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User`s Manual

1. sscccccessees 56 ACCOUNTS RECEIVABLE 00006 56 ACCOUNT PAYABLE ccccceeeeeeees 58 BANKING cccccccccceeeseeeececeeeeaeneees 59 CASH REGISTER s00ececcceeeeeeseees 60 Getting Around User Reference Manual This section describes the methods used to maneuver through the program It describes use of the menu system and the keyboard There are many tricks to using the program in the fastest way possible There are shortcuts in many places in the program that will make your life simpler Careful study and a thorough understanding of this section will result in more efficient use of the system The Status Line The status line is the bottom line displayed on your screen This line will always contain information on what your options are at this point It may offer help on what to enter when you are updating data it may describe the possible keystrokes that are available at this time or it may describe a lookup option For example When entering a date the status line will read Enter date or press F3 to view calendar This means that you can either type the date or if you press F3 the calendar will appear and allow you to choose a date When updating a service invoice you are asked for the service invoice number The status line reads Enter service invoice number or press F3 to choose You can either enter the number if you know it or you can press F3 which will display a screen full of invoices
2. Reprints all service invoices for a customer s vehicle This will print exactly the same as the original invoice printed G Print customer follow up report Prints a list of all customers that had invoices marked paid within a date range Typically you would enter a date or dates about a week ago You would then call all the customers on the report and check to see that everything is ok with the work that you did This should be done regularly See Ez Mail section for mailings for follows up letters User Reference Manual H Report on single customer sales totals Reports on all sales of a customer in a date range sorted by the customer s vehicles Nice to know when the customer says I spent 4000 dollars here last year and I Report on sales totals for all customers Reports on sales to all customers sorted by sale amount Used to see who is spending the most have a contest This report writes a temporary data file in order to compile the statistics You should not attempt to run this report on more than one terminal at a time or the results will be inaccurate J Sales Report By Source Zip or City Shows sales information by Source Zip or City Reports Leads A Sales Leads Information Report A new SALES LEADS REPORT allows you to report on your sales prospects as entered into CONTACTRAC the new Contact Manager by STATE from FOLLOW UP DATE to FOLLOW UP DATE and gives options on
3. program E Update list price Allows the entry of manufacturers list your list and prices one through four Pricing formulas are not applied when this program is used This program can be used to override the formulas however if a part is purchased the formula will apply if the minimum profit as specified by the formula is not attained F Rename group Changes the group name of all parts in a group Can also be used to merge two parts groups into one by renaming a group to an existing name This program may take a while on large groups Senior Service Manager 42 G Set default vendors Runs a new menu with several choices that allow you to make initial setting or modify parts default vendors Each part has a default vendor These are set when items are first purchased using a purchase order by using update anything on an item by purchasing the items from a new vendor after confirmation or by the programs on this menu Set default vendor by group AMPGA Set all parts in a group to have the same default vendor This is useful if you have not maintained default vendor settings and wish to globally reset them This should be run before running the choice below to make sure that all parts get set Set default vendors by last purchase AMPGB Similar to the choice above but checks for the last time the part was purchased and uses that vendor as the default vendor Swap default vendors AMPGC Used if you ch
4. Receiving the parts If the purchase order was created in advance you may find that the parts or quantities you receive may not be the same as the quantities listed on the purchase order You may choose to mark some of these parts back ordered This must be done before you receive the items You may mark all of the items on any line as back ordered or just the quantity you desire If you originally ordered 10 of an item and only 5 were received you have two choices If the 5 that were not received will arrive someday you may back order those 5 and receive the others If you are unlikely to ever receive the 5 that didn t arrive now you should change the quantity on the purchase order If the system is so configured you have the option of making an entry directly to accounts payable upon receipt of the purchase order When you run the Receive choice you will be presented with five choices cash check account later and quit If you choose Cash money will be deducted from the cash register to pay for this invoice Choosing Check will allow you to write a check for this purchase order Account will cause this purchase order to be posted to accounts payable Later will simply receive the parts with no accounting entries Quit will not receive any parts and will return you to the purchase order If you choose account cash or check you will need to fill in the invoice amount and any freight or other non parts expenses associated with thi
5. This program will provide you with 26 different user specific notebooks of great length After starting the program press any letter A Z to bring up a notepad On Windows and some Unix terminals F9 will insert a line F10 will delete a line Vehicle Notes Run by pressing ESC V in Unix ALT V in Windows Similar to customer notes but specific to a single vehicle Rapid Run Rapid run is only available in Windows SHIFT F12 will bring up a single message line You may enter any program name to run For example to set the TTY name for a PC you would enter SETTTY P and press enter The Rapid Access Menu F2 Setup This menu can be accessed just about any time Some of the programs on the rapid access menu can also be accessed by using a hot key combination The choices on the rapid access menu are fully user configurable You may modify or add to the supplied choices You modify the menu by using the program Set up rapid access menu choices TUF This section describes programs used to set the program to run in the way needed for your business Most of these programs are used during initial setup to enter all your company parameters The setup programs provide areas of control over the functioning of the program that can markedly increase security profits and convenience Company Setup The following 6 sections are all subsets of the same screen By pressing F1 you can move forward thought the screens User Reference Ma
6. Company Part IV Legal Disclaimer The next screen has room for you to enter a legal disclaimer message You know something like You hereby wherefore and hereinafter disclaim any responsibility for anything Seriously check with your attorney or copy what is on your old paperwork This will appear at the bottom of every service order along with the total authorized amount and a place for the customers signature Company Part V Sale Types The next screen allows entry of up to 5 categories of Parts sales This is not used for parts sold as part of a service order but only for parts sold over the counter Some typical choices are RETAIL WHOLESALE MAIL ORDER etc Senior Service Manager 10 Special Feature If you Press the F3 key while in the above screen you will be able to update the names for all the vehicle fields For example you could change the label of the field Alarm Data to read anything you prefer such as Other Info Company Part VI Fee Setup This screen allows you to set up any fees you may wish to regularly track and charge for In some states you are required to collect a fee each time you sell a tire or a battery If you set up these fees here attach the fee to all batteries and tires then the fee will automatically be charged each time a battery or tire is sold If you use the General Ledger you must update the G L sales interface any time you add or remove fees Up to 10 different fe
7. Forms 12 Last Activity 49 Leads 50 Legal Disclaimer 9 Senior Service Manager Limited Technicians Menu 17 Loaner car 23 Long Lost 54 Lost sales 33 52 Low GP Warning 12 Low inventory 51 M Mailing letters 40 49 Mailing List 39 Main Menu 4 Administration 4 Books 4 Counter Part 4 Customer 4 Quit 4 Service 4 Maintain Technician 38 Make Change 60 Making a payment 57 Manual quantity changes 51 Mark 56 Maximum discount 11 Merge customers 39 Merge job titles 47 Merge makes 47 Merge models 47 Merge vehicles 40 Merge Vendors 40 Merging Data 54 Message Pad 5 Microsoft Word 48 Minimum Markup 10 Mitchell 1 8 18 30 List Discount 8 Months Purc 8 Movement 52 Multi Location 45 N NEBS 59 Number Of Lines 13 NuWay 18 O Obsolete 44 48 Operating System 5 Out For Repair 42 Over stocked inventory 52 P Pack 56 Parts Department 30 Parts group pricing 15 Parts Groups 14 Pay By Invoice 7 Payment Types 9 Payments By Date 58 Permissions 16 Petty Cash 60 Index Phone book 5 PK 12 Post 60 Post P O 8 Postamble 32 Preamble 32 Preview 60 Price Codes 16 Price up to 15 Print bar code 8 Print P O 8 PRINTER 12 Printers txt 12 Printing bar codes 32 Purchase orders 36 Purchases report 51 Q Quick Service orders 26 R Rapid Access Menu 4 6 17 32 Rapid Run 6 Recommend 54 Recommended Repairs 39 Rec
8. ID Required determines if you will always be asked to enter your user ID and password whenever you use the register If you need this security answer yes We do not generally recommend creating more than one cash register as it will complicate cashing out and sales reporting Senior Service Manager 20 Set terminals to work cash register This only applies to Unix systems If yours is Windows then skip this section In a multi user environment you may wish to restrict the use of the cash register to those terminals that are in view of the register Only terminals that have their device names added will be able to use the register See the section on Terminals add or delete to operate cash register for further details Use the cash register The first time the cash register is used you will be asked to enter a starting cash amount This is the amount of cash you will initially place in the register to make change with etc After using the cash register once it is ready for use Entering initial inventory It is advisable but not mandatory that you enter your entire existing inventory into the system Create parts groups If you have not already done so you must create all the parts groups you will need while entering your inventory See parts groups for further details Enter the inventory We recommend that you use the Enter initial inventory AMIG program for this task See the Parts enter initial inventory section for fu
9. allows you to automatically create a recommended service for this customers vehicle when you use this standard job title If the job title was Minor Tune then you may want to automatically recommend the next service If Rec is yes you will be asked for the Title of the Next Service and in How Many Months it should be done Job description When these fields are completed you will be able to add service description lines for this job title If the job title is Front Brakes you might enter service description lines reading Replace front brakes including replace pads Other examples are Repack wheel Senior Service Manager 48 bearings Bleed brake system and Machine rotors and test drive car These lines will be entered automatically onto a service order if you choose this job title When finished entering description lines choose quit and the job title is complete F Merge makes Often duplicate makes get created by mistake For example you may have the makes Chevy Chevrolet and Chevrolet as standard makes This is troublesome because if you have a job list for Chevrolet and the car is a Chevy you won t be able to find the job list You should merge any duplicate makes regularly This will not only get rid of the standard make but reset the vehicles as well G Merge models Same as above but for models H Merge job titles If you want to get rid of or rename a job title you must merge it with a
10. can be many pages long QUIT Leaves the job list program C Makes Creates the standard makes used during vehicle creation and by the job list program D Models Creates the standard models used during vehicle creation and by the job list program If you create a model named All and assign it to some job lists you will be able to use it even if there is not an exact model match E Job Titles Job titles allow rapid data entry on a service order Whether updating or creating the data entry operation is the same The first field Job Title is where you enter a name for this job This is the name used in all searches for this job so use something simple Example the job title for the installation of an Ungo TL 1600 alarm system could be UNGO 1600 The next field EST will fill in a dollar estimate on the service order line The field EST HRS will fill in the hours estimate on the service order line Labor charges The field FIXED controls the type of labor charge that will be used on the final invoice A choice of fixed will charge a dollar amount specified If you enter 100 00 as the fixed charge that amount will be charged regardless of the number of hours billed If you choose Dollars per hour the labor will be calculated based on your labor rate The field Labor will enter the fixed labor amount NOTE This only applies if you are charging a fixed amount for labor Recommend ations The field Rec
11. correct word extension dex in Unix doc in Windows will automatically be added Mailing labels Mailing labels will print on 1 across mailing labels Printer settings are the same as for Trans o grams Mailing letters See the Ez Mail section for more information B Print customer recommendations report Prints a report of all recommendations you have made within a date range to customers on their service invoices NOTE This reports on recommendations not service due C Look up customer special orders Finds any purchase orders that were designated as special orders for a specific customer D New customer report by source code Reports on totals of all new customers within a date range sorted by their source code This is used for tracking your advertising effectiveness You can either print this report or view it on the screen In addition to the quantity of customers it shows you your actual sales up to the current date and the gross profit generated from these customers E New customer report by Zip Code Reports on totals of all new customers within a date range sorted by their zip code This is used for tracking your advertising effectiveness You can either print this report or view it on the screen In addition to the quantity of customers it shows you your actual sales up to the current date and the gross profit generated from these customers F Reprint all service records for a vehicle
12. customers heard about your business You use these entries when creating customers Typical entries are yellow pages radio ad other customer etc C Trans O Grams When you print Trans o grams the program prints a text message that contains your pitch In the case of Trans o grams for service due the text always starts Dear lt customer name gt Our computer records indicate that your lt their car info gt is due for Senior Service Manager 40 a lt the service due gt on or about lt the date due gt You enter the remaining lines by creating and then choosing a Trans o gram document When you create these you should enter a name for the document that you will remember so you can use that text again the next time you print Trans o grams printed for any thing other than service due do not have any fixed text all the text is entered by you on a Trans o gram document The Ez Mail programs have supplanted this program It remains here only to provide backward compatibility D Service reminders Allows you to make additions corrections and deletions to a customers service due file This is one of the three ways a service due can be entered for a customer The others are automatically by using a job title or manually at the end of creating a service invoice E Recommended Repairs Allows you to make changes to a customer s recommended repairs file F Mailing List Runs another menu with three choi
13. discretion Printing bar codes Bar codes print successfully on most dot matrix printers Inexpensive 9 pin printers do an excellent job printing bar code labels A pull tractor on the printer is better than a push feed for labels especially if you feed the labels through the bottom of the printer If your 24 pin printer will not emulate an Epson FX then it may be unsuitable for printing labels It should however work fine for the bar codes on service orders etc The condition of your printer ribbon is very important to the quality and readability of the bar codes A faded worn out ribbon results in difficult to read bar codes especially when using a wand as your input device Bar codes printed on service orders invoices etc also require a good ribbon but of more concern is the ability to read the codes on the second or third copies There is a significant variation in the ability to read these copies depending on the printer model and the paper quality A printer that does not strike hard enough to make dark copies will not print successful bar codes The NCR paper used on most invoices also varies in quality Before having new forms printed you should consult your forms supplier to ensure that the paper quality will be adequate and that you have some recourse if the copies do not print dark enough If you are curious about your current paper you may want to send samples to us for testing If you with to print bar codes on the invoices
14. file 49 W time 38 YOU 16
15. for selected jobs D Job title summary report Shows the sales of selected job titles over the last 12 month period Reports Service Advisors A Sales Totals Only screen or print This program will print or display a report of the profits earned within a parts group and a date range by each of your salesman B Sales Totals amp Performance Analysis print only This is a detailed report of all service advisors that wrote service for a date range Each advisor is shown in a summery report in comparison to each other It can also show a complete invoice break down All results can be shown before of after applied discounts Senior Service Manager 54 C Parts Group Profit screen or print Prints or displays a report on the profit attained within a date range for each parts group sorted by group name Reports Unpaid Uninvoiced A Report on unpaid S O invoices This program will report on service invoices that were completed within a date range but have not been marked paid It is important to run this program regularly to prevent invoices from sitting around and being forgotten B Report on unpaid parts invoices Same as above except for counter parts invoices C Report on uninvoiced S O s Reports on service orders with either parts or labor used that have not been invoiced Should be run regularly to make sure all work is being invoiced and paid for D Report on unpaid credit invoi
16. go through the parts on the Mitchell disk looking for items in your inventory that match Contact your dealer or GenesisFour for further information on price and availability NuWay This allows you to import parts data supplied from NuWay If you wish to use this import routine please contact GenesisFour for more information User Reference Manual Schedule Setup Main ASSA This program creates a full year of days for the schedule to use and allows setting the available hours and maximum hours per person for each day of the week Available hours Are the number of hours you feel you can comfortably schedule for your shop in one day It may be the number of technicians times 8 hours or some other figure that from experience works best to both keep busy and not over book to the extent that you can t sell any additional work to the vehicles scheduled NOTE A day with zero hours available will not appear in the schedule Hours per person Controls when the scheduler will ask if you wish to book part of the appointment on the next day If hours per person is set to 7 and you are booking a 12 hour appointment you will be asked if you wish to schedule 5 hours on the next available day Set One Day ASSC Allows you to update a single day in the schedule Used for setting holidays etc Labor Rates Getting Started This program will allow you to set up special labor rates for different makes of vehicles These rates are di
17. have to bill them and wait for your money This is a type of charge so answer yes to the second choice The next question asks Is this is an Expense or an Accounts Receivable This is an Accounts Receivable type of account so answer A The next question asks Whose account to charge this to In this case you want it charged to the customer American Express so you would enter the customer number of the customer named American Express NOTE If you have not already created such a customer you must do so Charge This would be used for your internal company charges if you let people leave without paying first NOTE All entries are the same as for AMEX except set the Charge to entry to 0 This will automatically charge the purchasing customer for this invoice Expense You may elect to establish an account that will allow you to directly charge one of your company disbursement categories for an invoice This is particularly useful if you do a lot of internal work or un reimbursed warranty repairs Set the second entry to yes and the third entry to D to set up this feature The fourth entry does not matter in this case You do not have to use all of these categories feel free to leave some blank Opening cash register The field labeled OPEN controls whether accepting this type of payment should cause your cash register to open If you don t have a cash register connected to the system the this should be set to no
18. highlight their name and press ENTER If the customers name does not appear or the screen goes blank it means that you don t have a customer whose name begins with the letters you have entered You can create the customer as a new customer by pressing ENTER or F5 now If the customer s name is Smith John and the John Smiths that are displayed are not the correct customer you can create a new John Smith only by pressing F5 not ENTER 23 User Reference Manual This feature allows you to easily determine if a customer already exists and if not to create them effortlessly It also helps to prevent the creation of unnecessary duplicate customers When finding customers by license plate you do not have to correctly enter spaces and hyphens the customer can be found regardless of how they are entered This procedure for finding existing customers is used throughout the program The phone number search requires a unique phone number to be successful Accepting payment on A R When a customer pays you money owed on accounts receivable you will use the CUSTOMER ACCEPT PAYMENT choice CA BRA After choosing the correct customer you will be shown the total amount owed and asked to enter the amount being paid You must type the amount being paid twice to confirm Then you will be asked to choose which type of payment is being presented If the customer is paying with more than one type of money i e 50 cash 40 check then you must press
19. into two columns These fields are used to control the prices charged to customers depending on the customers price codes A customer can have price codes ranging from zero to five A price code of zero the default will cause that customer to be charged your list price Note your list price does not have to be the same as the manufacturers list price List price The first Entry is labeled List Markup disc Your entry here will control how your list price is set in relation to the manufacturers list price If you leave this entry at zero then your list will be the same as the manufacturers list If you enter 20 the your list price will be 20 more than the manufacturer list If you enter 20 then your list price will be discounted 20 from the manufacturers list The remaining entries in the left column are the same except they apply to customer price codes one through four Minimum markup The entries in the right column allow you to ensure that no matter what the entries in the left column do to your prices your prices will be set to no less than the percent over cost you enter here For example if the left hand column for price code 3 is set to a 30 discount and the manufactures list is 10 00 then your price 3 will be set to 7 00 If you paid 6 00 for this part and the right column entry for price code 3 is 20 20 minimum markup then the price 3 would automatically be reset to 7 20 20 over 6 00 Resetting all parts to matc
20. inventory is to only stock the things that we sell We need to decide when it s worth it to stock an item Should we stock something that we only sell once a year What criteria do we wish to impose on our inventory The field SALES is where you decide how many incidences of sale as a minimum an item must have had in a given time period for us to stock it at all For this example we have decided that if an item has not been sold at least two times in the last three months then it s not worth stocking We will set the sales field to 2 and the month s field to 3 The next decision is What percent of the actual sales we will stock If the time period is fairly short then we may want to stock 50 100 of our sales If longer 1 year then we may want only 10 20 This decision also depends on the frequency of your orders if there are minimum orders etc We will assume that you want to keep inventory low and order frequently so we will set the PERCENT at 50 The next choice sets the amount of consideration you wish to give Lost Sales when deciding your stock 43 User Reference Manual levels If set to 100 lost sales will count as though they were actual sales The last choice allows you to ignore any newly created parts when running this report If you have just started purchasing a certain part and have decided to stock them there is the possibility that this program could reset them to non stock status This is because their sales a
21. key down and then press the D key at the same time Alt key Labeled ALT This key is used like the control key Only active in Windows F1 key This key is called the GO key It is like the return key if there is only one choice on the screen If there are multiple data entry fields on the screen the F1 key will do in one keystroke what the return key would take many keystrokes to complete It is the fast way to complete a screen with many entry fields User Reference Manual F2 key This key calls the RAPID ACCESS MENU from just about anywhere in the program This is especially convenient for making appointments checking parts etc while in the middle of another procedure F3 key This key turns on INSERT during data entry and allows the insertion of characters in the middle of a data entry field In Windows and on some Unix terminals the INSERT key has the same function The F3 key is also used in many places in the program to activate a specific function The status line will display when such a function can be accessed F4 key This is the UNDO or END key This key will undo the last operation when appropriate or will leave and go back to the previous menu This key is sometimes the only way to go back or escape from some menus Generally avoid its use as a substitute for the question on the screen except when you want to back up Indiscriminate use may result in your last data change not being saved In Windo
22. message that will appear on the bottom of service invoices parts invoices deposit invoices or estimates You could put Ask about our special this month on muffler bearings or you could use it for a warranty statement i e No returns on electrical parts or it can be left blank Printers All programs that print in Senior Service Manager use an entry in the printer setup program to determine where they print the type of printer used and several other settings that control the printout If a new program has been installed during an update you may see the message PRINTER NOT SET UP FOR when attempting to print If you get this message you should create a printer file for the program name that is listed as a part of the message When you start this program you will see the screen shown below This is a list of all the printer entries You may use the ARROW or PAGE keys to find the program you wish to update or press the INSERT key to add a new printer entry Other choices available from this screen are to delete an entry to search for an entry by some of the text in its description or to reset all entries that are set to one printer to print to another printer Windows users should also refer to the Configuring Printers txt in the Book Of Genesis Printer The name of the printer that this form will be used to print to Printer naming conventions are as described above You may also choose from a list of printers by
23. orders that have not had payment accepted There are three choices when running service order status All Priority and customer All will display all service orders sorted from most recent back Priority will display service orders after a certain date for one or more divisions sorted by the priority code then by their creation date Priority codes can be entered during the creation of a service order or from within this program 1 is the highest level of priority 9 is the lowest Customer is the same as the priority report but only for one customer The priority and customer reports can be printed and additional sub totals will be shown Viewing the details More detail can be viewed about the status of a service order by selecting an entry and pressing enter The service order can be reviewed by selecting an entry and pressing R Service orders can also be reviewed by choosing Service order Review SR Voiding a service order If you have made a mistake in creating a service order you may want to void the service order SV This will prevent further use of this order and you will not have to accept payment on this order This choice will usually be used if you wrote a service order and the customer changed his mind If any work or parts have been applied to this order it should not be voided Service order locking Service orders get locked when a service invoice is created and printed This is done to prevent the accidental adding
24. pressing F3 Page Some reports require that output be paged For example any report that has page numbers requires this to be set to yes Some programs need this to be turned off When in doubt set to Y Spec Set to yes to turn on terminal dependent printing This feature is rarely used except for large UNIX systems User Reference Manual PK When this option is set to yes you will be given a list of printers to pick from each time you print This allows you to print any program to any printer Laser Forms Laser form This entry is used to indicate whether these setting will use a laser form There is currently no reason to answer NO to this choice This usage is reserved for future use Form name This is the name of the form file that will be used during printing This name is case sensitive on Unix systems For a list of supplied form files see below Form path The path name in which the form is located The supplied forms are located in a path name forms If you install any custom forms you may choose to put them in a different directory that you can enter here so that the custom form can be found This entry is case sensitive in Unix Bar Code Setting Controls the printer type resolution and orientation of the bar codes Should be set to 4 3 1 for all programs except those that print labels Label printing programs should be set to 430 Name to print When the system prints an invoice your company o
25. reminder may be used to remind your customers when they are due for an inspection an oil change a tune up etc The reminder date can be entered manually or based on either a number of months or a number of miles from now If using miles the calculation will be based on the average miles field for the vehicle This field can be reset by updating the customer SCU Sublet This choice allows you to enter any sublet charges If an invoice has been created you must update the invoice to enter sublets Sched This choice allows you to view the current appointment or create a new appointment for the customer and vehicle on this service order This can be used during an update of the service order to allow for more time in the schedule or during initial creation if you wish to write the service order while making the appointment When viewing the current appointment you have the option to copy text from the appointment directly to the service order by choosing Copy pressing F6 to start the highlight highlighting the text to copy and pressing ENTER Cust This will allow you to view or update customers or vehicle information while writing the service order Senior Service Manager 26 Print When finished entering the data press print to complete the service order You will be asked for the date the work is promised for This entry can be a date or any characters Christmas is ok as an entry The priority code is a code you can give a se
26. specific program For instance Esc P will start the Phone book program Windows Users On Windows Systems the ESC key functions the same as F4 To use escape key commands user the ALT key in place of ESC Escape right arrow This key combination will move the cursor to the end of the line during a data entry operation Senior Service Manager 4 Escape left arrow This key combination will move the cursor to the beginning of the line during a data entry operation Entering Dates In many places in the program you will be asked to enter a date The field may have a default date in it or it may be blank When entering dates you do not have to type the slash character In addition if you want the current year you do not have to type the year field For example if today is 02 05 98 and the date you wish to enter is 02 09 98 you can type 0209 and press RETURN and you will have entered the proper date When entering a date you also have the choice of pressing a key see status line and using the calendar to choose a date The Main Menu This is the first menu you will see when starting the program Customer This menu choice allows you to create and update customers accept payment to a customer s account view their history create a deposit use the schedule or create a credit for a customer In most cases you will create customers while writing a service order or parts slip not from here It also allows you to cr
27. that you have never had in inventory you will see the message Item not found You have the option at this point of creating the item so that you can enter a Lost sale Lost sales for existing items can also be entered by using the check an item program If you don t have enough After choosing the part to sell and entering the quantity should the computer say None on hand or Not enough on hand it means that your current inventory quantity is less than the amount you want to sell If you actually have enough to sell you can either create a purchase order as above or Buy the part without creating a purchase order or you can correct the on hand quantity Changes to quantities made changing the quantity without a purchase order can be checked by running the Report manual quantity changes to inventory program ARMG Delete Removes a line from this parts slip Will ask for confirmation first There is no way to un delete a line Discount Applies a discount to all parts on this slip You may also apply a negative discount which will raise the price of all Undo Undoes all repricing or discounting and returns all prices to their default values Serv inv Will complete this slip and go to the service invoice Used when you are done with all changes and are ready to work on the final invoice This choice does not exist on counter parts slips Calc Displays totals and profits on this parts slip Use to review b
28. the entry If the data in the field is already correct the return key simply advances to the next field Pressing the return key on the last available field on a page will complete that page and move onto the next step During menu selections the return key will choose the high lighted selection Tab key Usually labeled TAB This key acts like the return key during data entry except it will not complete the page when pressed on the last entry During menu selections the tab key will move through the choices without making a selection Back tab key This key is the same as the TAB key only it moves backwards In Windows and most Unix terminals use shift tab On other Unix terminals use CTRL U Right arrow key Usually labeled with an arrow This key moves the cursor to the right during data entry or menu selections Left arrow key Usually labeled with an arrow This key moves the cursor to the left during data entry or menu selections Up arrow key Usually labeled with an arrow This key moves the cursor up or goes to the previous data entry field during data entry or menu selections Down arrow key Usually labeled with an arrow This key moves the cursor down or goes to the next data entry field during data entry or menu selections Control key Usually labeled either Control or Ctrl This key is always used in combination with another key When the instructions say Press Ctrl D they mean hold the CONTROL
29. the invoice Reports Technicians A Technician productivity Prints or displays a report on technician productivity within a date range Lists all completed invoices work in process and W TIME Provides totals of billed hours work in process work done before the report date but billed during the report dates the actual time punched in daily time as well as paid and unpaid W TIME This report shows more detail when printed then when displayed B Shop productivity Prints a report on all jobs within a date range with productivity ratings for each and totals for the whole shop Can report on one or all divisions C Sales totals Prints a report on the dollars sold by tech Is not accurate when more than one tech worked on a Car D Time cards Allows you to view current and past time card of any technician E Status Displays all technicians punched in today What they are currently doing the last or current job they are working on and the number of hours they have spent on that job so far Reports Customers A Main customer reporting and sorting program This is the main customer reporting program It first sorts a group of customers based on data you input then it outputs that data to the screen a printed list Trans o grams mailing labels a file to use in Microsoft Word mailing letters or simply displays a count of the customers that match the criteria entered When you start this program
30. the special format you can use any character for the number and will represent spaces or hyphens with S or The entry for a BMW number could be 11S11S1S111S111S Note that a space character was left at the end Senior Service Manager 16 on the number This will ensure a space after the last group of numbers if a longer number is entered Once you have entered a special format for a group all the numbers you create afterwards will automatically be reformatted to match this format For example if we create a new BMW part and enter 12345678999 as the part number it will automatically be reformatted to read 12 34 5 678 999 If you wish to reformat all your existing numbers to match the new special format you should run the program Re format all part numbers in a group APM Price up to This setting will allow you to have the prices in this group set to an ending number like 99 This feature will allow significantly greater parts profit You may wish to use this feature within the special pricing ranges As an example you could have all parts with list prices from 10 00 to 100 00 round their prices up to 99 and all parts from 100 00 to 1000 00 round their prices up to 9 95 In this example a part that would normally be 14 37 will be priced as 14 99 and a part priced at 247 65 would be reset to 249 95 If this field is set to zero it will have no affect on pricing Setting price codes The next ten fields are divided
31. the year range you must delete the model and add it back You may have as many makes models and years for this job list as you want Entering unnecessary year ranges 01 to 99 for example just takes up extra space and does no good at all Try to make this as accurate as possible If a job list truly fits all models of a make then you can create a model named all and use it in the job list If you create a job list and use the make All then all makes and models will be able to find this job list 47 User Reference Manual Labor This is where you enter the text that will appear on the service order when you choose this job list Note that this text will take precedence over any text entered in the job title If you wish to use the text in the job title you must have no text lines in the job list Even a blank line will prevent the job title lines from being used Parts Here is where you enter the parts that are specific to this job list These parts will be used in all estimates created using this job list Sometimes you want to list a few alternate parts on the list For example if the list is for an exhaust you may want to list the front pipe for both an auto or manual transmission The field labeled controls whether or not the part will be included in estimates View This choice will display all the makes models and years that this job list applies to If you have large year ranges and or many makes and models this list
32. this screen you will be asked Do you want to update the special sort data Unless you already have it set the way you like answer yes Now you must enter a typical part number Enter it in exactly the same format you will use in your inventory including spaces etc You now have a screen that displays the part number you entered with its character positions labeled You must enter the first and last position of the group you wish to sort by first You may divide the sort into as many as eight groups but will rarely need more than four Make sure you use all the positions occupied by the part and take into account the longest part that will ever be used by this group You are now asked if you want to reset your inventory to reflect these changes You must answer yes for the changes you made to take effect If you are making changes to a large existing inventory this may take some time Special formatting The Optional special format will allow you to assign a default format to this parts group If this group has numbers that are always formatted the same same number of digits same spacing you may want to use this feature In this example we will use a BMW part number BMW part numbers are always in the format xx xx x xxx xxx That is they have 11 digits in 5 groups separated by spaces The special format entry you make has 2 special characters that are recognized by the program S or which stand for Space and Hyphen When entering
33. will be asked to confirm the date to charge from The charge to date is preset a Today Grace Period Normally this number will be correct however be sure to double check the date A wrong date could case the system to charge financing years back Go To Will go to entries by their date Much faster than page up when looking for old entries Mark Marks entries paid or unpaid when using the pay by invoice feature This feature must be enabled in the customer s file if your default is to pay by invoice There is no good reason to enable this feature for customers that only charge infrequently It is very useful if you do fleet work Each line may be marked as PAID UNPAID or PART PAY Part paid lines will store a running total for that line Pack Will delete old entries and form one entry that is the total of all the old entries Expand This will expand a line to show you detailed information about the line The full reference line is shown here It also shows the debit credit paid amounts and amount owed for the line V iew This is the same as above only no data changes are allowed U pdate Basically the same as update a customer except it allows you to update their price codes tax status tax rate labor rate maximum credit limit and whether they get charged financing on accounts receivable You may want to restrict permission to this program see permissions You can also set whether you will accept payments to thi
34. wish to be able to choose at the time the list if used to pull the parts how many of a specific job is being done Most users should leave this choice set to N Ask for recommended services The entry Ask for rec service controls whether or not you will be prompted to enter recommended services when finishing a service invoice If you wish to be reminded then answer Y Ask about additional items The entry Ask for additional items controls whether you will be asked to enter additional items when completing a service invoice If you want this reminder answer yr Track labor by line The last entry on this screen Labor by line Determines whether you will be asked to enter a tech number for each line on a service invoice Unless you feel it essential to track the time credited for each tech on each labor line you should answer N This feature will require many additional entries during the creation of a service invoice Update Comment When adding lines to a service order you are allowed to update the main description line and then the 5 comment lines If you rarely update the 5 comment lines when you initially add lines to a service order you may wish to set this field to no in order to save keystrokes With this field set to no you will still be able to update the comment lines when update a service order line or when completing the invoice Senior Service Manager 12 Warn If No Parts Slip When creating a service
35. you are given three choices Customer Sort Choosing customer sort will allow you to make an additional choice of sorting by all customers i e Counter sales customers anyone that has made a counter sale purchase or sorting by type of vehicle If you choose to sort by vehicle you will have to enter make model etc You may use the character as a wild card Entering CHEV for the model will use either Chevy or Chevrolet All of these choices will allow you to specify a division Senior Service Manager 50 Service Due Finds those customers that have a service due reminder in a date range Last Activity Finds those customers that were last in for service within a date range Useful for listing customers who have not been in for a while even if there is not a service due reminder for that customer Can also be used to list new customers Trans o grams After choosing the sort parameters you must choose what to do with this data The first choice is to print Trans o grams Trans o grams are a printed form that looks a little like a telegram They are very easy to mail out as no envelope is required One source for Trans o grams is NEBS Inc Product 9350 telephone No 1 800 225 9550 To print Trans o grams the printer should be set to 10 CPI 11 page length 6 Ipi Word data file If you choose to send the output to a Word Data File you will need to choose a file name This name can be up to eight characters long The
36. you will have to set the field PRINT BAR CODE to yes in the company configuration file TC Service parts slips Parts slips are a list of parts being pulled from inventory The programs to do this vary in minor ways depending on whether the part is being sold on a service order or whether it is an over the counter sale Service parts slips are created from the service order parts choice on the main menu SP After entering the service order number you will be able to modify this parts slip Choices when creating or updating ADD Add lines to the parts slip When adding lines you may select the parts to be added in several ways The first is to simply type the correct part number and enter the quantity This is fine if you know the correct part number If you don t you may want to search for the part either by part or by description Smart search When entering the full or partial part number the system is smart enough to search for parts even if you enter the formatting differently than the way it was entered when the part was created For example the part ADS 300i can be found by typing ADS 300i ADS3001 ADS 300i ADS 300 i or even ADS 3 0 0 i We call this feature Smart search and it is very versatile Senior Service Manager 34 Searching by part number To search by part number enter the beginning characters of the part number to start the search If all your part numbers for Alpine stereo begin with ALP
37. 0 to 5 price levels will be printed on the label Label printing Label Skip sets the number of lines that will be fed after printing single labels You use this if you want your printer to feed extra space to make removing the labels easier or for an unusual size label Senior Service Manager Payments to A R This controls during the creation of new customers whether they will be set to have their accounts receivable payment recorded by invoice or simply as a balance forward Payments to A R by invoice is typically used for customers that charge many invoices each month such as fleets etc You may also manually set this option for an individual customer in the update customer price codes program ACC Statement Address This setting controls the printing of your company address on accounts receivable statements If you have your address pre printed on your statement forms this should be set to no Print P O This setting controls whether purchase orders will automatically print when receiving a purchase order If set to no you will be asked each time a purchase order is received whether it should be printed Post P O This will control whether users can automatically post purchase orders directly to accounts payable Some businesses allow their parts personnel to post to payables and some don t due to the frequency of error encountered Show Recs Controls whether you will automatically be shown any recommended repai
38. 32 the scanner usually 2 5 to 3 inches The width limitation should not be a problem with any expected use of bar codes in SSM After much testing it is our current opinion that a CCD scanner is the best choice Types of bar codes There are many types of bar codes The codes you see in the supermarket are UPC codes The bar codes printed by SSM are code 39 bar codes It doesn t really matter what the code type is if the hardware can read it SSM can make use of it Limitations Some items come with a manufacturer s bar code intended for use in their warehouses that contains a serial number Since each bar code is unique you can not train the system to always recognize that bar code as the appropriate bar code for a certain item We have seen this primarily on car stereo equipment All UPC codes consist of numbers only Some manufacturer bar codes may contain letters in addition to numbers In SSM we reserve the use of letters as the first character in a bar code to perform special automated functions when reading bar codes printed by SSM If you attempt to read a manufacturers code that contains a letter as the first character it may not work correctly Since virtually all bar codes on retail items are UPC codes this should not be a problem You must train the system to recognize pre printed bar codes either when creating a new item or through the Check an item program When creating a new part the title bar of the window wher
39. All attempts to retrieve a parts suppression will automatically retrieve the superseding part G Exchange defective serialized inventory If parts have serial numbers it can be very confusing when you have to exchange a unit that is defective This program allows you to make the exchange and keep the serial numbers in inventory correct It does not create any receipt or credit All it does is affect the serial numbers Senior Service Manager 44 H Reset inventory quantities to zero Used for taking inventory via a portable collector Sets every items on hand qty to 0 I Download data from portable collector Please call GenesisFour for more information on portable collectors Maintain Inventory A Inventory pad Prints a list of all part numbers in the computer with prices stock quantities etc Requires wide paper and may take a long time for a large inventory B Inventory Sheets This program will print sheets listing all non obsolete parts for the purpose of taking a physical inventory You have a choice of doing this for a single parts group or for all groups This program is closely tied to the adjust inventory from sheets program AMIC Adding new items to inventory after printing these sheets will upset the order and the adjust inventory from sheets program may not match the printed sheets This program prints on standard 8 5 x 11 paper and prints 18 parts per sheet Make sure you have enough paper This
40. GenesisF our Senior Service Manager 5 Information in this manual is subject to change and does not represent a commitment on the part of GenesisFour Corporation The software described in this document is furnished under a license agreement or non disclosure agreement The software may be used or copied only in accordance with the terms of the agreement It is against the law to copy the software on any medium except as specifically allowed in the license or non disclosure agreement No part of this manual may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying and recording for any purpose without the express written permission of GenesisFour Corporation Senior Service Manager and GenesisFour are registered trademarks of GenesisFour Corporation Copyright GenesisFour Corporation 1986 1998 All rights reserved Microsoft Windows Microsoft Word are registered trademarks of Microsoft Corporation SCO UNIX is a registered trademark of the Santa Cruz Operation Inc Mitchell Parts and Labor Database is a registered trademark of Mitchell International Table Of Contents GETTING AROUND ssssee00 1 THE STATUS LINE cccccceeeeeeeees 1 USING MENUS ssseeeceeceeeeeeeeeees 1 THE KEYBOARD 0ssccccceeeeeeeeees 1 ENTERING DATES ccccceeeeeeeeees 4 THE MAIN MENU cccccceeeeeeeees 4 HOT KEY PROGRAMS cccceeeeeeeeee 4 T
41. HE RAPID ACCESS MENU F2 6 SETUP wvssssscccessvonsteasssesseessaneseasssostens 6 COMPANY SETUP ssscccceeeeeeeeeees 6 SETUP DIVISIONS 000cecceeeeeees 10 PRINTERS cccccccscseseeeececeeeeaneees 12 LASER FORMG ss0secececeeeeeeeeees 13 LOCATION DEPENDENT PRINTING 14 PARTS GROUPS s0ssseeeceeeeeeeeees 14 PERMISSIONS 00ssccccceeeeeeeeeeeees 16 USERS Tankene 17 CASH REGISTERS eerrrrrrrrrnrnnnnnerrr 17 COLORS cccccceccesseseecceeeeeaeeeeeeeees 18 GRAPHICS cccccsssseeeeccceeeeaeeeeeeees 18 MITCHELL 0scccccccceeeeeseeeeees 18 NUWAY sete sdest 18 SCHEDULE cccccccssssseeeccceeeeaaneees 19 LABOR RATES cccccceeeeeseeeeeees 19 GETTING STARTED 19 SETUP CASH REGISTER 0000008 19 CREATE A CASH REGISTER 66 19 ENTERING INITIAL INVENTORY 20 CREATE PARTS GROUPS 00000006 20 ENTER THE INVENTORY 0000006 20 CUSTOMERS ss0sccecceeeeeaeeeeeeeees 20 SETUP COLORS 00eccccceeeeeeeeees 20 THE SERVICE DEPARTMENT 21 CREATING CUSTOMERS ND VEHICLES asenita enna ninani 21 APPOINTMENTS cccccceeeeeeeeeeeees 23 CUSTOMER HISTORY s00eeeeeeee 24 SERVICE ORDERS cccccceeeeeeeees 24 QUICK SERVICE ORDERS 006 26 UPDATING A SERVICE ORDER 26 DISCLAIMER AND CUSTOMER SIGNATURE ccccccccsssseeececeeeeeaeeees 26 STATUS OF JOBS 000cccccceeeeee
42. This is not the same as the stock order report APD as this will only display parts with sales in the specified date range C Stocking order Prints a report on parts at or below their minimum stock quantity Takes into account display quantity and does not count these as inventory when deciding what to order The recommended order quantity will bring you up to maximum stock level you may want to order less This report can be done for all parts a parts group or for all parts that have a specific default vendor If done for a vendor or by group you have the option of automatically creating a purchase order based on this report This report will also list any parts that have had their Force quantity set A special format low inventory report can also be directly faxed to one or more vendors Unix only This report shows the part numbers etc and has a place for the vendor to fill in price and availability This can be a fast way to find out who has what and who has the best prices This requires a fax board and special software D Manual quantity changes Reports on changes made by the update anything on an item APA program by correcting quantity while adding lines to a parts slip or by adding a new item during a parts slip Keeps track of by whom when why the correction was made and that value of the correction E Sales amp purchase of one item List the totals within a date range for a specific part F Sales am
43. You must choose from the payment types you set up during configuration ASC If the customer is giving you two types of payment you must press the key indicated on the status line to accept a split payment NOTE Even if the customer is not paying you now you should accept payment as a charge If a deposit was received If a deposit was received towards this work then things get more complicated The amount of the deposit should be charged so that the customer s account will go to zero The balance paid should be entered in the appropriate payment type The total amount on the split payment fields must equal the total invoice amount not the amount after deposit Deposits Deposits are usually created CDC because a customer wants you to order a special part and you don t want to do it unless he gives you some money up front Senior Service Manager 30 After either creating or finding the customer you must enter the amount of the deposit After filling in the reason for this deposit you can print the deposit invoice You must accept payment for a deposit invoice CDA The procedure is basically the same as accepting payment for a service invoice Deposits get locked when printed and must be unlocked for further updates Estimates An estimate is a document you may create in advance of a service order It will be usually be used for job proposals or for an insurance company If you are actually taking the order for the work now
44. ailable in Unix In Windows the combinations shown that use a background color with a code greater than 7 see chart will not work In Windows you may press the F3 key and manually type a color combination using the color names or abbreviations as shown in the chart above If you choose MESSAGES INPUT or NORMAL that level will follow the defaults for these colors as described above Color changes to the menu box will not appear until you re run the main menu press CTRL C The Service Department This section describes the steps necessary to create appointments write service orders and complete a bill for your customer You may not use all the functions described in this section but you should become familiar with them so you know what is available The service department is the department responsible for all aspects of dealing with the service of a customer s vehicle The basic functions needed by the service department can be found in the main service department menu The usual order for using the computer to complete a service transaction with a customer can be divided into six steps 1 Create the customer Required if customer has not already been created 2 Create an appointment for the customer Optional 3 Create a service order for the customer Required 4 Create and complete a parts slip for the customer Required if parts are used 5 Create an invoice from the service order Required 6 Accept payment from th
45. ange suppliers and they both have similar product lines H Merge Use this program when two part numbers have erroneously been created for one part This commonly happens when the format of the part number is not entered consistently For instance you might have the part number ADS 3001 and ADS 300 I listed in inventory The computer assumes that these are different parts Using this program will merge all data including all past sales I Reset loc by group Will reset the field for item location for all parts in a parts group J Print labels Prints labels with the item the part the price and the description for all or a group of parts Prints on standard 1 across mailing labels Can also print bar coded labels K More Additional menu items for parts maintenance A Reset Test stock levels automatically This program will search through your actual sales based on your input and will recommend or reset the stocking quantity or re order levels of your inventory NOTE In order to make use of this program the system must have been in use for at least a few months or you will not have sufficient sales data to base any decisions on The first field is where you choose the Parts Group to work with Let s go through an example to explain the other fields We will assume that the system has been running for more than 3 months and the group is ALPINE Sales criteria One of the main concerns in keeping an
46. ax will still be charged on service invoices Price codes determine which pricing level will be used on parts or service invoices Note there are two different price codes one affects parts only invoices the other affects service invoices These codes can only be altered in the update price codes program amca on the customer administration menu If the customer buys a new car Each customer may have one or more vehicles If a customer sells his car and buys a new one do not make the mistake of updating the customers old vehicle to be like the new vehicle Create another vehicle instead Failure to do this will merge the service history of the two vehicles and you will be unable to tell what was done on which vehicle Finding an existing customer Many programs allow you to either create a new customer or to run the program using an existing customer You are asked how you wish to find the correct customer The choices are name business name vehicle license plate their customer number v i n phone number or service order number In most cases you will find them by name If you are sure the customer does not exist in your database you must choose name to create a new customer After pressing N to find by name you will enter a part of their name As you type the letters of their name a list of existing customers will appear that begin with the letters you have already typed When the desired customer appears on the screen you can
47. ces This program will report on credit invoices that were completed before a specified date but have not been marked paid It is important to run this program regularly to prevent invoices from sitting around and being forgotten E Report on unpaid deposits Same as above except for deposits Reports Progress Results This will run the results report generator This is an optional package available from G4 Ez Mail The Easy mail programs are designed to simplify the task of making regular mailings to your customers With only a few keystrokes you can print a mailing on plain paper letterhead Trans o grams or on anything else that will fit through your printer The EZ MAIL menu will allow you to send 4 types of pre configured mailings All of the mailings have default date ranges and letter names that can be modified through EZ MAIL setup To send a mailing choose the type of mailing and you will see a screen with a number of default choices already entered In many cases simply pressing F1 and confirming the printout will be all you have to do If you wish to let the system count the entries or verify each entry before printing make the appropriate entries as described on the screen Service Due This mailing will be sent to all customers that have a Service Due entry within a specified date range The dates are usually from 2 to 3 weeks ahead to a week after that if you plan on sending these weekly Reminding your customer
48. ces These programs will only effect your mailings of Trans o grams or mailing labels Deleting customers from the mailing list will have no other effect An incomplete address is either no zip code no address on the first address line or no state listed Since mailings to these customers will undoubtedly be returned you should run the delete customers with incomplete addresses AMCFC before doing any mailings You may want to use the delete customer report AMCFB to make phone calls to these customers and update their address Any usage of these customers will give you the opportunity to restore them to the mailing list G Merge customers This program is usually used when you realize that a customer has been created twice by mistake This program will allow you to make them into just one customer When running this program you first choose the customer to keep The other customer will be merged and then deleted The customer being deleted must have an account receivable balance of zero or this program will not run After choosing the two customers you must decide if the cars are duplicates This is the only way to delete a customer H Merge vehicles Use if a duplicate car has been created for the same customer by mistake I Mailing letters See the Ez Mail section for more information Maintain Vendor A Create Vendors must be created before purchase orders can be created or accounts payable can be used In this progra
49. code lt RECOMMENDATIONS gt will print up to six recommendations each on a separate line Be sure to allow for this if your letter is very long to prevent your letter from going on to a second page Special Codes There are three special field codes that do not merge data The first is lt PAGE n gt where n is the page length in inches This will set the page length in the printer This is used when printing to a form that does not match the page length set in your printer A common example are Trans o grams These forms are 5 5 inches long In order to print correctly to these forms you should insert the field code lt PAGE 5 5 gt on the first line of your document If you use this code it is a good idea to turn your printer off and then on when done printing to restore it s default page length The page field code is not needed and should not be used with laser printers The second special code is lt REM gt Use of this code allows you to insert comments that will not take up a line of space The existence of this code anywhere in a line of text will cause the line to be ignored If you wish to insert comments that do take up a line of Senior Service Manager Bookkeeping 56 text simply place them inside brackets Anything inside brackets that does not match a field code will not be printed The third code is lt LEFT MARGIN n gt where n is the number of characters from the left to start the left margin If this code is not entered
50. counts Receivable 55 Additional items setup 12 Adjust sheets 43 Aging 57 Alarm Data 9 AllData 8 Appointments 23 ASCII 44 Available hours 18 B Back orders 37 Banking 55 59 Bar Code Setting 13 Bar codes 31 Baud rate 32 Bookkeeping 55 Cash out 60 Cash Out 60 Cash out report 60 Cash Registers 9 17 18 19 20 37 59 60 61 CCD scanners 31 Charge 59 Check an item 4 Checks 59 Cloaking mode 5 code 39 31 Colors Setup 20 Copy permissions 17 Counter Parts 30 Crediting parts 35 Credits 35 Cross reference 52 Customer History 23 Customer notes 5 Customer Sort 49 D DAYS TILL DUE 40 58 Default Laser Forms 13 Deposit 29 Deposits 29 Disclaimer 26 Discount 28 Divisions 10 Dollar Discount Wizard 28 User Reference Manual E Estimate Expires 11 Estimates 29 Exchange 60 Expand 56 Expense 59 Ez Mail 53 F Fee General Ledger 10 Setup 10 Finance Charge 7 Finance Charges 56 57 Find Customer 22 Fix 60 Follow up 54 Form name 13 Function Key Equivalents 3 G German Sort Order 15 Grafsman 18 Gross profit 28 H Help 4 Hold 34 Hours per person 19 I Import 44 Importing Estimates 25 Income 61 Initial Inventory 20 44 Internal Mail 5 Inventory Sheets 43 Invoice messages 12 J Job lists 45 Job titles 45 Label Skip 7 Labels Shipping Labels 6 Labor Cost 10 Labor rate 10 Laser
51. customer CU View This choice will return you to the parts invoice You can add or delete parts or change the parts pricing When you leave the parts invoice you will be returned to this service invoice After making changes to the parts invoice you may want to use the CALC choice to view the new invoice totals Tech If your technicians are using the Time Clock you will be presented with the technicians actual hours and allowed to update the credited hours Credited hours defaults to billed hours or a calculated portion of billed hours if more than one tech worked on the job You may choose to modify it if you wish Changing credited hours will not effect the invoice just the technician reports If your technicians do not use the Time Clock then you will have to manually enter the technician number actual and credited time If this job involved a comeback you may wish to enter another tech usually the one who is responsible for the comeback and debit their credited hours To do this simply press the key labeled on the bottom of the screen Quit Leaves this program saves all changes and returns you to the menu Accepting payment When the customer comes to pick up their car you should accept payment for the service invoice IA Accepting payment for a service order is the same as accepting payment for parts slips deposits and credits You first enter the invoice number then you will be asked how the customer is paying
52. e TAB brings you though the different fields Press F1 to send the message Customer notes Run by pressing ESC N in Unix ALT N in Windows Allows you to read create or update a note pad about a specific customer When you start the program it will automatically display the note pad for the customer you are currently or were last using If you have not used a customer it will allow you to choose one When choosing a customer during other programs you will prompted that a customer has notes if any notes exist Operating System By pressing ESC O in Unix or ALT O in Windows you can run a Unix or Windows command You will be asked to type the command name In Unix the command name is case sensitive If you press enter instead of typing a command name you will be brought to the operating system prompt Return from Windows by typing exit or from Unix by pressing Ctrl D Phone book Run by pressing ESC P in Unix ALT P in Windows Runs a company wide phone book This a great place to store the numbers of your suppliers friends etc It is always available and is easy to use The first time you use the phone book it will display the phone number of GenesisFour and about 10 test phone numbers Choose one of these and press F3 or INSERT to update it While on the initial screen a variety of choices for updating deleting searching for or adding phone book entries is displayed at the bottom of the screen Cloaking mode Run by pressing ESC Q in U
53. e customer for the work done Required Creating Customers And Vehicles Customers and customer vehicles may be created from within the main menu by choosing CUSTOMER CREATE CC They may also be created while creating a service order a counter parts slip an estimate or an appointment In most cases you will not create them separately but as part of creating a service order or an appointment When creating a vehicle you will be entering a make and model The program maintains a list of standard makes and models These are used to help prevent the make Mercedes from being entered as Merc Mercerdes etc If the make or model you enter has not already been created you will be warned that it does not exist and allowed to create it by pressing F5 You can also choose from a list of existing makes and models by pressing F3 while in the appropriate field There are several programs for creating updating and merging standard makes and models in the Admin Jobs AMJ menu It s a good idea to check your standard makes and models and merge any duplicates from time to time Senior Service Manager 22 The procedure for creating a customer is basically the same no matter which program you are using If you are creating a customer for a service order an estimate or an appointment you will create a vehicle when you are done creating the customer Entering the name Entering the customer s name properly and consistently is important for y
54. e rapid access menu F2 B Job List A standard job list is used for parts look up and job estimating When you enter the job list program you will have a menu with 6 choices Details This section allows you to enter the name of the job job title labor hours messages whether you will charge by fixed dollar amount or dollars per hour the job title used etc Hours to charge HOURS is the number of billed hours you will charge to do this job DIV is for the abbreviation of the company division that will do this job Message Used for you to put a job specific message that can be seen whenever this job is checked A typical use would be to note any common variations such as Add 20 00 if car has air conditioning Charge Used for any additional charge that you will have on this job If this job always requires an alignment and you sublet your alignments then you could put that charge here Fixed Controls how labor is charged by a fixed dollar amount or calculated based on your labor rate Labor is the amount of the fixed charge if you are charging a fixed amount Makes Models When you choose makes and models you are asked for a make Enter the make or press F3 to choose from a list of makes Now you will be shown the models that currently are used by this job You can add or delete models here When you add a model you will be asked for a year range This year range only applies to this model If you need to update
55. e set up and use of the cash register Even if you do not have a mechanical cash drawer you must set up a cash register and act as though you do The only difference is that nothing will open automatically The cash register is the key to tracking the single most important thing in your business the money If you do not use the cash register properly it will be impossible to determine if you are actually getting paid for the work you do or to get sales reports Simply put if you care about the money you receive and if you want to know what you ve sold you must use the cash register Senior Service Manager Colors Use cash register ASRA See the bookkeeping section for details Create new cash register ASRB Will create a new cash register You must create a cash register when installing the program After creating the cash register you should use it once to enter the starting amount of cash in the register Only after doing this will you be able to accept payment on any invoices You may create as many registers as you like but there is usually no reason to have more than one The entry for the device name is for the actual port name If the register is connected to dev tty1a in Unix or COM1 in Windows you would enter that as the device name If you do not have a cash drawer connected you can use either the null device dev null in Unix NUL in Windows or a file name that the output can go to i e junkfile Security ID r
56. e to have two groups one named ALP and one named ALPINE If you are creating a new group you will be asked if you want to copy all settings from another group If you already have a group that has lots of special pricing formulas etc you may want to copy it to save entry time Parts group pricing You now have a screen titled DEFAULT PRICING FOR GROUP The first field on this screen is for a long description of this group This will appear on reports and is useful if the group codes are very short and their meaning not obvious Update Description The Update Description field will allow you to update the description field on a parts slip whenever you sell a part in this group This can be useful for selling misc parts such as used parts off a wreck Create a part in inventory called for example Used part enter 100 as the quantity and Zero as the cost Set the group to a group that has update description set to yes When you sell this part you can type in a description of the part and use reprice to set the price Special sorting The next field is labeled Special Sort A yes answer allows you to set up a means of having part numbers displayed in the same order the manufacturer uses in their parts books Some manufacturers do not sort their part numbers in strict alpha numeric order instead they sort by some middle group of numbers then another group etc If you answer yes to the Special Sort field then after completing
57. e you are entering the part description prices etc says Press F6 to read bar codes If you press F6 the system asks you to read the bar code with your scanner The bar code information is stored along with the new part If the part already exists in your inventory use the Bar choice on the Check an item program Usage examples You have a bar coded part in your hand and wish to look up the prices and on hand quantities Simply read the bar code with the scanner and the Check an item program will appear with that part displayed This works in any situation in which you could ordinarily use the rapid access menu This feature and the other automatic features will not function if you accessed the current program from the rapid access menu or with a Hot Key You re updating a customer s parts slip ready to type in a part number If you read a bar code with the scanner the part is entered the quantity set to one and the next line is created ready for another part number If you wish to enter a quantity greater than one you can type n where n is the quantity to sell before reading the bar code The quantity is entered when you read the bar code You may read a bar code instead of typing the part number throughout SSM You ve printed a service order on the bottom are five bar codes labeled Parts Update Tel Auth Invoice and Time Clock In Out By reading one of these codes you can instantly perform the desired function
58. eate update amp manage leads with ContactTrack Service This choice will allow you to create and update service orders create estimates sell parts as part of a service job to write estimates and final service invoices Most of the tasks of dealing with a customer bringing in their car for service or installation will take place from this menu choice Counter Part This choice will allow you to make parts sales without doing any service to accept payment for those sales and to view any customer s parts history Administration All the choices under this selection are menus of reporting maintenance and setup programs for various categories These choices will be explained later Books This choice will bring up the MAINBOOKKEEPING MENU This menu contains accounting related reporting and entering functions These choices will be explained later Quit Leaves the program Hot Key Programs Check an item Run by pressing ESC C in Unix ALT C in Windows See choice B on the rapid access menu for further details The help key Run by pressing ESC H in Unix ALT H in Windows Accesses context sensitive help The help screen you see will depend on what you are doing in the program A great amount of this manual is repeated in the help screens You can not access help or any User Reference Manual other hot key program while in a hot key program or the rapid access menu programs Keyboard help can be v
59. eate separate file storage directories for each user and allow individual Word setup configurations For details on operating Word you must consult the Word manuals Word is especially good at creating custom form letters by using data created from our customer sorting program ACB By merging the data file and the letter file you have created you can customize a letter for any purpose as well as address and customize it for a group of your customers This option is only available on Unix systems that have purchased and installed Microsoft Word for Unix User Reference Manual D Transfer Word Files This choice starts another menu that will allow you to easily transfer files to and from a Windows computer running Microsoft Word All file name extensions doc or dcx are handled by the programs Do not enter the extension when specifying a file name If you do not have Word for Unix installed the only use for this program would be to transfer a Unix Word data file created by the customer sort program when running in Unix to a disk for use in a Windows computer If our program is running in Windows you can use the Windows copy command to transfer files E Change Division or Advisor on a Service Order This program allows you to correct a mistaken division entry on an invoice If you have more than one division and you need to track sales by division you may need to use this program if a mistake was made during the creation of
60. eeees 27 VOIDING A SERVICE ORDER 27 SERVICE ORDER LOCKING 4 27 SELLING PARTS ON THE SERVICE ORDER ssssccccccceeeseseeececeeeeaaeeees 27 SERVICE ORDER INVOICEG 06 27 DEPOSITS ccccsesseeeeecceeeeeaeeeeeeees 29 ESTIMATES 00eccccessecceeeeeseeenes 30 User Reference Manual THE PARTS DEPARTMENT 30 COUNTER PARTS ccccccceeeeeeeeees 30 PARTS CUSTOMER HISTORY 31 BAR CODES IN SENIOR SERVICE MANAGER ccccccecesseeeeeccceeeeaaseees 31 SERVICE PARTS SLIPS cccceeeeeeees 33 CREDITS Jahn rie dediesnds 35 PURCHASE ORDERS ccccceeeeeeeees 36 RETURNS TO THE VENDOR 38 ADMINISTRATION sseeee0 38 MAINTAIN TECHNICIAN 0000006 38 MAINTAIN CUSTOMER 0000008 39 MAINTAIN VENDOR cccceeeeeeeee 40 MAINTAIN PARTS cccccceeeeeeeees 41 MAINTAIN INVENTORY 0000008 44 MAINTAIN JOBS MAKES MODELS ene da Attics ence ae eS 45 MAINTAIN MISCELLANEOU 48 REPORTS TECHNICIANG 000008 49 REPORTS CUSTOMERS cccseeeeeeee 49 REPORTS LEADS 00ccccceeeeeeeeees 51 REPORTS VENDORS ccccceeeeeeeees 51 REPORTS PARTS INVENTORY 51 REPORTS JOB TITLES LISTS 53 REPORTS SERVICE ADVISORS 53 REPORTS UNPAID UNINVOICED 54 REPORTS PROGRESS RESULTS 54 EZ MAIL eccccccccccceeseeececeeeeeaeeees 54 BOOKKEEPING
61. efore completion and after any repricing or discounting 35 User Reference Manual Order Allows you to place the parts on a received purchase order on this parts slip You may use an existing order or create one now If the parts are no longer in stock they will not be placed on the slip Job kit Places all the in stock parts on a job list on this slip You must know or look up the job list number Est Places all the in stock parts on an existing estimate on this parts slip Frt Allows you to enter or change the entry for any freight charges you want on this slip These charges will be charged to the customer Print On a service parts slip this choice will print a list of all the parts on this slip This is usually used as a review to verify that no parts are left off the slip On a counter parts slip this choice will complete and print the final invoice Hold This allows the entry of a note about this parts slip The slip can not be completed until this note is deleted You will use this when you want to make sure that something is done before completing the invoice Note On counter parts slips only you can add a note that will print on the final invoice This note is specific to an invoice and can be used for any special warrantee status final sale no returns etc or for anything else you want to write on the invoice Cash Sales When selling parts over the counter you have a choice when selecting the cu
62. entries for instance a technician must end job before leaving W time W Time is our name for non productive or wasted time that you may want to track You need to create W Time codes ATG before they can be used by this program The entry of a service order number is optional there usually won t be one E Modify time card This program should be used whenever a mistake is made on a time card entry The use of this program should be restricted to management see permissions F Create w time codes Creates new w time codes to be used with the time clock Typical entries are Shop Cleanup Repairs to Shop etc W TIME codes are classed as paid or unpaid time No Work etc This choice effects the reporting This is used if you have an incentive system and wish to credit people for repairing the shop but perhaps not for cleaning the shop G Update w time codes Allows you to make changes to previously created codes Maintain Customer A Update Basically the same as update a customer except it allows you to update their price codes tax status tax rate labor rate maximum credit limit and whether they get charged financing on accounts receivable You may want to restrict permission to this program see permissions You can also set whether you will accept payments to this customer s account by the invoice or simply by balance forward B Source codes Customer source codes are entries made by you for how
63. epairs Needed Employee price The next entry is your markup for parts sales to your employees When you create parts customers you will be asked to enter a price code This will determine what price that customer will be charged Price code 5 is designed for employees Price code 5 customers will be charged your cost plus whatever you enter here If you want to charge 10 over cost then enter 10 here Company name on forms The next two entries determine if your company name and address will be printed on the top of invoices and work orders If you have forms with your name pre printed these should be set to no otherwise if you are using blank forms set these to yes Finance charges The next two entries control the finance charge rate and the grace period for interest charges on accounts receivable Enter the annual percentage rate you wish to charge and how many days you want to let lapse before finance charges will apply to unpaid balances Prc Code These two fields both labeled prc code control the pricing codes used for newly created customers Most businesses will set these to zero If you wish all newly created customers to have price codes other than zero make an entry here Note the message at the bottom of the screen to determine which field controls service parts sales and which is for counter parts sales Label Price When you print parts labels a price gets printed This field determines which of your six
64. equired will determine whether you will be required to enter your user id and password every time you do a transaction that could open the cash register How to operate a cash register ASRC You may want only those terminals that are in reach of the cash register to be able to operate it The entry must be the device name of the port the terminal is connected to UNIX USERS If you don t know the device name you can find out by logging in to Unix as root on that terminal and type tty lt enter gt Unix will display the device name WINDOWS USERS Running the program SETTY P will configure that PC s terminal name Update an existing cash register ASRD Will allow you to update the settings you made when creating the cash register Sets up colors for SSM menu s and dialog s Colors are saved for each user Some Unix terminals will not support color When using these terminals colors are disabled Graphics Please see the Grafsman manual for information on this item This feature is only available in UNIX Mitchell Access to the Mitchell Parts and Labor Database is optionally available The choices on this menu allow you to initialize a new CD ROM run the database lookup program or copy the information on specific makes to your hard disk for faster performance If you have the Mitchell disk installed you can use the parts pricing information on the Mitchell Disk to update your published list prices The computer will
65. es can be configured for your use Setup Divisions Divisions ASD The program requires that you create at least one division What is a division A division is any logical separation of categories of work in your business Suppose your business consists of repairing Ferraris and Volkswagens While you could have only one division separating these two will allow you to have the program act differently towards each division Do not create divisions needlessly having a surplus of divisions will complicate some aspects of running the program You may want to check with your dealer for specific advice on the creation of extra divisions for your company When you enter the divisions program you are except during first time setup asked Do you want to update an existing division or create a new one Let s create one now Answer C to create a division The first entry is for the name of this division If your company name is Acme Auto Center you might want to call this division Acme Ferrari Repairs Division abbreviation The next entry is for an abbreviation for this division When working in the program you will be asked Which Division in several places you will enter this abbreviation We will call this division AF for Acme Ferrari When we create the Volkswagen division we might call it AV for Acme Volkswagen This entry is only available when creating a division it can not be updated Labor rate The next entry is
66. for the labor rate for this division only Enter the correct amount If you want to set labor rates for a specific makes use the labor rate setup choice ASL Service supplies The next entry is for the rate to charge for service supplies This is an optional charge you may want to apply to all service in this division It is usually used to cover the expense of sprays misc hardware fluid top off and anything else you choose It is calculated as a fraction of the labor charge Typical entries range from 03 to 08 If you enter zero this fee will not be charged The next entry determines whether supplies will be charged if you enter a fixed dollar amount on the invoice When entering the labor amount on a service invoice you can either enter the number of hours and let the computer calculate the dollar amount or you can enter a dollar amount directly If you answer no to this choice the service supply charge will not be applied to labor amounts that you entered the amount directly If you often need to make certain invoices come out to the penny i e 29 95 specials you may want to answer no to this question Labor cost The next entry is for your average cost of labor in dollars per hour This figure is only used for calculating the profit of estimates when the actual technician is not yet known 11 User Reference Manual Minimum markup The next entry controls the minimum allowable markup percentage over cost on a parts in
67. fter entering the date you will enter some note about this credit i e Invoice 138427 After entering the note you will enter the amount of the invoice If auto due date is set to no in the vendor file you may be asked to enter the date due When the credit has been entered you must decide how you want to disburse this invoice When you created your disbursement accounts you made a variety of accounts for many types of expenditure Let s suppose that this invoice totalled 100 00 6 50 was for freight and the rest was for parts The first question is whether this should be sent to a disbursement account or directly to accounts receivable Invoices might be sent directly to accounts receivable if you were buying something for yourself and didn t want to go to the bother of reselling it to yourself You will usually disburse invoices After choosing D you must enter how much you are disbursing In this example you would enter 6 50 or 93 50 the order is not important Then you would enter the disbursement account number or you would enter zero to find the disbursement account by name If you entered zero you would then enter fr to find the freight account After confirming that this is the correct account you would repeat this procedure for the 93 50 and send it to the parts account Making a payment The only way you should make a payment to an account is through the payment choice in this program When you enter your payment you wi
68. h changes When you complete this screen you will be asked Do you want to update or create special price ranges for this group If you answer yes you will get a screen similar to the previous screen except for two fields low price and high price If you were to enter zero for low price and 5 00 for high price then you would be able to set up new price formulas that apply only to parts with a manufacturer list price of zero to five dollars You may create as many of these ranges as you like but be careful not to overlap the high low prices If you make pricing changes to an existing group the changes will not be applied to existing inventory until you run a separate program called Reprice Parts by Formula AMPB located in the parts administration menu Permissions On initial installation all users have permission to run all programs The permission files are automatically created whenever a program is first run When you start the program you will see a screen of all the permission files with the program name and description showing Choose the program whose permission you wish to update If you wish to restrict certain programs set the field All Users to no You will now have the opportunity to enter those users who are allowed to run the program If you do not enter any users then only the user named root will be able to run the program 17 Users User Reference Manual Setting the program that sets permissions T
69. he appointment At any time while entering data pressing the key labeled on the bottom of the screen will search for any appointments for this customer If an appointment is found it will be displayed on the screen Entering estimated amounts If you are entering the description manually you are asked to enter a dollar and an hours estimate The dollar estimates will be totalled and printed on the service order The hours estimate is very useful when running the priority status report SSS Delete Deletes the highlighted line You will be asked for confirmation first There is no way to un delete a line List Redisplays all lines If you have been adding lines in the middle of a large order the lines may be out of order This will redisplay them properly sorted Job An alternate way of placing lines from a standard job list or title on the service order See the ADD choice for more detail Est Allows you to place the labor description lines and the estimated amount from an existing estimate on to this service order Rec Allows you to view and or delete previous customer recommendations If you previously recommended a brake job for this customer and will be doing it on this service order you should delete that recommendation Remind This choice will allow you to view update or delete any service due reminders that were automatically entered see job titles or to add service due reminders manually A service due
70. he first program usually set during initial installation is permiss p this program If all users were to have access to this then they could reset permissions and defeat the purpose of this program If you are denied permission When attempting to run a program for which you do not have permission you will see a message that reads YOU DO NOT HAVE PERMISSION TO RUN THE PROGRAM lt program name gt The program name displayed is the one you need to change to grant permission for that function We recommend that you use the program for several weeks before making any changes to the permission files This will allow the files for all commonly used programs to be created and allow you to get an idea of which programs you wish to restrict You are required to create users in order to use the system Creating a new user requires you to enter the user id the name to be used to log in and a password The password must be entered twice for confirmation Once a user has been created they can change their own password There is no way to change someone else s password If the user forgets his password you will have to delete and re create that user All permissions for that user will be lost Special user names There are two special user names ROOT and SHOP You should definitely create a user named ROOT Create him like any other user and enter a password you won t forget The user named ROOT can always run every program no matter ho
71. his is the mounted directory i e cdrom On Windows its your CD ROM Drive i e D ALLDATA DIRECTOR This is the directory where you keep you exported ALLDATA estimates SSM can only import estimates found in this directory User Reference Manual LIST DISCOUNT This is the default List Discount for importing parts from the Mitchell CD ROM Because Mitchell does not include any pricing other that LIST you need to come up with an estimated cost This is usually 15 20 You should now be on the next screen Here is where you set the types of payment you accept and if it is a charge type of account Company Part Ill Payment Types There are 7 payment types in the system The first is always cash and can not be changed The others however can be setup in various ways Let s go through some examples for some typical choices Cash Almost everyone accepts cash and it is preset as your first choice The only decision in cash is whether or not your cash register will open If you don t have an electronic cash drawer connected to your computer this setting does not matter MasterCard Visa Master card or Visa In many cases you may deposit these directly into your account if this is true for you then these will be set the same as cash If this is not true for you then see the AMEX entry below Check Set the same as cash Amex American Express typically does not allow you to direct deposit their sales Instead you
72. his should be looked at as a loan to be repaid when the usage and exact amount of the expenditure is known At that time the full amount of petty cash should be returned and the SPEND Money choice should be used to enter the details of the expense Fix This choice is used to correct any mistakes that occurred during the payment of an invoice It is usually used when the wrong payment type s were entered It will UNDO the original entry and give you the opportunity to remake the entry The succeeding close out line if any will also be deleted This will only work on lines that are within the current close out period Exchange This choice is used to give someone cash in exchange for another form of payment The most common use is to cash a check but it may also be used to give loans to a customer etc Spend Money This choice allows you to spend cash for anything and allocate that expense to a disbursement account Good for buying coffee supplies and other things you want to pay cash for Cash out This choice will bring up another menu with the following six choices Preview This allows you to review the totals of all your transactions done since the last cash out The details of these transactions can also be printed Cash Out Used at the end of a day or whatever period you choose to remove money for deposits and close out the day You will have to enter the amount being removed and confirm the amount left If you a
73. iewed by pressing K while viewing any help screen You can find out shat version you are running by pressing S as well Switch login Run by pressing ESC L in Unix ALT L in Windows Allows you to change the logged in user id without leaving the program You must have a user with a blank user id create a new user press the space bar for the user id just press ENTER for the password for the switch login program to prevent another user from re entering the program as the previous user This is useful if you need to leave your terminal and want to prevent anyone else from using programs with your permissions Mail Run by pressing ESC M in Unix ALT M in Windows Allows you to send receive mail from other users on the system You will be told if you have current mail any time you go to the main menu When you enter this program the titles of any mail for you will be displayed You can use the arrow keys to choose one and read it A variety of choices for adding or deleting your mail are displayed at the bottom of the screen When using the send mail choice you can send mail to one user by typing the user name to more then one user by entering a comma separated list of names AL TOM DAVE or by entering ALL to send mail to all users Message Pad Run by pressing ESC I in Unix ALT V in Windows This allows you to quickly enter a While You Where Out mail to another user You select users by pressing the DOWN ARROW on user nam
74. ill find percentage discount that needs to be applied Gross profit The numbers shown in the Calc box are fairly self explanatory with the exception of the figure labeled GROSS PROFIT A HR This stands for gross profit per actual hour Gross profit per actual hour is a very good indication of how valuable this job was to your overall profit picture By comparing the figure achieved by various jobs you will soon get a feel for which jobs are generating real income and which aren t In general 29 User Reference Manual jobs that are labor intensive with few parts sold will have very low numbers while high parts sales jobs will be the best Rec This choice will allow you to make recommendations on the service invoice These are used for work found to be needed but not done at this time This is not the same as recommended service The Remind choice is used for scheduled service or maintenance Remind This choice will allow you to view update or delete any service due reminders that were automatically entered see job titles or to add service due reminders manually A service due reminder may be used to remind your customers when they are due for an inspection an oil change a tune up etc The reminder date can be entered manually or based on either a number of months or a number of miles from now If using miles the calculation will be based on the average miles field for the vehicle This field can be reset by updating the
75. invoice you are warned if no parts have been entered on the invoice This is to remind you to check if any parts were used and add them if needed If you answer no to this question this warning will be disabled Require Completion In a large shop with dedicated parts personnel it is important that the person adding parts to an invoice let the service writer know if all the parts have been added and that the parts slip is complete If the parts slip is not marked complete the service writer will be prevented from completing the service invoice until it is completed If you set this field to no then this feature will be disabled The proper setting is dependent on the way you run your business and who does what Low GP Warning When completing a service invoice you will normally use the calculate feature to view the totals and your profits One of the fields shown is Gross Profit per actual hour This field should normally be at least 50 or more dollars per hour for most shops If your GP per hour drops below the amount set here it will flash on the screen to warn you that your profit on this invoice is too low Additional items setup The next five entries are for items you sell that you won t be putting in inventory Typical uses are oil gas gear oil etc Enter the description of the item how much you charge each your cost for each and if this item is taxable Invoice messages Then next four groups are spaces for you to write a
76. ity has no effect on on hand quantity Item description can also be changes in the above program C Force an item onto next order Allows you to force an item so it will appear on the next stock order report regardless of it s stocking level or on hand quantity D Track parts that are out for repair Allows you to make or review entries in the out for repair file Primarily used when you will be sending a part belonging to you or a customer out for a repair An example of this is a Speedo head repair After removing the part from the car you may need to send it to a Speedo repair shop to be fixed This allows you to track where that part is etc Another example is if you had a part that you still own but needed to have it repaired before you could sell it A part that you own that is out for repair is still included in your inventory count and value When checking the part the quantity out will be displayed E Re format all part numbers in a group This will reset the format of all parts in a group in accordance with the special format as set in parts group setup Changes to the format in parts group setup are not applied to existing inventory unless this program is run F Supersede a part number with a new number Replaces an existing part number with a new number and creates a parts suppression with the old number Parts suppressions are not items in your inventory They are simply alternate lookup numbers for a part
77. labels printed by you or printed on service orders or invoices Hardware requirements In order to take advantage of the bar code feature you must purchase one or more bar code decoders and an input device for each decoder Not all bar code decoders and input devices are equal During our testing we have found wide variations in the performance of different brands Decoders used with Senior Service Manager must be fully programmable The input devices used are up to you There are basically 3 types of input devices that are appropriate wands CCD scanners and laser scanners Wands are the least expensive of the three They have the disadvantage of being somewhat difficult to use and having a harder time successfully reading poor quality or faded bar codes Lasers are fast and accurate if somewhat expensive They can also read bar codes from a distance of 5 or more inches The main disadvantages of lasers are that they contain moving parts and are therefore more prone to failure and that they read a very wide area thus making it difficult to read a bar code that has other bar codes next to it CCD scanners are lighter and smaller than lasers read from a distance of up to one inch and are extremely accurate even on very poorly printed bar codes The disadvantages of CCD scanners are that they are more expensive than wands the same or less than a laser and that they can only read bar codes that are no wider than Senior Service Manager
78. ll be asked if you want to issue a check If you are using the check book and will be paying by check you should answer yes If you write the check directly from the checkbook then you may cause that amount to be disbursed twice If you have more than one division you may be asked to split this between division You enter the percentage amounts that must total 100 Print or display report on all account payable BPRA This program will print or display a report on all account payable accounts The aging of this report is dependent on actual transactions so it will be incorrect if the amounts owed are beginning balances The COLUMN TOTAL is the total amount you owe regardless of when it is due The COLUMN CURRENT is the amount you owe that is not due yet DUE 59 User Reference Manual Now is the amount owed now that is not 10 days overdue or greater The 10 30 and 60 columns represent amounts overdue by those number of days R eport Are explained in the VENDOR ADMINISTRATION section of this manual see Vendor create A Print or Display Report On All Account Payables Prints a report on all transactions in accounts payable within a date range Used for tracking errors verifying entries etc B Print Report on Payable Activity By Date Same as above except payments only C Print Report on all Payments By Date Same as above except debits only D Print Report on all Debits By Date This program allows y
79. ll changes are saved The print choice is what you will normally use if you have completed a new service order Quick Service orders Service orders may also be created using the Quick choice This program presents you with a list of job titles to choose from You pick one or more titles Press an F key and the service order is done If you properly set up job titles and lists you can create service orders with virtually no typing You can control which job titles appear by updating the Quick field in update a job title Updating a service order Basically the same as creating one except there is no customer info to enter Disclaimer and customer signature The disclaimer is a legal requirement in many states You may want to use it to be able to provide proper documentation in the event of a customer dispute When the service order is printed it will have the total amount of the estimate and a place for the customer s signature Above the signature will be your disclaimer message It is a very good idea in many states a legal obligation to get the customer to sign the service order Now that you have a completed service order we can go on to the other operations necessary to complete this transaction 27 User Reference Manual Status of jobs You may want to know what jobs are current in your shop and what their status is Service order status SS is the easiest way to do this The status program will show a list of all service
80. ll not work unless a BANK iS CREATED BBC In this program you can write void print and disburse checks you can enter bank deposits or fees and you can view your account balance Checks may be created written in three ways Senior Service Manager 60 1 Making a payment in the ACCOUNTS PAYABLE program BPM This is the only way a check should be written to pay an account lf you write the check in any other way the amount may be disbursed twice When checks are written from accounts payable they do not get printed until this program is run Checks that have their check numbers highlighted are ready to be printed 2 Checks can be created from the WRITE A SINGLE CHECK program BBW This is the fastest way to write a check with the least room for error Checks written in this fashion have not been disbursed and will have their description highlighted while in this program until you disburse them 3 Write the check directly from this program Access to this program should be restricted to the bookkeeper see permissions Charge Used to enter any bank fees etc Expense Used to disburse or redo the disbursement of a check W rite This program is the fastest way to write a check It should not be used to pay off an accounts payable which should be done from within Payables Maintain The amount of the check must be entered twice for verification Checks for dot matrix printers are available from NEBS Tel 800 225 6380 fo
81. lude that part and reserve is run or if the estimate is deleted You can only reserve parts if this estimate was created for a customer You can view reserved parts by running the reserved items report in the parts reporting menu ARH Looking up existing estimates The ESTIMATE REVIEW program SER will allow you to search for and review estimates The Parts Department This section contains information on the sale reporting and tracking of your parts inventory All parts sold through the system are considered part of your inventory even though you may only own them for a few minutes Inventory tracking is essential to a profitable business Understanding this section will aid you in avoiding inventory losses and maintaining or increasing your profit margins Counter Parts There is no difference between parts customers and service customers Only the programs to maintain them differ The primary differences are that parts customers do User Reference Manual not require vehicles and they can buy parts for resale When creating a parts customer you can set the customer as a resale customer This will prevent tax from being charged to this customer for parts sales You also enter a price code for the customer There are two price codes available for the customer one effects pricing of parts used on service orders the other effects prices charged on counter parts sales Pricing formulas are set in the Set up parts groups and prici
82. m you enter data specific to a vendor A vendor is anyone who sell things to you Parts suppliers the electric company and your landlord are some examples of vendors If you are not using the accounts payable portion of the program the only vendors you need to create are your parts suppliers Enter the vendor name address city state zip code phone number and fax number CONTACT and NOTE are for your reference if there is some person there you usually deal with or any details about this vendor you wish to remember TERMS and SHIP VIA are also for reference only DAYS TILL DUE and SET DUE DATE allow the automatic setting of the invoice due date when posting an invoice 41 User Reference Manual B Update Updates any of the data entered during vendor create C Merge Allows you to merge vendors Useful when the same vendor has accidentally been created twice D Delete P O Deletes a P O for a selected vendor Maintain Parts A Update This program allows you to change virtually all of the data associated with any part You can change quantities costs serial numbers descriptions part numbers etc This program can really mess things up if abused and its use should be restricted see permissions Changes to quantity made with this program can be seen by using the Report manual changes to inventory program AMk If you change the description or the part number you must take into account that all previo
83. make corrections on and print statements for a customer s account Most of the entries made in this program will come from other programs DEBITS will usually come from accepting payment on an invoice and listing the payment type as a charge CREDITS will usually come from ACCEPTING PAYMENT FOR A CUSTOMER CA You will rarely have a need to make a debit or credit entry manually Do not use this program as a substitute for accepting payment You should restrict access to this program to your bookkeeper see permissions When you first install the program you may have existing customers that owe you money After creating the customer you should run this program When you are asked to enter the beginning balance enter the amount owed by the customer Trace Will allow you to track an entry to the program it started from and view any associated entries Statements Should be printed on a special pre printed form Forms are available from NEBS Inc Product 9064 2 Telephone No 1 800 225 9550 You do not need to buy these with your company name printed View Allows vou to view the parts or service invoice associated with an entrv in receivables 57 User Reference Manual Finance Allows you to add finance charges on the unpaid balance in this customer s account The default finance rate and grace period is set during configuration TC Individual settings may be made by using the update customers price codes program ACC You
84. nce to create a new item now When creating a new item you must enter a description the Parts Group the Manufacturers List Price stocking information and the serial number information if applicable Try to make the description consistent with other similar items already entered into inventory This will facilitate searching for parts by description You must pick a valid existing Parts Group for this item If you need a new group you must create it in the Parts Group program ASG in the setup menu If you wish to create a new item that has the same part number as an item that already exists in inventory you must follow these steps 1 Enter the part number in the part field The existing item s description will be shown and the cursor will be in the quantity field 2 Press the F5 key You will see the standard box used in creating new items 3 Fill in the appropriate information and the new item will be created and on the purchase order Items with duplicate part numbers must be in different parts groups Serial numbers If you choose to use serial numbers for this item you will have to enter the serial numbers when you receive this purchase order Make sure this information is available at that time After entering a part the program will automatically add another line to the ticket This allows for faster entry when entering multiple items To return control to the menu press the end key F4 in Unix ESC in Windows
85. ne value J Obsolete This will set all parts with no purchases in a specified number of months and none in stock to obsolete If a part is obsolete it will not appear on the sheets for taking inventory This is the only difference If an obsolete part is purchased it will automatically become not obsolete K Import Imports parts data from a text file GenesisFour has data for a variety of makes and models available This data can be used to give you a starting parts database or for the purpose of pricing updates Data may also be imported from files of another origin The correct format for importing data for pricing upgrades or to add parts to the inventory is to have an ASCII text file with each part on a single line There should be four or seven quoted space separated fields as follows Field name Field type Max length Part number Character 20 Description Character 24 List price Decimal 5 digits 2 decimals Cost ea Decimal 5 digits 2 decimals On hand qty Integer 3 digits Stock level Integer 3 digits Re order point Integer 3 digits These fields are optional and are normally used only when entering data from another program during initial setup Note that the quotes are optional on all numeric fields A typical file would look like this 12 345 345 543 MUFFLER BEARING 45 76 31 45 4 5 12 32 556 123 567 FRAMISTAT 12 00 7 56 ARN 33486 B WATER PUMP 67 76 34 65 3 4 1 Do n
86. ng program ASG There are six price categories indicated by the customers price code Price code 0 the default Charges full company list price Price codes 1 through 4 Charge price 1 to 4 respectively Price code 5 Charges employee price which is a certain percentage over cost as set in the setup configuration ASC program The settings for price codes and tax status can be made during the creation of a parts customer or by running the update a customer s price codes and tax status program in the customer administration menu AMCA Resale and tax exempt are not the same A resale customer is buying the parts to resell them at which point he will charge the tax A tax exempt customer is someone like a church or the federal government that does not have to pay state sales tax A resale customer will still have tax charged on a service parts sale Parts customer history While the customer history choice in the customer menu CH shows the customers service history the customer history choice in the counter parts menu PH will show their parts purchasing history Bar codes in Senior Service Manager Bar codes are used on many retail products sold throughout the world including many popular auto parts lines We use bar codes in the sale and look up of parts and to bypass some of the menus when performing common functions in the service and parts departments Bar codes can either be pre printed on the parts can be on
87. nix ALT Q in Windows Causes the cost of parts calculation of profits and actual hours to not be displayed during many common programs Is very useful when a customer is watching over your shoulder while you are completing an invoice If the program seecosts p is restricted by permissions then this Senior Service Manager will always be active for those without permission Pressing this key again will cycle this feature off or on Reminders Run by pressing ESC R in Unix ALT R in Windows This is a user specific reminder system A variety of choices for adding deleting or updating reminders is displayed at the bottom of the screen When you log in the morning you will be told if any of your reminders have come due Shipping Labels Run by pressing ESC S in Unix ALT S in Windows This will print a shipping or mailing label for a customer a vendor or you can type in a manual label Successful use of this program usually requires a printer dedicated to this task Tic tac toe Run by pressing ESC V in Unix ALT V in Windows This brings up the classic game Time Clock Run by pressing ESC T in Unix ALT T in Windows This runs the technician time clock It is the same program as on the technician administration menu ATA This program can also be accessed from the technician menu if the user logs in as shop see users This program will not run while in a transaction User Notes Run by pressing ESC U in Unix ALT U in Windows
88. nother one This will also reset any job lists with the merged job title I Delete job list Permanently deletes a job list J Rename job title Changes the name of a job title and all job lists with that title K Standard comment Standard comments are preset responses to work done They can be chosen when in the comment field of a service invoice A common comment after an oil change could be Your oil was very dirty Changing the oil more often will prolong engine life The use of standard comments can save a lot of typing Standard comments can also be created updated while in a service invoice Maintain Miscellaneous A Swap Cars on a Service Order This program allows you to switch the car used on a service order in the case of a customer with more than one car This gets used if a mistake is made during the creation of the service order B Mark Vehicle as Obsolete When a customer sells or disposes of a vehicle you may want to delete that vehicle It will no longer appear as a vehicle belonging to this customer The vehicle does not really get deleted by using this program just hidden C Microsoft Word for Unix This menu choice allows you to run Microsoft Word from within our program Word is one of the most powerful word processing programs available and will allow you to have any of your employees write any kind of document on their terminal Running Word from this menu choice will automatically cr
89. nual To save information on any screen you must press F1 until the main menu appears Pressing F4 will loose any changes Company Part I Main ASC This program allows you to enter basic company information and to tailor the program to your needs The settings in this program will effect all divisions The first screen in this program starts with your company name address and zip code These entries will appear on all invoices unless you have pre addressed forms We recommend the use of upper case letters for esthetic reasons Sales tax The next entry is for your sales tax rate Enter your sales tax percentage amount The following four entries determine if sales tax will be charged for labor parts sublet repairs and supplies The answers you make depend on the tax laws in your state Parts price range warning The next two entries are labeled high range and low range During the entry of parts onto a purchase order you will be asked to supply the new cost of the part If the new cost falls outside of the range defined by these entries as compared to your last cost you will be warned and allowed to re enter if necessary This prevents drastic errors from being made due to misplaced decimals etc Typical entries would be 60 for low range and 1 5 for high range The next entry is the label that will appear over your recommendation entries on the service order invoice Some common choices are Recommendations or R
90. of changes made to inventory by this program Do not use this as a substitute for purchase orders Before entering your parts you must first have created the appropriate parts groups see parts groups When entering your parts for the first time it is important to decide on a consistent numbering format to use We strongly recommend that you use the manufacturers exact format including spaces If you do not enter your part consistently it will be very difficult to look them up in the future 45 User Reference Manual H Reset sales qty This program should be used at years end to reset the year to date sales of each part The first question you are asked is Do you want to reset all values Answering no will end the program with no changes If you answer yes you are asked Do you want to recalculate all data If you answer no only the year to date field will be reset Answering yes will allow you to enter the years starting date and will then recalculate all monthly last year and year to date data This is especially useful if you forgot to reset at years end No harm will occur by recalculating but it can be very slow Monthly sales are automatically reset when the first user logs in on the first day of any month This may take some time and should not be interrupted I Before amp after by group This is the same as the inventory value report AAI but uses the before and after inventory quantities to determi
91. of lines to a service order when there is an existing printed invoice If you need to add or change the lines on a service order that has been invoiced you will need to unlock it It is important that the paperwork be destroyed so that you do not have an invoice that does not agree on paper with what is in the computer Selling parts on the service order Selling parts for a service order is done by choose the Parts choice under service order SP See the Parts Department section for further information on selling parts Service order invoices When the work on the service order is completed and the parts invoice if any has been created you are ready to create a service invoice SIC You can also create the service invoice directly from the parts slip A service order invoice is the final document on which all parts labor sublet and any other charges are detailed and totaled for final payment Choosing the invoice After entering the service order number or choosing it after pressing the key labeled on the screen you must enter the name or initials of the person doing the quality control optional and the current mileage of the vehicle Now you will be shown a screen with up to the first 14 lines of the service order visible Choices when invoicing Update The UPDATE choice will allow you to modify the original entry or enter billed hours or labor dollar amount The field to update may vary depending on whether you are cha
92. on that service order In a similar fashion you can accept payment update invoices etc Setting up the decoder Bar code readers used with senior Service Manager must be programmed before use The default settings for different brand decoders vary The following settings must be made before the reader can be used Follow the manufacturer s instructions supplied with your decoder Termination character Most decoders send a carriage return CR at the end of each use This must be turned off to work with SSM The proper setting for the termination character is none Preamble Decoders used with SSM must be capable of being programmed with one or more characters that will be sent to the computer before the bar code data The required 33 User Reference Manual preamble characters are the ESC character escape and then a lower case e in Windows an ALT e is the correct preamble Postamble Postambles are characters sent at the end of each bar code SSM requires that the postamble character be set to be a caret Baud rate If the bar code reader is connected to a terminal you must set the baud rate of the decoder to match the baud rate of your terminal There are often other settings that control aspects of reader use that are optional For example some decoders can be programmed so that you don t have to press the trigger when using a CCD reader This and many other settings are optional and may be used at your
93. onciliation 59 Reminders 5 Reprice by formula 40 Require Completion 11 RESERVE 30 Reserved inventory 52 Results 53 Returns to the vendor 37 ROOT 17 Sale Types 9 Sales Report 60 Sales tax 7 Sales Tax 7 30 Schedule 18 Security 18 Sell Thru Part 8 Serial numbers 37 Service Advisors 53 Service Due 25 49 54 Service order invoices 27 Service Orders 24 Service reminders 39 Service Supplies 10 SET DUE DATE 40 58 Setup 6 Company Setup 6 SHOP 17 Shop productivity 48 Smart search 33 Source Code 22 Source codes 39 Source Codes 50 Spec 12 Special Codes 54 Index Special Feature 9 Special formatting 15 Special orders 36 Special Orders 49 Special Sort 15 Spend Money 60 Standard comment 47 Statement 57 Statement Address 8 Statements 56 Status 26 49 Status Line 1 Stock Levels 41 Stocking order 51 Sublet 25 Supersede 43 Swap Cars on a Service Order 48 Switch Drawer 61 Switch login 4 T Technician productivity 48 Termination character 32 TERMS 40 58 Tic tac toe 6 Time cards 48 Time clock 38 Time Clock 6 Trace 61 Trans o grams 49 User Reference Manual Trans O Grams 39 U Undo last cash out 60 UPC 31 Update anything on a item 40 Update Comment 11 Update Description 15 User Notes 6 user id 17 Using Menus 1 Vv Value by group 51 Vehicle Notes 6 Vendor List 58 Vendors 40 50 Voiding 27 W Word data
94. ot have any extra fields when using this program The data must be formatted exacily like this for the program to work Preparing your own data A program supplied with Progress called quoter is very useful for converting data to this format Contact GenesisFour or Progress for details on the use of quoter L Multi Location Used only for multiple location sites Allows the transfer of inventory from one location to another Maintain Jobs Makes Models The programs on this menu allow you to search for create or update standard job titles standard job lists and the data needed to maintain these lists Senior Service Manager 46 There are two types of standard jobs you may wish to create Job titles Job titles are a means for you to rapidly fill in information on a service order They contain data for the service order description estimate dollars estimate hours and more Job titles may be created without creating makes and models Job lists Job lists do everything a job title does plus they allow you to enter a list of parts and other charges that are correct for a specific make and model This data is available for accurate estimating checking for stock etc In order to create a job list you must first create a job title AJE and create a make model A View Job List Allows you to look up a job list either by the job number or by entering year make and model This program can also be accessed from th
95. ou to report on specific interactions between receivables payables disbursements the checkbook sales entries and deposits It allows you to get a report on which entries you are concerned with and what source it came from Not all the combinations are possible so don t be surprised if no entries are reported by some combinations E Print Report on Accounting Transactions by Origin Shows detailed information for each type of transaction F Display or Print a Vendor List Prints or displays a list of all vendors sorted by either vendor name or number C reate In this program you enter data specific to a vendor A vendor is anyone who sell things to you Parts suppliers the electric company and your landlord are some examples of vendors If you are not using the accounts payable portion of the program the only vendors you need to create are your parts suppliers Enter the vendor name address city state zip code phone number and fax number CONTACT and NOTE are for your reference if there is some person there you usually deal with or any details about this vendor you wish to remember TERMS and SHIP VIA are also for reference only DAYS TILL DUE and SET DUE DATE allow the automatic setting of the invoice due date when posting an invoice U pdate Updates any of the data entered during vendor create L ist Displays or prints a list of all vendors Banking M aintain This is the main check book program It wi
96. our ability to easily use the program We recommend that the format Last Name comma First name be used exclusively SMITH JOHN Enter business names without any commas ACME FIREWORKS CO The use of upper case letters is up to you but most users find that using all upper case letters is easier and more readable If you do not use the above format for names the mailing programs will not work correctly How the customer heard of you While creating a customer you will be asked the source Source is a code for how this customer heard of your business Source codes may be created in the customer administration menu AMCB You are required to make an entry greater than zero You may view or choose your available sources by pressing the key labeled at the bottom of your screen You should always make an entry in the name field even if the customer is a business This is so you can always search by name and find the customer The business name field is optional and can also be searched for Where to send bills mailings etc bill to is used to determine which name and address home or business will appear on statements or mailings to the customer it has no other function Charge tax Depending on which type of customer you are creating you may be asked questions about price coding and tax status The field tax exempt will cause tax to not be charged on any type of invoice The field resale will only effect the tax on parts counter sales t
97. ow you to credit more than the original sale If you enter more you will be warned and will have to make a new entry before continuing When you press RETURN or press GO F1 on the last field key you are asked if all entries are correct If not answer no and correct any mistaken entry Accepting payment You must accept payment on a credit CEA so that it will show up on the sales and cash reports See accept payment for a service invoice for further details on how to accept payment Purchase orders Creating a purchase order POC This is the way parts get entered into the inventory A purchase order may be created when you are ordering the parts or you may create it when the parts have actually arrived If you wait until the parts arrive you will have no information about what is on order Must have a vendor Purchase orders can only be created for existing vendors If you wish to create a purchase order for a vendor you have never used before you must first create the vendor in the Vendor Administration menu AMVA You may choose the vendor from a display of vendors by entering part of the vendor name or you may enter the vendor number Special orders If this purchase order is a special order for a particular customer you will be asked to choose that customer We only recommend creating special orders if the vehicle is going to leave your shop before the parts arrive Don t create special orders for every item yo
98. p profitability by group Prints or displays a report on the profit attained within a date range for each parts group sorted by group name G Value by group Prints or displays a report on inventory value by group and the total of all inventory Will report on the value now H Inventory on open invoices Reports on inventory that is on parts slips that have not been marked paid Used to determine the value of your inventory in progress I Lost sales Report on all entries that have been made to the lost sales file These entries are made by using the Check an Item program F2 B Lost sales entries should be made whenever you feel that you would have made the sale if you had the part in stock Lost sales can be taken into consideration when running the stock level resetting program above AMPKA J Over stocked inventory Reports on all inventory that has an on hand quantity greater than the stock level K Reserved inventory Reports on all items currently on reserve by the estimate program see estimates User Reference Manual L Non stock sales Reports on all parts sold in any given calendar month which are set to be non stocking Helps determine if parts that are NOT BEING STOCKED are being sold often enough that you should consider stocking them M Non inventory sales Reports on all NON INVENTORY items sold within a date range This is a new term in Senior Service Manager 4 which refers to part
99. program sorts the parts by their location then by their parts group then by their part when run for all groups You may want to run the set unused items to obsolete AMIJ program to minimize the number of sheets printed C Adjust sheets This program is used to correct your inventory based on the sheets that were filled out while checking actual stock Before adjusting your inventory you should store the before inventory quantities AMID You should also run an inventory value report at this time ARPG You must make the same entry for group as was made when the sheets were printed You are asked to enter the starting item This is the item of the first part on the sheet you are entering from When all corrections have been made you should run the store after inventory quantities program AMIE and another inventory value report ARPG D Store before qty Sets the before inventory field so that inventory discrepancies can be checked after taking a physical inventory E Store after qty Sets the after inventory field so that inventory discrepancies can be checked even after sales have resumed F Before amp after qty Reports changes made during inventory to either a single item or all items If all items reports on increases or decreases in quantity to the printer or on the screen G Enter initial inventory This program should only be used when first setting up and getting running no records are kept
100. r a customer s appointment by using the FIND APPT choice CSF in the main service menu Customer history Customer history may be checked by using the CUSTOMER HISTORY choice CH Once in the customer history program you can move forwards and backwards in his history view the invoicing details view the parts used or view the technician data associated with that job If there are other customers who have had service done on this vehicle this is tracked by V I N number you will be able to jump to that history via the History Links option Service Orders A service order is where all the details of what work is to be performed on the car are entered along with estimates and any comments you feel are needed to ensure that the work will meet your expectations A service order should be created before any work is done on any vehicle Without a service order it will be impossible for any parts to be properly assigned or for technicians to operate the Time Clock Creating the service order Service orders may be created SC for an existing or a new customer If the customer has never been in before you will create the customer while creating the service order Choosing the vehicle If the service order is being written for an existing customer you will be asked to choose the vehicle for this service order If the vehicle is not currently in the computer you can add it now by pressing the F3 or the INSERT key while the custome
101. r division name will be printed on the invoice This entry decides which will be printed Forms by division If you use customized forms and have more than one division you may want to use a different customized form for each division Answering yes to this choice will allow you to enter a different form name for each division Number Of Lines When forms are designed we set the number of lines to match the supplied forms If you will be customizing your forms you may choose to have a different number of lines on the customized form If you do you should enter the number of lines here Everyone else should leave this set to zero to use the default number of lines Spooler options Can be used to send setup or other information to a Unix print spooler Should normally be left blank Default Laser Forms ee CK BOOK P checks1 hpl credinv1 hpl credinv2 hpl credinv3 hpl credinv4 hpl GL_AUDIT P repnarr1 hpl Senior Service Manager 14 lab5260 hpl out4rep1 hpl out4rep2 hpl out4rep3 hpl out4rep4 hpl repwide1 hpl partinv1 hpl partinv2 hpl partinv3 hpl partinv4 hol depinv1 hpl depinv2 hpl depinv3 hpl depinv4 hpl PRNTPO P porder1 hpl porder2 hpl porder3 hpl porder4 hpl PRTROINV P svinv1 hpl svinv2 hpl svinv3 hpl svinv4 hpl svinvsm1 hpl svinvsm2 hpl svinvsm3 hpl svinvsm4 hpl The service invoice form listed above has two variations Those starting with svinvsm will print three different parts prices lis
102. r for the customer when writing a service order or an appointment Show Remiss Controls whether you will automatically be shown any service due reminders for the customer when writing a service order or an appointment Print bar code Controls whether bar codes will be printed on service and parts orders and invoices If you have a bar code reader this will allow you to use many automatic features available by simply reading the printed codes Sell Through Part When you sell parts and the part you wish to sell is not in inventory you have a choice of either creating the part in the system or just selling it If you choose to sell it without creating it you will not be able to track things like how many times it s been sold the last price you paid etc Answering N to this choice will prevent users from selling parts if they don t create them We recommend answering no to this choice Months Purr When purchasing parts on a purchase order or when viewing an order report the computer will tell you who you purchased the part from at the best price within the last so many months You set the number of months checked here If you want the computer to only check the last 6 months for the best price paid you would enter 6 here You should now be on the next screen Here is where you set some directories for import routines Company Part Il Directories MITCH CD This is the directory that SSM uses to find your CD ROM On UNIX t
103. r s vehicles are being displayed You will also be asked if there are any changes to be made in the customer or vehicle information It is a good idea to check with the customer to see if his her address phone numbers etc are still current Choosing the division Now you must enter the division and your user id These can either be entered or you can choose from the available choices by pressing the space bar You should always enter the correct mileage at this time At this stage you will be entering lines onto the service order The Choices Update Updates existing lines on the service order See the ADD choice for details Add Add lines to the service order The field labeled description is where you enter the work to be performed You may enter this data manually or you may choose from an existing job title or job list If you have not created any job titles refer to the Standard jobs section of the manual Using a job list Choosing a Job may be done in one of two ways You can enter the first letter s of the job title and press the up arrow key You will then choose from the available job titles You may also press the down arrow key and enter a job list number directly After 25 User Reference Manual choosing a job title the system will search for a job list that matches the make and model If a list is found that data will be entered If no list is found then the data from the job title will be used Viewing t
104. re cash short or over that amount must be charged to an disbursement account Undo last cash out Undoes the last cash out and allows you to make corrections If run repeatedly it will undo successive cash out periods which is not recommended Cash out report Will print a report for a single cash out period Gives payment totals and prints the details of each usage of the cash register Sales Report Prints a detailed report of all invoiced sales that occurred within a single or a group of cash out periods This program will show all transaction details when run for a single cash period It will show totals only when run for more than one cash period Post Only available with the optional G L See G L documentation for details Switch Drawer Allows you to work with another cash register Trace Lists the other accounting entries associated with any line Senior Service Manager 62 Go To Allows you to move rapidly to the transactions on a specific date View Allows you to view the parts or service invoice associated with an entry in the cash register Income This choice allows you to receive uninvoiced income into the cash register This should only be rarely used as all sales should go through invoices If you have G L you will have to choose an account for this income A A R Totals 56 Accepting payment 22 29 35 Account Payable 57 Accounting Transactions by Origin 58 Accounts Payable 55 Ac
105. re insufficient to meet your criteria Setting this field to ignore items created in the last few months will help alleviate this problem After entering the above data you are asked if you want to reset the data with no display Unless you have already run this program for this group and are satisfied with the results answer no Choose printer or screen When the data displays what you will see is your current stock and reorder quantities your actual sales during this period and the computers recommended changes If the suggested changes seem incorrect try running the program again with different parameters When you are satisfied with the results you may want to run the program again with the same settings and allow the computer to automatically reset your stock levels Having stock levels set correctly will both ensure that you only stock the items that sell and make your ordering easier You can prevent certain parts from being reset by this program by setting the DON T STK field to Y This can be set using the Update anything on an item program AMPA A list of parts not reset for this reason will be printed after this program is run B Set display qty or description Display quantity is displayed when checking an item It is also used by the stock order report to determine order quantities Display quantity is only changed by this program Selling an item on display will not automatically reset display quantity Display quant
106. rging by a fixed dollar amount or calculating by dollars per hour The cursors initial field will be on labor hours Senior Service Manager 28 unless this service order line is a standard job entry If you wish to change the type of charge press the key indicated on the bottom of the screen and enter the data You can switch back and forth between the two types as often as you like NOTE if you are charging by a fixed dollar amount you should still fill in the hours field for technician crediting The COMMENT field is where you may type a response to the service completed If the description read CHECK THE HEADLIGHTS your response might be REPLACED LF BULB Comments are five lines long Only lines that are not blank will be printed While entering text the words will word wrap so you do not have to press enter at the end of each comment line Print This choice will print the final invoice and exit the program You should complete all the changes needed before printing Depending on the setting in divisions setup you may be asked to enter additional items or recommended services when you choose print Add This choice will add another line below the highlighted line You may enter a repair description comment and charges either now or later using the update choice Delete This choice will delete the highlighted line You will be asked for confirmation first There is no way to un delete a line Items This choice allows
107. ring to program choices that can be accessed from menus These choices all have a Fastest Way of accessing them by pressing a series of letters When we mention a specific program it will be followed by letters enclosed in brackets SSC for example These letters are the keystrokes to press to get from the main menu to the named program The Keyboard The keyboard is used for all interaction with the computer It is used for entering data i e typing in your name making choices such as answering a yes no question or moving the cursor around the screen Senior Service Manager There are several differences in the keys used depending on your operating system The actual layout of the keys and the labels on the keyboard vary from one terminal to another and may not be exactly as described below The usual way to use the keyboard is to simply press the key in question There are several keyboard functions that require the pressing of more than one key either together or in sequence The keys on the keyboard can be divided into two groups the character keys and the special function keys The use of the character keys is obvious and won t be covered here The special keys include the RETURN ARROW all the F keys and others These keys have certain functions when running the program Return key Usually labeled either return or enter This key finishes the entry of data After typing in data you will press the return key to complete
108. rm 9024 APA or from Safeguard Tel 800 523 2422 form SGC 4001 1 Checks for laser printers are available from NEBS Tel 800 225 6380 form 9209 1 C reate A bank account must be created before checks can be written etc You must enter a starting balance when creating a bank account U pdate Allows you to modify the entries made when creating the bank except beginning balance R eport This will print reports on checks written checks voided etc within a date range R E concile Check book reconciliation is only available with the optional G L Cash Register Will run the main cash register program All usage of the cash register except that of accepting a payment for an invoice or an open account occurs here The cash register is the key to tracking the single most important thing in your business the money If you do not use the cash register properly it will be impossible to determine if you are actually getting paid for the work you do Simply put if you care about the money you receive and if you want to know what you ve sold you must use the cash register All of the choices below may have their permissions set separately Make Change This choice will open the cash register No amounts are modified An entry will be made to indicate each opening 61 User Reference Manual Petty Cash This choice will open the register and allow an entry to be made for the giving or receiving of petty cash T
109. rther details Customers You may wish to enter your existing customers before starting to use the program If you have the time you can do this but most users find it easier to simply create them the first time they come in You are much more likely to enter accurate information if you don t rely on old records for phone number address etc Setup Colors Color support is available for all Windows or networked systems and in the Unix environment In Unix color is available on the console the computers monitor or on PC s attached and running terminal emulation There are two basic aspects of color setup Default foreground background and reverse video colors and the colors of the frames that are displayed Color setup in SSM Within SSM you can set up the colors that will appear on different level boxes that appear throughout the program The first pull down from the main menu is level one A menu displayed below this menu is level two etc Levels have also been assigned throughout the program to the various frames that are used The most common is level one with decreasing frequency through levels one to four You can also set the color of the main menu box Setting Colors ASO The color set up program displays a variety of foreground background color combinations that are available for the various levels Simply choose the level to change and pick a color 21 User Reference Manual All of the colors shown are av
110. rvice order that will affect how it appears on a service order status priority SSS report 1 is the highest priority 9 is the lowest In general you will always want to print the order when first created but you may not want to print all updates Parts Goes directly to the parts slip so that you can add parts to this service order now Will return you to the service order when you are done adding parts Invoice Goes directly to the service invoice so that you can add your labor charges and complete an invoice now Tel Auth When you make this choice you will be asked to enter who you called your name and the number called After entering this information any lines you add to the service order will have this information plus the date and time automatically entered into the first comment line This type of data entry is required in many states when a customer gives you the OK over the phone When entering the number called you have the option of pressing F5 to cycle through the customer s phone numbers and the word Incoming Type Assist This choice allows you to turn the typing assistant on or off With the typing assistant on you can choose from a scrollable list of automotive phrases while typing the service order You can easily add your own entries by following the screen instructions Typing assistant entries may also be modified or deleted from the Maintain Jobs menu AMJL Quit This will exit the service order A
111. s customer s account by the invoice or simply by balance forward R eport A A R Totals This will report on all customers with either a negative or positive accounts receivable balance You can sort by customer name or by balance due The aging is dependent on the date of the transaction Aging will be incorrect for those customers whose only debt is their beginning balance B Activity Prints or displays a report on all transactions that have made an entry to accounts receivable within a date range This is usually used to track down problems etc C Un Paid Entries Shows all un paid A R entries by customer This is a simple predecessor to the Aging report see below and is left only for backward compatibility D Aging Prints a report similar to the A R total This version is more complex and shows a complete invoice breakdown of what is owed and age of the entry If you do not track payments by invoice you should not need this report The age is shown in days Each line shows a balance due This balance is for that line only For example if it s a 100 invoice and they have paid 50 the balance shows 50 Senior Service Manager 58 E Statement Prints a statement for all customers that owe you money You will be asked Do you want to create a statement entry in all accounts A statement entry is a line in the account that says STATEMENT If this is the first time you are running the program in a mon
112. s purchase order Making entries Senior Service Manager 38 for freight and any accounts other than parts is only supported in conjunction with the general ledger There is also a setting in each vendors file that determines the default payment type for the vendor Printing labels The label choice in purchase orders will allow you to print labels for selected items Labels will print in the order quantity Back orders When back ordered parts arrive you will use the Back order choice on the main parts menu AOB The system retains one back order list for each vendor all of the back orders for a vendor will be displayed You may receive a back ordered part or delete the back order Receiving or deleting back ordered part effects the original purchase order and updates it to the current status When all the parts have been entered correctly on the purchase order you may either Exit to allow later updating or receipt or you may receive the purchase order now Make sure all quantities and costs are correct Once a purchase order has been received it cannot be modified Using the Order choice while working on a parts slip may also create purchase orders Faxing a purchase order The Fax choice will allow you to send a fax copy of the purchase order to the vendor Unix only This is a very convenient way of placing orders Use of this feature requires a fax board and special fax software Contact GenesisFour or your dealers for fur
113. s sold through the system using the SELL choice These parts are NOT real items in your inventory and have NO ITEM NUMBER By definition NO PURCHASE ORDER was written for them If you use the SELL feature intentionally this report will help you to determine if such parts SHOULD IN FACT be created in your system If you DO NOT use the SELL feature intentionally then this report will help you to determine if the feature is being used without your knowledge N Movement complex Shows parts movement based a complex set of criteria It shows detailed output for fast amp slow moving parts with group break downs O Movement simple This is a much simpler version of the above report It runs based on a date range and shows each part with number sold P Cross reference Reports on cross references for all parts or a single part in the database This report can output to screen or printer Reports Job Titles Lists A Display or print all job lists Prints or displays all the job lists that have been created along with the make model the title and the job number B Report on jobs performed by make This will report on all the jobs finished that were entered onto a service order by choosing a job title within a date range The report is sorted by make of vehicle so you can see how many Toyota tune ups or Chevy clutches were done C Job title report Prints out job title amp labor line information
114. s when they have service due will bring you more business Follow up This mailing is designed to be sent to all customers that picked up their cars recently last week Mailings like this increase customer good will and will often save a customer who may not be completely satisfied with the work done See the sample letter for a good example of how to do this 55 User Reference Manual Long Lost This mailing is designed to bring in customers that have not been in a long time over 6 months typically You may not have a specific service due listed for these customers but if 6 months have gone by it s a good bet they need something The sample letter supplied offers a discount to these customers to encourage them Recommend This will be sent to all customers who came in a recently typically 2 to 3 weeks ago that had recommendations entered on their invoice This letter will remind them of these recommendations and hopefully encourage them to make an appointment Setup Ez Mail Setup allows you to tell the system what defaults to use for the easy mailings Defaults are for the proper file name and the default dates to use when running an Ez Mail program The dates are entered as days after or before the day the program is run For example if you set days from to 7 and today is June 19th the default date when you run the easy mail program will be June 26th Edit This runs the editor that updates the letters When you en
115. stomer to choose Cash as the customer This will select the first customer named Cash in your database and is faster than creating a customer etc Sales to the customer named Cash cannot be charged If you do a large over the counter parts business to a diverse clientele this feature is very useful but keep in mind that you have no specific customer information stored along with this sale F6 Update Customer This will allow you to view or update customer information while writing the parts slip Credits The create a credit program CEC is used to issue a credit against a previous sale Credits may be issued for either a parts or service invoice Credits may only be issued for invoices that have been marked paid by using the accept payment choice If the invoice has not been marked paid the invoice should be unlocked and corrected On the first screen you are asked for the service or parts invoice number If this was a service sale you must enter the S O number If this was a parts only sale you must enter the parts invoice number Crediting parts If a parts invoice exists you are asked if any parts are to be returned on this credit Only answer yes if you are actually getting an item back If the credit is being issued because of faulty pricing or an over charge then answer no to this question If you answered yes you will see a screen similar to a parts slip Here you will decide which parts to issue credit for Mo
116. t net ext in a small font The others will only print the selling amount in a larger font retvent hpl retven2 hpl retven3 hpl retven4 hpl rorder1 hpl rorder2 hpl rorder3 hpl rorder4 hpl Customizing Forms Forms can be customized to include graphics logos different legal disclaimers etc Customizing forms is available on a fee basis directly from GenesisFour Prices will vary depending on the amount of work involved Location dependent printing In a Unix system you may wish to print to different printers depending on which terminal you are working from This is especially useful when printing from a remote location Setup of location dependent printing is very similar to setting up forms printing except for the following 1 You must have the SPEC field in main printer setup set to Y 2 You will be asked for the PORT name This must be the Unix device name for the terminal i e dev tty 3 The field Laser form should only be set to Y for programs that use a form 4 If Laser form is set to N then none of the other form settings matter Parts Groups A parts group is a logical separation of your parts inventory into different categories Separation into groups allows you to apply different pricing formulas to track your values by group to do special sorting for weird manufacturer numbering schemes VW or Mercedes to track profit margins by group etc How to divide We recommend that your gro
117. ter this program you are asked to enter a file name This can be the name of an existing letter or any name if you wish to create a new letter from scratch You can also press F5 and choose form a list of existing letters It is often faster to retrieve an existing letter Press F1 to save it under a new name and make your changes Merging Data In order to merge data into your letter you must enter the field codes that are appropriate for the letter An example of a field code is lt FIRSTNAME gt This word enclosed in the brackets will cause the customer s first name to be inserted whenever the letter is printed Choosing Codes You can choose from available field codes by pressing F5 when editing the letter Not all field codes will function in every type of customer sort For example if you are doing a mailing based on service due the field code lt DUE DATE gt works fine if your sort is for all Chevys that code is not available Basic customer information Name address etc is always available Vehicle information Make model year is only available if the sort is vehicle specific service due last activity or by vehicle Service due fields are only valid in service due sorts Last activity information RO DATE RO MILE is only available during last activity reports You can also merge in your company name address etc In addition the user name of the current user can be automatically merged into the letter The merge
118. th you should answer yes If you are running this program for a second time due to a printer jam or other problem you should answer no F inance Add finance charges where applicable to all customers See the FINANCE choice in the main account program BRM for further detail on rates and grace period Account Payable Accounts payables are money you owe to a vendor for items purchased or services rendered Accounts payable is a negative account Credits represent money you owe the higher the account the more you owe etc Before any entries can be made in accounts payable you must CREATE VENDORS BPC AVA and DISBURSEMENT ACCOUNTS BDA M aintain This is the main payable program You can enter credit and debit make payments trace transactions etc When you first install the program you may want to enter the beginning balance for all your vendor accounts After CREATING THE VENDORS BPC AVA you should run this program When you are asked to enter the beginning balance enter the total amount you owe You will usually do only two things in this program enter credits and make payments Entering a credit should be done when you receive the invoice from the supplier After choosing credit you are allowed to update the date The date you enter here plus the days till due in the vendor file will determine the date this invoice is due This information is important if you want accurate data in the ACCOUNTS PAYABLE REPORT BPRB A
119. the key indicated on the status line to accept a split payment The amounts entered on the split payment screen must equal the total amount paid To view a customer s account use the VIEW ACCOUNT choice CV Appointments Appointments are used to reserve time in your shop for work to be done ona customer s vehicle There are two schedules provided MAIN and OTHER Unless you schedule a different type of work for a different group of people you will probably use just one schedule During program installation the schedule was configured to your shop needs with regard to the number of hours you have to book each day and the number of hours you wish to book for each person These settings can be altered by running the setup schedule program in the schedule setup menu Individual days may also be reset for holidays etc by running the Set one days time program ASSC in the schedule setup menu Pick a day for the appointment When you run the schedule program CSM you will see a list of the next 15 days with the number of hours booked and available listed for each day see illustration You must use the arrow keys to choose a day and then choose what you want to do in that day Since the details of updating moving etc are covered during the creation of an appointment only creation will be explained Appointments may be created for existing customers or a new customer may be created while making the appointment After entering or selecting
120. the customer and vehicle data you will have a screen titled APPOINTMENT see illustration It is here that you will enter the appointment data What you will do Lines 1 2 and 3 are where you will write the details of the appointment The field TODAY S TIME is where you enter the amount of time you wish to book for this appointment in total Est is where you put the amount you told the customer that this appointment will cost Loaner car If you wish to reserve a loaner car for this customer enter Y in the field labeled Loaner Long appointments If you are booking an appointment that is longer than the amount of time available that day the scheduler will ask if you wish to move some time to the next day If you answer no you will book the entire appointment on this day and may over book the day When the appointment is complete the amount of time you booked has been deducted from the schedule for that day and the appointment has been saved Senior Service Manager 24 Viewing what s scheduled Viewing the appointments can be done either by running the main schedule program CSM choosing a date and choosing view or by choosing appointment view CSV from the main service department menu where you can view appointments starting with today During the creation of a service order the appointment for that customer may be viewed by pressing either ALT A in Windows or ESC A in Unix If necessary you can search fo
121. the default is a left margin of 5 characters Test Printout You can print a letter as a test at any time by pressing F6 The letter will use a random customer to test the merge fields You can use the F9 key to insert a blank line of text above the line containing the cursor F10 will delete the current line The bookkeeping programs consist of Accounts Receivable Accounts Payable and Banking All these programs connect with each other Entries made in accounts payable can affect receivables etc As we describe each program it will be necessary to mention others in order to explain how they are connected Many changes have been incorporated for those who have the optional G L package See the G L manual for details Accounts Receivable The choices on the accounts receivable menu are programs that allow you to check update and report on customer s that owe you money A ccept Payment This is where you will make an entry when a customer gives you money that goes towards his accounts receivable If the customer is set for Pay By Invoice then the system will prompt you for a reference number This reference number is free form text and can include anything from the check to the credit card authorization number After the reference number is entered you will be prompted to make items paid or part paid for this customer See below for more information on the Mark function M aintain This program allows you to view update
122. ther information Returns to the vendor Administration You can create a vendor return slip ATC if you have parts that you want to return for credit with a vendor A vendor return is very similar to a parts slip or a purchase order After you choose the vendor you will enter those parts you wish to return Only parts in inventory can be returned After entering the quantity you are asked for the purchase order number If you enter this the costs will be taken from that purchase order otherwise average cost will be used When finished entering parts you will choose complete confirm that all is ok and the vendor return slip will print This section describes programs used in the setup reporting and manipulation of your data The programs in this section are not used regularly in your dealings with customer sales but instead are used for tracking and maintaining your data Administration programs include programs that report or change data in a number of areas within the program They are less commonly used than the programs on the main menu Maintain Technician A Create You must run this program to create all your technicians before they can use the time clock or be entered on a service invoice The rate amount is used in all profit calculations The figure you use can be their actual dollars per hour or an amount you feel more accurately represents their true cost per hour B Update Allows you to change any en
123. to choose from When updating a customers address the status line will read Enter the home address of this customer This is simply a reminder of what you are supposed to be entering here Keep your eye on the status line Shortcuts you may not know about are often displayed there Using Menus This program is Menu Driven This means that you decide what you want to do by making choices from one or more menus The menus are divided into logical groups Choices on a menu that end with two periods indicate that making that choice will bring up another menu All the menus are surrounded by a distinctive box The top line has your company name and the name of the current menu The second line has the day of the week the current date the current time and the name of the user currently logged in The bottom line of the menu box contains help as to what function this menu choice will perform The easiest way to get familiar with what choices are available is to use the cursor keys and move around the menus while watching the bottom line of the menu box There are two ways to make choices on a menu The first is to use the cursor keys to move until your choice is highlighted and press ENTER The second is to press the character in parentheses on the menu choice When you have gained experience with the program you will find it faster to press the letters of your choices instead of moving the cursor Throughout this manual we will be refer
124. tries made during the creation of the technician This also allows you to set the technician not be a current technician which will prevent their number from being used 39 User Reference Manual C Credit on invoices This program is used to correct mistakes made when entering the credited amount on an invoice It effects the technician reports only not the invoice If the invoice has not yet been marked paid it s better to update the invoice instead D Time clock The time clock is used to track both the technician s time spent at work and the time spent on service orders When starting the Time Clock ATA ESC T in Unix ALT T in Windows you are asked to enter your technician number This number was assigned by the computer when you CREATED A TECHNICIAN ATC If a technician has not been created you must do so before he can use the time clock If the technician does not know his number he may choose from a list of technicians by pressing the key indicated at the bottom of the screen The sequence of operation is for the technician to first Arrive at work Unless a mistake is made always answer yes to the question Is this entry ok Then the technician will usually Start a Job After entering the service order number the technician will actually start work on the car When stopping work on that service order he will End the job If he goes to lunch or goes home he will Leave The clock will not accept out of sequence
125. u need for a vehicle in progress Adding lines Adding lines to a purchase order is very similar to adding lines to a picking ticket You may enter the part or choose an item from a display of parts sorted by part or description When adding items to a purchase order you are asked to enter the new cost The new cost you enter is checked against the high and low range set during configuration and you will be warned if the cost you enter falls outside this range If you wish to change the list price of this part you can press F3 while in the new cost field and you will be 37 User Reference Manual allowed to change the list price Standard pricing formulas will be used to set the other prices If you are buying in case quantities and need to buy for example 24 for 57 89 you can press the F5 key and enter the total cost for the items purchased The computer will do the division and account for penny errors that would otherwise occur Their is a field on the purchase order line for a service order number If you are receiving parts on this purchase order and you know which service order the parts are for you may enter the service order number here When the parts are received they will automatically be placed on the correct service order If the service order number is left at zero the parts will be received into inventory Creating a new item If the item you enter does not already exist in your inventory you are given the cha
126. ups be separated in most cases by manufacturer or supplier numbering format For instance if you carry parts for VW s you may buy them from many different sources If you use one group for all your VW parts and use VW s part numbers you will maintain consistency in your inventory and will hopefully not end up with the same part stocked under several different part numbers 15 User Reference Manual Use the method that you use to look up and order your parts as a guide for setting up parts groups If you usually buy Fram oil filters and you look up all your oil filters in the Fram catalog you should have a Fram group All the parts in the Fram group should have Fram part numbers Even if you have to go out and buy one Wix oil filter because you ran out of Frams you may still want to use the Fram number when you enter it into the computer This will prevent you from having an excessive quantity of part numbers for interchangeable parts NOTE Parts groups MUST be created before you can enter items into inventory Naming the groups When you start this program you are asked to enter the name of the group you wish to update or create Enter the group code word for a group It is recommended that you use as short a name as possible to ease later data entry If the group you enter did not already exist you are asked if you want to create it Be careful not to create duplicate groups by mistake i e for Alpine car stereo it would be a mistak
127. us sales of this item number will take on these changes You have the option of setting any individual item to be tax exempt This is one commonly used method of charging for local fees etc that cannot be taxed B Reprice by formula When pricing formulas in the parts group setup ASG are modified the changes will only affect parts prices when parts are purchased or created In order to have these formula changes affect existing inventory this program must be run You can prevent certain parts from being repriced by this program if you set the Don t reprice field to Y This can be set using the Update anything on an item program APA A list of parts not repriced for this reason will be printed after running this program C Update list prices This program allows you to enter new list prices upon the release of a new manufacturers price book After entering a starting number this program will display all parts in a group in the price book order and allow you to update the manufacturer list price Pricing formulas are applied when you run this program The price book order is effected by any special sort parameters you entered for this parts group ASG D Stock and re order Stock level is the high amount you wish to stock re order is the reorder point These fields may also be set in the update anything on an item APA program or may be set automatically based on sales by the report change recommended stock levels APJ
128. ve the highlight to the correct line using the arrow Senior Service Manager 36 keys or the next or prev choices Select the line by pressing C for credit You must now decide whether this part should be returned to your inventory and the quantity being returned If the part was defective you may not want it to be returned to inventory Repeat this procedure for all items being credited If all the items are being returned you can use the All choice to speed things up The Undo choice will reset everything to the way it started out Invoicing the credit When all items have been selected press the E key to exit You will be asked if you want to return all marked items to inventory and create the invoice This is you final chance to correct any mistakes Once you answer yes your inventory quantities will be modified and you can t go back Assuming you answered yes you now have on your screen a program very similar to the parts invoicing program You can adjust the amounts credited reprice for individual parts apply a handling charge to all parts etc The totals are with and without tax When you are done with any changes press E for exit to complete this credit invoice If this was a parts only sale you will be asked for the type of sale i e retail wholesale etc and for any freight charges to credit Now you can enter the amount to be credited for labor parts sublet etc Under no circumstances will the program all
129. vision dependent and rely on finding an exact match when you enter the make of a customer s car Suppose your standard labor rate ASD is 45 per hour You could set up a special labor rate for BMW at 50 per hour As long as the make of a customer s car is BMW they will be charged 50 per hour If the make of their car is BMW they will be charged 45 per hour This section describes the steps needed to make your initial data entries complete anything not done during initial setup and get ready to begin daily use of the program During initial setup you went through most of the setup programs You set up at least one parts group made schedule settings set up a division etc You may wish to go through all these programs again to make sure that everything is set correctly that all necessary techs have been created etc Setup cash register The cash register was not automatically set up during initial setup Before you can accept any money you must first create a register and then use it and enter your initial starting balance Note that the cash register is what we call it whether or not you actually have a device that opens and closes automatically and contains money Create a cash register When creating a cash register you will be asked for a device name If you purchased a cash register then you must enter the port name that it is attached to If you did not then you should enter NUL in Windows or dev null in Unix The field
130. voice when using the reprice or discount features lt should be set to protect you from employees being too creative in their discounting attempts Typical setting are 10 to 30 or ten and thirty percent This protects the profit of the entire invoice not any specific item on the invoice This may be overridden by users with permission granted in the permissions program Maximum discount The next entry controls the maximum service order discount allowed without special permission Which schedule The entry labeled Schedule determines which appointment schedule main or other will be searched when creating a service order for this division Print part numbers The entry Print Part controls whether or not the part number will print on the customer s invoice This feature was added in case you have customers that are doing price comparisons and you want to make this more difficult If you answer no the item number will print instead of the part number Est Expires When you create an estimate for a customer you may choose to price some of the parts differently than your default pricing If you later sell these parts to that customer you may want to adhere to that pricing unless the estimate is older than the number of days set here Print Hours This entry controls whether or not the number of hours charged will print on the service invoice Ask Job Qty If you use job lists for parts used during rebuilding operations you may
131. w permissions are set This is especially important if you were to accidentally restrict your own permission to the change permissions program ASE If you have a terminal in your service area you may want to create a user named SHOP You can leave password blank then none will be required Anyone who logs in as SHOP will get a restricted menu suitable for technicians and installers Copy permissions ASUE Since setting permissions TM for different users can be very time consuming you may find it easier to copy the permissions of an existing user when you hire a new employee Set up rapid access menu choices ASUF Allows the individual setup of the rapid access menu Each user can have a different setup The default settings are explained in the rapid access menu section There are three fields for each menu choice the program to run the description displayed on the menu and whether the program selected is capable of modifying and data Program names can be selected by viewing the permissions program The program names listed there are the names to use If you can not identify the program name you wish to use you may have to contact GenesisFour for the correct name All names are not listed in permissions If you do not correctly identify those programs capable of changing data you risk losing those data changes when using the rapid access menu See the section on transactions for more about this Cash Registers This menu allows th
132. whether or not to include ALL MOST RECENT or NO contact information conversation summaries B Sales Leads By Source Report Shows the total number of leads grouped by source number If you select the Show Lead Information it will list them Reports Vendors A Print or display a vendor list Lists all vendors sorted by either vendor name or vendor number B Review unreceived purchase orders Lists all purchase orders created but not received Should be run regularly to ensure that purchase orders are not being forgotten about C View All purchases of an item Lists all purchases within a date range of any part D Vendor purchases report This will report on all purchases from a vendor for one years time by month This is useful for tracking how much you spend with each vendor E View all returns of an item Lists all returns of a part Reports Parts Inventory A Sales of one item Displays all sales within a date range of any part Can be used to check inventory discrepancies etc Senior Service Manager 52 B Low inventory Prints or display a report on parts that were sold in a specific date range or yesterday that are at their minimum stocking quantity or below If you want the report to display only those parts that are at zero quantity then enter zero If you want to see all parts below their minimum quantity then enter a number higher than the minimum quantity i e 99
133. ws the ESCAPE key has the same function On some Unix terminals and on the Unix console the END key above the separate cursor keys will do the same thing as the F4 key F5 through F10 These keys are used very rarely F5 and F6 are occasionally used as an alternate to F3 to perform a specific function F7 and F8 are only used in the Quick Service order program All the notes and mailing letter programs use F9 and F10 for Insert line and Delete line Function Key Equivalents Fl Ctrl X F2 Ctrl W F3 Ctrl T F4 Ctrl E F5 Ctrl G F6 Ctri P F7 Ctrl R F8 Ctrl Z F9 CErl F10 Ctrl D Control C key This is the break or interrupt key It will Undo any active transactions and return you to the main menu This key should only be used if you do not care if the changes you have made are saved In WINDOWS use CONTROL BREAK Control U key In WINDOWS SHIFT TAB and on some Unix terminals This is the BACK TAB key It functions exactly like the TAB key only in the reverse direction Escape key Usually labeled either Escape or Esc This key is like the CONTROL key and is always used in combination with another key The difference is that you press these keys in sequence not together If the instructions say Press Esc C you would press the escape key release it and then press the C key These keys are similar to the F2 key except instead of displaying the Rapid Access Menu they will bring up a
134. you could start your search at the beginning of all Alpine products by typing ALP and pressing the key labeled on the bottom of the screen The part number display is in group and then part number order Searching by part description To search by description enter a partial description in the part number field and Press the key labeled on the screen If you have done a consistent job of entering product descriptions this type of search can be very useful After entering a part the program will automatically add another line to the ticket This allows for faster entry when entering multiple items To return control to the menu press the end key usually F4 in Unix ESC in Windows If the part chosen is a serialized part you will be asked to choose the serial numbers you are selling at this time If the part is not found After typing in the part number if the computer responds Item not found it means that this item has never been entered into your inventory Assuming that you have the part there are two choices You can create a purchase order the order choice at the bottom of the screen receive it and then place the part on the parts slip You can Create the part now and then sell it Last if allowed on your system you can sell the part without making a permanent entry to the computer NOTE Creating a purchase order or allows better tracking and parts history and is the preferred method Lost sales When you look up an item
135. you to enter any Additional items you wish to charge for on this invoice These are the items that are set up during division configuration such as Oil Brake fluid Wire etc Sublet This will allow you to enter any sublet or additional repairs the charge the cost of these repairs and if these repairs are taxable Sublet or additional services are typically jobs done by outside contractors or machine shops that you do not wish to charge out as labor Typical uses are for alignment machine work windshield replacement towing etc When entering the sublet items be sure to enter the cost for bookkeeping purposes If any sublets have already been entered you can view or update them by using this choice Sublets may also be entered before creating the invoice by using the sublet choice on the main menu SB Calc This choice allows you to view the current invoice total discount the invoice or experimentally adjust invoice totals to see how your profits will be affected Discount Discounting is the only change you can make during calc that will affect the actual invoice All other changes are for testing only If you like your changes you must go back and change the labor charged or the parts sale amounts Dollar Discount Wizard This feature will allow you to enter the target price for this invoice As with Discount it can only be used from within the calc box This will not CHANGE this total of the invoice rather it w
136. you want to create a service order not an estimate Creating an estimate You may create estimates SEC for existing customers create a new customer while creating the estimate or create an estimate without creating a customer in the database To create an estimate without creating a customer press F4 while you are asked how to find the customer After selecting the customer the vehicle and the division you will be able to enter service descriptions and charges on the estimate Creating an estimate is very much like creating a service order and adding parts to a parts slip except that parts are added and tracked for single estimate labor lines Prior to selecting Parts you should make sure the cursor is on the proper estimate line The Mitchell choice offers direct access to the optional Mitchell parts and labor database on CD ROM If you have a fax board and fax software Unix only you can fax estimates without printing them The Alldata choice allows you to import estimates created by Alldata Reserving the parts The RESERVE choice will allow you to reserve the parts on this estimate for this customer If an attempt is made to sell a reserved part the seller will be warned not prevented from making the sale Using the reserve choice more than once will undo previous reservations and create new ones The reservation is removed if the part gets sold to this customer if the estimate is modified to not inc

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