Remove Parts option on the right side to remove it from the Purchase Order It will be returned to the state of Not Ordered This is important if the part will be deleted from the estimating system and then re imported into the management system If the part is no longer part of the e
5. add change or delete Pending Work Estimates Work in Progress Work Orders and Com pleted Work Invoices as specified by the options chosen The Labor and Parts privileges handled the same way Code DeSCcorphor Kae lex Rate Labor OB income Name UB CUOS Name 21 Getting Started with AutoFocus General Ledger Codes Screen The General Ledger Codes screen allows you to define general ledger codes used for tracking your income accounts and sales tax rates AutoFocus Version 8 General Ledger Code Setup Screen When you first open the General Ledger Codes screen it will be populated with a default list of more than 20 codes It is strongly recommended that you do not remove items from the default list as AutoFocus uses the default list for importing es timates from your estimating system If you need to add addi tional codes add them to the end of the list of default codes where the code and description fields are blank At this time you should go through the list of General Ledger Codes and enter your labor rates for the various labor codes and the tax rate charged for each code You generally only enter a labor rate for anything with the word Labor in the description This is your standard advertised labor rate and will show on all your forms Note This can be changed manually for special jobs if need be After entering each labor or tax rate press the down arrow on your keyboard to save the changes B
6. and this EULA you do not receive any payment or other compensation for transferring the PRODUCT and the recipient agrees to the terms of this EULA If the PRODUCT portion is an upgrade any transfer must include all prior versions of the PRODUCT NeweEra Confidential Support Services NewEra Software may provide you with support services related to the PROD UCT Support Services in its discretion Use of Support Services if any is governed by the NewEra Software policies and programs described in the user manual in online documentation and or other NewEra provided materials Any supplemental software code provided to you as a part of Support Services shall be considered part of the PRODUCT and subject to the terms of this EULA With respect to technical information you provide to NewEra as part of the Support Serv ices NewEra may use such information for its business purposes including for product support and development NewEra will not utilize such technical information in a form that personally iden tifies you except to the extent necessary to provide you with support Replacement Modification and Upgrade of the Software NewEra Software reserves the right to replace modify or upgrade the PRODUCT at any time by offering you a replacement or modified version of the PRODUCT or such upgrade and to charge for such replacement modifica tion or upgrade Any such replacement or modified software code or upgrade to the PRODUCT o
7. oe Tracking Dere in QutchBeoks LA Y A em GU me ADA es eee or ee a eS MO ma t ws eet et l ie ee ee pl el pl el Ory tty TSE re Be tet wm bet tee wm ee tte te O Gem mmr rw pas we How to Use iAutoFocus 105 Do you print checks Utheg e ese rrun ay a te a SS ae ee om me ne ome wore oo e asam Te were wren thr me rr er A re e e pS tee 6 1er gn ds lA er seou A UA ponam ewe ot ee e mee we teea e o a we openers ar a a oe y a pwm a Lising m parsha in Que bordes Poch sasiipie asters aes ie Chen b Ramee wie sw eo th ed Qe we eee ee ee at we eee ete et be ert r e mee la tet ow ee wet mre he we mee Ti te fee ace eee Be m et A A ss e s o ar em e e e sd a ra ms ee rar gt a he marea dl fee ee dy el e ee re AAA AAA AA NV A a A eS eee Ai ee e a ee ee em at em e Comer ett ee ee e ee me ma amp ow De lc Ve A A Y a A oe A etext a Cato do Wat tHeckieg pour Meeeces em eed A me A oe ee pee Ft ee Pe rere Oe epi ee were pe wer sr fee ere Lo be mn Be be ee e Ml ae ae Re eB a e ts a oe ee e ee tomers ber fe ee ret e gt EE tts terat on ert eee ee Por ee o ee ae a m ee em Ur eu o umad te l p How to Use iAutoFocus 106 AA Ertas pra Dec mataran t ia c maton e da tt om eet ms re MUDA O e Ml e e ending Gate 6 ds bet ete ee Oy we m ea uo S ms A aduno no 1a amet armo A A cee 2 ii i e w O Ma waer tm
8. you have many general report options these are original reports created by our users since inception and kept here for everyone s use Estimate Work Order Invoice Details Invoice Totals Estate o Combine Totals Parts Worksheet Repair Worksheet o Without Totals Internal Notes Supplement Invoice Cost Analysis Parts Status Report iAutoFocus Print and Preview Invoice Cost Analysis Summary To use simply place a checkmark in the report you wish you generate click the Process icon and then review or Print as necessary Note If you choose the Printer icon directly from the work order the same options will show however when you click Process the report will go directly to the printer without being previewed The RR icon displays numerous reported added since our origi nal ones were created Selecting one of these reports will pro vide a description of the report at the bottom left of the screen and provide any necessary options to the right Users can choose to print preview or export to a pdf Bi tet cove Report ter This box provides la list of useful re ports This box changes SS i to reveal options based on the se lected report How to Use iAutoFocus This box provides a description of the selected re port gt AutoFocus RR Screen Images amp Documents From any work order you can utilize the quick links to View Images or View Documents related to your file To attach i
9. Arrived at Shop Rental Start Work Started Work Completed and Scheduled Out are rec ommended and very handy in keeping your jobs organized however will not affect where the file is located in iAutoFocus The Note amp Options field at the bottom of the General Tab is for adding comments about the job to the file which can be cus tomized base on who is reviewing them Insert Time Stamp Will insert the ID of the person entering the note the date and the time Internal Internal notes for only the shop to see External Comments placed here will print on all the reports that the customer will see Options Imports vehicle options from the estimate such as In termittent Wipers Tinted Glass Body Side Moldings Clear Coat Paint Power Brakes etc which may assist you in making notes however this button will not allow any other comments to be added WebView Customer Will post comments to your web for the customer to track site if you have our WebView feature WebView Insurance Will post comments to your website for the insurance companies to track jobs To add a note the user would click on the type of comment In ternal External etc then click on Insert Time Stamp type the necessary comments and click Okay E g Heather 5 1 2010 3 34PM Parts have been ordered Insurance Tab To access the insurance information click on the Insurance Tab at the top of the Work Order screen Most of the information will
10. AutoFocus Vendor Invoice Screen Return Reasons The Add Other Cost option is used for adding a cost to the vendor invoice that will not be passed on to the customer This is used for entering such things as core charges shipping charges tax on vendor invoices parts damaged by the shop or parts that were received that were never ordered and need to be returned Additionally if a part was damaged by the vendor and they will be issuing a credit amount you will subtract the amount of the credit from the cost on the part line then add a miscellaneous cost line for the amount of the credit you will re ceive and then you can Return the Other Cost line to track re ceipt of the credit The Convert Other Cost option is not recommended for normal use but when selected along with parts matching will move an NeweEra Confidential 73 How to Use AutoFocus item from Other Costs to the Line Items section of the vendor INVOICe Once you have used all the appropriate options on this screen and the vendor invoice is entered click Okay at the bottom right to save the invoice and return to the Parts Management screen The Cancel option will discard all changes or entries made in the vendor invoice Don t forget that on the Parts Management screen you need to click Apply or Okay to save all changes made within Parts Management The Cancel option will discard all entries made regardless of whether you clicked Okay on the vendor invoice screen
11. already be populated from the estimate but can be changed or updated The screen is split into four sections Insurance Company Information Adjuster Information Insurance Company and Insured Information NeweEra Confidential 56 How to Use AutoFocus AutoFocus Work Order Screen Insurance Tab Note Sometimes what comes across from the estimate may not match the insurance contacts you have on file Most users like to keep Insurance Company Information consistent and can do so by double clicking on the Profile field and allow you to select an insurance company contact from the list provided in Insurance Contacts Note In the Insurance Company section the customer s de ductible is listed If any changes need to be made you can do so by clicking in the deductible field and changing the amount accordingly Line Items Tab To access the Line Items screen open a Work Order and click on the Line Items Tab at the top of the screen Here you are able to see the repair of the estimate including descriptions part num bers price labor and refinish times etc You are also able to see if a supplement exists by looking for a check mark in the Sup column If an Adjustment was made that was imported for more information see Import Translation into iAutoFocus you will see a checkmark in the Adj column If you double click on any part you will be able to drill down on specific information about that part who you ordered it
12. ana A A 54 NeweEra Confidential a AAA ch cere A EE alc A Rect nie ae E ET 54 MAUS IM VEN TN AA A AAA AA IA A EEE AA AAPEEE cote 56 TINS AA A E N acts saat iors neni hee chet hgh id oo eave E Meas ANEA e fe haa tile EE oman EA 57 PALS ADD cS oe cera cess hatreds ces ee ase cece sa ce Nga os Sa ated ice so esis oh Sasa e dates seactn ss asa tcmnesaetaecutamsie is bce Se es ise 58 Bayments La told laos 60 PCV IC WGN A A IR Io 60 AAN O veer re merenr rr cre rt rr TT 62 Work Order Richt CURADO ba 62 RAS IMA NAT EN IS 63 O Baie oe A ARS 64 A O lant a inate Dilan ate VN 69 VON Seen a E E A Se enn Re ROR MT MR TT TRIE Serene Seer IRA IA eee 74 Labor MARA CIITA ie osc opis a er et aad aa apna A a a ata aetna utc a cantante 77 NAD OE COS INS a eek aia TI is E PE EEE IN A AO AEI tan E SE EEEE EAA A IAA AAS AT 86 Manae Men aan a e 86 e O E E E EA E A A EAE EA EE E AE EE 86 Ba Do iha A A A A A 88 Letters Lab olle 89 COL TC AAA TR E A A A E RA 93 A A A A II A II eae 93 Usme TAUTOROCUS Advanced Features scssi iii dla lirica 94 TDC E E E E 94 ASAS EERE A OS 94 Load BOSCO iS CNCA A e O a a e dd 97 Scheduler F eatireS A A A IN a oad ven seners2uutian 97 Schedule 99 OMIC a rt eRe ee 101 Cani A A ace heads oes eae td oer es sa aes aa 102 CES Ab UTC dele REDONS EE ne A 107 Exportins Data to Microsoft Quick BOOKS 352 aena aaa tawias scien E nee O E EERE 108 LAS A ices estates IN E E ANET 114 How to Upload Photos to Your WeDSite ics 4 cote teteeccecaas
13. and webview if you use our online communication software NeweEra Confidential 19 Getting Started with AutoFocus AutoFocus Version 8 Security Screen The Security screen is divided into two parts The top half shows a list of users in the AutoFocus system the bottom half shows the privileges assigned to the user currently selected in the list at the top Click on Create New User and enter a user ID such as Rob full name such as Robert Smith and password setting the password to the same as the user Id is helpful as shown in the screen be low Use Delete User to delete users AutoFocus Version 8 Security Create New User Screen Clicking Change Password allows you to change the user s password Clear Privileges clears all privileges set for the cur rently selected user Lastly Set Defaults will reset the user s privileges to only allow them to View and Add Contacts Pay ments Estimates Work Orders and Invoices Individual privi leges are explained in detail in the bulleted list below Note The first 5 options in the list is really a Yes or No option If you choose View for Admin Management Setup Import NeweEra Confidential 20 Getting Started with AutoFocus Export Management Reports or Production reports the user will have the rights to perform those functions The rest of the list beginning with Payments you will select whether the user will have permissions to view pr
14. between Custom View Define multiple views for different users or circumstances by going to View Current View Define Views type in a name and save view under that name Thereafter when headings and columns are rearranged you simply have to go to View Cur rent View and Update Current View to save changes A view defined for Work In Progress does not apply to Completed work or Billed Invoices Each can have a unique arrangement NeweEra Confidential 53 How to Use iAutoFocus he mn hf Headings can re re arranged by dragging ine j Top 2 Department Fite Fiom fiie and dropping the col umn heading where you want To save changes Woh In Prowess click on View Current Alw ah in Anae View and Update Cur TDS UA Awrat 1 rg Today gt es tav tl aed gt Peete Ow E Wot Stated 7 Wok Competed D Funso Oses cd Todi F aa Due obve A D ui N My E al al aj pr 1 W ad o w ewh 17 Dedeowed Mer Biod Biod brrace Oossd hons i ie Negperts iAutoFocus Main Grid Custom Views Work Order When you double click on a file in iAutoFocus another window will pop up and display the work order The work order is sepa rated into five sections by tabs along the top General Insur ance Line Items Totals and Payments General Tab The customer information and vehicle information has already been populated from the estimate You can enter more infor mation or edit fields such as email addr
15. displaying the technician on the main grid and the work in pro gress reports When you have completed entering information for the contact record press Apply at the lower right to save or Okay at the lower right to save and exit or the Add new icon on this screen at the upper left to save and add another contact of the same type Utilities The Utilities heading list two options to choose from Import and Export You will use The Import function to import estimate into iAutoFocus Collision Management Software from any esti mating software you currently use Note Importing estimates in iAutoFocus is discussed in greater detail in the Importing Estimates section of this manual NeweEra Confidential How to Use iAutoFocus 47 oe Thee ee ee ee en ee AAA ee o a e be pete tens Ak ee moss be mart cere be fer ot Ot et th mot s e oe lt a sr Ass ad od A AutoFocus Import Screen Exporting data from AutoFocus into QuickBooks is handled by clicking on the Export option Note Exporting to QuickBooks is discussed in greater detail in the QuickBooks section of this manual mm rela Be sqor electos ey Qu bport AS Soe e lagar rs from Dere y Perm f on Cum a Dute J Doa moner kz va Cota ee a PA A in ad o Epearen Tembr haret o dd em ns f A cede po i p uy Pepe re pre er ra 4 iAutoFocus Export Screen NeweEra Confidential How to Use iAutoFocus 48 Using AutoFocus Thi
16. is accessed by opening any work order and clicking on the Totals Tab at the top of the screen You can NeweEra Confidential 58 How to Use iAutoFocus view the Combined Estimate or Supplement totals by clicking on the appropriate radio buttons at the top On the left side of the screen available subtotals include de scriptions for Labor Parts and Other and are further broken down by units rates subtotal amounts tax percentages and tax amounts Rate and Tax Percentage columns can be changed in this screen by clicking in the appropriate fields and typing the new rate or tax percentage Once you click off of that line all totals will be recalculated automatically Note You can change the entire file to tax exempt by clicking back on the General Tab and clicking on checkbox entitled Tax Exempt and the top of the window AutoFocus Work Order Screen Totals Tab On the right side of the Totals Tab you can see Grand Totals for the file Any balance due will show in Red and Insurance Pay and Deductible amounts are listed On the bottom right side of the window you can assign a technician and a Secon dary technician if needed by clicking on the Primary filed next to the labor type you want to assign a technician for and using the drop down arrow to select the appropriate employee NeweEra Confidential 59 How to Use AutoFocus Payments Tab To access the Payments screen open any work order and click
17. is described in more detail below The following steps are required in order to use AutoFocus Version 8 Company Information General Ledger Codes The following steps are not mandatory but highly recom mended Security File Locations Departments PO Setup Purchase Orders AutoComplete AutoSave Scheduling The following steps are completely optional Invoice Setup NeweEra Confidential Getting Started with AutoFocus Zip Codes User Defined Fields Import Translation Company Information Screen The Company Information screen allows you to set general in formation about your company as well as global options for this database The General tab of the Company Information Screen is sr Pninsr Ars e Sea ndary Add LOk Debed monas On Of Daire Accounting System Lxport Formal gt juice hoo pictured below iAutoFocus Version 8 Company Information General Tab Enter your Company Name Federal Tax ID State Tax ID Phone and Fax Numbers on this tab If you intend to use the e mail facility in iAutoFocus to send e mails to your customers vendors and insurance companies you will need to fill in the SMTP Server and Reply to Address fields These fields allow you to specify your outgoing mail server and the default email address all messages will be Stamped with If you are unsure of your mail settings contact your e mail provider or NewEra Technical Support for additional informatio
18. load hours available per week You would do the same for Refinish Load and then enter how many cars per week your shop can handle in Car Load The scheduling threshold allows you to enter the percent in in crements of 10 at which you want to be notified you are ap proaching your preferred load capacity The percent you enter here will cause the scheduler to turn green at that level Other colors in the scheduler are blue low capacity and red ap proaching maximum capacity Once you have entered the appropriate information you can then decide whether to use the checkboxes or not to have the scheduler calculate recommended scheduled IN and OUT dates based on hours available and capacity AutoFocus Scheduling Load Hours Screen The Work Week is defined by clicking on the typical days you are open shown below and then entering how many hours you want factored into your daily job flow whether or not you want refinish hours included in the job flow how many months of scheduler history you want to retain and how many months into the future you want available AutoFocus Scheduling Screen Work Week Tab The Holiday tab allows you to set up holidays by simply enter ing the name of the holiday the date the number of hours and then click Add NeweEra Confidential 36 Getting Started with AutoFocus Hurd ey AutoFocus Scheduling Screen Holiday Tab The Vacation tab allows you to enter the
19. now make the changes necessary The informa tion will automatically relock when you close the labor costing screen Additional reports for labor costing can be found on the System Reports from the main navigation tool bar and then open up the Labor section of the report listing AutoFocus Left navigation Bar System Reports iAutoFocus System Reports Labor The Employee Time Worksheet in this section is the same as the worksheet that is found on the labor costing screen where payroll was verified The Labor Time Summary is an overview of all entries for all employees for the payroll period The Over NeweEra Confidential 85 How to Use iAutoFocus 86 Under Flagged Labor reports are useful to verify that jobs have not been closed with labor being overpaid or underpaid The Labor Allocation reports are used for you in preparation of payroll if you have previously allocated labor to technicians If you do not allocate employee times then these reports are not applicable to your shop With labor flagging complete the shops cost report for Com pleted Sales in the Financial section will display an accurate picture of profit and costs of labor as well as the Invoice Cost Analysis report accessed when you Right Click on any particu lar work order and choose Print Reports iAutoFocus System Reports Financial iAutoFocus Right Click from Work Order Invoice Cost Time Clock See Advanced Features Management I
20. tell the printer what row or column to start print ing on E g If you have a sheet of half used labels you can tell the printer to start printing on Row 5 Column 2 so you can continue using your inventory of labels without wasting Contacts All Contacts To add a new contact click on All Contacts on the left side then click on the Add New icon D a lt lon the upper left side of the screen The picture for the Add New icon looks like a blank sheet of paper On the upper portion of the screen select the type of contact that you are adding Business Individual Insurance Vendor Employee or Personal and then enter the pertinent informa tion for that contact record NeweEra Confidential How to Using iAutoFocus Advanced Features se iAutoFocus a m 5 AutoFocus New Contact Screen Note When entering vendors you will notice an account info icon towards the right of the screen below the id number where you can enter account terms used when exporting to accounting interfaces before clicking on the account info tab you will need to save the contact record by clicking on apply at the lower right When entering an employee there is a display field which de faults to the first name but you can choose to make that the ini tials or employee id if you would prefer This field is used for displaying the technician on the main grid and the work in pro gress reports When you have completed entering inform
21. to select the vendor before displaying the vendor invoice screen On the Vendor Invoice Screen you will enter the vendor Invoice and the vendor Invoice Date If a Profit is entered in the vendor profile setup then the cost information is already calcu lated based upon the list amount of the part If you enter a Profit and press TAB then the cost amount is calculated for each part based upon the list amount iAutoFocus Vendor Invoice Screen Edit Vendor Invoice Whether you choose to do it this way or to manually enter the costs on each line the choice is up to you To do it manually you will go through the lines and find them on the actual paper vendor invoice modify the list amount if necessary and enter the cost amount of the part It is easier to use the up and down arrow keys than clicking on each line and then entering the part cost Once you have been through the lAutoFocus vendor invoice and entered all the costs you should verify the invoice amount matches with your vendor invoice in hand If you have any parts that have a cost amount of O you will now remove those lines from the vendor invoice by clicking on the arrow on the left side of the line so that the entire line is highlighted and then pressing the delete button on the keyboard NeweEra Confidential 71 How to Use iAutoFocus An easy way to do this is to sort by the cost amount by clicking on the List Amount or Ex Cost cost amount column header
22. 0 hours of labor and a prior entry existed for the technician with 5 hours flagged and you add a flag entry it will default to a new entry with the remaining 5 un flagged hours If these hours are flagged from the work order they will be carried onto the payroll screen in preparation for payday Flagging labor before closing the file is a great way to ensure that all job costing is completed and veri fied prior to closing a work order NeweEra Confidential 81 Flagging How to Use AutoFocus When you are preparing for payday you can scroll down the main navigation toolbar to Labor Costing iAutoFocus Left Navigation Bar Labor Costing It will open and ask you for a From and To date for the payroll period All entries are displayed according to the flag date en tered The flag or Work Date will default to the To date of the labor costing screen With the dates set you can select an Em ployee from the drop down list and their entries that fall in the date range will be displayed on the lower portion of the screen If you have flagged labor for closed work orders then those en tries can be matched against their requested labor flags iAutoFocus Left Navigation Bar Labor Costing Employee Tab Partial hours requested for jobs still in progress can be added by clicking onto the Workorders Tab at the top of the screen You will enter the work order number or select the work order from the drop down tool bar Then selec
23. CONCERNING THE NeweEra Confidential PRODUCT OR ITS USE If you do not wish to accept the PRODUCT under the terms of this EULA do not install or use the PRODUCT 9 GOVERNING LAW The laws of the State of Utah U S A will apply to this contract 10 QUESTIONS Should you have any questions regarding this agreement or if you desire to contact NewEra Software for any reason please call 801 447 4707 or write NewEra Software 722 Shepard Lane Suite 104 Farmington UT 84025 Signature of Responsible party Name Company Title Address City State amp Zip Signature Date NEWERA SOFTWARE Quick Start User Guide 2010 NewEra Software 722 Shepard Lane e Suite 104 Farmington Utah 84025 Phone 801 447 4707 e Fax 801 447 4708 NeweEra Confidential Table of Contents Getting Started witht tAUtOl OCUS ica An ainia a aa AE tii 8 LA UOF OCUS VES A o ld amp Te YOU TONG W 00 TAU OF OC US O eu wheal sates A A a 8 TE YOUrVe Used TATION OCUS DECO laa e 9 IT CO techies ert tose ys AA tl Acta A OA lec tote ak Dal tie Gas at 9 Minimumi Hardware Require cits A A AAA 9 TIO WTO COVA SUD DONE E ab on tech labia tate 1 Getme started Manta a ios 11 For Customers with a Support CON A A tees 11 For Customers without a Support Contract oooooooooooooocnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnonnononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnno nono nnnnnnnnnnnnns 11 On site Training and SUpport o 11 IST O O S A cats seer ula os ogame x ee ence
24. Files that have been marked as Billed but have a balance owing in the Bal Due column will be dis played here Closed Invoices Files that have been Billed and Bal Due Column shows 0 00 or paid in full will be in this section Note Until the file is marked as Billed it will not display in any of your financial reports You would want to mark a file as Billed when you have finalized the sales price of the work done re gardless of where or not it is paid NeweEra Confidential 42 How to Use AutoFocus Reports This section provides a wealth of information using the data in iAutoFocus Simply click on the heading System Reports Doing so will bring up a window with numerous categories of reports shown below iAutoFocus System Reports Screen The plus signs to the left of each report category will expand when clicked and provide a list of reports available for that category shown below iAutoFocus System Reports Screen Choosing the desired report will populate the right side of the reports screen with options and filters to fine tune your report Once you have completed your options you can then Preview Export or Print your report NewEra recommends you spend some time in the System Re ports Screen to familiarize yourself with the many report op tions and incorporate ones most fitting to your shop strategy NeweEra Confidential How to Use AutoFocus iAutoFocus System Reports Screen Parts M
25. New Une Getting Started Information for Getting Started with iAutoFoc ision Man agement System Autofocus rsion 8 End User License Agreement NEWERA SOFTWARE IAUTOFOCUS VERSION 8 IMPORTANT READ CAREFULLY Be sure to carefully read and understand all of the rights and restrictions described in this NewEra End User License Agreement EULA This EULA is a legal agreement between you either an individual or an entity and NewEra Software for the AutoFocus software accompanying this EULA which includes the accompanying computer soft ware and may include associated media printed materials and any online or electronic documentation hereafter known as PRODUCT This agree ment must be signed by a responsible party and returned to NewEra soft ware prior to the installation and use of the PRODUCT BY INSTALLING COPYING OR OTHERWISE USING THE PRODUCT YOU AGREE TO BE BOUND BY THE TERMS OF THIS EULA IF YOU DO NOT AGREE TO THE TERMS OF THIS EULA YOU MAY NOT INSTALL OR USE THE PROD UCT SOFTWARE PRODUCT LICENSE The PRODUCT is protected by copyright laws and international copyright treaties as well as other intellec tual property laws and treaties The PRODUCT is licensed not sold 1 GRANT OF LICENSE This EULA grants you the following rights provided you comply with all terms and conditions of this EULA Software You may install use access display RUN or otherwise interact with no more than
26. Once you have been using AutoFocus for awhile and you have a good clean list to work from it is suggested to turn AutoSave off to prohibit us ers from adding unnecessarily to the list and to only use the available options The following lists are tracked in iAutoFocus Status A list of codes used to categorize Work Orders This field is frequently used to track customer service related sta tuses e g In Progress Needs Parts Needs Supplement Needs Authorization Needs Rental etc Generally if everything is go ing well with the work order the vehicle might not have any Status at all However feel free to use this field however you see fit in iAutoFocus Category This field is often used to track the referral type of a Work Order such as which insurance agent assigned the job customer pay job walk ins advertising customer referrals etc It is also useful to separate your insurance work by Assignment versus walk in or other method However feel free to use this field however you see fit in iAutoFocus NeweEra Confidential 30 Getting Started with AutoFocus Progress This list contains pre defined statuses used to in dicate the progress of a Work Order in a specific Department This list is used in conjunction with the list of Departments cre ated on the Department Setup screen It is commonly filled with items such as Not Started In Progress Completed and Awaiting Parts Progress can also be used to
27. Part Labels can also be printed from the menu Printing parts labels after a purchase order is generated it a great way to tag parts as they arrive and make sure that all parts are being han dled properly and associated with the appropriate work order The last option Show Documents allows access to any scanned documents stored with the work order Scanning ven NeweEra Confidential 75 How to Use AutoFocus dor invoices into your system and storing them in the docu ments folder will help you more efficiently track your parts and allow more people access to the archived information long after the vendor invoice has moved to accounts payable for process ing payments Although tracking returns and credits is typically done using the Returns option under Parts Management on the main man agement grid you can track them in the Return Screen as well If you select the Returns view radio button at the top of Parts Management there are new options on the right side of the screen AutoFocus Parts Management Screen Return View The first one is to Mark a part as Returned It will put Today s date on the returned date of the selected line The next option is to Mark Credited which also enters today s date into the Credited column indicating a credit has been received from the vendor Note The Add Manual Item is currently grayed out and not functional in this version but is an new enhancement coming which will a
28. Purchase Order with the previously selected parts pre populated in the form NeweEra Confidential 66 How to Use iAutoFocus AutoFocus New Purchase Order Screen Note The purchase order number is determined by your choice in the initial setup screen under File Setup and Purchase Order Setup Most shops use the work order number as the purchase order number To differentiate between orders and avoid con fusion your second purchase order created for the same job will have a 1 at the end The third purchase order for the same job will be appended with a 2 and so forth On the Purchase Order screen the Attention and Due fields are populated from the vendor profile but can be modified here if necessary The Shop Contact box is a free form notes area and whatever is typed in that box is remembered and brought into each sub sequent purchase order This is useful for entering comments that you want attached to each purchase order The Delivery Remarks and the Purchase Order Remarks are additional note fields however comments typed here are for this purchase order only Additional short comments for a specific line can be added by clicking on the desired line item and entering the information in the Notes column For the last step if you are finished you can click Okay at the bottom right of BOTH the Purchase Order Screen AND then the Parts Management Screen to sa
29. US NeweEra Confidential Getting Started with AutoFocus 13 AutoFocus Version 8 Help About Screen For information on contacting NewEra Software s Technical Sup port see How to Obtain Support Launching iAutoFocus Note if you are running the application on more than one work Station and this is the first workstation that has been upgraded you will need to ensure all other iAutoFocus users have exited the software at this point so that the data files can be upgraded You can start iAutoFocus Version 8 by either double clicking on the iAutoFocus icon on the desktop or by clicking on iAutoFocus on your program menu gt gt Y Y Y You will be prompted to enter a user name and password as pictured below Piease login to the Autofocus system by entenng your usemame and Password below Server hesiher posa Cc oompany MINOCUS X Remember Me Okey ance NeweEra Confidential Getting Started with AutoFocus AutoFocus Version 8 Login Screen After entering your username and password click on Okay to login to iAutoFocus Please note that username s and passwords are NOT case sensitive Creating Your Database Creating a New Company Follow these short steps to create a new shop database gener ally your Support Representative will assist you with this proc ess 1 Launch AutoFocus Version 8 either by double clicking on the AutoFocus Version 8 icon on your desktop or b
30. User Defined Fields Screen Note If you are using CIECA you must use these defaults It is not necessary to modify these labels unless you are install ing a customized version of the iAutoFocus If changes are made accidentally click reset defaults to populate these labels on the Profile Fields tab and do the same on the tab called Service Item Fields then click OK to exit Also on the Profile tab are Grid Tracking Symbols You will see a circle a rectangle and a triangle Each of those shapes can ei ther be red Needs to be Done Blue Being Done or Green Completed These fields can be changed however generally these are used to track sublet items such as alignments glass installations and other NeweEra Confidential 33 Getting Started with AutoFocus Import Translation Screen The Import Translation screen allows you to setup translations which will move a Line Item from one income account to an other AutoFocus Import Translation Screen To add a new item to translate scroll to the end of the list and look for an empty field Click in the field and enter the words you want AutoFocus to search for Using the wildcard symbol either before or after your description will ask the system to search for items that contain your description before or after other words In the Convert to Code column use the following format to tell AutoFocus how to translate line items Line number you wan
31. a O E ie ee we ss AA i 10 tv eet oe ee r Wha eves ee gt ci ieee tee ce ae PA P Diet Care TD Coe AutoFocus Time Clock Punch Log For added security for the technicians using the time clock a PIN can be entered into the Employee Contact information as described in Employee Setup NeweEra Confidential 96 How to Use AutoFocus io oe lL ES Se Compton Jerry ela aa i wae ti Miss me eve 8 4 n A laa E di ou To de la as an Milim A tion oe A Aw iAutoFocus Time Clock Employee Pin Note Time on a work order of less than one minute will be dis carded Also the employee has no ability to modify their time entries from within the time clock Should you need to modify a time entry you can do that from within the Labor Costing screen as described above Additional time in and time out entries cannot be added in the labor costing screen only modified If you need additional time entries we recommend that the tech punches into the job and then out a minute later so that entry can then be modified From within the time clock the technician has the ability to print a Repair Worksheet for the job he is punched into or a work sheet for all his labor assigned to him Under the Reports icon in the time clock are Job Track reports Additional Job Track Reports are available from the Left Naviga tion Bar under System Reports as well From here most shops will print the Job Hours by Employee for t
32. already uninstalled iAutoFocus on this computer you will use the following method to install iAutoFocus Version 8 Downloading iAutoFocus Version 8 from the Internet By Appointment a NewEra Support Representative will download iAutoFocus Version 8 from NewEra Software s website and browse to the folder where you saved the file using Windows Explorer or other browser The Support Representative will ex tract its contents to a specific location and help you with your company s setup Obtaining the Latest Software Upgrade Updates for iAutoFocus can be obtained by browsing to the fol lowing address using Internet Explorer http www newerainc com support html After downloading any updates double click on them in Windows Explorer then click Unzip to install them iAutoFocus will then be updated This process needs to be repeated on each station that has iAutoFocus installed Note iAutoFocus must be closed on the workstation being upgraded or you will receive an error If You re Updating an Existing Copy of iAutoFocus If an older version of iAutoFocus is already installed on this sys tem you may need to uninstall the old version of iAutoFocus before you can upgrade to Version 8 You can check which ver sion of iAutoFocus is installed by clicking on Help About on the iAutoFocus menu The release number is located in the black bar at the top of the window as pictured below X Venws Phebe SUID 1 JT Mera SAF o AUTOFOC
33. anagement The Parts Management section of the Left Navigation Bar is re served for all functions regarding parts This is where you maintain Purchase Orders Vendor Invoices inventory and Returns You can easily view parts that need to be ordered in Order Parts see parts that have already been ordered in All Parts Ordered and all parts that arrived in All Parts In More detailed information on how to use Parts Management is pro vided later in this document Labor Management Labor Costing provides an area to assign employees to jobs flag hours and keep track of payroll Additionally the Time Clock feature is provided for employees to track time on jobs break and lunch time vacation and holidays More information on how to use Labor Costing and the Time Clock is provided later in this document Management The Management heading on the Left Navigation Bar provides three options to choose from The Receivables heading pro vides a management screen with all current and aging receiv ables Using this screen provides you with all the tools you NeweEra Confidential 44 How to Use AutoFocus need to collect monies owed by customers The Dashboard heading displays a pie chart for your Work in Progress Different charts can be displayed by changing the options on the screen f ligere as DANDON A Wet n Prepess jawe Cloeing Aro Aushoured i 100 848 50 eer y EA il E gt y i iAutoFocus Dashboard Sc
34. and then you can click the first line with a cost of O and press the delete button until all the lines are removed that don t have a cost associated with them that don t belong on this vendor in voice Note In the original Setup there is an option under Company Information to Automatically Generate Supplements in PM Parts Management If you have this option selected then the line item amount will be changed and a supplement will be cre ated for all parts price increases Most shops do not have this option selected as they typically will go back to the estimating system and process their supplements there and then transfer the file back into the management system For more informa tion contact NewEra at 877 447 4707 about Supplements In the Vendor Invoice Screen there are some options on the right side The Add Line from WO Work Order will allow you select additional lines that might have been missed when origi nally selecting the lines for the vendor invoice If you do not see the line you are looking for it is because it either does not exist on the estimate it has been received on another vendor invoice or it is has been ordered from a different vendor If the part was received on a prior invoice and then was returned it will be available again to select or if it was removed off the purchase order for the incorrect vendor then it will be available again to select AutoFocus Vendor Invoice Screen Edit Vendor Invoic
35. ation for the contact record press Apply at the lower right to save or Okay at the lower right to save and exit or the Add new icon on this screen at the upper left to save and add another contact of the same type Labor Management Time Clock Shops that will use the time clock feature within lAutoFocus for technicians to punch in and out of jobs will open the time clock NeweEra Confidential 94 Use AutoFocus from the Left Navigation Bar or open the time clock application from the iAutoFocus folder located in your program files folder pS iAutoFocus Left Navigation Bar Time Clock A With the time clock open you can set it for initial use by clicking File at the top left of the screen and choose Synchronize Em ployees to have the employee list refresh with any new employ ees entered into iAutoFocus under Contacts Beta ery Eom Compton Jason iAutoFocus Left Navigation Bar Time Clock Note Synchronize RO s will happen automatically but if a tech nician is looking for a work order that doesn t appear to be available they can try clicking that icon Remember a work or der will not be displayed if it has not been marked Arrived at the shop or if it has been marked Delivered Under Setup you can setup descriptions for your labor types and the description that will be used to update the work order with the progress of the job to describe that labor type The defaults are usually adequate for most shops
36. click on the depart ment and use the Arrow icons to move the department up or down to your desired location To completely remove a department highlight the department and click on the Delete icon Note Once you have appropriately set up your departments keep in mind that any changes will affect all current jobs It is recommended that you never delete sequence number 1 or the last department in your list Deleting those sequences can cause jobs to be moved into the wrong department To prevent this from happening use the method in the following example If you need to delete the first sequence we recommend instead that you change the name of sequence 1 to match sequence 2 and then delete sequence 2 The columns entitled Mail to Customer and Mail to Insurance will allow you to browse your letter files created in the Letters amp Labels section under Management on the left navigation pane in iAutoFocus by clicking in the appropriate field and select spe cific letters to be automatically emailed to customers or insur ance companies when the cars change departments The Foreground and Background color columns have already been defaulted for you These colors will help identify what de partments the cars are in Although not recommended colors can be changed by clicking on the appropriate field and select ing the colors of your choice PO Setup Purchase Orders Screen The PO Setup screen allows you to spec
37. d If your technician is being paid for a miscellaneous entry that is not part of a work order inside iAutoFocus then the Add New Miscellaneous icon can be clicked at the lower left to add an entry for work performed on cars that were prior to the use of AutoFocus for vacation time or other miscellaneous pay items Some shops pay on a sliding scale and the pay rate for all en tries can be modified on this screen depending on the hours produced by clicking into the pay rate field iAutoFocus Employee Tab Create New Labor Miscellaneous Record Once all the entries have been verified as being correct you can click the Print icon to print a worksheet to provide back to the technician You can choose to have it include a summary of time available for the work orders flagged or you can Exclude NeweEra Confidential 84 How to Use AutoFocus the Service Items from being displayed on the print out by clicking on the checkbox To protect your payroll entries that have been verified from being modified or deleted we recom mend that you click the Pay icon at the bottom right of the screen This will mark the Date Paid field with today s date and protect those entries Note Should you need to change an entry that has been marked paid you will need to have full labor privileges and you can se lect the employee that you want to modify then press the F10 function key then click on the date paid field of their time en tries You can
38. dentified files to import you may click on Import at the lower right to begin importing estimates Some new customers will discover hundreds of import files that have been created over years of using their estimating system when first viewing the import screen You will want to choose Purge files rather than import otherwise you will import many unnec essary files that will need to be deleted one by one later Purge NeweEra Confidential 50 How to Use iAutoFocus files will delete the file to be imported without importing it into the system It will not delete the file from the estimating system It will only delete the EMS Export file that had been created Another option on this screen is a check the box located on the left side of the file to be imported titled Skip This will make it so when checked the estimate will be skipped and not imported into the system It will remain available to import when you re turn to the estimate import screen You are not able to highlight a single line to import When you click import it will import all estimates listed with the exception of items marked skip You also have the option to manually type the work order num ber to an estimate on this screen If you do not already see a work order number on the estimate but know that you have as signed one in the estimating system then go back and check the option in Setup Company Information Use Estimating System RO s and then open the Estimate Imp
39. e The Add New Line option is not one that is recommended for the typical collision repair center as it will actually add a line to the estimate Therefore if you are using an estimate system it will no longer match the estimate that was created We recom mend that the line be added to the estimating system first re import the estimate then select it from the Add Fine from WO option Lines that are marked red indicate that they are or NeweEra Confidential 72 How to Use AutoFocus phaned from the charges on the estimate either because they were deleted from the estimate or the part number was changed in a way that the system no longer recognizes it as the same part The Backorder Line option will remove it from the vendor in voice and update the status of the part to being back ordered Note The part must actually be ordered in the system first be fore the Backorder Parts option will be available to click on The Return Line option will move the part to the return man agement section where its actual Return Date and Credit from the vendor can be tracked When you click on Return Line a list of commonly used reasons indicating why a part is returned are shown such as not used damaged not needed etc for why a part is returned can be edited or added to If you want to add to the list of part return reasons this can be done in the initial setup screen File Setup AutoComplete AutoSave Returned Parts section
40. e Letters and Labels screen displays options to design and store commonly used letters to email or mail to customers and insurance companies Additionally the ability to print envelope labels help keep you efficient and organized NeweEra Confidential How to Use iAutoFocus 90 From the Left Navigation Bar Click Letters amp Label and the Let ters Screen will appear On the left side of the window you can choose whether you want to work with Letters or Labels by se lecting the appropriate radio button AutoFocus Letters Screen To work with Letters select the Letter radio button then choose the letter type from the drop down Initially you will need to create any commonly used letters by clicking on the New Letter icon you can Edit any letter by selecting the letter from the list and clicking on the yellow folder A window will appear asking you to name the letter you are cre ating with one word Enter the name of the letter and click OK AutoFocus Letters Screen New Letter NeweEra Confidential How to Use iAutoFocus A Rich Text File RTF window will appear where you can type edit and save your letter Work Order specific fields can be se lected from the right side to personalize your letters Di c o rar gt tae 5 BA E L Y appii e er f REEE Y 48 i see di ri r CG AJ ud ds Y Note We recommend creating your letter in Microsoft Word or another word processin
41. e a date by which work orders on or before that time cannot be accessed without entering the cor rect password also set up here The Accounting System Export Format option should be left at the default position unless directed otherwise by NewEra Soft ware technical support department Enter your shop s address information on the Primary and Sec ondary Address tabs Note that Secondary Address was created for companies with a mailing address that was different from their physical address However many shops are required to in NeweEra Confidential 18 Getting Started with AutoFocus clude EPA and BAR numbers as part of their address If you wish to do this then you will need to enter your address into the Sec ondary Address section and your EPA and BAR number into the primary address lines so that it appears correctly on your print outs Disclaimers to be printed at the bottom of your Estimates Workorders Invoices Purchase Orders and Reports can be modified on the Disclaimers tab as shown below E g On esti mates some collision center owners choose to add a disclaimer such as This is only an Estimate and does not cover additional parts and labor that maybe discovered later AutoFocus Version 8 Company Information General Tab Security Screen The security screen allows you to create users and set access rights for that user By default there will be two or three users already set up for you admin sa
42. e certain to put a sales tax rate on any code name that starts with Taxable regardless of whether tax in your area is calculated on that income type The labor rates entered are used when hand writing an estimate in AutoFocus and will not override the rate s you have set up in your estimating system NeweEra Confidential 22 Getting Started with AutoFocus It is recommended that under the QuickBooks Income Name QB Income Name column you combine Rows such as Taxable Parts and Non taxable Parts and call them both Parts in that column Do the same for Taxable Sublet and Non Taxable Sublet and change the QB Income Name to be Sublet for both Taxable Other and Non Taxable Other can both be renamed Other in the OB Income Name Column The next column is reserved for Quick Books Cost of Goods Sold COGS Name E g If your parts name in QuickBooks cost of goods sold is called Parts Costs enter that here The column heading Labor is used to distinguish which income accounts are available for your use in labor costing and payroll to technicians Just change them to No or Yes to indicate appro priately The Export Accounts tab pictured below allows you to set the name of your state s tax agency for export to Intuit s Quick Books accounting software Users will complete any necessary fields most will default appropriately The only field that gere nally needs to be edited by the user is the Sales Tax Agency f
43. eee ena uee ecm aee 2 It You re Installing a New Copy of Atos ca 12 If You re Updating an Existing Copy OLLA FOCUS ii ii 12 LAICA CO FOCUS o o tl o 13 CLONES OUP TIANA edo 14 Create a NEC OMPI dit 14 EOI o Peon o ilo tots tite teh es 15 Company Intormation SCLCEN ara ridad 16 SS COPY Cl COM spas r r a aa Unuud cdo euaentl dese Uomead seiausoiaduetateeantasiulsdae seledsareisarad 19 General Esdocr Odesa di iio 22 File Locations SOS E T 24 o e O ae eee ee ee ee 25 DEPartments Scroll diia 26 PO Setup Purchase Orders Screen a a ot iat at A 28 AutoComplete AUtoSa ye creci ae 29 IE A a tied is bas 32 SCT CLM eae IGS SCR rr Ir cit testes etenmianmernatinenies 33 Import Translation SCtCeM scissile a ech a oi als le ATO neh cnet date heated 34 A nen nee eset a er Mere eee et re een Oe a a ee 35 IA nto FOCUS OV CEVICW A ado 40 TE CIEN OVICGIION Bar IVC VIEW A A AAA ciated Si OAA 40 a eee ane Renee we ee eee ee ene ne oe ene r ene eer oe eee ere 4 A ee Aa ad ch alc Aa a are oak ioe ao 4 Completed Woks mene eee nese nner tee Pere e ad 42 A ana E N E AEA N E N A E E E 43 Parts Mane e MEN a A E E E T 44 Labor Minas att a 44 E A O E E Ua I A A EAE EA E E S santas 44 CONACS e E E N E N 45 A a a laut a E E tes ahubecitn dy Gemiandnaaineediamanns 46 SING TAUF OCUS aitaa EEE a E a aa 48 Lamo NEO AWOR OCUS creen a a a a aa RA 48 TPO OE S AVES A ticos 49 Poss DIS ENOS dla 51 OVC TUT OCICS S a A ds J2 File SC ALC ita oa aid dos 52 CUSTOM Mt oa Ta 53 AA
44. email address Note If this function is not working then you need to enter an SMTP server in the initial setup screen of company information File Setup Company Information If you do not know your SMTP server or do not have one then type mail land1 com in that box You can also enter a default reply to address for pur chase orders in this same setup screen We have found that when sending a purchase order to a vendor it is sometimes helpful to use the semi colon after the vendor s email address then enter your own email address and that way a copy is sent to your email system as well As a reminder at the bottom right of the purchase order you can click Okay to save and close the purchase order If you press Cancel the purchase order will be discarded When you click Okay on the Purchase Order Screen you will be returned NeweEra Confidential 68 How to Use AutoFocus the Parts Management Screen where you still have to click Apply or Okay to close Parts Management and save the purchase or der If you Cancel out of Parts Management all entries entered will be discarded Once the purchase order is created you can now see that the lines are changed from RED to YELLOW indicating that they have been ordered You can now repeat these steps until all parts have been or dered Parts that are received internally are usually left in a not ordered state until the job is closed Note This works if the pa
45. employees name va cation start and end dates department and how many hours to pull from the scheduler Once all information has been entered click the Add button To remove any vacation simply highlight the item and click Delete Doing this regularly will allow you to pre plan any shortages in staff and automatically adjust the scheduler accordingly iAutoFocus Scheduling Screen Vacation Tab Once all entries have been made you can access the scheduler by clicking on the calendar icon Cex 68 4450 BD on the main toolbar The Scheduler displays the current month and day then depend ing on information previously entered during the setup you can 2 e dd October 2009 oo t res Fens e Getting Started with AutoFocus AutoFocus Scheduler The search fields at the top of the scheduler allow you to enter criteria for locating a particular Work Order Customer Vehicle Description Body Style Paint Color or even Insurance Com pany The arrows i to the right of the scheduler will expand or condense the size of the scheduler and the information that is shown When you click on a specific date in the scheduler all the jobs being worked on that day will populate in the portions below the calendar indicating the job information and hours associated with that date iAutoFocus Scheduler Lower Portions The Weekly Load Section of the Scheduler shows either Percent ages or Hou
46. en Parts Management Button NeweEra Confidential 64 How to Use AutoFocus Once Parts Management is open you can change the order in which the columns are shown by clicking and dragging the col umn heading to the preferred location Further you can click any column heading and the list will sort in order by that head ing Click the heading again and the list will sort in reverse or der Parra V o A 37 4 os b ze r Only iAutoFocus Parts Management Screen The Show Parts Only checkbox at the bottom of the screen will display only line items for the work order that have a charge on the part line which includes all parts sublet or material charges At the top of the screen you can use the Current View Radio Buttons to toggle between the work order Line Items Purchase Orders Vendor Invoices Miscellaneous Costs and Returns AutoFocus Parts Management Screen Current View Radio Buttons On the right side of the screen you can access many functions for the processing of parts The first step is to select the parts that need to be ordered from a particular vendor The easiest way to accomplish this is to click on the Part Type column heading to sort your list then se lect each part needing to be ordered by that vendor To select NeweEra Confidential 65 How to Use iAutoFocus individual items click on the first part then hold down the Ctrl key while selecting any o
47. erienseshcaesateas sasha aaa alae 114 MENUS COTE SOS da aes 115 ENTER TAO AA a e a een 116 NeweEra Confidential NeweEra Confidential Getting Started with AutoFocus Getting Started with iAutoFocus Welcome to NewEra Software s iAutoFocus Collision Manage ment System a complete integrated management system for the auto collision shop Version 8 of iAutoFocus introduces many new features to the iAutoFocus product including im proved cycle time tracking better workflow management and improved reporting When installing iAutoFocus for the first time you will need to make several choices This manual will guide you through the process of installing and configuring iAutoFocus Collision Man agement Software iAutoFocus Version 8 iAutoFocus Version 8 is the most reliable easy to use and man age version to date Enhancements to iAutoFocus allow you to better track cycle time and job status throughout the repair process Additionally iAutoFocus Version 8 streamlines many processes enabling you to spend less time managing jobs in AutoFocus NewEra Software makers of AutoFocus has been producing collision and mechanical shop management software since 1984 Version 8 is the latest incarnation of AutoFocus NewEra Software s collision management software If You re New to AutoFocus If you re not familiar with iAutoFocus it s easy to get started The following illustration shows the main iAutoFocus screen or
48. esses and phone num bers On the top right of the screen the work order Tracking Info section you can use the Category drop down to select or enter how this job was referred to your shop You can also NeweEra Confidential 54 How to Use AutoFocus change the Status Department Service Rep or Progress re lated to the Department of the job right from this screen AutoFocus Work Order Screen General Tab The colored boxes help you identify where the vehicle is cur rently in relation to the dates you entered on the Date Info sec tion defined below If you click on the Date Info radio button important dates will appear allowing you to check off and modify crucial information relating to this estimate job only AutoFocus Work Order Screen General Tab Date Info Radio Button Of all these dates there are only a few that are critical to the use of iAutoFocus 1 The Authorized date indicates the day that the estimate is turned into a job or work in progress Without an authorized check or a date in that file it will not be part of your Work In Progress group on the left navigation bar 2 Once a file is marked Delivered it is moved out of your Work in Progress screen and goes to the All Completed Work 3 Once a file has been marked Billed it is moved onto the fi nancial statements and the sales records for iAutoFocus NeweEra Confidential How to Use iAutoFocus The other fields Scheduled In
49. et up you echr etetrete parrot Cestoesiring Qeit hooks tor poor berners Ot Ot te pete in a Me ee a eee Be Ml teed et e tees to DIO e ene Ts geao wt eee A ee e A A A oe NP ccemeee A aa e l wt PD ww ee ae hee ee sheers ee AAA A A ce eo ee ee AA AX ee ee ey ne AULA pa aie ee o a a a e a A y CM oe ees See ow em om CRD a mum De pre wert te este esbaraaios i Jate h Arris a A a ek A A AAA A es a ms e ed ae O men cl Ae un Deo mee eee tee eroe me dr ow msaa Cot Oe ee 0 eee eee eee md et A PAA them ow ares ee o Ft ee ee a A a Pe cl Wem meere es ees NeweEra Confidential How to Use iAutoFocus a Peme owe Jeweg sletewserts in Jat b Rosts B s os srw Se cheep arenes owes ee eee mo ee eee oe eee wo oe te A AA de e ere e de a e ee eet Te ns O pa e a e a e e A 1 1 A a a UI A AA tera A ia ra eee oeo lrg ot et re ems om o o ee De pos cet Com cds A A de Ll Olei auret em ro oe ms ot Oe A ee ee Se ae oe oe 104 Umung sales receipta in QuickBooks sa AA AAA n mm ert pram ae wee we te re A oe A a Da ne ee et ee y tee ps y et a Y eee et me ete ete o pe Oe un omer ts ns ere gt m awm Marinos dOh yuu wre ey de e oe mr a a ert oe a re ee ee ee nee a o te ewer we o Se w eet ee ee Cerri gee ee e te o m tm da Wen mrt ses eee YE Ped 188 Se A E AM
50. ffered to you by NewEra shall be considered part of the PRODUCT and subject to the terms of this EULA unless this EULA is superseded by a further EULA accompanying such replacement or modi fied version of or upgrade to the PRODUCT In the event that NewEra offers a replacement or modified version of or any upgrade to the PRODUCT a your continued use of the PRODUCT is conditioned on your acceptance of such replacement or modified version of or upgrade to the PRODUCT and any accompanying superseding EULA and b in the case of the replacement or modified PRODUCT your use of all prior versions of the PRODUCT is terminated 3 TERMINATION Without prejudice to any other rights NewEra Software may terminate this EULA if you fail to comply with the terms and conditions of this EULA NewEra Software may terminate this EULA by offering you a superseding EULA for the PRODUCT or any replacement or modified version of or up grade to the PRODUCT and conditioning your continued use of the PRODUCT or such replacement modi fied or upgraded version on your acceptance of such superseding EULA In addition NewEra Software may terminate this EULA by notifying you that your continued use of the PRODUCT is prohibited In the event that NewEra Software terminates this EULA you must immediately stop using the PRODUCT and destroy all copies of the PRODUCT and all of its component parts 4 COPYRIGHT All title and copyrights in and to the PRODUCT including but not li
51. from the price you paid estimate price and supplement price quan tities part labor and refinish times NeweEra Confidential 57 How to Use iAutoFocus You can use the toolbar at the bottom of the line items screen to add or modify line items on this workorder AutoFocus Work Order Screen Line Items Tab Toolbar The first icole will add a new line the yello Hlfolder will allow vou to open the highlighted line item same as double clickitrg on a line item and the red X will delete the high lighted line item 123 allows you to re number line items E g If you click the first icon to Add a new line item it will automatically add the item to the end of the list If want to move that item you can double click on the line item change the number in the Line field to the correct number close the line item and click the 123 icon This will resort the list by number placing your new line item where it should be AutoFocus Work Order Screen Line Items Tab Two additional buttons appear on the bottom of the line items screen near the center of the page One is an alternate route to Parts Management also accessible by right clicking on a work order and choosing Parts Management of clicking on Parts Management directly from the left navigation bar and the other Print Labels provides a handy tool for printing different types of parts labels to help keep track of your part inventory Totals Tab The Totals screen
52. g program first That way you can change font styles colors and complete a spell check prior to copying and pasting your letter into the RTF window Once your letter is finished click Okay to save In the main Let ter Screen choose the letter you just created from the drop down Using the option in the From Select and Parameters boxes determine which customer you are sending the letter to From In the From section choose either Estimates Work Orders Invoices AutoFocus will pull information from Pending Work Work In Progress and Completed Work or Profiles AutoFocus will pull information from your Contacts section Select Choose one or more boxes in this category When you select Estimates Work Orders and Invoices in the From section your choices in this category will be Esti mates Pending Work Work Orders Work In Progress Invoices Completed Work or All of the Above When you choose Profiles in the From section your choices will be all your types of contacts Individuals Businesses Vendors Insurance Companies Employees Personal All of the Above NeweEra Confidential 91 How to Use AutoFocus Parameters This section will only be listed when you have selected the Estimates Work Orders Invoices radio button Here you will set parameters for your letter by en tering a Begin Date and End Date and choosing the radio button associated with those dates Estimate Date Scheduled Out Date Sc
53. grid which appears when you start up iAutoFocus The main grid gives you quick access to common information such as the number of jobs currently in the shop and general information about each one From the main grid you can also easily access more detailed information and perform other tasks such as la bor allocation and parts ordering You will find that as you get familiar with just a few steps initially then the rest of the pro NeweEra Confidential Getting Started with AutoFocus gram will become easy for you to navigate and explore on your own er _ _ _ 7 wae E AutoFocus Main Screen If You ve Used AutoFocus Before If you ve worked with earlier versions of iAutoFocus before the transition to Version 8 should be smooth and easy You should be able to navigate the program as you did prior noticing the additional features designed to enhance your ability to manage your shop Before You Begin Minimum Hardware Requirements Before you install AutoFocus Version 8 make sure your com puter meets the following minimum hardware requirements 1 GHz processor or faster 256 megabytes MB of RAM 200 MB of free hard drive space 28 8k or faster Internet connection SVGA 800x600 True Color capable video card CD ROM Drive Internet Explorer 6 Windows 2000 Service Pack 3 or later or Windows XP Home and Professional Editions NeweEra Confidential Getting Started with AutoF
54. he day or the pay pe riod The Work Order Efficiency reports are also useful to use to gauge the employees performance for the pay period or the month Load Based Scheduler Scheduler Features The Scheduler is the best way to schedule vehicles to maximize efficiency and productivity During initial Setup users will enter information about how many technicians work in each depart NeweEra Confidential 97 How to Use AutoFocus ment how many hours they work and how many cars per week your shop can handle The work week is defined what days of the week you are open as well as holidays and employee vaca tion time Once all entries have been made in Setup for the Scheduler you can access the scheduler by clicking on the calendar icon on the main toolbar The Scheduler displays the current month and day then depend ing on information previously entered during the setup you can q October 2009 AutoFocus Scheduler The search fields at the top of the scheduler allow you to enter criteria for locating a particular Work Order Customer Vehicle Description Body Style Paint Color or even Insurance Com pany The arrows i to the right of the scheduler will expand or condense the size of the scheduler and the information that is shown When you click on a specific date in the scheduler all the jobs being worked on that day will populate in the portions below the NeweEra Confidential 98 Ho
55. heduled In Date or Out Date ems gt 4 gt 24 gt e pu AutoFocus Letters Screen ThankYou Letter Use the buttons at the bottom of the screen to tell AutoFocus what to do with the selected letter and list of recipients Select All Selects all recipients to send the letter to can also use your Shift or Ctrl key on your keyboard to select names Clear All De selects any names you have highlighted from the list Bulk Email If email addresses are on file this button will automatically send the selected letter via email to the re cipients without previewing Email If email addresses are on file this button will bring up a preview window of the email prior to sending If no email address exists you will receive a pop up to enter the email address into Preview Displays a replica of the selected letter with all work order specific information populated From here you can save or print Print Sends the letter to all selected recipients directly to the printer Done Closes the window NeweEra Confidential 92 How to Use iAutoFocus 93 Labels are handled in a similar fashion but now instead of let ters you can print address labels for the same list of recipients At the top of the Letter Screen click the Labels radio button A list of commonly sold labels is already loaded for you Select the desired label type from the drop down Bj ua mm AutoFocus Letters Screen Labels Note You can
56. hose matching the criteria entered NeweEra Confidential How to se iAutoFocus 116 If you know the Contact ID number or Work Order Number you can type it in the box at the upper right labeled WO and that will search and open the file number entered This option is not available when viewing Pending Work In addition while veiwing Work in Progress you can search for departments within a range by using the Department From and To filter boxes Note Searches will not function in Work in Progress for files that do not have a Department set because the Department search is triggered at the same time other searches are being made On the title bar for each selection displayed are the field titles for the items displayed You can click on any column heading to sort that search by the column desired If you click the same column heading a second time then it will do a reverse order sort You can also reposition the column headings displayed by dragging the column heading to the appropriate position where you want it displayed Note Depending on the size of your monitor additional fields might available further to the right of the screen Make sure to use the scroll bar to view all the available columns These columns can be placed in view by dragging and holding toward the left of the title bar until the screen begins to move back toward the left The column positions that you move and the sort order you select will be remembered for yo
57. ield to be the name of the Sales Tax Agency in your state The Class checkbox will allow you to export every category in AutoFocus as a different income class in QuickBooks Addi tionally the blank field below that option allows multiple shop users to separate shops income by a name given here gener ally the name of the city or the street this particular shop is lo cated on The industry standard Default and recommended format for the field QB Export Format is Last Name First Name Export Vendor Bills as Items is not commonly used but allows you to get detail information into QuickBooks Load Factors If the user clicks the Enable checkbox when an estimate is imported iAutoFocus will take your determined percentage of the entire estimates labor and move it and into another category of your choosing E g Some shops need to al locate a certain portion of Labor for Car Detail In that scenario the user will click on Enable Name the Line Item Description as Car Detail and type in the desired percentage in the Percent field The user would then need to choose the proper Taxable and or Non taxable GL code based on whether Labor is taxable in your state NeweEra Confidential 23 Getting Started with AutoFocus Clicking on the Export to QB button will create a standard QuickBooks import file containing a list of accounts to be added to the QuickBooks chart of accounts Import this file using QuickB
58. ify how Purchase Orders are numbered in the AutoFocus system NeweEra Confidential 28 Getting Started with AutoFocus AutoFocus PO Management Setup Screen The first panel of options allows you to define a standard prefix applied for Purchase Orders The options allow the PO Number to either be prefixed with the first three letters of the Vendor s name or to be prefixed with a set of predetermined letters such as the initials of your shop The second panel allows you to control how the main PO num ber is generated You can either choose sequential PO Numbers or to use the Work Order Number as the PO Number When us ing the Work Order Number as the PO Number iAutoFocus will automatically append a 1 2 e g as needed when there is more than one PO The default is to Use the Workorder Number as the PO number and is also the recommended format AutoComplete AutoSave Screen The AutoComplete Auto Save Settings screen allows you to modify various lookup lists used by AutoFocus as well as to set whether AutoFocus will automatically store new entries in these lists NeweEra Confidential 29 Getting Started with AutoFocus AutoFocus AutoComplete AutoSave Screen The Enable Auto Complete option sets AutoFocus to auto matically complete your entries as you type them where these lists are used The Enable AutoSave option instructs AutoFocus to save new entries that do not exist in the various lists
59. ill search for files that include the letters chev in the file such as Chevy or Chevrolet Users could also enter letters such as Will Aut NeweEra Confidential 52 How to Use AutoFocus oFocus will search for first and last names that begin with those letters and return files such as William Williams or Willy You can also look for a specific word order number by clicking on either Not Authorized All Work in Progress or All Completed Work from the Left Navigation Bar Then enter a work order number in the Search box and iAutoFocus will return results based on that number If you do not know which department the work order is in you can type the work order number in the WO Field iAutoFocus will search the entire database for that number and return any matching results Cc gt iAutoFocus Search Fields and Filters To refine a search you can use Date and or Department filters on the toolbar below the search box iAutoFocus Search Fields and Filters By choosing a From and To date on the Date Filter you can nar row your search of a file based on the Authorized dates Addi tionally if you have an idea of where your file might be in rela tion to your shop s life cycle you can narrow the search by the department it is in Simply choose appropriate departments from the From and a To pick lists in the Department Filter and iAutoFocus will return results of based only on those depart ments the ones
60. import in formation about betterments appearance allowances and unre lated and related prior damage as a payment note on the work order screen Anything that will affect the amount of the de ductible will show here when this option is checked The Close RO with Unpaid Labor option will affect what hap pens when you mark a job as billed and send to accounting Checking this option will allow you to indicate Yes want to Close the RO with Unpaid Labor or leave it unchecked to indicate No do not want to be able to close the workorder until all the Labor has been recorded and paid The Protect Work Order Fields option when checked will re tain the customer information and address fields in AutoFocus and any changes made in the estimating system i e to a name or phone number will not overwrite what is in AutoFocus if re imported into the system E g This is helpful if a field was left blank in the estimating system like a customers phone num ber and then an AutoFocus User updates the phone number The Place Notes Cursor option allows the user to choose start or end depending on whether they prefer to add the newest notes to a work order at the beginning of the note field or new est notes and the end The Locked Billed Invoices on or Before date field This is relatively the same option as Password Protect RO s option above you can only choose one or the other but this option al lows the user to determin
61. int add modify and or delete for each item listed More information follows The Admin privilege for which you can only select the View option which in this case means Yes gives the user Administrative privileges they will be able to add change or delete anything in the system and can access all setup parameters The Management Setup privilege allows the user access to the setup wizard enabling them to modify all setup in formation To turn this permission on for the user click View Yes The Import Export privilege allows users to import esti mates from your estimating system s Only the View Yes option can be selected for this privilege The Management Reports privilege allows a user to print out reports associated with shop management such as labor and payroll information Only the View Yes option can be selected for this privilege The Production Reports privilege allows a user to print documents directly associated with a work order The In voice Parts Worksheet Estimate and Supplement Reports are all examples of Production Reports Only the View Yes option can be selected for this privilege The Payments privilege allows a user to view print add change or delete payments as specified by the options chosen The Profile Contacts privilege allows a user to add change or delete contacts as specified by the options cho sen The Estimate Work Order and Invoice privileges allow a user to view print
62. llow the user to manually add a returned item in this screen The last option is Delete Item Deleting a part from the returns screen will put it back onto the vendor invoice it came from and remove the part from needing to be returned NeweEra Confidential 76 How to Use AutoFocus Labor Management Labor Costing The first step in costing labor within iAutoFocus is to set up new employees and their pay rates Scroll down on the left naviga tion toolbar to Employees under the Contacts Section Lontacts All Contech Dumrestes hdraguealh lI heurance Co iAutoFocus Left Navigation Bar Contacts To add a new employee choose the New Contact Icon at the top left of the screen in the icon toolbar AutoFocus Main Grid New Contact Icon Enter the employee information as described on the screen The necessary fields to enter are the employee s Last Name First Name and the Display As fields The default for the Display As is the employee s first name but that can be modified should you have 2 employees with the same first name or if an em ployee uses a nickname that you are more familiar with To enter the employee s pay rate press the F8 function key on your keyboard while on the Employee New Contact Screen You can enter a flat rate or a commission by following the number with a symbol If you will be using the time clock and want added security for the technician an employee pin number ca
63. locking Key NeweEra Confidential 117
64. locks prohibiting you from doing necessary work on the workorder E g if a user is in a workorder and leaves for the evening without closing it and another user needs to make changes an administrator might justify removing a lock on that workorder Other reasons might be for a power failure or sys tem re boot The Promote Techs by Hours Flagged option will allow you to view who the Primary technician is on a job in the reports sec tion of AutoFocus When you assign a work order to the techni cians AutoFocus will track how many hours each technician has flagged on that job and list the one with the most hours as the Primary technician for the job The Combine Estimate Totals option causes iAutoFocus to im port all supplements as original estimates This option is most useful when you are first importing your work in progress from your estimating system After you have imported all of your work in progress you should clear this option so that iAutoFo cus can properly track supplement versus original estimate amounts However if you never want iAutoFocus to track sup NeweEra Confidential 17 Getting Started with AutoFocus plement versus estimate lines you may leave this field checked Note that estimate versus supplement totals in AutoFocus will not be correct unless the file is imported into AutoFocus before a supplement or additional supplements are created The Use Responsibility option causes AutoFocus to
65. m ages click on the Show Images link This will open up your browser to the location your images are being stored for this file Once there you can copy and paste drag or move pictures from wherever you keep your camera s photos into the browser Now that those pictures have been associated with this file any time you open up this work order and click on View Images those pictures will show Note If you are using the WebView feature you can drag photos into the WebView folder then update comments on your com pany s website by using the Update WebView link and check box For more information contact NewEra directly at 877 447 4707 iAutoFocus Work Order Screen Show Images and Show Documents Show Documents work in a similar fashion Simply scan and or save any documents here that you want to keep with this file Work Order Right Click Options From the Main Grid you can Right Click using the button on the right side of your mouse on any work order revealing a shortcut to any options within iAutoFocus To use the shortcut menu highlight the desired work order then right click using your mouse When the menu appears use your mouse to select the desired shortcut NeweEra Confidential 62 How to Use iAutoFocus 63 Enter Payments to enter payments Parts Management to order parts Print Part Labels to print part labels Labor Allocation Costing to assign technicians to the job and flags Assignment
66. mate is authorized by you it will not receive a work order number Work In Progress This is where files that have been authorized but have not yet been delivered are displayed Work in Progress is separated into numerous areas for your convenience in working with the files but ALL work in progress is always displayed when you click on the All Work in Progress heading on the left navigation bar Other dates on the actual work order that move work in pro gress into subsections are Scheduled In Rental Start Work Started Work Completed and Scheduled Out Scheduled In and Out dates are recommended that you use Rental Start Work Started and Work Completed are optional dates for your con venience and do not have to be used in the system All Work In Progress These files have been assigned a work order number and have an authorized date set and do not have a Delivered date on the record Authorized not Scheduled These files have been author ized but do not have a Scheduled In date Future Arrivals Once a file have been given a Scheduled In date for greater than today s date they will be found here Arriving Today Any file with a Scheduled In today matching today s date will be located here Missed Arrivals If a file passes its Scheduled In date without an Arrival date being entered the file will have missed its arrival date and will be located here Arrived Once a file has been given an Arrival date it will be fou
67. ments Parts Managemert Pret Part Labets labor ALCALA CA ng A ASSON AutoFocus Main Grid Right Click Menu Labor Allocation Costing The various labor types are listed in the upper portion of the screen The lower left portion of the screen is for shops that are allocating a portion of that labor to one technician and another NeweEra Confidential How to Use AutoFocus portion to another technician Most shops do not use the allo cation section of labor costing It is merely a reminder for you to know that the labor hours have been allocated to the tech prior to the labor being performed Some shops used this to track the labor assigned from an estimate and additional labor assigned after the import of a supplement Labor Types Allocation Section New iAutoFocus Labor Allocation Costing Screen New Flag To actually flag or assign the labor this is done on the lower right portion of the screen To flag time choose the Employee in the drop down box in the center of the screen and then click the New Flag Entry icon at the lower center The New Alloca tion flag looks similar and is located at the lower left portion of the screen Once you have clicked New Flag Entry the remain ing portion of labor is then flagged to that technician and the pay rate is pulled from the employee contact information screen You can modify the Date Flagged the Hours Flagged and even the flag Rate if necessary E g If there were 1
68. mited to any images photographs animations video audio music text and applets incorporated into the PRODUCT the accompanying printed materials and any copies of the PRODUCT are owned by NewEra Software or its suppliers All title and intellectual property rights in and to the content which may be accessed through use of the PRODUCT is the property of the respective content owner and may be protected by applicable copyright or other intellectual property laws and treaties This EULA grants you no rights to use such con tent If this PRODUCT contains documentation which is provided only in electronic form you may print one copy of such electronic documentation per license You may not copy the printed materials accompanying the PRODUCT Any distribution of said documentation must receive prior approval from NewEra Software 5 EXPORT RESTRICTIONS You acknowledge that the SOFTWARE is subject to U S export jurisdiction You agree to comply with all applicable international and national laws that apply to the SOFTWARE in cluding the U S Export Administration Regulations as well as end user end use and destination restric tions issued by U S and other governments 6 DISCLAIMER OF WARRANTIES NewEra Software and its suppliers provide the product AS IS and with all faults and hereby disclaim all other warranties and condition either express implied or statutory including but not limited to any if any implied warranties or condi
69. n When checked the Use estimating system RO s option causes AutoFocus to use the RO Number assigned by the estimating NeweEra Confidential 16 Getting Started with AutoFocus system when importing estimates If you have only one esti mating system or if you manually enter your repair order num bers in your estimating system you should check this box Oth erwise iAutoFocus will override the estimating system s repair order number with an auto incrementing invoice number set from the invoice setup screen The Generate Supplements in PM option will allow the user to generate supplements right from the Parts Management section of iAutoFocus Warning Choosing this option will cause the Original estimate to vary It is suggested that the user use the estimating system to create the supplement and re import the estimate back into iAutoFocus The Work Order Locking option will allow the users to be noti fied if another user is already viewing editing a workorder Since only the last user s changes will be saved this is an im portant feature to turn on to ensure you are saving the most up to date information The Password Protect Closed RO s option will require users to enter a password to access any workorders that have been marked as closed and billed by your accounting system Once this item is checked you will be prompted for a password Use the Mngr button to the right of this option to manage or re move any
70. n be entered by pressing the F9 function key on your key board This will prevent other employees from tampering with their time entries NeweEra Confidential 77 How to Use iAutoFocus AutoFocus New Contact Screen To save the contact information press the Okay button at the lower right portion of the screen To enter multiple employees you fa repeat this process or you can simply click Apply at the lower Tight and then choose the Add New icon at the top left of the Employee New Contact screen Once all your employees have been added you can now begin to assign jobs to the desired technicians performing the labor There is a field for the body labor tech called BL Tech and a field for the refinish labor tech called RL Tech on the work in pro gress grids AutoFocus Main Grid BL Tech and RL Tech Close up NeweEra Confidential 78 How to Use AutoFocus You can simply click on those fields on the grid and use the drop down arrow search to select the desired technician You can also open a work order and move to the Totals Tab located on the upper portion of the screen On the lower right portion of the screen is where you can assign techs for all labor types that pertain to that job Most shops only assign a primary tech nician but you can also assign secondary techs for each labor type Labor Gabias Leono Lund oiai Liter etal Ports Subidas her E AutoFocus Work Order Totals Tab
71. n this section you will learn simple management function which will help you track Receivables view production Dashboards and create Letters amp Labels to help your shop run both smooth and efficient Receivables The Receivables heading provides a management screen with all current and aging receivables Using this screen provides NeweEra Confidential How to Use AutoFocus you with all the tools you need to collect monies owed by cus tomers Simply click on the Receivables option in the Left navigation bar and the Receivables Management window will appear All De livered work orders with balances remaining will be listed based on the number of days entered into initial Setup under Invoice Setup A convenient calendar lets collectors scroll past and fu ture months to make appropriate payment arrangements with the customer When a customer s name is highlighted from the list the top right section of the screen is populated with their Contact In formation so you can do all your dialing from one screen The receivables list provides the Work Order Number Customer Name Aging information how many days past due the cus tomer is the Service Item vehicle worked on and the Balance Due on the account Internal and External Notes are shown and collectors can ap pend these notes as necessary By ter ee Maregerent LOSI a anm n Usp iAutoFocus Receivables Receivables Management Screen Double clicking
72. nd here Rentals Out Once a date has been selected in the Rent Start date files will be in this category NeweEra Confidential 41 How to se iAutoFocus Work Started Once actual work begins on a vehicle us ers will select a Work Start date and files will be located here Work Completed Once all work has been completed ona file users will select a Work Completed date and files will move here Future Deliveries Once a file has been given a Scheduled Out date later than today s date it will show here Delivering Today If a file s Schedule Out date matches today s date it will show here Past Due Deliveries Any file where the Scheduled Out date has passed and Delivered date have not been en tered must open the workorder click on Date Info ra dio button in the top right section of the work order check on the Delivered Box which is defaulted to today s date and click Okay Completed Work These are all the files that have been completed or have a Work Completed date on the file All Completed Work Displays job that have been com pleted by selected a Work Completed date All the files located in this section have also been separated into addi tional areas for your convenience Delivered Not Billed Files that have been marked as De livered in the Date Info section of the work order but have not been marked as Billed also in the Date Info sec tion of the work order Billed Invoices
73. ntial How to se iAutoFocus Check Payment Statement Charge ncaa Footer Name the report Payments Received QB Display Unmark all except Name Num Date memo Amount Group By Payment Method Sort By Date Memorize as Payments Received QB Unapplied Payments QB Same as above report but change the following o Date All o Paid Status Open o Posting Status Either o Memorize as unapplied Payments QB Accounts Receivable QB Choose the Customer Balance Summary Report and make the following changes o Header Footer Report Title Accounts Receivable QB o Memorize as Accounts Receivable QB Exporting Data to Microsoft QuickBooks Once you have set up your company and followed the instruc tions on creating the proper reports in QuickBooks you can be gin to export data from iAutoFocus into QuickBooks NeweEra Confidential How to Use AutoFocus QB Esport Forat Last Mame Fen Name F Export Vender Bits at homt NeweEra Confidential 109 How to Use iAutoFocus Code Descigion Rae Tan Rate Latas QB income Norm QB COGS Name Pats NeweEra Confidential 110 How to Use iAutoFocus tt it i t ne e ua Y NeweEra Confidential 111 How to Use AutoFocus NeweEra Confidential 112 How to Use AutoFocus Ogres PTE gt oe te frst day of he current mor trozo today From 05 01 2020 E fe osseay2010 a Cah Thes seming determine
74. ocus NewEra Software recommends the following hardware configu ration 2 4 GHz processor or faster 512 megabytes MB of RAM 200 MB of free hard drive space High speed Internet connection T1 Cable Modem or DSL SVGA 1024x768 True Color capable video card CD ROM Drive Internet Browser Windows 7 Professional For shared network installations AutoFocus supports the fol lowing server operating systems Peer to peer configured Windows 2000 or Windows XP Home or Professional Editions with Windows 2000 Windows XP Home and Professional Editions or Win dows 7 clients Client Server configured Windows 2000 Server any Edi tion or Windows 2003 Server NeweEra Confidential Getting Started with iAutoFocus How to Obtain Support Whether you are new to iAutoFocus or upgrading from a previ ous version the following resources can help you get the most out of your purchase Getting Started Manual This book provides you with many general procedures and in formation about using iAutoFocus For Customers with a Support Contract If you have a current support contract you can contact NewEra Software via our toll free number at 877 447 4707 Assistance is available Monday through Friday from 9AM to 5PM Mountain Time except for national holidays and weekends Support for specific incidents or for general training can be scheduled after normal support hours on a case by case basis and will inc
75. on any name from the Receivables list will pull up the customer s Work Order and open to the Payments Tab Collectors can easily enter and save payments and continue working the receivables list Once payment arrangements have been made use the Next Ac tion Date on the Receivables Screen to enter the date you NeweEra Confidential 87 How to Use AutoFocus 88 would like to follow up on that account again E g If a cus tomer states they are going to mail a check you may want to set the Next Action Date to 10 days in the future to follow up if the payment has not been received The account will then be re moved from your list for 10 days Bn Mic nc cc ee ba o WebOn bad hos HITA AE PRAT IVY A el d A we E Jr AA DA AO T Am edo 4 i l e veg sewer d ro d e hr e Lo t a o 1h geo a d de iAutoFocus Receivables Management Screen Work Order Payments Tab Dashboard The Dashboard heading displays pie charts for your Work in Progress and Sales Different charts and ratios can be displayed and printed by changing the tabs and dropdown options on the screen NeweEra Confidential How to Use iAutoFocus 89 fevered er a DESIVDOE Mort in Progress bees Cinema Neto m Authored a 100 Ba 50 iAutoFocus Dashboard Screen Work In Progress Tab PESDIDE RE E E nesa 31 143 94 AutoFocus Dashboard Screen Sales Tab Letters Labels Th
76. on the Payments Tab at the top of the window Here you can view add and delete payments for the work order To add a payment click on the New Payment icon at the bottom of the window The Date field will default to to day s date but can be changed if necessary Use the drop down arrow in the Method field to choose the appropriate type of payment previously determined in your Setup Enter any perti nent comments in the Note field such as 3 mer and the type of check insurance or customer then enter the amount in the Amount field Once you are finished with the payment click the Save icon and the payment will save and the Balance Due field will be re calculated To delete a paymen ick on the payment to be deleted and then click the De OB ment Icon Once again Balance Due will be re calculated To edit a payment simply click on the payment make the de sired changes and click the Save icon If necessary the Balance Due field will re calculate AutoFocus Work Order Screen Payment Tab Preview Print Many forms and printouts are available from the workorder for your use To access those forms open any workorder and use the icons at thagtop of the window The Icons associated with NeweEra Confidential 60 How to Use AutoFocus forms and printouts are the Printer Icon the Preview Icon and the RR Report Righter Icon AutoFocus Work Order Screen Print and Preview Icons Under the Preview Icon
77. one copy of the PRODUCT on any single computer workstation terminal or other digital elec tronic device COMPUTER Storage Network Use You may also store or install a copy of the PRODUCT on a storage de vice such as a network server used only to RUN the PRODUCT on your other COMPUTERS over an internal network however you must acquire and dedicate a license for each separate COMPUTER on which the PRODUCT is RUN from the storage device A license for the PRODUCT may not be shared or used concurrently on different COMPUTERS Reservation of Rights All rights not expressly granted are reserved by NewEra Software Accessing Services Using the PRODUCT Your use of any service accessible using the PROD UCT is not covered by this EULA and may be governed by separate terms of use conditions or notices 2 RESTRICTIONS You must maintain all copyright notices on all copies of the PRODUCT Limitations of Reverse Engineering De compilation and Disassembly You may not reverse engineer decompile or disassemble the PRODUCT except and only to the extent that such activ ity is permitted by applicable law notwithstanding this limitation Rental You may not rent or lease or lend the PRODUCT Software Transfer You may permanently transfer all of your rights under this EULA one time provided you retain no copies you transfer all of the PRODUCT including all component parts the media and printed materials any upgrades
78. ooks if you plan on using the QuickBooks ex port functionality of AutoFocus Version 8 Norr Taxable Applied Gi nn Quickbooks Operatons iAutoFocus Version 8 General Ledger Code Export Accounts Screen File Locations Screen The File Locations screen allows you to specify where various files used by iAutoFocus such as Estimating systems Quick Books exports and Paint System files can be found To add a new file location choose the file type from the drop down list at the top then type the fully qualified path or browse to the location where these files are located using the ellipse button at the right of the location column To delete a File Location click the gray box to the left of the file type de scription then press the Delete key on your keyboard Click okay when you are done with this screen to close it NeweEra Confidential 24 Getting Started with AutoFocus AmoFoces Modity File Locations File Type Locafon Y inca OOL Pahat F West ra Pathes ACCOUMNO P ViurckBooks Mrichell First raiMachell ALY r WNewt ra Aude iAutoFocus Version 8 Security File Locations Screen Note This path must match the path set in the application you wish to interface with and you might need to contact that soft ware provider in locating where to set that path in their applica tion It must have the option to export in the CIECA 2 01standard For support contact NewEra at 877 447 4707 In
79. ort window again If a Supplement exists on an estimate the Sup Exist Checkbox will be checked Also if you have a file that you want to import directly into Work in Progress rather than into Pending Work make sure that the Authorized Check at the end of the line is checked before click ing import When you have clicked import it will import the file or files into the system Possible Errors If when importing the file iAutoFocus is not able to correctly match the total sent in the file you will receive an informative message indicating this to you You might receive this message if you have not correctly set your sales tax rates and taxable items in Setup General Ledger Codes You might also receive this message if the taxable calculation in iAutoFocus does not match that from the Estimating System It is wise when receiving this message to write down the total the file should be then you will be able to open the file and deter mine where the discrepancy is and know when you have cor rected the problem When you receive this informative message you might note that you need to click OK to continue and in some cases your mouse NeweEra Confidential 51 How to Use iAutoFocus pointer might still look like it is busy but that is not the case and you can click OK once you have read the message to con tinue with Importing Estimates Close the Estimate Import Screen by clicking Exit located at the lower right and then locate
80. ount so that you can track towing charges in your accounting system Commonly translated items include Hazardous Waste Corro sion Protection Towing and Car Cover The checkbox at the bottom of the screen entitled Include Part Type in Translation will double check and run import transla tion of the part types as well This allows you to take things such as repair or new parts and move them to codes specific for your shop If you have multiple shops and have your Import Translation al ready set up at one location you can also use the Export key to export the information to a file and then open up the second location and use the Import key to import the file This will save time and ensure consistency between shops Scheduling Screen The Scheduling Screen has four tabs and is used to determine Load Hours Work Weeks Holidays and Vacations Portions of the four tabs are shown below The First tab for Load Hours allows you to enter how many hours of productivity you have available in different departments of your shop In the first field for Body Load you just take the number of body technicians you have and multiply that by the number of productive hours per day In the example above there are 4 technicians and each work 7 productive hours per NeweEra Confidential 35 Getting Started with AutoFocus day 4 multiplied by 7 equals 28 body load hours per day The system then calculates a weekly total of 140 body
81. reen The Letters and Labels screen displays options to design and store commonly used letters to email or mail to customers and insurance companies Additionally the ability to print envelope labels help keep you efficient and organized Contacts This is where you would enter information for repetitive use Vendors Insurance Companies Employees Dealer Accounts and Business Contacts are the types of contacts you would add here To add a new contact click on All Contacts on the left side then click on the A ew icon D SX on the upper left side of the screen The picture for the Add New icon looks like a blank sheet of paper On the upper portion of the screen select the type of contact that you are adding Business Individual Insurance Vendor Employee or Personal and then enter the pertinent informa tion for that contact record NeweEra Confidential How to Use AutoFocus iAutoFocus New Contact Screen Note When entering vendors you will notice an account info icon towards the right of the screen below the id number where you can enter account terms used when exporting to accounting interfaces before clicking on the account info tab you will need to save the contact record by clicking on apply at the lower right When entering an employee there is a display field which de faults to the first name but you can choose to make that the ini tials or employee id if you would prefer This field is used for
82. rs Cars referring to the load capacity of Body Paint or Cars Based on the percentage entered during setup the col ored boxes will change from blue to green and eventually red when you are approaching maximum capacity NeweEra Confidential 38 Getting Started with AutoFocus Precertages hounen C lalalala ea lala ee he es oleada E ololololollellol Eolellolellolilaslsl nm Mi 5 00 ms Mati eu 711 4 eo 67 100 00 190 85 18 08 tus 172 WN 112 WN MaN e 0N Tus 400 iAutoFocus Scheduler Weekly Load Portion NeweEra Confidential AutoFocus Overview This Section will help provide an overview of AutoFocus screens and options Reviewing this information will provide a solid base from which to build on When you are ready for more detailed information please refer to the Using AutoFocus and Using AutoFocus Advance Features sections of this manual Left Navigation Bar Overview Along the left hand side of the AutoFocus screen is the naviga tion bar which allows you to interact with the various functions of the program This section provides a brief overview of the underlined headings on the left navigation bar The Left Navigation Bar is separated into 9 color coded groups with sub groups Blue headings are for all your jobs and esti mates Pending Work Work in Progress and Completed Work Green headings are reserved for management functions Re por
83. rts that are left are not listed with an income account of TP NP TS or NS If they are listed with any of those income accounts we recommend that you use import translation to translate those parts to another materials income account For more information please review information on Import Translation Another way to handle internal parts is to highlight all the addi tional parts and receive them into a vendor invoice for your own shop name We recommend that you use the work order num ber as the invoice number This way the system will know that all parts have been ordered and will automatically change the Parts Status from Not Ordered to Ordered on the work in progress grid and in the parts management tracking module Receiving Parts Receiving parts is very similar to ordering parts You can re ceive parts by clicking on the parts that have arrived but instead of clicking order parts on the right side of the screen you click Receive Parts instead AutoFocus Parts Management Receive Parts NeweEra Confidential 69 How to Use AutoFocus Note You cannot select parts that have been ordered from dif ferent vendors and try to receive them However it is not nec essary that the part be ordered in lAutoFocus prior to receiving it For new users you can start by just receiving parts and as you begin to get new jobs in the system you can then create purchase orders in advance of receiving part
84. s to assign specific technicians to specific tasks Notes to modify all notes types on the file Purchase Orders to open Parts Management or existing Purchase Orders Vendor Invoices to open Parts Management or existing Vendor Invoices Scheduler to the load based scheduler Refresh Grid refreshes page Field Chooser provides options to add or remove column headings on the grid for easier viewing Print Reports same as printer icon on the toolbar Preview Reports same as preview icon on the toolbar Print Grid prints the grid currently being viewed Preview Grid puts the grid in a preview screen iAutoFocus Main Grid Right Click Shortcut Menu Parts Management In this section you will learn how to order parts record vendor invoices enter parts costs price discrepancies process returns NeweEra Confidential How to Use iAutoFocus account for miscellaneous costs and print parts labels while us ing your lAutoFocus collision management software Purchase Orders Parts Management can be accessed from two different areas in AutoFocus The first way is to highlight any work order on the main screen right click to access the quick menu and then choose Parts Management iAutoFocus Right Click Parts Management The second way is to double click on any work order click on the line Items tab and then click on the Parts Management button at the bottom of that screen iAutoFocus Line Items Scre
85. s If a part is not on the estimate that is being received we recommend that you add the part to the estimate BEFORE recording the vendor invoice However if a part was received that was never order and is not needed or a miscellaneous charge is on the invoice for core charges or shipping you do not need to add these lines to the estimate the entries would just cancel each other out If a purchase order was created prior to the vendor invoice be ing received the easiest method of receiving the parts is to click on the purchase order radio button at the top of the Parts Man agement screen and then expanding the appropriate purchase order by clicking on the sign to the left of the purchase or der You can now select any parts that have been received from the lines on the purchase order by clicking and holding either your Ctrl or Shift key and then click Receive Parts on the right side of the screen Click on the sign to expano your purchase orders iAutoFocus Parts Management Screen Purchase Order View To avoid repeating steps we have found that it is easier to se lect ALL ordered parts that could be on the vendor invoice and choose Receive Parts Then on the next screen Vendor In voice Screen add costs to the lines received and delete lines that are not on the vendor s invoice NeweEra Confidential 70 How to Use iAutoFocus Note To receive parts that have not yet been ordered you will be prompted
86. s Work Order Show Images Link WebView Folder Once you have the desired pictures in the folder click the red X in the top right corner of that window to close out the window and you will be back to the Work Order To modify notes for the customer to view on WebView you can simply click on the radio button above the Notes amp Options section of the Work Order labeled WebView Customer Notes and enter notes EXACTLY as you want the customer to see them Note You can also Right click on the Work Order from the Main Grid hover over Notes then choose Modify WebView Cus tomer Notes to add notes to WebView Once you are finished adding images and notes to update Web View click the Okay button at the bottom of the work order to Save and tell iAutoFocus you are ready to update WebView WebView updates automatically every hour Any new information will be loaded to your website for your customer s to see Note The Update WebView link is a placeholder for now as is not functional The Okay button is the only button you need to successfully update WebView Menu Searches amp Sorts To locate a record select the desired location of the record on the Left Navigation Bar On the upper portion of the screen you will notice a Search box where you can type the customers first or last name vehicle information phone numbers or you can use the sign and the work order number then click Search and the records displayed will be refined to t
87. s Section will help you get started in using iAutoFocus for managing jobs in your shop It covers the basic steps you will need for accomplishing necessary tasks on a day to day basis Once you are familiar with the functions described in this sec tion it will be easier to pick up on the advanced features of AutoFocus Launching AutoFocus You can start AutoFocus Version 8 by either double clicking on the AutoFocus icon on the desktop or by clicking on AutoFocus on your program menu a AutoFocus Version 8 ee obTrack csdMe txt gt gt Y Y You will be prompted to enter a user name and password as pictured below NeweEra Confidential How to Use AutoFocus Please login to the Autofocus system by entenng your usemame and Password below Se Aef heather pci sqlespress Cc oompany MIolocus xX Remember Ve Okery ance iAutoFocus Version 8 Login Screen After entering your username and password click on Okay to login to iAutoFocus Please note that username s and passwords are NOT case sensitive Importing Estimates With iAutoFocus open there is a tool bar menu on the left side The items are color coded in sections and if you scroll down and locate the red utilities section you will find options that deal with organizing importing and exporting data files You can click on Import to find EMS files that have been exported from an estimating system Remember that you
88. s how Tes report cio dates mone and esperes Sothy Delat tomagod Th Oescendregorde ff Put a check mark next to each cote pr GI oe Sotin NeweEra Confidential 113 How to Use iAutoFocus 114 WebView How to Upload Photos to Your Website First open a work order Check the box Show in WebView Make sure you are on Date Info radio button has been selected and that the Authorized and Arrive at Shop boxes have been checked iAutoFocus now knows to update this particular Work Order on your website DUDA O went Dc 14 U ee Te ars e w Fresh eg gt b gt Pa lt o in INV tow hae Ace p jat egi gt v E gt Ed i mt bo wi y s 7 gt 9 4 ei 4 A E oe A bussei lam da rd de wl e tree waa eren see AutoFocus Work Order Date Info Once you have verified all the right information has been checked click on the link to Show Images link at the top of the window This defaults to a file location with a folder entitled WebView This folder is where you want to store all images of the vehicle pertaining to this Work Order Either copy and paste drag or otherwise move pictures you can uploaded from your camera INTO this folder note the below pictures are BY the WebView folder but must be moved into the folder for the web site to be updated accurately NeweEra Confidential How to Use AutoFocus 115 AutoFocu
89. ser the flexibility to add more based on shop needs NeweEra Confidential 31 Getting Started with AutoFocus AutoFocus Returned Parts Reasons Zip Codes Screen The Zip Code screen allows you to add edit or modify the list of zip codes in AutoFocus By pre defining the list of zip codes you insure that Cities and States are spelled correctly as well as reducing the amount of information that needs to be typed when entering a work order customer or vendor in AutoFocus Whether a zip code exists in this list or not does not affect your ability to enter it into AutoFocus x Ferraris i iAutoFocus Zip Codes Screen If your shop generally services vehicles from a small number of zip codes you may wish to pre define the list of cities states and zip codes here If there are many zip codes in your area you may prefer to en able the Remember New Zip Codes This will instruct iAutoFo cus to remember all City State and Zip code combinations en tered To enter a new zip code simply click in the first field enter the information and click Okay NeweEra Confidential 32 Getting Started with AutoFocus User Defined Fields Screen AutoFocus has already completed this part of the setup for you The User Defined Fields screen has two tabs 1 Profile Fields 2 Service Item Fields This screen allows you to set custom titles for various pieces of information on the Contact screen AutoFocus
90. stimate and you still have it marked as NeweEra Confidential 74 How to Use AutoFocus Ordered or Received the import system will leave the charge for the part and add an adjustment line to the bottom of the import screen This is designed to help prevent you from pay ing for a part that is not being billed to the customer On the Line Item section of Parts Management there are addi tional features on the right side of the screen iAutoFocus Parts Management Screen Line Items View If a part status shows Ordered you can select the line and choose Print PO s from the menu on the right side of the screen to print the purchase order associated with that line Another one of these features is the Part Status Report show ing which parts have been ordered which parts have been re ceived which parts are on back order and which parts have not yet been ordered just for this work order The next option from the menu on the right side of the screen is Parts Variance Report When closing a job it is important to view the parts variance report and make sure that all supple ments have been processed correctly You can also click on the Misc Costs view at the top of the Parts Management to make sure that all Misc costs have been returned or understand why they are being paid for by the shop as well as the Returns view at the top to make sure that all parts marked returned have been sent back to the vendor for credit
91. t the labor type and then click the Create New Labor Costing Record icon at the lower portion of the screen NeweEra Confidential 82 How to Use iAutoFocus iAutoFocus Left Navigation Bar Labor Costing Workorders Tab This will work like the labor costing described above that was used from within the work order It will add an entry with the flag date from the labor costing screen It will flag the remain ing unpaid hours for the labor type and default to the labor rate in the employee contact screen Again the flag or Work Date the Hours paid and the pay Rate can be modified on this screen Atel ocas labor Castex iAutoFocus Workorders Tab Create New Labor Costing Record Additional jobs can be flagged by typing the work order number at the top of the screen and then choosing the labor type in the upper portion and the Create New White sheet of paper icon at the lower left You can even open the work order to review the NeweEra Confidential How to Use iAutoFocus file by clicking the Open Associated Work Order yellow folder icon at the lower left You can delete a flag entry by clicking the Delete Selected Labor Costing Record Red X icon at the lower left iAutoFocus Workorders Tab Toolbar Close up When all additional entries for requested pay have been made you can click back to the employee tab and verify that the total hours to pay match with the employee worksheet they have pro vide
92. t to covert from followed by the GL Code followed by the line num ber you want to covert to The line descriptions are as follows Line 1 refers to Parts Parts Sublet Towing Materials Line 2 refers to Labor All labor except for refinish labor such as Body Frame Mechanical Detail etc Line 3 refers to Refinish Labor Refinish Paint Labor Time Example 1 Corrosion 1PM1 tells AutoFocus to take informa tion from the Parts Line with the word Corrosion and anything after that word give it a code of PM for Paint Materials and keep it on Line 1 NeweEra Confidential 34 Getting Started with AutoFocus Example 2 Car Cover Refinish Jams 2RL3 If car covers are gen erally part of your paint department but the insurance company placed it under body labor you can request AutoFocus look for Car Cover Refinish Jam on line 2 for Labor give it a code of RL for Refinish Labor and move it to Line 3 for Refinish Time Example 3 Hazardous Waste 1EPC1 will look for anything on Line 1 for Parts with the words Hazardous Waste in them give it the GL Code of EPC and leave it on the Parts line Example 4 Towing 1TW1 This format searches for the word Towing on Line 1 for Parts gives it a separate GL tracking code of TW for Towing and leaves it on Line 1 You could use this if an insurance company will only pay for towing when coded as a Taxable Otherwise and instruct iAutoFocus to recode towing into a separate Towing acc
93. the file you have imported in the ap propriate place either Pending Work or Work in Progress Items imported with the Authorized box checked will go into Work in Progress and items imported without the box checked will be imported into Pending Work It is important to note that if you have any problems importing estimates or having your numbers balance this is usually an in dication of not having a correct setup in either iAutoFocus or your estimating system Due to the complex nature of importing estimates and the need to have the files balance you might need to be in contact with Technical Support until you have achieved a proper setup and are aware of any known anomalies in the import process Work In Progress File Search When you import a file into iAutoFocus the file will be located in one of three places Not Authorized no auth date All Work in Progress have an authorized date or All Completed Work have an Authorized date AND a Delivered Date If you are unable to locate a particular file in one of those 3 places you can use the Search box on the iAutoFocus toolbar to assist you To locate a file and using the search feature click on either Not Authorized All Work in Progress or All Completed Work from the Left Navigation Bar Then type a key word into the Search box on the toolbar at the eyo shown below E A E EE SD AutoFocus Search Field E g Users could enter a word like chev AutoFocus w
94. the totals correctly it will place the difference into an adjustment This will help the user to determine why the totals differ and will not allow you to close the file unless the adjustment amount is less than the dollar amount entered here To disregard any amounts entered into the Adjustment fields check the Close with Adjustments option Locate Mismatched Parts During Import allows the user if you have received a part on a workorder and the part number changed from the time of the import or wasn t correct Once you re import that estimate and now that part number is lo cated it can match up those mismatches A box will appear and ask the user if this is the part they are looking for Yes or No Departments Screen The Department Setup screen allows you to specify departments for classifying work orders within your shop in order of the work flow Individual departments can be set up for both physical lo cations within your shop such as Teardown Refinishing and Storage and for vehicle states such as Completed Delivered and Total Loss NeweEra Confidential 26 Getting Started with AutoFocus The Department field can be used on the main screen to filter work orders providing a clearer picture of your shop AutoFocus Department Setup Screen The default setup provides a list of commonly used department names and corresponding colors You can add modify and de lete departments based on your shop s life c
95. ther part in the list To select a group of items click on the first part in the list hold the Shift key and then click on the last part in that group Once your parts are highlighted the second step is to click the Order Parts option on the right side of the screen A sub menu will appear allowing you to choose a Preferred Vendor or Any Vendor list When first using the system you will choose the vendor from the Any Vendor list but as you estab lish vendors for a particular vehicle type the preferred vendor list will be populated making the selection easier if 2 i j o gt s s s e 2 s 5 e wi Pa o m E 5 a a a gt T Pemma E oiie SORT e o AC _ e xc_ SL j 4 iil iAutoFocus Parts Management Screen Order Parts From a Preferred Vendor Note To edit your vendor lists access the Vendors section under Contacts on the left navigation pane of the main screen TIP If your vendor list is long and you are looking for a vendor that begins with the letter S we recommend that you type the next letter of the alphabet in the Search box which in this case is T which will move the cursor down to the first item begin with a T All vendors beginning with S will be shown above the cursor and therefore more visible to you Once you select the vendor from either list you are taken into a New
96. tions of merchantability of fitness for a particular purpose of lack of viruses and of lack of negligence or lack of workmanlike effort Also there is no warranty or condition of title of quiet enjoyment or infringement The entire risk arising out of the use or performance of the product is with you 7 EXCLUSION OF ALL DAMAGES To the maximum extent permitted by applicable law in no event shall NewEra Software or its suppliers be liable for any consequential incidental direct indirect special punitive or other damages whatsoever including without limitation damages for any injury to person or property damages for loss of profits business interruption loss of business information for loss of pri vacy for failure to meet any duty including of good faith or of reasonable care for negligence and for any pecuniary or other loss whatsoever arising out of or in any way related to the use of or inability to use the PRODUCT whether based on contract tort negligence strict liability or otherwise even if NewEra or any supplier has been advised of the possibility of such damages This exclusion of damages shall be ef fective even if any remedy fails of its essential purpose 8 LIMITATION AND RELEASE OF LIABILITY NewEra Software disclaims all warranties and liability for the PRODUCT To the full extent allowed by law YOU HEREBY RELEASE NEWERA SOFTWARE AND ITS SUPPLIERS FROM ANY AND ALL LIABILITY ARISING FROM OR RELATED TO ALL CLAIMS
97. track sublet items such as Electrical Detail Mechanical Pin striping or PDR Description This list contains line item descriptions entered on the Line Item screen Generally it is best to leave this list empty turn on AutoSave and allow lines to be saved from the Line Item screen as they are typed Operation This list contains operations performed on a line e g Repair Remove or R amp l If you type your own estimates into iAutoFocus it is beneficial to fill this list with common Opera tions Payment Method This shows the payment types accepted at your place of business such as Cash Check MasterCard Visa etc Assignments This area is for assigning different tasks to em ployees on specific work orders Tasks commonly used are Pa per Work Thank You Clean up Detail and the like Sales Rep The primary sales rep or estimator for a Work Or der If you import estimates from an estimating system this field is automatically populated for you otherwise you should fill it with a list of Service Reps Estimators in your shop Job Type This category determines what size the job is Common descriptions in this section are Tow In Small Medium Heavy and Total Loss Returned Parts This section allows the user to add to a list of already determined reasons for returning parts within Parts Management The permanent list already created by NewEra shown below cannot be changed however this features allows the u
98. ts Parts Management Labor Management Management and Contacts The Red heading is solely for importing and export ing from AutoFocus Utilities To the left of most sub groups you will notice a number that corresponds with the number of files or items located in that section This feature gives you an idea of what is in a section without even clicking on it When you first import a estimate into AutoFocus depending on the options chosen the file will be located in either Not Author ized All Work in Progress or All Completed Work Once you lo cate the file changes you make to it will cause it to automati cally move to different sub groups under the Blue sections on the Left Navigation Bar E g when a file is located in All Work in Progress adding a Scheduled In date will cause it to move to Future Arrivals or Arriving Today From those sub groups when you change or add information you will notice the file moving to other appro priate sub groups Remember the first three Blue groups Pending Work Work in Progress and Completed Work allow you to work with the jobs How to se iAutoFocus and estimates in your shop Those types of files will always be located there Pending Work Click on Not Authorized on the navigation bar to view pending work Pending work is any estimate that has been written or as signed to your shop by an insurance company or adjuster but has not yet been authorized by you Until the esti
99. ur a separate charge Please contact your NewEra Support representative to schedule a time if you require help outside of regular support hours Support is also available via email by sending messages to support newerasoftware com For Customers without a Support Contract If you do not have a current support contract you can contact NewEra Software via our regular support number at 801 447 4707 Please be aware that hourly service charges will apply to all support calls when no support contract is in force Assistance is available Monday through Friday from 9AM to 5PM Mountain Time except for national holidays and weekends On Site Training and Support On Site training and support is available for customers with special needs Please contact your NewEra support representa tive for information on scheduling an on site visit Please be aware that hourly service rates and travel charges will apply for all on site training and support NeweEra Confidential Getting Started with AutoFocus Installing iAutoFocus The iAutoFocus Setup Wizard copies the necessary program files to your hard disk When the installation is completed you can begin configuring iAutoFocus for use in your shop Note that your computer may need to be restarted several times during Setup depending on your operating system configuration If You re Installing a New Copy of AutoFocus If you have never installed iAutoFocus on this computer or if you have
100. ur user login For the records that are displayed on the screen you can click onto certain fields and change the contents without having to open the record This is convenient when you need to update the file status or dates for multiple records You can also open the highlighted file when double clicking onto a field that is not editable from the grid or the arrow that is on the left of the se lected line Additional operations might be available by right clicking on the highlighted line This is to help you accomplish necessary tasks without having to open the record and find the desired area within the file Enter an Unlocking Key An Unlocking Key is used to track your iAutoFocus subscription or purchase options Periodically usually twice a year iAutoFo NeweEra Confidential How to se iAutoFocus cus will prompt you to enter an unlocking key in order to keep using the product Unlocking keys are faxed automatically to users with a support plan If your system informs you that your unlocking key will expire soon please contact NewEra Soft ware s technical support line to obtain a new unlocking key To enter a new Unlocking Key Click on Help Enter new Unlock ing Key Type in the Unlocking Key exactly as it is displayed on your Unlocking Key form Please remember that the Unlocking Key is Case Sensitive After you have entered the Unlocking Key Click on Okay AutoFocus will inform you if you correctly en tered the Un
101. urs of paint Based on that information the user can click forward or back through days and months and choose the best time for the vehicle to arrive whatever date you click on in the calendar will display on the Schedule for 00 00 0000 button NeweEra Confidential How to Use AutoFocus aaa ee a a nme ee m m e a o SR iAutoFocus Scheduler All jobs scheduled to come in on the date selected in the calen dar will display below the calendar as well has daily Hour Totals and Revenue Totals Note Remember you can choose to view more or less of the Scheduler by using the up and down arrows on the right side of El Scheduling Window Once you have decided the best today to schedule the vehicle to come in select that date in the calendar and click the Schedule for 00 00 0000 button The Scheduler will close and you will be returned to the Authorized Not Scheduled page The job will be missing from this section as it has automatically been moved but can of course be viewed under All Work in Progress Continue scheduling the rest of your jobs in this fashion and you will always understand your shop s load capacity for every day of the year QuickBooks An optional but highly recommended supplement to AutoFo cus is to incorporate QuickBooks as your accounting program NeweEra Confidential 101 How to Use iAutoFocus 102 lautoFocus exports data directl
102. ve your changes NeweEra Confidential 67 How to Use iAutoFocus If you are not finished at the bottom left you can click on Add Line which will allow you to choose additional lines that might have been missed from the work order and need to be added to this purchase order Lines can be removed from a purchase order by clicking on the Arrow indicator on the left side of any line shown below This will highlight the entire line You can now press the Delete key on your keyboard and the line will be removed from this pur chase order You will now be able to order it from a different vendor at a later time _ Veserpeo Port Co Type Oty Notes Status Bumper cover 22597554 TP New y Ordered RI Bumper co iAutoFocus New Purchase Order Screen Ordered Lines Close up The Print PO button at the bottom of the screen will show you a preview of what will be sent to the printer You can change the printer location by clicking the Page Setup icon to the left of the printer icon You can print the purchase order by clicking the Printer icon Once the purchase order is printed you can close the print preview window by clicking on the X at the top right of the screen or the X to the right of the printer icon You can also email the purchase order by clicking the Email PO button at the bottom of the screen If you have not entered an email address in the vendor profile you will be prompted for an
103. voice Setup Screen The Invoice Setup screen allows you to control how invoices are handled in iAutoFocus iAutoFocus Invoice Setup Screen The first field controls how long before open invoices appear in the receivables management screen Allows you to track how much a customer owes you and it will show on a calendar many days after the car leaves The default is 10 days but can be changed according to your shop needs NeweEra Confidential 25 Getting Started with AutoFocus The Last Work Order Number field controls how Work Orders are numbered in AutoFocus If you did not select the Use Estimat ing System RO Number option on the Company Information screen AutoFocus will use the next available Work Order Num ber after this number when authorizing a new Work Order Most shops using this field will enter 10000 as the first number If you do not designate a starting number AutoFocus will use number 1 The BM and PM Profit Percent fields allow you to specify the de fault profit percentage your shop receives on Body Materials and Paint Materials respectively It is not necessary to fill either of these fields The GST and Local Sales Tax Heading fields are only enabled in the Canadian release of iAutoFocus Tax Adjustment Limits and Adjustment Limit require AutoFocus to notify you anytime an adjustment over the entered amount occurs When AutoFocus imports from the estimating system if it can t calculate
104. w to Use iAutoFocus calendar indicating the job information and hours associated with that date AutoFocus Scheduler Lower Portions The Weekly Load Section of the Scheduler shows either Percent ages or Hours Cars by clicking on the appropriate radio but ton referring to the load capacity of Body Paint or Cars Based on the percentage entered during setup the colored boxes will change from Blue to Green and eventually Red when you are exceeding maximum capacity nes AL gt Pre gt o T pa 6 and tee aa iAutoFocus Scheduler Weekly Load Portion Scheduling a Job Under Work In Progress click on Authorized Not Scheduled in the Left Navigation Bar The Main Grid will display all jobs that need to be Scheduled NeweEra Confidential 99 How to Use iAutoFocus 100 AutoFocus Left Navigation Bar Authorized Not Scheduled Highlight the job you would like to Schedule and Right Click on the job From the menu choose Scheduler remember you can also access the scheduler from the Toolbar in AutoFocus by clicking on the calendar icon AutoFocus Authorized Not Scheduled Right Click Menu All the Information from the job you clicked on will be populated into the Scheduler From here you can see your work load by looking at the colored boxes and reviewing percentages In this example the new job being scheduled requires 4 5 hours of body work and 2 8 ho
105. will not be able to import a file until you have successfully set up your File Locations as explained in the iAutoFocus Setup section of this document and exported an EMS file from an estimating system using the CIECA standard It is also useful to note that up along the top toolbar in the pro gram is an icon that looks the same as this icon on the left tool bar That means you could also click that icon on the top toolbar to import estimates without having to scroll down the left tool bar an a lm th Arta Walk IFA BAR AA 2 oe Sem Oe Sras fom Y e e aa gt oer ert tae Com o a AF A Aur Det To Import Estimates ree aT y aso leam lor Poe OW Pal Click Import Estimates A at oats Oe Came e 0 authorize any estimates Click on Import os y Note Before importing Discard any unwanted raa 1 e i 5 aika 5 F How to Use iAutoFocus iAutoFocus Main Grid When the import screen opens it should automatically locate any available estimates to import If you do not see any estimates listed for import but feel like you have exported a file you can use browse to the drive and correct folder using the window lo cated at the left center of the Estimate Import screen If you are successful in finding an estimate this way then you will need to determine why your file locations window does not correctly find the files needed iAutoFocus Import Estimate Screen Once you have correctly i
106. y clicking on AutoFocus Version 8 on your program menu 2 Click on File on the menu and then choose New Company Hesse login to he Autofocus system by entering your uUsemame and Password below Server Company User ID 58 Password AutoFocus Version 8 New Company 3 Your Support Representative will Type in the Server name in the Server field AutoFocus in the Company field the user id and password Then he she will Check the Remember Me box and click Okay NeweEra Confidential 14 Getting Started with AutoFocus 15 AutoFocus Setup iAutoFocus Version 8 provides a Setup Wizard to help you set up and customize your iAutoFocus program This section will take you through the steps to necessary to begin using iAutoFocus Version 8 Autor ocus Setup Wizard Company informathon PO Setup Security AutoComplete AutoSave General Ledger Codes Zip Codes File Locations User Defined Fields invoice Setup import Translation Setup Departments Scheduliag eoommencegc Autor ocus allows you to track the locaton and status ol a Vetucie throughout the repar process Use the deperment sto screen to enter Ofierent locabons such as teardown pant assembly storage swating parts enc AutoFocus Version 8 Setup Wizard To start the AutoFocus Version 8 Setup Wizard click on File Setup from the AutoFocus menu There are several steps to configure AutoFocus Version 8 Each step
107. y into your QuickBooks program making your accounting process easier and more efficient Your accountant will thank you Getting Started New QuickBooks users will be taken through a Getting Started Interview which will help you set up all the required information for your company The screenshots that follow depict the EasyStep Interview in the QuickBooks Pro 2010 version 7 AE Pa i ssstsras oo e set 2 NA i eed eg ee e e ae wy mm oe e tet tor aa Ase arto Lc amp om esr rua me ae og Po e n s vs ee ES e na en QuickBooks Welcome to the EasyStep Interview A TES lear a am Su Ge Enter yow compar information gt o eins cee Ge Ap amp rer ee dr Od Sen e we y mr e nee here Tg rette Tm o ay de niiet e Trato 173000 1138 a Esa hs La sor Pei me oe ds e pu or 6 wifes hee tes Wet sssr ar uy ii o NeweEra Confidential How to Use iAutoFocus 103 Hess re poes rer on gerirest Select the feet mosth of your feces year Se me ee Ee ne tty eee Be ee mre mer free ee D ei y e w eee Peet e eee f se 28 6 ee te ee ee ee ee Lee e reen ata Sa e OE Den uo i t de seme Geum assed ty tae o ase peter OUI SESE Dey Be ps mt bey G m iie ee So a taa ol baci ba Re le ota be me ee eo a OO O pua a e pe ee E a pr o Dd ds Ar mney oo lA eet ls e qa ome ewe PLA oe Oe A oot i ower A S
108. ycle NewEra Software recommends that you always have department sequence 1 set to something like New Arrivals New or Unas signed Department sequence 1 is the default department new work orders are placed into when they are first imported into iAutoFocus Doing this insures that all new work orders are seg regated from actual work in progress until you are ready to move them into the shop Departments should generally be ordered by sequence accord ing to the order they generally follow through your shop For example Teardown should come before Repair Items such as Storage and Totals loss should be located towards the end This facilitates ease in locating departments as they are ordered by their sequence number in department lists Items can be put in order using the arrow icons at the lower left of the screen For shops that don t want to over complicate themselves we recommend the following department headings Unassigned Teardown Frame Body Paint Re Assembly Sublet Mechanical Detail Total Loss Storage and Delivered To change a department name simply click on the field and type in the changes If you would like to add a department be tween two departments click on the department below where you want aR department added then click the Add Depart NeweEra Confidential 27 Getting Started with AutoFocus ment icon and change the name accordingly To change the position or sequence of a department

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