MaxxTraxx Pro CE Getting Started Workbook
Contents
1. Company Name for search and report purposes and the customer first and last name are entered as the contact All paid invoices are converted and are in the customer history Vehicle records are converted In MotorTraxx you were allowed to modify the field names to accommodate information that the defaults did not allow for If you have changed the name of any of the fields those field entries will be converted but with the default field names in MaxxTraxx Let us know if you have made changes to your vehicle field names and we may be able to run a utility to move your data into the appropriate fields The Vehicle Tag ID A C designation and Drive Type are not converted Open invoices on the Service Counter and Parts Counter are converted with correct RO and Invoice numbers without the parts and labors on them that were in MotorTraxx You will need to re enter labor and parts select a reason for service enter any add on charges and RESELECT THE SALES TAX DESIGNATION THE DEFAULT SALES TAX RATE WILL BE AUTOMATICALLY APPLIED TO ALL OPEN REPAIR ORDERS CONVERTED FROM MOTORTRAXX BY DEFAULT After you setup your sales tax rate under setups reselect the sales tax code under the Miscellaneous Link on all open repair orders and parts invoices Going forward all newly created repair orders and parts invoices with have the sales tax rate you select in the sales tax setup applied automatically Labor service records are converted except MaxxTraxx does n2. Complete each task on your Checklist referencing the applicable procedure in the User Manual as needed Note that there are items on the Checklist designated with an asterisk that must be completed prior to creating a repair order Other items can be set up as you go just be sure to date any beginning balance transactions the same date as your initial installation and or conversion You may find that the vast majority of the setup procedures are left on the default settings Most shops use these defaults however we want to ensure that any customizations that you would like to have in the system are done at the onset if possible not to say that you cannot make changes to your system setup at a later date you can And remember if you have questions or need assistance along the way please do not hesitate to call us as we are here for you Step 8 Go Live on MaxxTraxx Pro CE After completing all the necessary tasks on your Checklist you are ready to start using MaxxTraxx Pro CE to run your business You will probably find your training and setup of MaxxTraxx Pro CE to be an evolutionary process As you become more familiar with the various features and functions throughout MaxxTraxx Pro CE you might want to take advantage of some of these features and make more customizations to the system to match your workflow Please plan on reviewing the user manual after running the system for a couple months as there is a wealth of information about the var
3. Margin Fixed Margin Fixed Margin Fixed Margin Fixed Margin Fixed Margin Fixed Margin Fixed Margin Oo OF OO LA LL Oo LLL LL O Oo O OF QO 0O O Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier The data merge fields need to be reselected using the MaxxTraxx merge fields This only needs to be done if you are converting data from MotorTraxx not if you are converting from MaxxTraxx Pro SE FOR ACCOUNTING USERS If you plan on using QuickBooks as your accounting software and want to export the MaxxTraxx Pro CE transactions the general ledger account numbers must be the same in both programs so setting up the appropriate accounts in the MaxxTraxx Pro CE Default Account Posting setup is critical Add the needed account numbers to the Chart of Accounts in MaxxTraxx Pro CE that match your QuickBooks chart of accounts and select the appropriate account numbers following the Default Account Posting procedure Fiscal Year Start Date Setup Setups gt gt Accounting and Payroll gt gt Fiscal Year Start Date Fiscal Year Start Dates Reason Default Account Posting Setup Setups gt gt Accounting and Payroll gt gt Default Account Posting Cash and System Account
4. Status Part Invoice Status Setup Setups gt gt Miscellaneous Lists gt gt Part Invoice Status Statuses already preloaded include Open Special Order and Waiting for Parts Status Status Cancellation Reasons Setup Setups gt gt Miscellaneous Lists gt gt Cancellation Reasons Reasons already preloaded include Employee Mistake No reason given Decided no to do service Decided price was too much and No Show Reason Reason Part Price Matrix Setup Parts Manager gt gt Parts Price Matrix Setup Example Parts priced using the profit margin method on three pricing levels up to 100 then just two Starting Part Cost 0 00 Price A 50 Price B 45 Price C 40 and check the Profit Margin box on each Starting Part Cost 25 00 Price A 45 Price B 40 Price C 35 and check the Profit Margin box on each Starting Part Cost 100 00 Price A 40 Price B 35 and check the Profit Margin box on each Starting Part Cost 250 00 Price A 35 Price B 30 and check the Profit Margin box on each Using this example a part that costs 30 00 sold at Price A 54 55 45 profit margin Another example a part that costs 10 00 sold at Price A 20 00 50 profit margin at Price B 18 18 45 profit margin Starting Part Cost Price A Price B Price C Price D Price E Price F OO O Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Profit Margin Profit Margi
5. the installation and or conversion may take up to three hours not all times available as requested
6. Tax Rate Security Groups Setup Setups gt gt Security Groups Add as many security groups as you need The default security groups are Accounting Administrators Service Advisors and Technicians These default groups already have the security settings selected Additional Security Group Additional Security Group Additional Security Group Additional Security Group Employees and Employee Permissions Payroll gt gt Employee List If an employee is already on the list click Edit if not click Add and fill out the information completely Critical information fields are Last Name First Name Employee Code Password and Security Group Click on Miscellaneous and indicate if the employee is a Technician or a Service Writer Checking these boxes will add the employee to the Technician and or the Service Writer lists for assignment on ROs Customer Sources Setup Setups gt gt Marketing gt gt Customer Sources Sources already preloaded include COUPON DRIVEBY EXISTING REFERRAL and YELLOW PAGES Customer Source Parts Discount Labor Discount Customer Source Parts Discount Labor Discount Customer Source Parts Discount Labor Discount Customer Source Parts Discount Labor Discount Repair Order Status Setup Setups gt gt Miscellaneous Lists gt gt Repair Order Status Statuses already preloaded include Appointment Managers Hold Waiting for Authorization Waiting for Parts Work in Progress and Work Not Started Status Status
7. 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 Customers see Add A Customer under Service Counter Enter Vehicles see Add A Vehicle under Service Counter Enter Inventory see Add New A Part under Service Counter 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 L L L L L L L T L TL LL T L L L L T L1 Enter Existing Repair Orders and Parts Invoices see all procedures under Service Counter S 9 Accounting Users Fiscal Year Start Date see under New User Setup Default Account Posting see under Nevv User Setup Product Codes see under New User Setup Company Payroll see under Nevv User Setup Beginning Checking Balances see under Nevv User Setup Beginning Accounts Receivable Balances see under Nevv User Setup Beginning Accounts Payable Balances see under Nevv User Setup Beginning Payroll Balances see under Nevv User Setup Beginning General Ledger Balances see under Nevv User Setup OOOO Order computer checks Computer checks for be ordered through All Valley Printing at
8. 3 GB or better Minimum 2 GB 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 100 MBit or faster No wireless networks unless you use Terminal Service or Citrix USB drive DVD CD Tape or off site upload Scott Systems offers off site backup for a nominal fee Broadband either DSL T1 or Cable with Router Firewall Microsoft Windows XP Professional Media Center or Home Vista all versions Microsoft Windows 2000 ME or 98 in that order 3 0 GHz or better Minimum 1 0 GHz 2 GB or better Minimum 1 GB 40 GB or better Minimum 40 GB 100 MBit or faster No wireless networks unless you use Terminal Service or Citrix WE WILL NOT INSTALL MAXXTRAXX PRO CE ON A COMPUTER SYSTEM THAT DOES NOT MEET THE MINIMUM HARDWARE REQUIREMENTS LISTED ABOVE Off site Data Backup For anyone who has ever suffered significant or even minor data loss from their primary business software they know the amazing inconvenience and frustration as well as the time and money loss involved in trying to recover and reconstruct that 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 inf
9. 559 453 6950 Converted Data Shop Checklist Shops with converted data from MotorTraxx pre loaded into MaxxTraxx Pro CE These sections MUST BE COMPLETED PRIOR TO WRITING YOUR FIRST 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 Security Groups Setup see under Setup Employees and Employee Permissions see Add An Employee under Payroll 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 Correct Custom Kits see Manager Manage Kits Correct Marketing Letters see under New User Setup L L T LT L T T TL Enter Existing Repair Orders and Parts Invoices Detail Parts labor and add on charges on all open invoices need to be re selected and added under a Reason for Service in MaxxTraxx S 9 Accounting Users Fiscal Year Start Date see under New User Setup Default Account Pos
10. MaxxTraxx Pro CE Getting Started Workbook Welcome new MaxxTraxx Pro CE user and congratulations on your decision to use one of the most advanced comprehensive automotive management systems available today to assist you with making your business a great success As you will discover MaxxTraxx Pro CE has hundreds of features that can help you run your business more effectively but it can be a bit overwhelming Have no fear as we at Scott Systems have the reputation of having the most capable and available technical support staff in the industry We ll do everything we can to help you be successful but the burden of preparation is on you This Getting Started Workbook is one of the tools to assist you The Getting Started Workbook is designed to guide you through the set up process to ensure you have the proper computer hardware the necessary training and the tools to set up your software program correctly before you write that first repair order We have created checklists to follow as well as information collection sections to as assist you with gathering and inputting your company data Completing the Setup Information section of the workbook to record this information can help streamline the process plus you will have a handy reference guide when you re done If you are a MotorTraxx user converting your data to MaxxTraxx Pro CE this guide will also explain what data is converted and what data is to be entered manually Each new user will se
11. Open their customer record select Make an Employee from the View and Edit Record Type feature under Customer Options and the system will create a new employee record which you can then continue to set up with their payroll information Accounts Receivable and Accounts Payable balances no detail are converted as a single amount due under each respective customer or vendor record The total AR and AP amounts due will be entered on the general ledger under the 12000 Receivables Sales account and the 20000 Payables Trade account with the offsetting amount to the 19900 System Balance Initial Setup account Bank balances are not converted these need to be entered General ledger account numbers are reset to the defaults any custom general ledger accounts and all the account balances need to be entered with the exception of AR and AP account balances Default Account Postings which detail where automated transactions are posted on the general ledger need to be verified and modified as needed as they are reset to their default accounts Company Information i e company name address BAR etc needs to be entered Some of the Repair Order or Parts Invoice setup is converted i e labor rates supply charges etc however these entries need to be verified and the rest of the setup completed Important Close the Daily Book and print all your financial reports from MotorTraxx before your data conversion starts Setup Information Company I
12. ce you have the necessary computer hardware have completed training and fully understand the setup process you are ready to schedule your live MaxxTraxx Pro CE installation and or data conversion Fill out the Order Form noting the number of users if you will be using the accounting and if you want to subscribe to the off site data backup service Additionally check off each box on the Release stating that you have reviewed and completed each item on the release sign and enter your desired go live date Fax all three pages to our office and we will contact you to confirm the date and time of your MaxxTraxx Pro CE installation and or data conversion Step 8 Install and or Convert to MaxxTraxx Pro CE On the scheduled install data conversion date you will need to connect to our technical support representative via a high speed internet connection who will install MaxxTraxx Pro CE you re your converted data and set up your basic company information If you are going to enter financial data from another system including MotorTraxx you will want to close out your financials for that day just prior to the conversion and print all your financial reports at that time to use in the accounting setup of MaxxTraxx Pro CE The install process takes anywhere from two to four hours to complete Step 9 Follow Setup Procedures Once your MaxxTraxx Pro CE installation and or data conversion is complete you will need to get your system setup
13. cklist that applies to my shop CL Ihave received the User Manual and understand how to access and read the procedures O lunderstand that need to setup up certain sections of MaxxTraxx Pro CE prior to writing my first repair order and will need to manually set up my general ledger and banking information All employees that will be using MaxxTraxx Pro CE have received training in their specific areas have read understand and meet the minimum hardware requirements for MaxxTraxx Pro CE understand that need to have a backup system in place to backup my MaxxTraxx Pro CE data oO a read and understand that off site data backup is available from Scott Systems for a monthly fee For MotorTraxx Converted Users understand that MaxxTraxx Pro CE does not have all the features that MotorTraxx has have read the Converted Data section and understand what is converted and what is not O o understand that there is some information converted from MotorTraxx in a modified version 1 I understand that I should keep a copy of my MotorTraxx to access non converted information O understand that dot matrix printers are not recommended and should use a laser or inkjet printer for all reports checks and repair orders 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
14. h recommended and minimum specifications note that the recommended levels will provide optimal performance An essential element of your hardware is the backup system Ensure that you have a reliable and if possible redundant daily backup for your data And last we will not install MaxxTraxx Pro CE ona computer system that does not meet the minimum hardware requirements listed in this document Step 2 Arrange Training and a Practice Version Once you have the necessary hardware in place we can load a practice version of MaxxTraxx Pro CE on your system For MotorTraxx users who are converting to MaxxTraxx Pro CE we can also load your MotorTraxx data so you can view the converted data and practice on it There are many tools available to assist you with your training including a User Manual Training Videos Web Seminars Over the phone Training and On site Training for an additional fee If you do not have a computer that meets the minimum requirements yet you can practice on our online demo in the meantime We have found that shops typically get in 12 hours of training and practice before they go live Step 3 Identify your Checklist and Review Tasks An essential part of your training is learning about the Setup Process There are three Setup Checklists in this workbook one for new shops that have not started operating their businesses one for existing shops without data pre loaded or data converted from another software program and o
15. ious features Also please feel free to give us a call if you would like to know more about a particular feature or would like to know how to best utilize a function We have found most shop owners only use a portion of their software system capabilities often times because they get the basics down to run their business and then never go back to find out more MaxxTraxx Pro CE is one of the most advanced comprehensive automotive management systems available today and we want you to get the most you can out of your investment so in a few months give us a call and let us review how you are using the system and provide you with suggestions and information that can help make your business a great success Hardware Requirements The following are the recommended and minimum hardware requirements to install and operate MaxxTraxx Pro CE Note the recommended specifications will give you optimal performance Server 1 Operating System 2 CPU 3 Memory 4 Hard drive 5 Network 6 Backup 7 Internet Workstations 1 Operating System 2 CPU 3 Memory 4 Hard drive 5 Network Microsoft Windows XP Professional Vista Business or Microsoft Windows 2003 Server Standard Edition For networks with more than six workstations we recommend Microsoft Windows 2003 Server Be aware that Small Business server will not support Terminal Services or Citrix Minimum Microsoft Windows XP Home 3 0 GHz or better Minimum 1 5 GHz
16. lding 66500 Maintenance Equip 50800 COGS Misc Supplies 67110 Office Meals 67100 Office Supplies 66100 Mail Postage 68500 Tax Sales Default Account Custom Account 39000 Capital 49000 Income Miscellaneous Setups gt gt Accounting and Payroll gt gt Product Codes PARTS Product Code Description GI General Inventory Asset Acct Income Acct COGS 13000 40000 50000 LABOR Product Code GL SUBLETS Product Code SUBLET CORES Product Code CORES Description General Labor Description Sublet Repair Description Cores ADD ON CHARGES Product Code FET HAZWASTE TIREDISP Description Federal Excise Tax Hazardous Waste Disposal Fee Tire Disposal Fee Asset Acct N A Asset Acct 13300 Asset Acct 13200 Asset Acct N A N A N A Income Acct 41000 Income Acct 40300 Income Acct 40200 Income Acct 42220 42210 42230 COGS N COGS 50300 COGS 50200 COGS N A N A N A Company Payroll Setup Setups gt gt Accounting and Payroll gt gt Company Payroll Hours per day before Overtime Starts Hours per day before Double Time Starts Hours per week before Overtime Starts SUTA Percentage SDIF Percentage Beginning General Ledger Balances Setups gt gt Accounting and Payroll gt gt Enter Beginning General Ledger Balances 11000 Undeposited Funds 11010 Checking 1 11110 Savings 1 12000 Receivables Sales 13000 Invent
17. n Profit Margin Profit Margin Profit Margin Profit Margin Oo OF O LL O Fixed Margin Fixed Margin Fixed Margin Fixed Margin Fixed Margin Fixed Margin OF g L LU Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Cost Multiplier Starting Part Cost Price A Price B Price C PriceD Price E Price F Starting Part Cost Price A Price B Price C PriceD Price E Price F Starting Part Cost Price A Price B Price C PriceD Price E Price F OO 0 0 Oo oO LU o0 0 0 dad 0O O Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Sales Price Correct Marketing Letters Marketing gt gt Edit Letters and Postcards Oo OF O Oo OF O O O Oo OF OF O O Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Profit Margin Oo OF OO LA LL Oo OF OF LL O Oo OF QO 0O O Fixed Margin Fixed Margin Fixed Margin Fixed Margin Fixed Margin Fixed Margin Fixed Margin Fixed Margin Fixed Margin Fixed Margin Fixed
18. n Charges Labor Charge 1 Description Product Code Taxable O Yes O No Add On Charges Labor Charge 2 Description Product Code Taxable O Yes O No Add On Charges Labor Percentage Description Product Code Taxable O Yes O No Select Printed Invoice Style Default Florida Michigan or Wisconsin Repair Order Starting Number automatically assigned in MotorTraxx conversions Estimate Disclaimer Repair Order Warranty Purchase Order Starting Number Part Invoice Starting Number Part Invoice Disclaimer Part Invoice Warranty Quote Starting Number Quotes expire after days Default New and Free Form Labors As Taxable O Yes O No Default New Parts and Buyouts As Taxable O Yes O No Default New Sublets As Taxable O Yes O Link Flat and Billed Rate Labors Together O Yes O No Profit Percentage Target for Labor Profit Percentage Target for Repair Order If your Tech Worksheet Printer will be different than your Repair Order printer and is not your default printer indicate the correct printer in the Tech Worksheet Printer box This Workstation Setup Setups gt gt This Workstation gt gt Printing and Miscellaneous Info If any of your print jobs need to print to other than your default printer indicate the correct printer After printing repair orders or parts invoices you find the alignment to be off adjustments can be made Sales Tax Rates Setup Setups gt gt Accounting and Payroll gt gt Sales Tax Rates Sales
19. ne for MotorTraxx users who will have their data converted from MotorTraxx to MaxxTraxx Pro CE Identify your checklist which lists each section of MaxxTraxx Pro CE that will require setup with some tasks requiring setup prior to writing your first require order You will also notice there are additional setup tasks for shops that intend on using the accounting in MaxxTraxx Pro CE Step 4 Review Setup Tasks Each task on your checklist references a section of the MaxxTraxx Pro CE User Manual that you can follow to complete that section Review each task ahead of time following the procedures in the user manual And if you have a practice version of MaxxTraxx Pro CE loaded we recommend that you actually get the practice version completely setup just as you would your live version You will accomplish a couple of things by doing this You get familiar with the different features and options available in the system if you have converted data you will see what information is converted how that converted information will look and know what you will need to enter manually and last once you decide how you would like your system setup it will take less than an hour to get your live MaxxTraxx Pro CE setup and ready to go Step 5 Review Conversion Details For users that will have their MotorTraxx data converted to MaxxTraxx Pro CE the Converted Data section of the workbook details specifically what data is directly converted what data is conve
20. nformation Setups gt gt Company Information Note Do not remove the checkmark from TURN OFF SYSTEM SECURITY until you have set up your employees created passwords and selected security groups Company Name Print Name as it appears on ROs Address City State Zip Phone 1 Phone 2 Comment 1 Comment 2 Comments can be Bureau of Automotive Repair number EPA number Business License number etc Select the accounting system to be used MaxxTraxx QuickBooks or None If your Report Printer will be different than your Repair Order printer and is not your default printer indicate the correct printer in the Default Report Printer box Beginning of workday time End of workday time Repair Order and Parts Invoice Setup Setups gt gt RO and Part Invoice Setup Shop Labor Rate A Shop Labor Rate D Shop Labor Rate B Shop Labor Rate E Shop Labor Rate C Shop Labor Rate F Average Labor Cost Per Hour if known Repair Order Miscellaneous Supply Charge Description Parts Charge Percentage Labor Charge Percentage Maximum Charge Part Invoice Miscellaneous Supply Charge Description Parts Charge Percentage Labor Charge Percentage Maximum Charge Tax Miscellaneous Supply Charges O Yes O No Add On Charges Part Charge 1 Description Product Code Taxable O Yes O No Add On Charges Part Charge 2 Description Product Code Taxable O Yes O No Add On Charges Part Percentage Description Product Code Taxable O Yes O No Add O
21. now you For only 12 50 per month you cannot beat the peace of month of 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 Pro CE Order Form if you would like to subscribe to the off site data backup service for a monthly fee of 12 50 billed with your support subscription New Shop Checklist Shops starting to use MaxxTraxx Pro CE as of their first day of business These sections MUST BE COMPLETED PRIOR TO WRITING YOUR FIRST 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 Security Groups Setup see under Setup Employees and Employee Permissions see Add An Employee under Payroll ploy ploy ploy y 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 C
22. ormation that we can use to start the recovery process Our data backup manta 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 Pro CE now has a built in ability to schedule and perform automatic 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 several of our MaxxTraxx Pro CE users However when we hear the horror stories of one shop who suffered a ship 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 Off site backup was the solution where fire flood and theft in the shop cannot affect them Scott Systems is now able to offer all MaxxTraxx Pro CE users the ability to automatically send their backups to our secure off site 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 k
23. ory Parts 15000 Vehicles 1 Original Value 15300 Mach amp Equip Original Value 16300 Office Equipment Original Value 16500 Office Furniture Original Value 16700 Building Original Value 19000 Deposit Rent 19400 Deposit Utility 20000 Payables Trade 20300 Payables Credit Card 23400 Federal Income Tax Accrual 23410 FICA Employee Accrual 23420 Medicare Employee Accrual 23430 FUTA Employer Accrual 23440 SUTA Employer Accrual 23450 State Income Tax Accrual 23460 Local Income Tax Accrual 23470 Disability Insurance Accrual 23510 FICA Employer Accrual 23520 Medicare Employer Accrual 23600 Sales Tax State Accrual 37000 Owner s Draw or 39000 Capital These are a few of the common general ledger accounts that are set up in an auto repair shop This is not meant to be an exhaustive list rather a starting point if you don t currently have a balance sheet Please see your accountant for more information about setting up a general ledger Release to Install and or Convert from MotorTraxx to MaxxTraxx Pro CE Prior to scheduling the installation of your Live version of MaxxTraxx Pro CE we need to ensure that you have completed the necessary tasks and are both informed and prepared to use MaxxTraxx Pro CE Please check off the following items complete and sign the bottom section and fax to 866 863 0777 Ihave read and understand each task required on the Setup Che
24. ot have a field for approximate parts Sublet labors are converted the sublet codes will default to SUBLET which can be edited as needed Kits are converted in a modified version All the labor and parts from the kit are converted but a labor placeholder line is creates that all the parts are listed under You will need to move the parts under each the appropriate labor service line Parts inventory and all the parts records except the parts purchase history are converted Custom product codes from MotorTraxx are converted but if you changed their G L assignments from the default you will need to re enter the G L account assignment you had in MotorTraxx Employee records are partially converted with employee information Pay type commissions tax and security permissions settings as well as payroll year to date information need to be entered Employee records and their customer record are linked in MaxxTraxx whereas in MotorTraxx these records are not If you have converted employee records from MotorTraxx the employees that also have converted customer records need to have their employee records deleted and re created using the Edit Record Type feature under the customer record Customer Options button By re creating the payroll record from the customer record the linking features between the employee account and their customer record such as paying their A R balance automatically from a payroll deduction will now be available
25. rted in a modified version that will require correction and what data is not converted at all Some of the data will need to be manually entered such as the general ledger beginning balances VVe ve found most shops keep a copy of their MotorTraxx program loaded on a single workstation for reference in case they want to access data that is not converted such as parts purchase history or financial reports for previous years As mentioned in step 4 loading a practice version of MaxxTraxx Pro CE with your MotorTraxx data is a great way to get a firsthand look at your data once it is converted Step 6 Gather your Information The Information section of the workbook provides space to enter you company information that you will need to complete the setup tasks on your Checklist You may actually fill in the workbook or just use the sections listed as a guide to ensure that your critical company information is setup in MaxxTraxx Pro CE before you write your first repair order You will notice that there is additional information that will need to be entered if you are going to use the accounting section of MaxxTraxx Pro CE notated under the section For Accounting Users The bulk of this accounting information can be loaded in the days and weeks following your go live date simply date your entries the day you went live which should also be the date of the financial documents you are referencing Step 7 Complete Order Form and Release On
26. s Default Account Custom Account A R Account Charges amp Deposits 12000 Receivable Sales Funds ready for Deposit Safe 11000 Undeposited Funds Inventory Valuation Balancing 57000 Inventory Valuation Overs amp Shorts Cash Drawer Close 63550 Financial Over Short Petty Cash in Cash Dravver s 10000 Petty Cash in Cash Returned Check Expense 63350 Financial Returned Returned Check Income 47250 Income NSF Check System Balance Initial Setup 19900 System Balance Ini R O Sales and Cost of Goods Sold Default Account Custom Account Discounts Labor 63400 Financial Sales Disc Discounts Labor Warranty 63410 Financial Warranty Discounts Parts 63400 Financial Sales Disc Discounts Parts Warranty 63410 Financial Warranty Discounts Sublet Labor Inventory Adjustments Sales Tax Collected Cash Payout Disbursements Employee Advance Loan Freight Charge Expense Gas for Company Vehicles Maintenance Exp Building Maintenance Exp Equipment Misc Supplies Cost to Expenses Office Meals Expense Office Supplies Expense Postage Expense Sales Tax on Purchases Misc Cash Income Disbursements Capital Investment from Owner Income Miscellaneous Product Codes Setup 63400 Financial Sales Disc 56000 Inventory Adjustment 23600 Sales Tax State Default Account Custom Account 12300 Receivable Employee 67500 shipping Freight 66150 Maintenance Auto Trk 66900 Maintenance Bui
27. t up their MaxxTraxx Pro CE system a little bit differently depending on their existing data whether you are a brand new shop without any data an existing shop with customer data or customer data and inventory or customer data inventory and accounting or a MotorTraxx or MaxxTraxx Pro SE converted user with or without accounting data The first step in the process is to identify the checklist that applies to your shop then follow the MaxxTraxx Pro CE User Manual in conjunction with the Setup Instructions in the workbook Please note some checklist tasks must be set up before you write your first repair order while other sections can be set up along the way The workbook is broken down into seven sections Steps Checklists Setup Information Converted Data Hardware Requirements Off site Backup and the Release Follow each one of the ten steps listed which will reference the other six sections of the workbook as well as the MaxxTraxx Pro CE User Manual and Order Form If you have any questions along the way please feel free to call us Our goal is to inform you of the process you are about to embark on and prepare you for a smooth transition into using MaxxTraxx Pro CE to run your business Let s get started Step 1 Verify your Hardware Specifications and Backup The first step in preparing to use MaxxTraxx Pro CE in your business is to verify your computer hardware meets the specifications needed to run the software We have listed bot
28. ting see under New User Setup Product Codes see under New User Setup Company Payroll see under Nevv User Setup Beginning Checking Balances see under Nevv User Setup Beginning Accounts Receivable Balances Detail see under Nevv User Setup Beginning Accounts Payable Balances Detail see under Nevv User Setup Beginning Payroll Balances see under Nevv User Setup Beginning General Ledger Balances see under Nevv User Setup L L L L L L L L L L1 Order computer checks Computer checks for MaxxTraxx be ordered through All Valley Printing at 559 453 6950 Converted Data Due to changes in file and field formatting there is some information in MotorTraxx that does not translate into the structure in MaxxTraxx These items are minimal but it is important that you are aware of what they are so that you are not surprised or unprepared to re enter the information after the conversion Since you will still have access to your old MotorTraxx program you will not lose any information but you may have to return to it to view or print it Daily book is entirely different in MaxxTraxx and MaxxTraxx will not be able to run end of day information for anything prior to the conversion Customer records are converted In MaxxTraxx a customer is either a company or a person If there is information in the MotorTraxx Company Name field their record is converted with their
29. ustom Labor Services see Add A New Labor under Service Counter L L LT LT III III Enter Custom Kits see Add A New Kit under Service Counter S 9 Accounting Users Fiscal Year Start Date see under New User Setup Default Account Posting see under Nevv 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 General Ledger Balances see under New User Setup L L L TL L L L Order computer checks Computer checks for MaxxTraxx can be ordered through All Valley Printing at 559 453 6950 Existing Shop Checklist Shops already in business starting to use MaxxTraxx Pro CE These sections MUST BE COMPLETED PRIOR TO WRITING YOUR FIRST 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 Security Groups Setup see under Setup Employees and Employee Permissions see Add An Employee under Payroll 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
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