MaxxTraxx Getting Started Guide for New Users
Contents
1. This step is optional but a good idea Just print out the 30 Day Trial Order Form and fax in to schedule a trial version installation O Step 3 Review the Setup Checklist with a Trainer An essential part of your training is learning about the Setup Process The Setup Checklist identifies each section of MaxxTraxx that will require setup and the corresponding procedure for setting up that section in the User Manual noted in parentheses NOTE Some tasks must be setup prior to writing your first invoice A Scott Systems Trainer will gladly review the Setup Checklist with you and set up your trial version as well as your LIVE version of MaxxTraxx On that Setup Checklist there are additional tasks for shops that intend on using the accounting features in MaxxTraxx Corporate The setup process is a great way to learn about the features in MaxxTraxx and is an essential step before you use MaxxTraxx to run your business O Step 4 Strategy Meeting with a Scott Systems Trainer Our goal at Scott Systems is to provide a shop management system for shop owners to run their businesses and be successful Part of that process for MaxxTraxx Corporate users includes assisting you with formulating a strategy to implement the accounting sections in MaxxTraxx Whether you start out practicing on a trial version or decide to run your business with MaxxTraxx from day one we would like to share with you our set up and implementation suggestions This meeting is bes2. billing is available w ith automatic Credit Card processing or Electronic Debit only it is not available if you w ant to be billed by mail and pay by check For Quarterly or Annual payment schedules you will be charged the monthly amount entered above multiplied by 3 or 12 accordingly The initial charge to your account will include the sum of the Registration Fee the Conversion Fee if applicable and the first scheduled Monthly Quarterly or Annual support subscription amount including backup fee payment if selected If paying by check please include these same items when calculating the amount of the check If paying by Electronic Bank Debit ACH please fax a copy of a voided check with your subscription order form Company Name Payment Type O Visa MasterCard Discover American Express O PayPal Check Electronic Debit Payment Terms O Monthly O Quarterly Annual Credit Debit Card Exp Date Cardholder Name Signature Date authorize Scott Systems to charge my account if applicable as specified on this Subscription Form SIGNATURE IS This is a service and support agreement which is offered to MaxxTraxx users No sale or rental of softw are software licenses computer hardware or any other goods or materials is expressed or intended You may use the MaxxTraxx softw are without license and at no c
3. 10GB 19 50 _ DataTraxx 20 20GB 26 50 Ol DataTraxx 50 50GB 46 50 Data Conversion Fee Data from another software program may be converted and loaded into a new installation of MaxxTraxx MotorTraxx data can be converted for a one time charge of 129 Contact Scott Systems for a quote to convert another software program MaxxTraxx Pro SE data can be converted at no charge upon request MotorT raxx Data Conversion 129 Check only one box O MaxxTraxx Pro SE Data Conversion no charge Custom Data Conversion call for quote Totals for Monthly Fees amp One Time Charges Total Due at Time of Registration add total Monthly Fees amp One Time Charges above gt For quarterly billing multiply total monthly box above x 3 and add to one time charges gt For annual billing multiply total monthly box above x 12 and add to one time charges would like to sign up for MaxxTraxx Integrated Credit Card Processing when available Yes O No Notes 13 Scott Systems MaxxTraxx Support Subscription Order Form Page 3 of 4 P O Box 4155 Carlsbad CA 92018 4155 800 996 9777 Fax 866 863 0777 Please complete the Payment Information section below read the authorization and sign All requested information is required Upon approval we will automatically charge your card or bill you for the amount indicated Your charges will appear on your monthly statement Please check the appropriate Payment Type Monthly
4. Enter Existing Customers Vehicles see Add A Vehicle under Service Counter Enter Existing Parts Inventory see Add A New Part under Service Counter For Accounting Users Fiscal Year Start Date see under New User Setup Default Account Posting see under New User Setup Product Codes see under New User Setup Company Payroll see under New User Setup Beginning Checking Balances see under New User Setup Beginning Accounts Receivable Balances see under New User Setup Beginning Accounts Payable Balances see under New User Setup Beginning Payroll Balances see under New User Setup Beginning General Ledger Balances see under New User Setup Order computer checks Deluxe style DLT104 for checks on top style Computer checks for MaxxTraxx can be ordered through All Valley Printing at 559 453 6950 Self Paced Training Curriculum We understand that with so many features available in MaxxTraxx the learning process can seem a bit daunting That s why we created the Self Paced Training Curriculum SPTC to guide you through a logical progressive learning process Available online at www scottsystems com this progressive curriculum combines the the online training videos and the live Webinars where you can ask questions and get answers from our trainers about the features in that lesson
5. backups and deliver them to any device you choose That new feature has been a big step forward and has already proven to be a valuable safety net for many of our MaxxTraxx users However when we hear the horror stories of one shop who suffered a shop fire earlier this year that destroyed not only all his computer hardware but his backups as well and another who was inundated with a flood not once but twice it became apparent we needed to offer more options Online backup was the solution where fire flood and theft in the shop cannot affect them It s called DataTraxx Online backup Scott Systems is now able to offer all MaxxTraxx users the ability to automatically send their data backups to our secure online servers We will store seven successful copies one for each day of the week for you The advantage to having Scott Systems backup and store your data for you is that we can restore your SQL database to a fully operational status in short order not a job everyone knows how to do We know your software we know your business and we know you For only 12 50 per month you cannot beat the peace of mind knowing your data is safe and can be restored to make your business operational in a matter of hours How much is your data worth Be sure to indicate on your MaxxTraxx Order Form if you would like to subscribe to the online data backup service for a monthly fee DataTraxx starts at 12 50 a month for 4 GB more data can be stored for an a
6. ABOVE Shop Data Conversions We understand that changing to a new shop management program can be a challenge so we offer data conversion services from your old program to assist you in this process reducing your initial data entry Scott Systems will convert your existing shop management program data to a format consistent with MaxxTraxx data files To do so we will need access to a current undamaged copy of your data from your existing shop management program with associated passwords to access the data if needed The reality of data conversion is that it s not always a perfect world Due to programming language differences field length and placement and data encryption some conversions are more difficult to do than others and may not yield as much usable data as others In cases where data has been entered into unnamed or incorrect fields we do our best to orient that data into appropriate fields but it is not always possible We will always do our best to extract the maximum data for you but it is important that we begin the process with a realistic expectation about the results We have created a list of the data we can convert data we might be able to convert and data we are sure we cannot convert for you Some items require more extensive programming and are determined on a case by case basis with no guarantee of 100 success Again we will do everything in our power to provide you with the best possible results After a dat
7. MaxxTraxx Getting Started Guide for New Users Revised May 2012 Part I Part Il Part Ill Part IV Part V Part VI Part VII Part VIII Part IX Table of Contents How to Use the Getting Started Guide Steps to Success Hardware Requirements 30 Day Trial Order Form Shop Data Conversions Setup Checklist Self Paced Training Curriculum DataTraxx Online Backup Support Subscription Order Form How to Use the Getting Started Guide Welcome New MaxxTraxx Prospects and Users Thank you for taking the time to look into our products and services Scott Systems has been providing computer software and support services to the automotive repair industry since 1987 We believe in quality service to our customers as a focus of all that we do Our commitment is evidenced by the way we have worked with our clients in designing and evolving the software and the total support programs that we offer Assistance with a training and implementation strategy is a large part of that total support approach This Getting Started Guide is an essential tool in providing that support The Getting Started Guide is a road map for prospects and new users to obtain a trial version of MaxxTraxx for evaluation training and implementation Scott Systems also offers a Self Paced Training Curriculum to help our new users implement MaxxTraxx in their business As you will discover MaxxTraxx Express MaxxTraxx Service and the all incl
8. a conversion is completed and installed on your MaxxTraxx software you will have 48 hours to accept or request the data be reconverted Note once you start running your business with MaxxTraxx we cannot merge a reconversion and combine that reconverted data with the data you ve already entered to date There are no guarantees stated or implied on data conversions so please inspect your data thoroughly and verify a sub section of your customers vehicles repair orders parts records etc before accepting the data conversion A note about Repair History this is just what it says repair history not invoice history This converted data is meant to be used to reference what has been done on a vehicle in the past The repair history is not meant to be reprinted for the customer nor is the total invoice pricing meant to be there as a sum total including supply charges hazardous materials fees sales tax etc Standard Data Conversions will include Customer Names Addresses Telephone Numbers up to three telephone numbers and Emails Vehicle Information Standard Data Conversions may include inquire about your shop program Vehicle Repair History Parts Lists Labor Services Data Not Available in Conversions Kits Part Purchase History Vendor Lists A R Balances A P Balances or Any Accounting Information understand there is a charge for data conversion Scott Systems will analyze my current shop system data at no charge Sco
9. banking information have received or waived my option for a practice trial version of MaxxTraxx have reviewed the Self Paced Training Curriculum on the Scott Systems Web site have read understand and meet the minimum hardware requirements for MaxxTraxx understand that need to have a backup system in place to backup my MaxxTraxx data 0 0 0 0 0 0 O0 O O have read and understand an online data backup is available from Scott Systems Shop Name Phone Owner Name Owner s Signature Date and Time Requesting Installation and or Conversion Must start between 8 a m and 3 p m Pacific Standard Time Monday through Friday Please note that the installation and or conversion may take up to four hours not all times available as requested Copyright 2012 Scott Systems 15
10. ce Pack 3 1 0 GHz CPU 1GB RAM 40GB Hard Drive Super VGA or LCD Flat Screen Monitor Screen minimum 1024 x 768 resolution a broadband Internet connection Term of Subscription Subscription period begins upon registration of the softw are Subscription ends upon 30 days written notice by either party Scott Systems reserves the right to terminate this Support Subscription for non payment of fees violation of softw are copyrights or abuse of Support Services as determined by Scott Systems management Terms subject to change with a sixty 60 day written email or Website notice at http Iwww scottsystems com Copyright 2012 Scott Systems 12 Scott Systems MaxxTraxx Support Subscription Order Form Page 2 of 4 P O Box 4155 Carlsbad CA 92018 4155 800 996 9777 Fax 866 863 0777 Registration and Support Subscription Monthly Alas Select a MaxxTraxx software program and enter the monthly fee and one time registration fee on the Fees arges right No registration fee required for existing Scott Systems users Registration includes over the phone Intemet help in setting up MaxxTraxx software on one file server and all registered workstations training and computer system configuration where necessary Configuration is limited to MaxxTraxx software hardware requirements Monthly support subscription is for ONE COMPUTER Monthly billing requir
11. dditional fee and is billed with your support subscription See the Subscription Order Form for details 11 Scott Systems MaxxTraxx Support Subscription Order Form Page 1 of 4 P O Box 4155 Carlsbad CA 92018 4155 800 996 9777 Fax 866 863 0777 Company Name DBA Address City State ZIP Phone 1 Phone 2 Fax Email Address Owner s Name Hours of Operation Standard Support hours are Monday through Friday 7 a m to 5 p m Pacific Standard Time excluding recognized New Years Day Memorial Day Independence Day Labor Day Thanksgiving and Christmas holidays Support Services Scott Systems w ill provide during Standard Support hours unlimited Internet Chat Support and Phone Support on Scott Systems MaxxTraxx Corporate MaxxTraxx Service and MaxxTraxx Express software in the follow ing areas during the period of the subscription Included Answering specific questions regarding current Scott Systems softw are operation and setup online Internet Remote Control Support to correct Scott Systems program and data errors and to correct user caused data errors on Scott Systems programs i e miskeyed information w hen no existing program function is available that will correct the problem Not Included Setup or troubleshooting of computer hardw are operating system netw ork printer and Internet connections Software Use and Software Updates Scott Systems w ill offer Ma
12. e Lesson 1 has an introduction video amp training tools orientation video to introduce you to the various training tools e Lesson 2 includes a one on one telephone training session with a Scott Systems Trainer to review your MaxxTraxx Setup after you have MaxxTraxx installed at your shop e Lessons 3 10 have corresponding live Webinars where our users can ask a Scott Systems Trainer in a online seminar about features covered in the corresponding lesson The live Webinar series is three weeks in length held on Monday Wednesday and Friday to correspond to lessons 3 10 Please see the Schedule of Upcoming Webinars on our Web site under the training tab to register for each Webinar The live Webinars are designed to be attended in combination with viewing the corresponding training videos ahead of time so we are answering specific questions about the feature not just showing you how the feature works The entire three week Webinar series is recorded and available to watch anytime in the Archived Webinar section of our Web site After the SPTC Webinar series please feel free to join us for an Open forum Webinar to ask any question you have about using MaxxTraxx see the Schedule of Upcoming Webinars for times This is your time to explore advanced features and gather some suggestions on how best to use MaxxTraxx to meet your shop s workflow needs The webinars are included in your monthly support subscription but for users that need that
13. es automatic credit card processing or electronic debit Quarterly or annual billing available Subscription may be cancelled at any time with 30 days written notice Cloud hosting available for an additional fee call for quote O MaxxTraxx Corporate 119 monthly 399 registration Check only one box O MaxxTraxx Service 89 monthly 299 registration 1 MaxxTraxx Express 49 monthly 99 registration MotorTraxx Legacy 297 quarterly 129 registration M axxTraxx Express is av ailable for single user only Workstation Support Subscription e Select the number of workstations and enter the monthly fee on the right Each additional workstation requires a monthly workstation support subscription A dditional w orkstations not av ailable with M axxTraxx Express 1 1 additional workstation 9 O 2 additional workstations 18 O 3 additional workstations 27 Check only one box O 4 additional workstations 36 O 5 additional workstations 45 O 6 additional workstations 54 O 7ormore additional workstations 63 DataTraxx Online Backup Subscription e Secure automated Online Backups sent to redundant Backup Servers in multiple data centers Backup daily or even multiple times per day Many plans available depending on how much data you want to back up with the option to back up any other data including documents pictures and emails with any of the plans O DataTraxx4 4GB 12 50 O DataTraxx7 7GB 16 50 Check only one box o DataTraxx 10
14. extra assistance in learning MaxxTraxx we offer one on one telephone training and on site training for an additional fee The telephone training is currently 65 00 per hour as of May 2012 Telephone training sessions are scheduled in one hour increments Please see the training section on our Web site for current pricing as the one on one training fee may change Please contact the training department for a quote if you are interested in on site training 10 DataTraxx Online Backup For anyone who has ever suffered significant or even minor data loss from their primary business software knows the amazing inconvenience and frustration as well as the time and money loss involved in trying to recover and reconstruct lost data sometimes with little or no success As those of you who have been with us for many years know we have always suggested that you have a reliable backup system for your company data preferably one with redundancy After a data loss we spend a significant portion of our time searching for an archive of information that we can use to start the recovery process Our data backup mantra has always been It s not IF you will suffer a hardware failure it s WHEN After so many years of watching our customers forget to do their backups or realize that their backup system had not been working as they thought we decided to develop an alternative for them MaxxTraxx now has a built in ability to schedule and perform automatic
15. he the Find box and hit the Enter key If you have questions just give us a call We have the reputation for providing the most capable training and technical support Staff in the industry but the burden of preparation is still on you Let s get started Steps to Success O Step 1 Verify your Hardware Specifications The first step in preparing to use MaxxTraxx in your business is to verify your computer hardware meets the specifications needed to run the software We have listed both the recommended and minimum specifications NOTE The recommended levels wil provide optimal performance We cannot install MaxxTraxx on a computer that does not meet the minimum hardware requirements listed in this document An essential element of your hardware is the backup system Scott Systems offers online data backup starting at 12 50 a month see the DataTraxx section for details O Step 2 Fax 30 Day Trial Order Form to get a Trial Version Once you have the necessary hardware in place we can load a 30 day trial version of MaxxTraxx on your system There are many tools available to assist you with your training whether on a trial version or a live version including a User Manual Self Paced Training Curriculum with Online Training Videos and Live Web Seminars Webinars Archived Webinars and Over the Phone Training and On Site Training for an additional fee We have found that shops typically train and practice for 12 hours before they Go Live
16. ost without subscribing to our support agreement w ith the limitation that you will only be able to create 50 Repair Orders and Parts Sales Invoices and will not have access to some functions Full Repair Order creation Parts Invoice creation and Accounting functionality w ill be made available for use to Support Subscribers in good standing only If a Support Subscriber chooses to discontinue Support or fails to pay their support fees the program w ill revert to its pre Support Agreement functional status In addition there are numerous third party integrations built into the program that must be subscribed to separately from this Support Agreement All rights of ownership of materials and code are retained by Scott Systems Copyright 2012 Scott Systems 14 Scott Systems MaxxTraxx Order Form Release to Install Page 4 of 4 P O Box 4155 Carlsbad CA 92018 4155 800 996 9777 Fax 866 863 0777 Prior to scheduling the installation of your Go Live version of MaxxTraxx we need to ensure that you have completed the necessary tasks and are both informed and prepared to use MaxxTraxx Please this Order Form to 866 863 0777 have read and understand each task required on the Setup Checklist have received the User Manual and understand how to access and read the procedures understand that need to setup up certain sections of MaxxTraxx prior to writing invoices understand will need to manually set up my general ledger and
17. quire you enter your shop information again You may find that the vast majority of the setup procedures are left on the default settings The MaxxTraxx installation load converted data process can take anywhere from two to four hours to complete O Step 8 Go Live With MaxxTraxx Once you have completed all the necessary tasks on your Setup Checklist after your Go Live installation you are ready to start using MaxxTraxx to run your business You might want to take advantage of some features right away and slowly incorporate more features down the road We have found most shop owners only use a portion of their software system capabilities often because they get the basics down to run their business and then never go back to find out more We want you to get the most out of MaxxTraxx So join us for an Open Forum Webinar and we can provide suggestions on how to use more features in MaxxTraxx to help make your business a great success Hardware Requirements The following are the recommended and minimum hardware requirements to install and operate MaxxTraxx NOTE The recommended specifications wil give you optimal performance Server 1 Operating System Microsoft Windows XP Professional Service Pack 3 Vista Home Premium or Business Windows 7 Home Premium or Professional or Microsoft Windows 2003 or 2008 Server Standard Edition For networks with more than six workstations we recommend Microsoft Windows 2003 or 2008 Server Be aware
18. t held before you GO LIVE with MaxxTraxx O Step 5 Learn with the Self Paced Training Curriculum There are many tools available to assist you with your training whether on a practice version or a live version including a User Manual Self Paced Training Curriculum with Online Training Videos and Live Web Seminars Webinars Archived Webinars and Over the Phone Training and On site Training for an additional fee Steps to Success O Step 6 Complete Subscription Order Form and Release Once you have learned how to use MaxxTraxx with the Self Paced Training Curriculum watching videos and attending live Webinars you ll be ready to Go Live The next step is to complete the FOUR PAGE order form with release to install enter your requested date and time to install or re install a fresh copy of MaxxTraxx and fax to 866 863 0777 We will contact you to confirm your Go Live installation appointment Some shops decide to just Go Live with their trial version of MaxxTraxx leaving their practice data in the system O Step 7 Install Re install and or Load Converted Data On the scheduled install load converted data date we will install a fresh copy of MaxxTraxx load converted data you may have from a prior software program and walk you through your Setup again if you had a trial version of MaxxTraxx NOTE All data entered in the trial version including your settings wil be cleared Settings are reset to the defaults and wil re
19. that Small Business server will not support Terminal Services or Citrix Minimum Microsoft Windows XP Professional SP3 2 CPU 2 8 GHz or better Minimum 1 5 GHz 3 Memory 3 GB or better Minimum 2 GB 4 Hard drive 80 GB or better We also recommend but do not require RAID 1 or RAID 5 mirrored drives using at least two identical hard drives Minimum 40 GB 5 Network 100 MBit or faster No wireless networks are supported unless you are using Terminal Service or Citrix 6 Backup USB drive DVD CD Tape or online upload 7 Internet Broadband either DSL T1 or Cable with Router Firewall Workstations 1 Operating System Microsoft Windows XP Home or Professional Service Pack 3 Vista Home Premium or Professional or Windows 7 Home Premium or Professional Minimum Microsoft Windows XP Home SP3 2 CPU 2 8 GHz or better Minimum 1 0 GHz 3 Memory 2 GB or better Minimum 1 GB 4 Hard drive 40 GB or better Minimum 40 GB 5 Network 100 MBit or faster No wireless networks unless Terminal Service or Citrix Printers Any Windows compatible inkjet or laser printer black amp white or color printer no dot matrix printers Barcode Equipment optional 1 Scanners Symbol 2208 or LS 2208 barcode scanners are recommended 2 Printers Brother QL570 barcode label printers are recommended WE CANNOT INSTALL MAXXTRAXX ON A COMPUTER SYSTEM THAT DOES NOT MEET THE MINIMUM HARDWARE REQUIREMENTS LISTED
20. tt Systems will provide me an estimate and a description of what will be converted before the conversion is performed Accepted Date Setup Checklist These sections MUST BE COMPLETED PRIOR TO WRITING YOUR FIRST REPAIR ORDER INVOICE Company Information see under Setup Repair Order and Parts Invoice Setup see under Setup This Workstation Printing and Miscellaneous Info Setup see under Setup Sales Tax Rates see under New User Setup Employees and Employee Permissions see Add An Employee under Payroll Enter Custom Chart of Account numbers FOR QUICKBOOKS EXPORT USERS Parts Price Matrices see Part Price Matrix Setup under Parts Manager Carfax VIN License plate look up Setup Online Parts Ordering Setup Security Groups Setup see under Setup Customer Sources Setup see under Setup Marketing Setup Repair Order Status Setup see under Setup Lists Parts Invoice Status Setup see under Setup Lists Cancellation Reasons Setup see under Setup Lists Cash Drawers see under New User Setup Departments see under New User Setup Product Codes see under New User Setup Payment Methods see under New User Setup Database Backup Setup see under Setup Enter Vendors see Add A Vendor under Accounts Payable Enter Custom Labor Services see Add A New Labor under Service Counter Enter Custom Kits see Add A New Kit under Service Counter Enter Existing Customers see Add A Customer under Service Counter
21. usive MaxxTraxx Corporate edition have hundreds of features that can help you run your business more effectively but we understand the getting started process can be a bit overwhelming Follow the step by step process in this guide and if you have questions or need assistance please call us at 800 996 9777 or contact us through the LIVE CHAT link on our Web site at www scottsystems com to get immediate assistance Here are your To Do s O Read the Steps to Success Verify your Hardware Specifications meet the minimum requirements Fill out the Trial Order Form and Fax ve install MaxxTraxx for practice use Attend a Setup Strategy Meeting with a Scott Systems Trainer Start learning with the online Self Paced Training Curriculum Practice practice practice And when you re ready Fill out the Subscription Order Form and Fax we clear out the data in MaxxTraxx ey El WEY ely Ek g Review your Live MaxxTraxx program Setups with a Scott Systems Trainer O GO LIVE and run your business with MaxxTraxx The Getting Started Guide is a PDF document that provides a directory of pages or Bookmarks on the left side of the document this navigation column can be expanded and collapsed You also have an option to print all or just a few select pages at a time Click File on the Menu Bar and select Print from the drop list to pick the pages you would like to print There is also a search feature at the top of the PDF document just start typing t
22. xxTraxx softw are and all updates released during the period of this subscription for use on one server at one facility at no extra charge when dow nloaded from Scott Systems Internet Web site Scott Systems does not guarantee a minimum number of updates per year Training The Self Paced Training Curriculum videos and live Webinars are available at no additional cost Reservations for dedicated telephone training may be scheduled at an additional cost in one hour increments at the current Telephone Training Rate Contact us or see our Web site at www scottsystems com for current training rates After Hours Support If you have an emergency situation after Scott Systems regular business hours you may call the support line at 800 996 9777 and leave a message A Customer Support Representative w ill be notified and will call you back as soon as possible Scott Systems w ill offer support at the current after hour rate with a minimum charge per call Contact us for current after hours support rates Minimum Hardware Specifications Server Microsoft Window s XP Professional Service Pack 3 For netw orks w ith more than six workstations Microsoft Window s 2003 Server CPU 1 5 GHz 2GB RAM 40GB Hard Drive Super VGA or LCD Flat Screen Monitor Screen minimum 1024 x 768 resolution a broadband Internet connection No wireless networks unless you use Terminal Service or Citrix Workstation Microsoft Window s XP Home Servi
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