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MaxxTraxx Pro CE User Manual

1. Copyright 2012 MaxxTraxx User Manual 1 14 Setup amp Send A Text Message The Setup amp Send Text Messaging procedure explains how to activate text messaging in a mobile phone record in an existing customer record Text messaging cannot be activated in the Add A Customer wizard Once the customer record is created and saved the mobile telephone number the customer would like to receive text messages on is edited and text messaging is enabled The process of activating text messaging using this method ensures that the user has permission to send text messages to the customer THE EMAIL FEATURE MUST BE ACTIVATED IN MAXXTRAXX TO USE THE TEXT MESSAGING FEATURE The Send Text Message button on an open Repair Order will be active after the setup procedure is complete for customers with a mobile phone with the text messaging feature activated Note If the customer changes their mobile phone service provider that information wil need to be updated in the customer record From the Tool Bar click Customer Search 2 Enter Search For criteria and click OK 3 Select Customer 4 Click Phones 5 Edit Mobile Phone Number Check Send text messages to this number using the following cell phone provider Select mobile phone service provider Click OK Click OK Click the Customer Search icon on the Tool Bar or from the Menu Bar click Customer Svc and select Customer List to open the Customer Search window Enter customer infor
2. ccccceececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeaeeeeeseaeeeeessaeeeeeesaneeeees 59 Repair Order LipnkeReview 2 eeEeEEEERKEERENEZEEEEENEREREEREEEEEESNEEERE E SESE ENKER EVERE eniaint niii 60 Repair Order Options Review 63 Add A New E 68 Add A Labor To A Repair Order Labor Service From List REENEN 71 Add A Labor To A Repair Order Quick Start 74 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 Part Il a A Q N Add A Labor To A Repair Order Freeform Labor 75 Add A Labor To A Repair Order Labor from AllData AANEREN 77 Add A Labor To A Repair Order Labor from Online Catalog cccccssececseeeeeesseeeeeeseeeeeees 78 Add A Labor To A Repair Order From Vehicle History ccccccesececeeeeeeeeeeeeeeesseeeeeeeeeeeeenes 80 Add A Labor To A Repair Order From Vehicle Ouotes AEN 81 elel RE olod a o E E TETT T T E E A A 82 Add A Suble f citarea aae ar Aaea A eaaa aaa aatia 84 Add A Sublet To A Repair Orde neiiieciccceee scene chiki cca ze cds teeee dha denne ve ENEE ve edodeescabaseayeeachesessbbend 86 Add A Sublet To A Repair Order Quick Start AANEREN 88 Add A New Bartemes iran ein Ant gedet ivi tied aiden ged ees 89 Add A Part To A Repair Order Part From Part List REENEN 95 Add A Part To A Repair Order Quick Gart AEN 97 Add A Part To A Repair Order Part From AllData ccccceeeceeeeeeeeeeeeeeeeeeeeeeee
3. 36 Select Employee and select Select Employee under Category and select Employee Employee Time Cards Per Time Cards Per Employee Detail under Report Name to Employee Detail generate a report per employee listing all time clock activity including date clock in time clock out time hours reason clocked out daily total hours and total hours per employee with a company total of hours for a specified time period 37 Click Run Report Click the Run Report button to open the Employee Time Card window 38 Enter Starting Date Enter the Starting Date or click the Select button and choose from the calendar 39 Enter Ending Date Enter the Ending Date or click the Select button and choose from the calendar 40 Select All Employees or a specific Using the radio buttons select Include All Employees or employee Only For This Employee to activate the entry field click the down arrow and select the employee from the list by Copyright 2012 MaxxTraxx User Manual 232 double clicking the name or highlight the name and click the Select button 41 Check Show voided records Check the Show voided records box to include voided time card entries 42 Check Show items marked for Check the Show items marked for review box to show review time card entries that are incomplete that need to be reviewed and edited 43 Click OK Click the OK button to generate the report 44 Select Employee and select Select Employee under Category and
4. Copyright 2012 MaxxTraxx User Manual 194 4 5 Contact Customers With Scheduled Appointments The Contact Customers With Scheduled Appointments procedure explains how to select a date to view a list of customers with scheduled appointments to contact as a reminder of their appointment 3 Select Repair Order Date Range z or Select Reason For Service or Select Labor or Select Part or Select Customer Marketing Tag an or D Select Customer Has Not Been In Since Select Customer Has Not Done Labor Service Since and click Next 10 Enter dates 11 Click Finish Select Repair Order Date Range and click Next and enter the Start Date and End Date or click the Select buttons and choose from the calendar Select Reason For Service and click Next to open the list of reasons for service Select a reason for service to search for in the customer records to include the customers with that reason for service in their history in the mass mailing Select Labor and click Next to open the list of labors services Select a labor to search for in customer records to include those customers with that labor service in their history in the mass mailing Select Part and click Next to open the list of parts Select a part to search for in customer records to include those customers with that part in their history in the mass mailing Select Customer Marketing Tag and click Next to enter a Marketing
5. F labor or For custom pricing for this labor enter a dollar amount for each pricing level as needed Custom labor rates are often used to maintain your flat rate to your technicians while pricing the labor more competitively 13 Click Finish Click the Finish button to save the new Labor Service record and return to the Labor Search window 14 For Menu Priced Labor Enter Labor Enter a dollar amount to be charged to the customer for dollar amount the Menu Priced Labor The flat rate hours for this labor service used to calculate technician s hours are unrelated to this amount For example a diagnostic service might be 59 95 on the Menu which pays the technician 8 hours 15 Select Add Part or Placeholder Click the Add Part or Placeholder button and select a part or a part placeholder to add to the Menu Priced Labor The value of the parts or placeholders will be added to the Total Menu Price 16 For a Placeholder complete the To add a Part Placeholder to the Menu Priced Labor enter Linked Placeholder form a Description Quantity and Price for the part placeholder or Click the Select button next to the Description entry field to display a list of part descriptions to select from Note The placeholder wll need to be replaced wth a stocked Copyright 2012 MaxxTraxx User Manual part on the RO before the RO can be completed and paid When the placeholder is being replaced the system will ask if you want to
6. From the Menu Bar click Setups select Lists from the drop list and select Part Invoice Status from the side drop list to open the Part Invoice Statuses window The Part Invoice Status in the status column on the main Parts Counter screen signifying the status of an appointment or repair order on the Parts Counter Check the Show inactive status choices box to display deleted status choices in red type Note Right click on the deleted status and click Undelete Status from the drop list to re activate the deleted status Click the Add Part Invoice Status button to open a blank Appointment and R O Status window enter a Short Description up to 10 characters to appear in the status column on the Parts Counter enter a Description to appear on the drop list and click the OK button to save the new status Copyright 2012 set MaxxTraxx User Manual 23 Click Edit 24 Click Delete 25 Click Close 26 From the Menu Bar click Setups select Lists and select Cancellation Reasons 27 Click Add Reason and enter Reason 28 Click Edit 29 Click Delete 30 Click Close 31 From the Menu Bar click Setups select Lists and select Vehicle Types 32 Set Default Vehicle Type 33 Click Add Vehicle Type and enter Description 34 Click Edit 35 Click Delete 36 Click Close 37 From the Menu Bar click Setups select Lists and select Telephone Types Click the Edit button to make changes to the highlighte
7. 44 Enter Ending Date Paid Enter the Ending Date Paid or click the Select button and choose from the calendar 45 Select Display Order Using the radio buttons select to display the results by Profitability Number of Invoices or Vehicle Make 46 Select display Details Using the radio buttons select to display Vehicle Make Summary only or display the Make and Model Details 47 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 48 Select Service Counter and select Select Service Counter under Category and select Paid Paid Repair Orders And Part Repair Orders And Part Invoices under Report Name to Invoices generate a comprehensive list of paid repair orders and part invoices for a specified time period including the RO number date customer vehicle parts sales part line discount part warranty part net sales invoice part discount labors sales labor line discount labor warranty labor net sales labor invoice discount miscellaneous add on sales tax and total for each invoice including a grand total of invoices grouped by wholesale and retail invoices 49 Click Run Report Click the Run Report button to open the Paid Repair Orders Report window 50 Select Detail Selection Using the radio buttons select to display the Summary Only of Repair Orders and Part Invoices or display With Group Totals to list additional breakout part and labor subtotals for ea
8. 7 Click First and drag and drop to field Click the First button to display the information in the first row of your data file to be imported Drag and drop the data in the Source Field column into the Source Field Data column to the right of the Destination column and the Source Field will be auto populated with the column number for the row being imported 8 Click Next Click the Next button to display the next row of data and verify the data is going into the correct areas or override as needed with a manual field value see below 9 Click Save Layout Click the Save Layout button to name the set of data you have just entered and modified as needed to use later on 10 Click Load Layout Click the Load Layout button to select a saved data file with custom modifications as needed 11 Click Clear All Links Click the Clear All Links button to clear all the entries in the Destination columns and reselect the data 12 Click Manual Field Value Click the Manual Field Value button to open the Manual Field Value window enter a value in the prompt entry field Copyright 2012 so MaxxTraxx User Manual and click the OK button to manually enter a value into the Source column on the selected row 13 Click Next at the bottom right Click the Next button to mowe to the next screen in the wizard 14 Click Finish or Click the Finish button to start the import with the criteria listed on this screen 15 Click Back or
9. Enter a Freight amount if applicable to appear on the purchase order and be calculated in the total amount Enter a Handling Charge amount if applicable to appear on the purchase order and be calculated in the total amount Click the OK Save button and select to Save and or Print When exiting a repair order with Lowstock Parts that need to be ordered the Repair Order Buyouts and Low Stock Parts window will open listing the parts to be ordered Click in the Order column on the line of the part to be added to the purchase order then click the Next button to open the Vendors window See step 4 of this procedure If a single vendor is assigned to the part that needs to be ordered the Single Vendor Quick Order button will be activated Click the Single Vendor Quick Order button instead of the Next button to open the Parts Order Form and save If the vendor is set up with an online catalog the catalog Web page will automatically be opened Copyright 2012 MaxxTraxx User Manual 2 3 4 Order Parts from Low Stock Parts Notice The Order Parts from Low Stock Parts Notice procedure explains how to create a Parts Order Form from a Repair Order or Parts Invoice and Send an online order When adding parts to a repair order or a parts invoice if the parts are not in stock the parts will be listed on a Buyouts and Low Stock Parts Notice list This list can be accessed from the Options button in the repair order or parts invoice OR a setti
10. MaxxTraxx User Manual wm select Add Select Return Credit Select Edit this Labor Service Select Delete this Labor Service Select Assigned Techs Select View Edit and Labor Master Record drop list to add a labor to the labor section of the invoice Kits can also be accessed from this section to add parts and or labor from kits to the Parts Invoice Select Return Credit and select a labor from the list or freeform labor from the drop list to credit the customer for a labor service that was purchased Select Edit this Labor Service to make changes to the Labor line on the invoice to include the labor description hours billed to the customer add on charges etc Editing the Labor Service here does not affect the Master Record Select Delete this Labor Service to delete the Labor line on the Invoice Deleting the Labor Service here does not affect the Master Record Select Assigned Techs to open the Labor Service Sales Detail Information of the selected Labor to view and edit the Assigned Technicians for this labor service Select View Edit and select Labor Master Record from the drop list to open the Labor window to make changes to the Labor master record in the system Click View Sales button in the labor master record to vew when to whom and for how much this labor service has been sold to Note Changes made to the Labor Service record will not affect the Labor Service already listed on the invo
11. or 10 Select Mark Up Down Mfg List 11 Click OK or repeat for next level 12 Click Edit 13 Click Delete 14 Click Apply Matrix to Part Records Select Cost Multiplier and enter an amount to multiply the base cost of the part by to get a selling price For example all parts between 01 and 5 00 are priced by multiplying their base cost X 3 A part that cost 2 00 would be priced at 6 00 Using 2 5 as the cost multiplier a part that costs 2 00 would be priced at 5 00 etc Select Mark Up Down from Manufacture List and enter a percentage to use to calculate the price of the part based on manufacture list This percentage will be added to the list price of the part or subtracted if the percentage has a minus sign in front of it For example if the list price is 100 00 and the mark up is 20 the part would be priced at 120 00 If the matrix is set to mark down the part 10 from list with a minus sign in front of to the left of the 10 the part would be priced at 90 00 Click the OK button to save the entry or click in the next price level B for an example and continue the same process outlined above through Price F if desired Click the Edit button in the Part Price Matrix window to bring up an existing cost category line to make changes Click the OK button to save changes to that cost category Click the Delete button with a cost category line highlighted to remove that pricing range The first
12. 10 Select VIN Select VIN to search all customer records with matching vehicle identification numbers The search may be on the first few alphanumeric characters i e a search for 1G8J would bring up VIN number 1G8JW54R93Y545476 Note Unlike some dealer programs the search does not apply to the last 8 digits of the VIN the search is from left to right Copyright 2012 23 MaxxTraxx User Manual 11 Select Phone Number Select Phone Number to search all customer records with exact matching phone numbers The search cannot be on a partial phone number and requires the area code Note All phone numbers are searched regardless of phone type or if they are designated as default phone numbers or not 12 Click Year Make Model and Color Click the Year Make Model and Color button to open the search window and enter at least two of the four criteria 13 Enter Year Make Model and Color Enter the year make model and color of the vehicle The and click OK search requires at least two of the four possible criteria be entered and click OK 14 Select Customer Select the customer from the list by double clicking the customer s name or with the customer name highlighted press the enter key to open the customer record window 15 Click Add New If the customer is not found on the list click the Add New button in the lower left of the window to Add A Customer 16 From the Customers window check Check the Show Deleted Customers b
13. 15 Click Add Letter Postcard 16 Highlight Letter or Postcard 17 Click Edit Letter Text if applicable 18 Click Select 19 Click OK 20 Click Delete 21 Click Close 22 Click Vehicle Options and select Recommendations 23 Click Add Recommendation and return to the Repair Order History window Click the View Repair Order button to view the highlighted repair order Click Close to return to the Customer Record window Select Marketing from the drop list to open the marketing Letters window The Marketing section is where Letters and Postcards are selected and scheduled to be sent to the customer on a future date If there are letters or postcards scheduled for this vehicle they will be listed here Click the Add Letter Postcard button to open the list of existing letters and postcards to select from and schedule for mailing Note To create a newletter or postcard to add to the list click Add Letter Postcard in the Letters window Highlight the letter or postcard to be sent to this customer regarding the selected vehicle Note Clicking the Edit or Delete buttons wil only open the letter properties window Click the Edit Letter Text button to open the Word Processor window to make changes to the selected letter or postcard Click the Windows Close button in the upper right corner of the window to save the changes and close the word processor If changes were made the prompt will ask to Save Changes se
14. 20 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 21 Select Service Counter and select Select Service Counter under Category and select Modified Cash Drawer Modified Cash Drawer Transactions under Report Name to Transactions generate a report of cash drawer transactions that were modified voided or deleted along with the original transaction details for a specified time period 22 Click Run Report Click the Run Report button to open the Report Filter window 23 Enter Starting Date Enter the Starting Date or click the Select button and choose from the calendar 24 Enter Ending Date Enter the Ending Date or click the Select button and choose from the calendar 25 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 26 Select Service Counter and select Select Service Counter under Category and select Open Open Repair Orders And Part Repair Orders And Part Invoices under Report Name to Invoices generate a list of all open repair orders and parts invoices started within a specified date range including the status RO number date customer vehicle and invoice subtotals breakdown total for each invoice and grand total amount 27 Click Run Report Click the Run Report button to open the Open Repair Orders Report window Copyright 2012 MaxxTraxx User Manual 136 28 Enter St
15. Click Add New Warranty and select Click the Add New Warranty button to open the Repair a warranty from the list or click Order Warranties window Double click or highlight and Close click Select to add a warranty to the RO Note The edit delete and Add warranty buttons in this window wil save edit delete or add a warranty to the master record list not on or from the RO itself Click Add Freeform Warranty Click the Add Freeform Warranty button to add a custom warranty for this RO and click the OK button to save changes and return to the RO Note A Warranty Code is not required for a freeform warranty Click Edit Click the Edit button to edit the selected warranty on this specific RO These changes will not change the Warranty record in the system 9 Click Delete Click the Delete button to remove the warranty from this RO without deleting the Warranty record in the system 10 Click Revisions link Click Revisions link to view the estimated hours above the Revisions list box if estimated hours were input when RO was created and the list box of revisions made to the RO 11 Click Add New Revision of Estimate Click the Add New Revision of Estimate button to open the Revision of Estimate Detailed Contact Information form When a revision is authorized complete the form with the Copyright 2012 st MaxxTraxx User Manual How contacted Phone Who contacted and Revised By The amount date and time are auto pop
16. The Compact Part Number search parameter will bring up a part match regardless of spaces slashes dashes etc if the alphanumeric is a match Example 11 42 7 566 327 would be returned if you searched for 11427566327 Additionally parts with dashes and spaces from online catalogs would be matched to an existing part record without those characters Enter the part number description size or SKU to activate the progressive search to narrow the part list Click on the part as soon as it appears on the list or continue to enter the entire part number or description to narrow the list to the exact part number If the part has not been entered into the system before the list window will eventually list no parts If the part number has been entered as a cross reference part number the Cross Reference List will open listing associated cross referenced part number s The part list will display Part Description Size Condition Location Core Stock quantity available not including parts reserved on any open repair orders or parts invoices and Price Level A NOTE Right click on the part provides an option to select Price View from the drop list to select to view Price A F which is then the price for the part added to the invoice This function is also available from the cross reference and cross application parts list Click the Cross Reference button to access the Cross Reference List if the part number entered in the Searching by fiel
17. When adding a labor operation to a Reason for Service in the form of a Request for Service or Vehicle Problem description the method of selection can be either 1 Labor Service from List 2 Freeform Labor Service 3 Labor from external database i e Alldata CD InfoTraxx Wrenchead or Nexcat 4 Labor from Vehicle History 5 Labor from Quotes for this Vehicle or 6 Kits 1 Labor Service from List select a labor service from the list of flat rate labors and menu labors This list is continually being built customized and updated as needed The system is set up with a generic list of labor operations to select from however each shop can add to and customize the labors to how they want to word their labor descriptions and set their labor rates and times 2 Freeform Labor Service enter the labor description to be printed on the invoice without saving any of the content in a labor record for future use The freeform labor is used for a particular labor operation that mostly likely will not be used ever again Most labor services that are used in the shop regularly are created and added to the labor list to minimize data entry in the future 3 Labor from external database import a labor operation from a labor guide onto a repair order Labor times that are vehicle specific are most often referenced from a labor guide The labor is selected from an external database and put on a repair order but is not saved to the labor list 4 La
18. and click the OK button to save the new vehicle type Click the Edit button to make changes to the highlighted vehicle type Click the Delete button to permanently delete the highlighted vehicle type from the list Click the Close button to exit the Vehicle Type Setup window From the Menu Bar click Setups select Lists from the drop list and select Telephone Types from the side drop list to open the Telephone Types window The telephone type is a required entry field when entering a telephone number Note Three telephone types wth a gray background are the system defaults that cannot be edited or deleted Copyright 2012 MaxxTraxx User Manual 362 38 Set Default Telephone Type Set the Default Telephone Type by right clicking in the Default column on the telephone type line and select Set as Default from the drop list Whenever a new telephone number is added the telephone type will default to your selection 39 Click Add Phone Type and enter Click the Add Phone Type button to open a blank Description Telephone Type window enter a Description for the new telephone type and click the OK button to save the new telephone type 40 Click Edit Click the Edit button to make changes to the highlighted telephone type 41 Click Delete Click the Delete button to permanently delete the highlighted telephone type from the list 42 Click Close Click the Close button to exit the Telephone Types window 43 From the Menu Bar
19. 11 Click Delete 12 Click Cross Application Click the Delete button to remove the highlighted part from the part list Note A deleted part record can be undeleted by checking the Show Delete Parts box highlighting the part right click on the part and select Undelete Part from the drop list Click the Cross Application button to view any parts in inventory that have been designated as a cross application for the highlighted part Cross application parts are referred to as interchangeable in the system and differ from cross references as cross references are not parts in inventory cross reference is for search purposes only 13 Click Close Click the Close button to close the parts search window Copyright 2012 MaxxTraxx User Manual Im 3 2 Part Sales Detail Information and Pricing The Part Sales Detail Information and Pricing procedure explains the parts detail and pricing fields in the Parts Sales Detail Information once a part is added to a repair order or parts invoice There are several methods to price a part on this Sales Detail Information screen including using a parts price matrix set a manual selling price select price A F manufacture list or cost adjust the selling price incrementally by profit percentage as well as reflect a sales discount or warranty discount There are also add on charges that can be applied Each option is explained in the procedure with directions to make changes in Setups
20. 3 Click Add and select Adjustment Click the Add button and select Adjustment from the drop list to open the Account Adjustments window that lists the various types of account adjustment that can be selected and added to a bank account register 4 Click Add Click the Add button to open the G L Account window to create a new account adjustment record 5 Select type of adjustment Select the type of adjustment using the radio buttons A Charge will subtract the amount of the adjustment from the checking account a Deposit will add the amount of the adjustment to the checking account 6 Enter Description Enter the Description of the account adjustment that will be added to the list Note The description can be as general or as specific as you want depending on what the account adjustment will be used for and how best to identify the adjustment in the future 7 Enter Account Enter the General Ledger Account Number to assign the account adjustment to or click the Select button to open the Chart of Accounts and double click on a G L account or highlight the account number and click the Select button to enter the highlighted account 8 Enter Amount Enter the Amount of the account adjustment if this is a recurring amount or leave the amount at zero Note The amount of the adjustment can be edited at the time it is selected to be added to a bank account register 9 Click OK Click the OK button to save the account adjustment record to th
21. 4 00 The next Add Cost selection sets the higher limit of the range for this part cost range 7 Select Profit Margin or Select Profit Margin and enter the percentage to use to calculate the price of the part based on cost For example all parts between 01 and 5 00 are priced at a 50 profit margin A part that costs 2 00 would be priced at 4 00 8 Select Fixed Markup or Select Fixed Dollar Markup and enter a dollar amount to be added to the base cost of the part For example if the fixed dollar amount is 3 00 all parts between 01 and 5 00 are priced at their base cost plus 3 00 A part that costs 2 00 would be priced at 5 00 A part that cost 50 would be priced at 3 50 9 Select Cost Mult Select Cost Multiplier and enter an amount to multiply the base cost of the part by to get a selling price For Copyright 2012 MaxxTraxx User Manual 370 example all parts between 01 and 5 00 are priced by multiplying their base cost X 3 A part that cost 2 00 would be priced at 6 00 Using 2 5 as the cost multiplier a part that costs 2 00 would be priced at 5 00 Click OK or repeat for next level Click the OK button to save the entry or click in the next price level B for an example and continue the same process outlined above through Price F if desired Click Edit Click the Edit button in the Part Price Matrix window to bring up an existing cost category line to make changes Click th
22. 40 Click Edit Click the Edit button to open the Disbursement window for editing the account amount disbursed or the memo 41 Click Delete Click Delete to remove the disbursement completely 42 Click OK and select Save and Close Select Save and Close to save and exit the A R Invoice or Save and Add Another form or Select Save and Add Another to enter multiple A R invoices for the same customer 43 From the Options drop list select Select Create New Credit to open the A R Credit form and Create New Credit and complete enter the credit amount note and date by clicking Select the form using the tab button and choosing from the calendar Most customer A R credits are created by crediting a customer on an invoice then applying the credit to their account However this feature can be used to set up beginning balances or credits on account for non inventory parts or labor like goodwill 44 Tab to Disbursement window or After you enter a dollar amount for the credit you may click Add button in the lower left enter a Note or continue to tab ahead to bring up the Copyright 2012 MaxxTraxx User Manual corner Disbursement window or select the Add button in the lower left of the window to open the Disbursement window and disburse that credit amount 45 Enter the G L account number or Enter the G L account number or click the Select button click Select to display the Chart of to display the Chart of Accounts Lis
23. 6 Click Overs amp Shorts from Cash Drawer Close and click Assign G L Acct an asset account to track the amount of money due to the company for invoices charged on account As you receive payments on custom accounts the payment amount will be deducted from this account and added to undeposited funds to be then deposited into a checking account in the Daily Sales and Cash Drawer Report function Click Funds ready for Deposit Safe and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 11000 Undeposited Funds as a holding account for payments received to be dispersed to other accounts such as the Cash Drawer or a checking account through the Daily Sales and Cash Drawer Report function If you do not get a chance to do the Daily Sales and Cash Drawer Report on a daily basis the funds will just collect in this account until you are ready to process that report Click Inventory Valuation Balancing and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 57000 Inventory Valuation Balance to track the difference in refund amount received from a vendor when a part is returned and the amount the system has valued that part at in the inventory account b
24. Change Search By criteria if Click the radio button under the Search By criteria to applicable change the search criteria to 1 Labor Code or 2 Short Description The default search by criteria is Labor Code 4 Select Labor Highlight a Labor on the list to be edited or deleted 5 Click Edit or Click the Edit button with the labor highlighted or double click the labor line to open the Labor record window to edit the Labor record in the system 6 Click Delete Click the Delete button to permanently delete the high lighted Labor record from the system 7 Click Add Labor Service Click the Add Labor Service button to open the wizard to add a new Labor service record to the system 8 Select Type of Labor and click Next Using the radio buttons select the Type of Labor Service Most labor services are Flat Rate Labor whereas Menu Priced Labors are for jobs where the labor price is specific and unassociated to the flat rate times Examples would be maintenance operations season specials and other competitively priced labor services like brake jobs 9 Enter Labor Code Enter a Labor Code for the Labor Service that follows an established labor coding convention The convention you come up with should be easy to follow and to remember You wouldn t want your codes to begin with R for repair as a search would just bring up every repair For example make the first letter of the code be the first letter of the component
25. Check User Charges Check the User Charges box to include the user charge sales profitability in the Repair Order Profit Calculation 140 Check Select all sub items on Check the Select All sub items on a kit when the parent a kit when the parent item is item is selected box to automatically check the selection selected box to include all the sub items including labor and parts in the kit items in the kit not used can be unselected and therefore not added to the repair order 141 Check Use AAIA Vehicles Check the Use AAIA Vehicles box to activate the lookup tables for the year make model and engine in the Add a Vehicle wizard to select from the lists and automatically assign an AAIA Automotive Aftermarket Industry Assoc number to the vehicle record to enable online parts ordering 142 Click OK Click the OK button to save your entries and close the RO and Part Invoice Setup window Copyright 2012 33 MaxxTraxx User Manual 12 3 Custom Logo Setup The Custom Logo Setup procedure explains how to display and print a custom logo on repair orders parts invoices and AR statements Some shops prefer to have their company logo printed on their ROs Parts Invoices and AR Statements rather than the default company name address telephone and comment lines that are entered in the Company Information section In order for your personalized artwork to appear on these documents custom logo images need to be saved in a bitmap bmp
26. Click Edit Click the Edit button to open the highlighted Cash Payment Disbursement record and edit as needed The transaction description can be edited or the G L account reselected 25 Click Delete Click the Delete button to remove the highlighted Cash Payment Disbursement record from the list 26 Click Assign G L Account Click the Assign G L Account button to open the Chart of Accounts window for the highlighted Cash Payout Disbursement record highlight a G L account number and click the Select button to save the selected account number 27 Click Misc Cash Income Click on Misc Cash Income Disbursements in the Disbursements Transaction Category to display the accounts that track cash drawer transactions where you are receiving income from a capital investment or other miscellaneous income With Cash Paid Out you are only dealing with actual dollar bills or coins however the Miscellaneous Cash Income can be any payment form cash check credit card etc This feature allows you to track payments received for items other than paying an invoice on the service counter or parts counter For example in some states shops are paid for their waste oil To enter a payment of cash or check into the system for waste oil we will need to create an entry to credit the hazardous materials expense account Note You can add transactions in this section edit the descriptions of the existing disbursements and change the G L Account as they
27. Codes and Passwords are NOT case sensitive 7 Select Security Group Click the Select button to open the Security Groups window and double click on a security group to assign the employee to or highlight the security group and click the Select button 8 Select Marital Status Using the radio buttons select Married Single or Head of Household according to the tax withholding status entered on the employee s W4 Form 9 Select Gender Using the radio buttons select Male or Female 10 Click Phone link Click the blue underlined Phone link in the left column to enter the telephone information for the employee Copyright 2012 MaxxTraxx User Manual 224 11 Click Add Phone Click the Add Phone button to open the Enter Telephone Number window 12 Enter Phone Enter the telephone number including area code 13 Enter Extension Enter an extension if applicable 14 Enter Type Select phone type from the drop list or type first letter of the entry to auto populate i e H Home F Fax etc Note The telephone Type is a required field 15 Check Default Phone 1 2 Check the Default 1 or 2 boxes to designate the phone number to be the primary or secondary number 16 Click OK Click the OK button to save changes to the new Phone Number record and return to the phone screen 17 Click Edit Click the Edit button to open the highlighted phone number window and edit as needed 18 Click Delete Click the Delete button to delet
28. Copyright 2012 129 MaxxTraxx User Manual you just opened as a new repair order will be removed from the quick quotes list When the repair order is opened the quick quote details will already be transferred to the new repair order Copyright 2012 MaxxTraxx User Manual 130 1 64 Tire Quote The Tire Quote procedure explains how to use the Tire Quote Wizard to create and print a Tire Quote for a customer The quotes generated using the Tire Quote Wizard cannot be saved only printed Many of the add on charges associated with a tire sale i e mount balance valve stems tire disposal fee etc can be set up in the Tire Quote Setup to be automatically calculated when using the Tire Quote Wizard These add on charges can be edited as needed Note Sales tax is automatically applied to all of the add on charges by default however some of those charges may not be taxed in your region From the Tool Bar click Tire Quote Click the Tire Quote icon on the Tool Bar or from the Menu Bar click Customer Svc and select Tire Quote to open the Tire Quote Wizard 2 Enter Tire Size and click Find Under the Search Tire by Size section enter a tire size in the same format the tire sizes were entered in the tire part record including P LT R etc into the Size entry field and click the Find button to display as list of tires below 3 Select Sort Tires by Price Select how to sort the tires in the search results using the
29. Enter Disclaimer Signature verbiage to print on the invoice just below the signature line under the Estimate Disclaimer in red type if invoices are color The disclaimer signature verbiage can be up to 166 characters Enter Revision Signature verbiage to print just below the signature line under the Revisions Details box in red type if invoices are color The revision signature verbiage can be up to 100 characters Enter Invoice Signature verbiage to print just below the signature line at the bottom of the invoice in red type if invoices are color The invoice signature verbiage can be up to 100 characters Check the Print Disclaimer At The End Of The Repair Order box to print the Estimate Disclaimer and the Disclaimer Signature verbiage under the invoice total If the box is not checked the Estimate Disclaimer and the Disclaimer Signature verbiage prints in the upper left corner of the repair order Check the Print in Standard Warranty Box for the warranty that is created in this section to appear in warranty section of the repair order If the box is not checked the warranty will not print on the repair order Enter Warranty verbiage to print in the warranty section on all repair orders The Warranty verbiage can be up to 300 characters The spell check function icon is to the right of Copyright 2012 MaxxTraxx User Manual 332 66 Click Restock Setup link Click the Restock Setup link to select is how the system generated
30. Most shops only have one cash drawer Click the Add Cash Drawer button to open a blank Cash Drawer window and enter the description beginning cash date or click the Select button and choose from the calendar and enter the beginning cash amount for this cash drawer and click the OK button Note When using more than one cash drawer all Daily Sales and Cash Drawer Reports must be performed for each cash drawer individually to reconcile and deposit all payments received by the company Check the Warn me if have parts on the RO that need to be ordered box to have the system prompt upon exiting a repair order on this workstation if any of the parts listed on the repair order are not currently in stock A screen listing those parts to be ordered will display upon closing the repair order with an option to create a purchase order at that time Check the Warn me if have parts that have been ordered or received but have not been put on an RO box to have the system prompt upon exiting a repair order on this workstation if you have created a purchase order or entered a restock parts invoice with parts assigned to this repair order that have not been entered on the repair order Note This feature helps to prevent missed billings errors and reminds you to return non stocked parts that were ordered for a specific job and then not used Copyright 2012 MaxxTraxx User Manual 348 9 Check I want to print technician Check the want to prin
31. The first entry is always zero The second entry determines the ending dollar amount of the previous range 4 Enter value for the first cost range The type of value entered will depend on the method chosen for calculating the part price i e percentage or fixed dollar amount 5 Click button to select pricing method Select one of the five radio buttons to select the method used to calculate Price A 6 Select Sales Price or Select Sales Price and enter a dollar amount to price all parts that cost between 01 and the next price category up regardless of the cost of the part For example if you choose 4 00 as a Sales Price for a part that costs 25 or 2 00 the sales price will be 4 00 The next Add selection amount sets the higher limit of the range for this part cost range 7 Select Profit Margin or Select Profit Margin and enter the percentage to use to calculate the price of the part based on cost For example all parts between 01 and 5 00 are priced at a 50 profit margin A part that costs 2 00 would be priced at 4 00 8 Select Fixed Markup or Select Fixed Dollar Markup and enter a dollar amount to be added to the base cost of the part For example if the fixed dollar amount is 3 00 all parts between 01 and 5 00 are priced at their base cost plus 3 00 A part that costs 2 00 would be priced at 5 00 A part that cost Copyright 2012 MaxxTraxx User Manual 174 9 Select Cost Mult
32. category with the parts you want to add to the open repair order If there are sub categories for the system category selected the additional listings will appear in the list box and the category these additional listings are under will appear to the right of the Back button above the list box Click on a vehicle sub category link if applicable to find the part list to select a part from Note A category may have multiple sub categories Click the Back button above the parts list box at anytime while searching for a part to return to the group or sub group heading to reselect a part Select the part s to be added to the RO by checking the box on the far right for the desired part s Note The Parts You Have Selected to Add to Your Repair Order will appear in the box at the bottom of this AllData screen Enter the quantity of the part to be added to the repair order Note The prompt to enter a quantity can be turned on and off by checking the Ask for quantity when parts are selected box at the bottom of the screen Click the Remove button to remove the highlighted part from the Parts You Have Selected to Add to Your Repair Order list box Click the Edit Quantity button to open the Quantity window enter a quantity or use the spin buttons to select Copyright 2012 9 MaxxTraxx User Manual KT the quantity and then click the OK button 11 Click Add Selected Parts To RO Click the Add Selected Parts To RO button to export the
33. employee record creating a new employee record with payroll tax setup how to run payroll calculate and write the check for the payroll tax deposit print W 2 forms how to use and edit the time clock and job clock and generate the Employee reports including an employee list in summary or detailed employee pay totals employee productivity detail or summary reports employee sales commission report employee time cards per employee or for the company idle time details report job clock details report payroll batch report payroll register payroll tax report quarterly federal tax form 941 and service writer productivity report NOTE MaxxTraxx looks for new payroll updates whenever MaxxTraxx is opened and if new payroll updates are available the update is downloaded automatically with no action needed from the user Copyright 2012 223 MaxxTraxx User Manual 6 1 Add An Employee The Add An Employee procedure explains how to create a new employee record including the employee contact and personal information user name and password security settings payroll setup including withholding information benefits tracking emergency contact information notes and events Note The state and country must be selected under each employee record to activate both the state and federal payroll tax tables 1 From the Menu Bar click Payroll From the Menu Bar click Payroll and select Employee and select Employee List List from the drop list to o
34. select the first G L account edit the dollar amount to be allocated to that G L account and click the OK button Click the Add button again to enter another disbursement G L account number edit the dollar amount and click the OK button Repeat as needed till the balance equals Zero 16 Click Edit Click the Edit button to open the Disbursement window for the highlighted line to edit the account or amount 17 Click Delete Click the Delete button to remove the disbursement completely and re enter the disbursement information 18 Click OK and select Save and Close Click the OK button and select Save and Close to save or Save and Add Another your entries and exit the A P Invoice form or Select Save and Add Another to enter another invoice for the same vendor Copyright 2012 21 MaxxTraxx User Manual 9 3 Pay An Accounts Payable Invoice with a Company Credit Card The Pay A P Invoice with Credit Card procedure explains how to pay A P charges on a vendor account with a single credit card or multiple credit cards In order to use a credit card as a form of payment there are set up procedures you need to take to have your credit card show up as a form of payment This procedure will explain the setup first and then explain how to pay an A P invoice with a credit card The procedure is combining three procedures Add A Vendor Edit A G L Account and Pay an A P Invoice to set up the credit card payment option and
35. selected part s to the repair order 12 Click Cancel Click Cancel to close the AllData screen without exporting any parts to the open RO 13 Click OK Save Click the OK Save button to close the repair order screen Copyright 2012 MaxxTraxx User Manual 10 1 48 Add A Part To A Repair Order Part from WorldPac The Add A Part to a Repair Order Part from WorldPac SpeedDial procedure explains how to access search and add a part from the online catalog to an open repair order SpeedDial uses the VIN Vehicle Identification Number in the vehicle record or if not available the AAIA Automotive Aftermarket Industry Association number in the vehicle record to access parts in the online catalogs specifically for the vehicle on the repair order AAIA Automotive Aftermarket Industry Association number in the vehicle record is used to access parts in the online catalogs specifically for the vehicle on the repair order Once the catalog part is exported to the repair order the Part Sales Detail Information can be edited There is an option to add these imported catalog parts to the Parts List in MaxxTraxx This option is selected under Setups on the Menu Bar gt gt gt Repair Orders and Parts Invoices gt gt gt Inventory Setup gt gt gt Add Catalog Part to Inventory List NOTE A labor service has to be highlighted on the Repair Order to activate the Add A Part function Multiple parts can be associated with a single labor serv
36. 19900 for the Account Number or click the Select button to open the Chart of Accounts window and select the 19900 default system balancing account from the list Note When the G L account number is selected the Account Name will be auto populated 12 Enter Memo Enter a memo Note The notes entered in the Notes field above wil automatically be entered in the memo field however the memo field can be edited if needed 13 Click OK Click the OK button to save and close the disbursement window and return to the A P Invoice form 14 Click Edit Click the Edit button to open the Disbursement window for the highlighted line to edit the account or amount 15 Click Delete Click the Delete button to remove the disbursement completely and re enter the disbursement information 16 Click OK and select Save and Close Click the OK button and select Save and Close to save or Save and Add Another your entries and exit the A P Invoice form or Select Save and Add Another to enter another invoice for the same vendor Copyright 2012 a MaxxTraxx User Manual 13 14 Beginning Bank Account Balances The Beginning Bank Account Balances procedure explains how to enter a beginning balance on the general ledger and in the check register by creating an account adjustment in the bank account reconciliation selecting that account adjustment to enter the beginning balance and entering your current bank account balance or the ending balance
37. 344 Carfax ET DEE 345 Database Backup Setup Backup Data 346 This Workstation Printing and Miscellaneous Information cccceseceeeeeeeeeeeeeeeeeeneeeeeeeees 347 This Workstation SpellCheck AANEREN 350 Marketing Customer SOurces cccccccceeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeseeneeeeeeneess 354 Marketing Letter Postcard Label Size cccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 355 Marketing MaxxBucks Setup eege deeg ENSNEegE deed Ee EES Se 356 Marketing Appointment Contact Setup EEN 358 EISE seen fe da EE EE EE 359 16 17 18 19 Part XIII O OO N Oo FP WO DN ch 2 2 2 ch on fF WN O ER Me E AT EE 367 Profit Monitor Setup sciscccccceceiescceeecceccenttenccceee ca tniau EEN EE E NEESS NEE EE EESEEEE NEES ege 369 WorldPac SpeedDial Access Setup ENEE 372 Online Catalog AllData Access Setup cccecccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeseaeeessaeeeeeesaneeeees 374 New User Setup 376 Cash Drawersiccccecciieccisievectoncevs Segen ASS eeEEE ee EEEE EEE EERSTEN EAER 377 De partime HS enee EE eege ee EEN EE 378 Default Account POSTING icici cccccieecticedie cceveeeecetieees cseeedin cc beveds NNA ARAA AN Ka Na ka ENNAN EANAN ceveeven covers 379 Product Code Siviiiccccscicceveedeccseceetece veces ccaveeeteceuveescceveeedeceveveeccevevedeceveedecceeeevtedevevvecaeeeeede cevies 388 Payment Methods visio oof tes Aioee iit aie ee tet iia ey Aiea ea 391 UE
38. 7 After clicking Next on the last W2 Once all the W2s forms for the selected year have been click Print reviewed by clicking the Next button check the boxes of the corresponding copies of the W2 forms to be printed and click the Print button to print the selected W2 forms 8 Click Close Click the Close button to close the Print W2 Forms window Copyright 2012 MaxxTraxx User Manual 22 6 7 Time Clock Job Clock The Time Clock Job Clock procedure explains how to clock in and out for the day as well as clock in and out of jobs repair orders The Use Time Clock Hours box has to be checked in the employee record if the employee is paid hourly based on the time clock hours The Use Job Clock box has to be checked in the employee record to activate the Job Clock feature The Job Clock tracks actual time worked on a job as well as flagged hours by the technician Technicians can be paid based on actual hours flagged hours or flat rate The Job Clock is used to track actual hours worked as well as flagged hours the technician has the option to enter when they clock in and out of a job The Job Clock also tracks the technician s time in between jobs to be able to account for their time throughout the day This procedure also explains how to print a time card From the Tool Bar click Time Clock Click on the Time Clock icon on the Tool Bar or press the Control key and the T key to open the Time Clock Job Clock Login window
39. Accounts in the system 3 Click Run Report Click the Run Report button to generate the report 4 Select General Ledger and select Select General Ledger under Category and select Default Default Automatic Posting General Automatic Posting General Ledger Accounts under report Ledger Accounts name to print a list of the default account numbers descriptions and any notes for the Cash and System accounts RO Sales and Cost of Goods Sold and Cash Payout Disbursements 5 Click Run Report Click the Run Report button to generate the report 6 Select General Ledger and select Select General Ledger under Category and select General General Ledger Balance Sheet Ledger Balance Sheet under report name to generate a company Balance Sheet for a specified date 7 Click Run Report Click the Run Report button to open the Balance Sheet Report window 8 Enter Report Date Enter the Report Date to generate a Balance Sheet as of that date or click the Select button and choose from the calendar 9 Check Include accounts with no Check the Include accounts with no balances box to print balances any general ledger accounts with zero balances on the Balance Sheet 10 Click OK Click the OK button to generate the report 11 Select General Ledger and select Select General Ledger under Category and select General General Ledger Income Statement Ledger Income Statement under report name to generate a company Income Statement for a specified date ran
40. Calendar button and choose from the calendar or click the Today button to select to view letters due on or before today s date 3 Select letters or postcards To Print Click in the To Print column on the line of the letter or postcard to be printed 4 Click Delete if applicable or Click the Delete button to remove the tagged letter or postcard s 5 Click Print Letters Click the Print Letters button to open the Ready to print Marketing Letters window to print the selected letters 6 Check Print Mailing Labels When Finished box if applicable 7 Check Print Mailing Labels Only box if applicable 8 Click Show Me The Letters Before Continue if applicable Check the Print Mailing Labels When Finished box to print mailing labels for the selected letters after the letters have printed Check the Print Mailing Labels Only box to only print the mailing labels for the selected letters or postcards if the labels are to be affixed to a pre printed marketing mailer Click the Show Me The Letters Before Continue button to open the Report Preview window view the letters and then click the Close button to exit the Preview window 9 Click Print Click the Print button to print the selected letter and or postcard s 10 Click Cancel Click the Cancel button to exit the Ready to print Marketing Letters window without printing 11 Click Select All Click the Select All button to tag all the letters and or postcard
41. Click OK Click the OK button to save the new record Copyright 2012 MaxxTraxx User Manual so 10 4 Manage Kits The Manage Kits procedure explains how to search edit or delete a kit To add a kit see the Add A Kit procedure for detailed instructions on how to use this feature 1 From the Menu Bar click Manager From the Menu Bar click Manager and select Manage and select Manage Kits Kits from the drop list to open the Kits window 2 Select All Kits or Select the All Kits radio button to display both Generic and Kits For a Range of Vehicles 3 Select Kits For a Range of Vehicles Select the Kits For a Range of Vehicles radio button to open the select a vehicle wizard and select the year make model and engine then click the Finish button Check the Use Sub Model and the Use Engine box es to only display those kits that are specific to that Sub Model or Engine 4 Select Generic Kits Select the Generic Kits radio button to display only the generic kits 5 Select Category Select a system category in the left column to display only kits for a specified system 6 Click Find Click the Find button to open the Kit Search window 7 Select Show Kit Names Beginning Select the Show Kit Names Beginning With The Following With The Following Text Text radio button to activate the Kit Name entry field Note To ShowAll Kit Names again click the Find button again and select the Show All Kit Names radio button 8 En
42. Click the Add Selected Items to RO button to export the selected parts to the repair order close the catalog window and return to the repair order screen NOTE If the imported part is already on the Parts List a Update Parts Cost screen may appear noting if there is a different part description base cost and or manufacture list price for that part being added to the repair order versus the information in the part master record Select to update any or all of the information in the part master record MaxxTraxx will also verify the vendor name in the part record as well and if there is not one listed the vendor name is updated Matches are not made with deleted part records 11 Click OK Save Click the OK Save button to close the repair order screen Copyright 2012 MaxxTraxx User Manual 104 1 50 Add A Part To A Repair Order Buy Out Quick Part The Add A Part to a Repair Order Buy Out Quick Part procedure explains how to add a Buyout Part to an open Repair Order The Buy Out version of this feature is used if the part is NOT added to inventory and the vendor and purchase information is entered in the Sales Detail Information window The Quick Part version of this feature is used if the part is added to inventory which would require the part invoice be entered A labor service has to be highlighted on the Repair Order to activate the Add A Part function Multiple parts can be associated with a single labor service Select a
43. Click the Cancel button to exit the A R Invoice form without saving any of your entries Copyright 2012 am MaxxTraxx User Manual 13 13 Beginning Accounts Payable Balances The Beginning Accounts Payable A P Balances procedure explains how to use the Create New Invoice feature available under a vendor account to make a single beginning balance entry or enter individual outstanding invoices or credits available on account posted to the default system balancing account From the Menu Bar click Vendors From the Menu Bar click Vendors and select Accounts and select Accounts Payable Payable Vendor List from the drop list to open the Vendor List Vendors window to select the vendor for the new A P Beginning Balance entry in the form of an invoice either the total amount outstanding or for each individual outstanding invoice or credit available on account Enter Vendor Name Search by the Vendor Name default or Vendor Code select at top of window using the progressive search Just start typing the first few letters do not place cursor in Search For box or arrow down through the list to find a specific vendor To bring up the entire list again or to reset the Search For box click the Clear Search button Select Vendor Select the vendor that the A P Beginning Balance invoice is to be created for by double clicking on the vendor name to open the Vendor record If the vendor is not on the list click the Add Vendor button to open a bl
44. Click the Freeform Customer radio button open the Quick Next Quote Information screen to enter at a minimum the Last Name or Company Name for the customer click the Next button and select the year make model and engine of the vehicle and the quote will be saved and closed Copyright 2012 125 MaxxTraxx User Manual 1 61 Add A Quote To A Repair Order The Add A Quote to a Repair Order procedure explains how to view quotes from an open a repair order select a quote and add the quote to the repair order Complete quotes can be accessed viewed and transferred to the repair order or just the labor and or parts portion of the quote can be selected and added With a Reason for Service line highlighted you can add a complete quote or labor service quote you cannot add just the parts portion of the quote without a labor line highlighted to associate the parts with With a Labor line highlighted you can add another complete quote or a parts quote you cannot add just the labor portion of the quote without a reason for service highlighted to associate the labor with With a Part line highlighted you can only add another complete quote to the repair order 1 Select and open a Repair Order on Double click the Repair Order or highlight the Repair Order the Service Counter and press Enter to open the Repair Order 2 With a Reason for Service line With a Reason for Service line highlighted click the highlighted click Quotes Quotes butto
45. Company using the radio buttons and enter the name and any additional contact information and click the OK button Click Edit Click the Edit button to open the Other Payee window for the highlighted payee record edit as needed and click the OK button to save your entries and close the window 5 6 Click Delete Click the Delete button to remove the highlighted payee from the payee list for writing checks Note The deleted record can be undeleted using the right click and selecting Undelete Other Payee form the drop list 7 Click Close Click the Close button to save your entries and close the Edit Other Payees window Copyright 2012 MaxxTraxx User Manual zs 5 9 Add Account Adjustment The Add Account Adjustment procedure explains how to add a bank account adjustment to the list of account adjustments that can be selected and added to a bank account check register such as a bank charge returned check interest earned credit card fees etc From the Menu Bar click Banking From the Menu Bar click Banking and select Reconcile and select Reconcile Bank Account Bank Account from the drop list to open the Select Account window 2 Select Bank Account Double click on the bank account or highlight the bank account and click the Select button for the bank account the adjustment is to be added to Note IF you are just creating a bank adjustment for future use it does not matter which account you select at this point
46. Cost or Click Calculate Flat Rate Hrs and Parts Profit button to the left and select a month to use a past month financial report Click OK and the calculated number will populate the Average Labor Cost per Hour field for figuring labor profitability 17 Click Defaults Click the Defaults link to set Profit Percentage Targets and to select cores sublets supply charges and or user charges to be included in the Invoice Profit Calculation 18 Enter Labor Profit Percentage Target Enter a Labor Profit Percentage Target to base the labor operations profitability calculation 19 Enter Repair Order Profit Enter a Repair Order Profit Percentage Target to base the Percentage Target invoice profitability calculation Copyright 2012 371 MaxxTraxx User Manual 20 Check Cores Check Cores to include the core sales in the Invoice Profit Calculation 22 Check Sublets Check Sublets to include the sublet sales in the Invoice Profit Calculation 23 Check Supply Charges Check Supply Charges to include the supply charge sales in the Invoice Profit Calculation 24 Check User Charges Check User Charges to include the user charge sales in the Invoice Profit Calculation 25 Click OK Click the OK button to save your entries and close the RO and Part Invoice Setup window Copyright 2012 MaxxTraxx User Manual 372 12 18 WorldPac SpeedDial Access Setup The WorldPac SpeedDial Access Setup procedure explains how to activate the Worl
47. Date Select All Dates or Selected Dated to activate the Begin and End Date entry fields click the Select button and Copyright 2012 13 MaxxTraxx User Manual 47 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 48 Select Inventory and select Select Inventory Pricing under Report Name to generate a Inventory Pricing list of parts that include Stock Parts Non Stock Parts and or Buyouts listing the Part Number Description Product Code Cost Manufacturer List and Prices A F 49 Click Run Report Click the Run Report button to open the Inventory Pricing Report Filter window 50 Select by Part Information Select All Parts or select by Part Number Description Location or Product Code to activate the From and To entry fields and enter the search criteria 51 Check Include Stock Parts Check the Include Stock Parts box to list stock parts on the report 52 Check Include Non Stock Parts Check the Include Non Stock Parts box to list non stock parts on the report 53 Check Include Buyouts Check the Include Buyouts box to list buyout parts on the report 54 Select Print Options Check the boxes to select to Print Cost Manufacturer List and or Prices A F 55 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 56 Select Inventory and select Select Inventory Sales History under Re
48. Discount if applicable Enter a Discount if applicable by entering a percentage in the Discount field and the Adjusted Price will reflect the discounted price Discounts print on the part line on the repair order 25 Check Apply Warranty Discount if Check the Apply Warranty Discount box to activate the applicable Warranty Discount fields If there is an Add On Charge a confirmation window will open asking if you want to also remove the add charges since this is a warranty operation Click Yes to keep the charges or No to have them cleared 26 Enter Quantity Enter the Quantity of this part to be added to the repair order 27 Click Add Another Part or Click the Add Another Part button to save this part to the repair order and open a blank Buy Out Quick Part Sales Detail Information window 28 Click OK Click the OK button to save this part to the repair order and return to the repair order screen 29 Click Cancel Click the Cancel button to exit the Buy Out Quick Part Sales Detail Information window without saving the part or adding the part to the repair order and closing the screen Copyright 2012 107 MaxxTraxx User Manual 1 51 Add A Part To A Repair Order Part Placeholder The Add A Part to a Repair Order Part Placeholder procedure explains how to add a Part Placeholder to an open repair order The Part Placeholder may be replaced with an actual part before the repair order is completed or if part
49. Discounts Labor to track as an expense all discounts given on invoices You might want to create a separate G L account to tracks your discounts separately for parts labor and sublet labor The system is set up to group all discounts as a result of a sale together Click Discounts Parts Warranty and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 63410 Financial Warranty again tracking all discounts as a result of a warranty repair together Click Discounts Sublet Labor and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 63400 Financial Sales Discount also tracking sublet labor discounts with parts and labor discounts altogether Click Inventory Adjustments and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 56000 Inventory Adjustment to track changes in inventory numbers as a Cost of Goods Sold As you take periodic physical inventory or make a correction in a single part record as to the number of those parts in inventory the cost of those parts that are found missing in inventory are accounted for
50. Edit Job CloGksicisic sieecsduceest aa n aaa ae aa a a araa aata raas ap aAa AEE aoaaa ai ae 245 Accounting 247 Manage Chart of ACCOUNTS aerisire aaea EES aAA ANETTA EEN See 248 Add A General Ledger ACCOUNL ccccseeeceeneeeeeeeeeeeeeeee ee eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 250 Create A General Journal Entry cceccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeesaeeeeesaeeeeeesaeeeeeesaneeeees 251 Export To QUICKBOOKS ccisiccisceenissctevee ced canties cocees cae SRNEEEEN EES EKEUEE cateuncdecweedeaeueswecadeneads neuter 253 Create Cash Drawer Transaction Cash Paid OUt ccccseceeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeneeeees 254 Create Cash Drawer Transaction Non Invoice Cash In ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenes 255 View Current Cash Drawer Transactions cccceeeeeeeeneeeeeeeeeeeeeeeeeeeeeee ee eeeeeeeeeeeeeeeeeeeeneees 256 Financial REpPOrtS use ees Ee ee EE Ee EE EE 257 General Ledger Re ports ivivii cciccisecsevissssieccccessivvedasveeetessveriae asieecaeesvieved aaveveceasvereecasieerecessees 259 Accounts Receivable 262 AR Due Dates and Finance Charge Setup 263 Post Automatic Finance Charges SEENEN ENEE ENEE En 265 Print Accounts Receivable Statements rererrrrrrrrrrrrrnrnrnrnrnrnrnenrnrnrnrnrnenennnenenenenen 267 Accounts Receivable Report 268 D posit On ACCOUNE wiiisccciiccciiectis ie EENS ERNEEN ENEE usentivecdcewediaieeutvu aa Enana AAEE anaa Aaa unkaa ee 271 Write Check
51. Enter the Description for the account adjustment entry as Beginning Balance for November 2008 for example 7 Enter Account Enter 19900 System Balance Initial Setup as the G L account number for this account adjustment entry 8 Enter Amount Enter the Amount of the bank statement ending balance 9 Click OK Click the OK button to save the account adjustment record to the list and close the G L Account window 10 Select new Adjustment 11 Click OK Now select the Beginning Balance Adjustment you just created by double clicking that account adjustment in the Account Adjustments window or highlight that account adjustment and click the Select button which will open the Adjustment window to edit the date and amount as needed Since we just created this account adjustment verify that the date and amount are correct and do not need to be edited Note Many users think once the new adjustment is added to the list it will appear on the bank reconciliation it wll not Remember to also select the adjustment as noted here Click the OK button to add the new account adjustment to the check register This entry will create your beginning Copyright 2012 MaxxTraxx User Manual s balance in your check register and on the general ledger for this bank account Note This amount will also be your beginning balance the next time you reconcile your bank statement 12 Enter deposits since ending Using the same process used for e
52. From the Menu Bar click Payroll From the Menu Bar click Payroll and select Print W2 and select Print W2 Forms Forms from the drop list to open the W2 Year window 2 Enter Year and click OK Enter the Year of W2 Forms to be printed and click the OK button to display the first W2 form for the selected year 3 Enter EIN and State Employer ID Enter the Employer Identification Number EIN in the Number highlighted field and tab to the Employer State ID Number and enter that number as well Both these ID numbers will be entered on the remaining W2 forms Note The EIN and Employer State ID numbers may not be saved in the computer after you close this window and may need to be re entered whenever the W2s are printed in the future 4 Review Edit form as needed Review and edit the W2 form as needed by using the tab key to highlight each entry field The majority of the W2 sections are completed automatically however some of the entry fields such as Qualifying Advanced EIC payments Dependent Care Benefits and Non Qualified Plans must be completed manually See your accountant for instructions on how to complete these sections 5 Click Skip Employee Click the Skip Employee button to skip this W2 form when printing the W2s forms for the selected year 6 Click Next Click the Next button to review and edit if needed the next W2 form to be printed Note The EIN and Employer State ID number fields should be completed on the remaining W2 forms
53. Hours amount for each appointment on the Appointment Information screen Service Counter on the Appointment Information screen of the Make An Appointment wizard to track the appointment availability for each day Copyright 2012 MaxxTraxx User Manual 134 1 66 Service Counter Reports The Service Counter Reports procedure explains how to generate various reports including paid repair orders and part invoices reports by vehicle with profits or part markups listed appointments or open repair orders and part invoices list various cash drawer and daily summary reports a list of reasons for service for reference and voided appointments repair orders and cash drawer transactions for review When a report name is selected a description of the contents of that report will display in a text box below the Report Name list box The Report Preview window will display the report where the Windows functions can be used to Zoom In Print the report click the spin buttons to view reports with multiple pages and Close the Report Preview window From the Tool Bar click Reports 2 Select Service Counter and select 120 Report 3 Click Run Report Click on the Reports icon or click Manager on the Menu Bar and select Company Reports from the drop list to open the Report Manager window Select Service Counter under Category and select 120 Report under Report Name to generate a list of paid repair orders for a specified time period including
54. If an amount is entered into the Adjusted Discounted Shop Rate entry field the percentage will be automatically calculated and applied The discount amount will be printed on the repair order 39 Check Apply Warranty Discount if Check the Apply Warranty Discount box to activate the applicable Discount percentage entry field Enter the percentage of the labor charge to be discounted Note This amount is tracked under a warranty section on the general ledger 40 Click OK Click the OK button to save this labor to the repair order To add a part to be used for this labor operation skip to step 45 To add another labor operation add another Reason for Service to the repair order See step 14 41 Click Add Labor Service Click the Add Labor Service button to open the wizard and if applicable create a new Labor record 42 Click Edit Click the Edit button to open the Labor record window to edit as needed Note Edits made in this Labor window wil permanently change the contents of the Labor record 43 Click Delete Click the Delete button to permanently delete the labor record from the system 44 Click Close Click the Close button to exit the Labor Search window without making a selection 45 Highlight Labor and click Add Parts With the Labor line highlighted click the Add Parts button and select a parts method from the drop list or right click on the Labor line and select a part method from the Add drop list Note The Add
55. Ifa Mailing Address is entered checks written to this vendor will have the vendor s mailing address print on the check Note The Zip code auto populate feature does not work in this window Click the blue underlined Account link to enter account information including vendor discount due date setup and automated general ledger account default setup Enter the vendor Account Number up to 20 characters Note The Vendor Account Number wil print on checks written to the vendor in the memo field Enter the Date Started or choose from the calendar by clicking on the Select button to enter when the vendor account was established if known reference use only Enter the Federal Tax ID for the vendor for reporting sales to government agencies on 1099 tax forms Enter the State Tax ID of the vendor for reporting sales to government agencies on 1099 tax forms Copyright 2012 277 MaxxTraxx User Manual 29 Check Vendor is Corporation Check the Vendor is a Corporation box if the vendor is incorporated 30 Click Send 1099 Check the Send 1099 box for reporting purchases from companies that are not incorporated See 1099 report 31 Enter Vendor Discount Enter the Vendor Discount percentage your shop receives off of list for the parts from this vendor Many electronic vendor catalogs dont list your cost so the cost of the parts imported from the catalog is calculated using the discount percentage you receive from the vendor applied to t
56. Invoice Cost Enter the Invoice Cost for the sublet labor 65 Enter Sublet Price Enter the Sublet Price to be charged to the customer for the sublet labor performed 66 Enter Discount if applicable Enter the Discount to be applied to the sublet labor price 67 Enter Quantity Enter the Quantity of sublet labors to be charged to the customer 68 Click Status Click the Status button to open the Sublet Status window and enter the date and time the vehicle was sent over to vendor and enter the estimated return date and time Select a Status radio button to note the status of the sublet labor and then click the OK button 69 Check Taxable box if applicable Check the Taxable box to apply sales tax to the sublet labor 70 Click OK Click the OK button to add the Sublet to the Repair Order 71 Click Add Sublet Labor Click the Add Labor Service button to open the Sublets if applicable window and enter a Sublet Code Description Price s Product Code and assign a primary vendor to the sublet 72 Click Edit Click the Edit button to open the Sublets window and edit as needed Note Edits made in a Sublet record window will permanently change the contents of the Sublet record Copyright 2012 MaxxTraxx User Manual 73 Click Delete Click the Delete button to permanently delete the sublet record from the system 74 Click Close Click the Close button to exit the Sublets window without making a selection 75 Click OK Save and
57. Invoice Number from the A P invoice Enter the Date of the invoice or click the Select button and choose from the calendar Note The system will enter today s date by default Enter the Due Date for the invoice and click the Select button and choose from the calendar Note The system will enter the due date using the Due Date Setup criteria in the vendors record by default Enter the amount of the A P Invoice Enter a Note for the A P Invoice if applicable Press the tab button after the Note field or click the Add button below to open the Disbursement window Enter the G L account number or click the Select button to open the Chart of Accounts window and select an account from the list When the G L account number is selected the Account Name will be populated Note Copyright 2012 MaxxTraxx User Manual 280 Start entering the G L account number to activate a progressive search or scroll through the list to select your G L account number 12 Edit Amount if applicable Edit the amount of the disbursement if not the entire amount of the A P invoice 13 Enter Memo if applicable Enter a memo if applicable Note If you filled in the Memo field on the invoice it will automatically fill in the same description here 14 Click OK Click the OK button to save and close the disbursement window and return to the A P Invoice form 15 For multiple disbursements For multiple disbursements to the G L on a single invoice
58. L account number The number selected should use the standard accountant numbering convention as follows 10000 Asset Accounts 20000 Liability Accounts 30000 Capital Owner s Equity Accounts 40000 Sales Accounts 50000 Cost of Goods Sold Accounts 60000 Expense Accounts Note A number already in the system cannot be entered 4 Enter Description Enter a Description for the G L Account that will label the type of accounting activity to be recorded in this account 5 Select Type Select the Type of account from the drop list to describe the accounting activity for this account Depending on the type selected the system will automatically assign the account as either a Debit or Credit account 6 Enter Bank Account Enter a Bank Account Number if the type selected for this G L Account is a Bank Account This information is for reference only 7 Enter Bank Routing Enter a Bank Routing Number if the type selected for this G L Account is a Bank Account This information is for reference only 8 Enter Notes Enter Notes pertaining to this G L account for reference 9 Click OK Click the OK button to save your entries close the new G L account window and return to the Chart of Accounts 10 Click Close Click the Close button to exit the Chart of Accounts window Copyright 2012 251 MaxxTraxx User Manual 7 3 Create A General Journal Entry The Create General Journal Entry procedure explains how to create a new transac
59. Labor to an RO Labor Service from List for the example 15 Select Labor Service from List Select Labor Service from List from the drop list to open the Labor Search window 16 Enter Labor Code Enter the Labor Code to activate the progressive search function The Note The Printed Descriptions will display in the read only text box across the bottom of the window 17 Select Labor Select the Labor from the list by double clicking the labor or highlight the labor and click the Select button to open the Labor Service Sales Detail Information window 18 Click OK Click the OK button in the Labor Service Sales Detail Information window to add the Labor to the Kit 19 Highlight Labor line and click Add With the Labor line highlighted click the Add Parts button Parts below the Kit entry field or right click on the Labor line and select Add Part method from the drop list This procedure will use the Add A Part to an RO Part from Part List for the example Note The Add Parts button Copyright 2012 MaxxTraxx User Manual ma will only be active if you have a Labor line to associate it with 20 Select Part from Part List Click on Part from Part List to display the Part Search window 21 Search for Part from the Part List Start to enter the part number and the progressive search will narrow the part list down Click on the part number on the list to be added to the kit 22 Click Edit Click the Edit button to op
60. Options drop list select Select Print A R Statement to open the Send Statements Print A R Statement Filter window and select the date the statement should run through and check the Show Accounts Receivable Activity to print all account activity within the selected number of days using the spin buttons and click OK 53 From the Options drop list select Select Refund A R Credit to open the Credits Available Refund A R Credit window select credits to refund by clicking in the Use column the credits to be refunded and click OK to select the A R Refund Payment Method from the list and click OK to open the Accounts Receivable Refund Disbursement window to edit the notes or the G L account if applicable Click OK and select to print as needed 54 From the Options drop list select Select View and Edit Record Type to open the Customer View and Edit Record Type Types window to make a customer an employee This links the customer and employee accounts receivable together to enable account activity to be managed through payroll 55 From the Options drop list select Select Dial Customer s Phone to activate the Phone Dialer Dial Customer s Phone if there is only one phone number or to open the Phone Copyright 2012 21 MaxxTraxx User Manual Dialer window to select a number to dial if there is more than one phone number on the customer account Note This feature requires additional set up please contact technical support for more informa
61. Order Payment The Void a Repair Order Payment procedure explains how to search for a payment in the Cash Drawer view the payment details and void the payment placing the repair order back on the Service Counter 1 From the Tool Bar click Cash Drawer 2 Click View Current Cash Drawer Transactions Enter Start Date and End Date Highlight payment to view payment details Click Void Payment or Click View R O or Invoice if applicable From the Tool Bar click on the Cash Drawer icon to open the Cash Drawer Click the View Current Cash Drawer Transactions button in the lower left to open the Cash Drawer Transactions window Select a Start Date and End Date to view the cash drawer transactions for that time period to find the payment to be voided Note The invoice number will appear in the type column Highlight the payment to be voided to view the payment details in the Payment Details list box to the lower right of the window which includes the method of payment amount check number if applicable and description Click the Void Payment button in the lower left corner Voiding this item will result in the entire Repair Order payment being voided and the Invoice will be placed back on the Service Counter in a completed status Click the View R O or Invoice button to view the actual invoice and click Preview Reprint to preview and or print the invoice if applicable Copyright 2012 MaxxTraxx User Manua
62. Parts Invoice screen will be reviewed in a separate procedure From the Tool Bar click Parts Click the Parts Counter icon on the Tool Bar or from the Counter Menu Bar click Customer Svc and select Parts Counter to display the Parts Counter screen 2 From the Side Tool bar click Write From the Side Tool bar click the Write Cash Invoice icon Cash Invoice or or click the yellow Options button on the Side Tool Bar and select New Cash Inwice from the drop list to open the Part Invoice Information window 3 Press Insert key select New Cash From the Parts Counter screen press the nsert key to Invoice and click OK open the Inwice Type Window select the New Cash Invoice radio button and click the OK button or press the enter key to open the Part Invoice Information window 4 Select Sales Person Click the Select button next to the Sales Person entry field to open the Select Service Writer window select a sales person by double clicking the name or highlight the name and click the Select button 5 Enter Promise Date Enter the Promise Date or click the Select button and choose from the calendar 6 Enter Promise Time Enter the Promise Time or click the Select button and choose from the drop list 7 Select Labor price level Select the Labor price level to use for this Cash Invoice by clicking the down arrow and selecting from the drop list 8 Select Parts price level Select the Parts price level to use for this Cash Invoice by
63. Quote radio button select the Price Level Level and click OK to apply to the Parts and Labor by clicking the down arrow and selecting from the drop lists and click the OK button 3 Double click Requests for Service Double click the Requests for Service amp Vehicle Problems amp Vehicle Problems line optional line to select the type of statement and enter the reason for service verbiage Note The quote can also just use the default reason for service statement Skip to step 7 4 Select Type of Statement and click Select the type of statement using the radio buttons and Next click the Next button 5 Enter a statement for Reason for Enter the Reason for Service with or without lead in text to Service be printed on the Quote There is a spell check feature to the right of this entry field 6 Click OK Click OK to save changes made to the Reason for Service line and return to the Quote 7 Click Labors With the Reason for Service line highlighted click the Labors button and select a labor method from the drop list or right click the Reason for Service line and select a labor method from the Add drop list The Labor button will only be active if you have a Reason for Service line to associate it with 8 Select Labor Service from List Click on Labor Service from List to display the Labor Search window 9 Enter Labor Code Enter the Labor Code to activate the progressive search function Note The Printed Description of the labo
64. Select Accounts Receivable under Category and select Accounts Receivable Aging Accounts Receivable Aging Summary under Report Name Summary to generate a report of all outstanding invoices and credits grouped by customer including the total charges and credits in categories of Current 30 Days 60 Days 90 Days and 120 Days and amount owed through the specified date 13 Click Run Report Click the Run Report button to open the Accounts Receivable Aging Summary Filter window 14 Select by Customer Select All Customers or Last Name or Company to activate the From and To entry fields and enter the search criteria 15 Enter by Date Enter the date to view Accounts Receivable Aging as of date on the report or click the Select button and choose from the calendar 16 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 17 Select Acct Receivable and select Select Accounts Receivable under Category and select Accounts Receivable History Accounts Receivable History under Report Name to generate a report of all accounts receivable transactions grouped by customer including the transaction number transaction description invoice date due date beginning balance of the invoice balance due on that invoice total charges and credits in categories of Current 30 Days 60 Days 90 Days and 120 Days and amount owed through the specified date 18 Click Run Report Click the R
65. Select All Manufacturers or select Company or Last Name to activate the From and To entry fields and enter the search criteria 74 Select by Zip Code Select All Zip Codes or select Zip Code to activate the Begin and End entry fields and enter the search criteria 75 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 76 Select Inventory and select Parts Select Parts On Order under Report Name to generate a On Order report of Parts On Order grouped by vendor to include Part Number Description Date Purchase Order Number Quantity Cost and Total for the individual vendor s and a total cost to order parts for all vendors 77 Click Run Report Click the Run Report button to open the Parts On Order Report Filter window 78 Select by Vendor Select All Vendors or Company Name to activate the From and To entry fields and enter the search criteria 79 Click OK Click the OK button to generate the report or click the Copyright 2012 e MaxxTraxx User Manual Po Reset Filters button to start the selection process over 80 Select Inventory and select Parts Select Parts Purchased under Report Name to generate a Purchased report of Parts Purchased from all or just specific vendors grouped by vendor in order of invoice number within a specified time period Sublets purchases can be listed on report and included in the vendor purchase totals 81 Click Run Report Cli
66. Select Labels from the drop list to open the Labels Setup window 11 Click Add Label Click the Add Labels button to open the Labels setup window and enter a description select the orientation and enter the paper size and margins then click the OK button to save the new label settings 12 Click Edit Highlight a label on the list and click the Edit button to open the Label Setup window and edit as needed then click the OK button to save your changes 13 Click Delete Highlight a label description and click the Delete button to permanently delete the label setup description 14 Click Close Click the Close button to exit the Letter Postcard or Label windows Copyright 2012 MaxxTraxx User Manual 356 12 13 Marketing MaxxBucks Setup The Marketing MaxxBucks Setup procedure explains how to activate the MaxxBucks Merchandising Utility customize the name of the MaxxBucks Customer Loyalty Rewards Program set the maximum amount of MaxxBucks a customer can accumulate set the amounts that can be earned per repair order and set the amounts that can be used per repair order When you are applying the MaxxBucks discount the percentage will determine how much of available MaxxBucks may be applied to a repair order RO and that total amount of MaxxBucks will be applied to the parts amount first to the maximum parts discount amount then applied to labor amount to the maximum labor discount amount From the Menu Bar click Setups s
67. Service to make changes to the Labor line on the RO to include the labor description hours billed to the customer add on charges etc Especially for any diagnostic labor service put the technician s findings and any other explanation in this section Editing the Labor Service does not affect the Labor Service master record Select Delete this Labor Service to delete the Labor line on the RO Deleting the Labor Service from the RO does not affect the master record Select Assigned Techs to open the Labor Service Sales Detail Information of the selected Labor to view and edit the Assigned Technicians for this selected Labor Service Select Labor Master Record to open the Labor window to make permanent changes to the Labor master record in the system As you use the Labor Service you might want to change the description billed hours pricing structure or user charges this feature allows access while in an RO Click View Sales button in the labor master record to view when to whom and for how much this labor service has been sold to Note Changes made to the Labor master record will not update the Labor Service already listed on the RO wth the recent changes With a Part line highlighted click the yellow Options button to display the drop list Note The features listed under the Options button change depending on the type of line highlighted on the RO Select Edit this Part to make changes to the Part listed on the RO to i
68. Status but including average cost and valuation 99 Click Run Report Click the Run Report button to generate the report 100 Select Inventory and select Short Select Short Sold Report under Report Name to generate Sold Report a list of parts that have been sold on a repair order without the part being in stock first Vendor Invoices need to be input to restock the parts sold correcting the part quantity 101 Click Run Report Click the Run Report button to generate the report Copyright 2012 187 MaxxTraxx User Manual Marketing The Marketing section includes procedures for creating editing and printing individual and mass marketing letters postcards and labels exporting customer information to Microsoft Excel or a third party marketing firm and Marketing reports including the Customer Source report to track where customers are hearing about your business and what portion of sales is generated by each source and a list of Marketing Letters and Postcards Due to be sent Copyright 2012 4 1 Edit Letters and Postcards MaxxTraxx User Manual 188 The Edit Letters and Post Cards procedure explains how to open an existing marketing letter or postcard record edit the properties edit the contents of the letter or postcard and delete a letter or postcard Margins for the letters and postcards are setup in gt gt gt Setups gt gt gt Company Information gt gt gt Printing Defaults gt gt gt Letter Defaults or Postca
69. Sub Estimates The Sub Estimates procedure explains how to make a sub estimate and then select a sub estimate to add to the repair order Sub estimates include a reason for service labor and parts and are created by entering a reason for service labor and parts on a repair order and then clicking the delete button or pressing the delete key and selecting from the Confirm window that lists 1 Permanently delete the record 2 Save as a recommended service or 3 Save as a Sub estimate The third option is selected for this procedure This option can also be selected with right click on the reason for service and select Save as Sub Estimate from the drip list By choosing Save as a sub estimate the service is saved under the Sub Estimate button on the repair order window and can be printed in a list format from the Sub Estimate button These sub estimates are also available from the vehicle options button where they can be printed in a list format There is an option to delete Sub estimates when the repair order is complete or paid available from Setups gt gt gt Repair Orders and Part Invoices gt gt gt Quotes Sub Est 1 Select and open the Repair Order on Double click the Repair Order or highlight the Repair Order the Service Counter and press Enter to open the Repair Order and highlight the Reason for Service line to make a sub estimate 2 Highlight Reason for Service Highlight the Reason for Service line to convert that reason for ser
70. TO ACCESS ALL THE SECURE AREAS From the Menu Bar click Setups From the Menu Bar click Setups and select Security and select Security Groups Groups from the drop list to open the Security Groups window Select security group to edit or Select one of the four preexisting security groups on the list by highlighting the group and click the Select button or double click on the security group name to open the security group permissions and members window Click Add Group Click the Add Group button to open a blank Security Group window to create a new group Note Create one group that allows access to every section of the program Enter Edit Group Description Enter a new Group Description or edit an existing group to describe the type of employees who will be members of this security group i e accounting administrator service writer technician etc Select Permissions Select the Permissions by clicking in the Granted column on the line of the system section to be accessible to this group of employees Note Right click in the column to display a drop list to be able to select Grant Remove All in this Group or Grant Remove All or scroll through the entire list to click on each section to grant access individually Click Members link Click on the blue underlined Members link to open the Members screen to view employees in the security group Note Employees are added to a security group in their employee record under the General lin
71. Vehicle Options and select Quotes Options button and select Quotes from the drop list 5 Check View Expired Quotes box if Check the View Expired Quotes box if you cannot find the applicable quote you are looking for just in case it has expired 6 Click View Edit or With the specific quote highlighted click the View Edit button to open the Quote window 7 Click Delete With the specific quote highlighted click the Delete button to permanently remove the quote from the vehicle s quote list Note Deleted quotes cannot be retrieved 8 Click OK Save Click the OK Save button and select from the drop list one of the selections as follows 9 Select Save amp Print Quote or Select Save amp Print Quote to resave and print the quote and close the quote window 10 Select Make Appointment For Select Make Appointment for Quote amp Print to open the Quote amp Print or Appointment Information window Enter the appointment details and click the Next or Finish button If there are Recommendations for this vehicle the button will be Next to select a recommendation and then click Finish When the appointment is opened the quote will be transferred onto the new repair order and the quote will be removed from the vehicle s quotes list 11 Select Convert Quote to a Repair Select Convert Quote to a Repair Order to open a repair Order order on the Service Counter with the quote automatically transferred onto the
72. Vehicle button and manually enter the vehicle information Select Make and click Next Select the Make of the kit range from the drop list which has a progressive search capability that scrolls down to the model name as you start to enter it Note The range specific kits are designed to include only one Make of vehicle covering a range of years Select Model and click Next Select the Model of the kit range from the drop list which also has a progressive search capability Note The range specific kits are designed to include only one Model of vehicle but can include multiple sub models Select Engine or don t know Select the Engine from the drop list or check the don t the engine and click Finish know the engine box for the kit to apply to a year make and model regardless of engine size and click the Finish button Note At any time click the Back button to modify your selection for the kit Copyright 2012 113 MaxxTraxx User Manual 8 Select Ending Year and or click To specify only one year for the kit click the Finish button Finish or use the spin buttons to select the ending year for the range then click the Finish button to open the Kit window Note The spin button will only allow you to select equal or later than to the beginning year 9 Enter Kit Name Enter a Kit Name up to 20 characters The Kit Name is only used for the kit search function and may be a code instead of an actual name If codes are used keep
73. With a Labor line highlighted click the yellow Options button to display the drop list Note The features listed under the Options button change depending on the type of line highlighted on the RO Select Add to view the drop list of options that can be used with the Labor line selected on the RO Items that can be added to a Labor include a part a part placeholder sublet labor parts on order parts from vehicle history and parts from quotes if available for this specific vehicle See Write A Repair Order for detail instructions of how to use this feature These Add options can also be accessed by right clicking on the Labor line in the RO or by clicking the active buttons at the bottom of the RO list box The Return Credit of a Part from the Part List will open the Parts Search window to select the part to be credited to the customer on the RO Select the Part from the Part List just as you would when you sell a part on the RO and the Return Part window will open to edit the amount and the price of the part to be credited to the customer The Add On Charges can also be credited in this window The Return Credit of a Buy Out Quick Part will open the Sales Detail Information window to enter the part to be credited to the customer on the RO Enter the Buy Out Quick Part just as you would when you sell a part on the RO entering the part quantity price of the part to be credited to the customer as well as the cost of the part The Add
74. a Letter Name and Description Click OK to open the word processor to write the letter or postcard content See the Add Letter Postcard procedure for detailed instructions on how to use this feature 20 Click Edit Click the Edit button to edit the Letter Properties of the highlighted letter in the system 21 Click Delete Click the Delete button to permanently delete the selected Letter from the system 22 Click Edit Letter Text Click the Edit Letter Text button to open the Letter word processor to edit the text that prints out when the letters and postcards are printed Making Edits in this section will change the letter content in the system 23 Click Remove Click the Remove button under the RO Letters list box to remove the selected letter from this customer s record 24 Click Miscellaneous link Click Miscellaneous link to access the Miscellaneous Discounts and Supply Charge sections of the RO Note RO level discounts are inactive if there is a return on the RO Edit the various sections as needed Many of these fields are filled when you start a new appointment or repair Copyright 2012 MaxxTraxx User Manual e order but can be edited here as needed The Add on charges are already set up under the Repair Order and Part Invoice Setup section however the percentages can be adjusted here as needed 25 Click Summary link Click Summary Link to view a summary of each section of the RO This is a view only screen to review
75. a bank account on the list or highlight a bank account line and click the Select button to display the list of checks to be printed for that account 3 Select checks to print Click on the check line in the Print column next to the checks to be printed now 4 Click Select All Click the Select All button to select all the checks in the Print column 5 Click Unselect All Click the Unselect All button to unselect all the selected check lines in the Print column 6 Click Print Click the Print button to open Check Number window to verify the next check number in the sequence on the printer or enter the check number 7 Click OK Print Click the OK Print button to print the selected checks A confirmation screen will appear that asks if all checks printed correctly Click Yes to close the window or click No to prompt the program to list the selected checks just printed to re select any checks that did not print correctly to be reprinted again These selected checks will be put back into the checks to be printed queue so you can re select and print that check again 8 Click Cancel Click the Cancel button to exit the Print Checks in Queue feature without printing any checks Note Checks that were selected to print wil be unselected Copyright 2012 2 MaxxTraxx User Manual 5 4 Make Bank Deposit The Make Bank Deposit procedure explains how to select cash checks and credit card payments that are recorded as received in the syste
76. a new vendor record The Vendor record stores the vendor s general information including addresses and contact information credit account terms and details catalog access information and a freeform notes section The vendor information directs how purchases and credit invoices for this vendor flow to the general ledger The vendor record is also where non inventory bills are entered and paid and all the transactions are stored for reference From the Menu Bar click Vendors From the Menu Bar click Vendors and select Accounts and select Accounts Payable Payable Vendor List from the drop list to open the Vendor List Vendors window Check the Show Inactive Vendors box to view all vendors that have ever been entered in the system Click Add Vendor Click the Add Vendor button to open the General screen of the Vendor window Note The General screen will display account balance information in real time in the lower right corner The only dollar amount that is manually entered on this page is the credit limit All the other account totals are automatically populated in the system Select Company or Person Using the radio buttons select Company or Person for the type of vendor record Depending on which you select the data entered will be the company name or person s name and that name will be the search parameter when performing a vendor search 4 Enter Name Enter the First and Last Name if a person was selected for the type or enter Comp
77. above the selected payee window 3 Select Payee Select a Payee on the list by using the scroll bar or just start to type the name to activate the progressive search function When the name is found select the payee by double clicking on the name or highlight the name and click the Select button and the check form window will open with the selected payee name filled in the Pay to the order of section 4 Enter Date Enter the Date of the check or click the Select button and choose from the calendar Note The system wil enter today s date by default 5 Enter amount of the check Enter the amount of the check 6 Enter Memo if applicable Enter a Memo to print on the check in the memo field of the check if applicable 7 Enter Disbursement Press the tab button after the Memo field or click the Add Disbursement button below to open the Check Disbursement window 8 Enter Account Number 12300 Enter 12300 for the account number to disburse this employee advance check to the Receivables Employee Advances G L account NOTE If the employee does not have a customer record associated with their employee record a Notice is prompted You cannot write a check with a disbursement to an AR account to an employee who is not also a customer The customer record is required for AR transactions 9 Click OK Click the OK button to save and close the disbursement window and return to the check 10 Select Bank Account At the top of the form click o
78. all the various sub totals along with the grand total on the RO 26 Click Parts On Order link Click Parts On Order link to view the parts that have been ordered using the Purchase Order function As you highlight each part on order the Vendor Name Date Ordered Date Received and Cost information will display in the view only field below the list box 27 Click Checklists link Click Checklists link to view the checklists selected for this RO and the status of their completion 28 Click Add Checklist Click the Add Checklist button to open and select from the Checklist Templates list Check the Show inactive checklist templates box to view deleted checklists 29 Select a Checklist Double click or highlight and click Select to add a checklist to the RO The checklist will appear with the Notes field highlighted to enter comments that will print at the top of the checklist up to 100 characters Note In the Checklist Templates window the Insert Edit and Delete buttons permanently change the Checklists in the system 30 Check Print items marked as Not Check the Print items marked as Not Inspected box to Inspected print on the checklist those items not inspected opposed to only the items inspected and marked as either passed or failed 31 Check Completed Check the Completed box to show status of the checklist on the RO Checklist view as complete 32 Click OK Click the OK button to add the selected checklist with your notes and wh
79. and Outs window Enter Start Date Enter a Start Date to View Job Clock Records For or click the Select button and choose from the calendar to view job clock entries from this date forward Enter End Date Enter an End Date to View Job Clock Records For or click the Select button and choose from the calendar to view job clock entries through this date Select Employee Select the All Employees or For This Employee Only radio button to activate the Select button and open the Employee window and select an employee name Select Repair Order Select the All Repair Orders or Only This Repair Order radio button to activate the Select button and open the Repair Order Search window and select the type of invoice and search by criteria and click the OK button 6 Select Job Clock Records Select the All Job Clock Records or Only Job Clock Records Marked for Review radio button 7 Check Show Voided Job Clock Check the Show Voided Job Clock Records box to view Records the voided job clock entries in grey type with a voided status 8 Click Add Clock In Out Click the Add Clock In Out button to open the Select Technician window highlight an employee and click the Select button to open the Repair Order Search window Select the type of invoice and search by criteria and click the OK button to open the Browse Repair Orders list 9 Click View Repair Order Click the View Repair Order button with the repair order highlighted on the list to open the cl
80. appointment Appt will display in the status column Select At another shop for sublet Select At another shop for sublet job when the vehicle has job been sent out for a sublet repair This will remind the service writer to track where the vehicle is and update the sublet status window if applicable on the repair order the date and time sent to the vendor estimated return date and time and status button noting the current status of the sublet repair Sublet will display in the status column Select Managers Hold Select Managers Hold when the job is being reviewed and the work has been stopped This will remind the service writers and technicians the work has been stopped and is under review Mgr Hold will display in the status column Select Waiting for Authorization Select Waiting for Authorization when the customer needs to be contacted to authorize work This notifies the service writer to contact the customer for authorization or alert them to obtain authorization for work when the customer calls Wait Auth will display in the status column Select Waiting for Parts Select Waiting for Parts when the job has been stopped until the parts required to continue the work arrive This will remind the service writer to order needed parts or be on the lookout for parts to be delivered for this vehicle Wait Part will display in the status column Select Work In Progress Select Work in Progress when the job is assigned to a technician and is
81. are displayed as options on a drop list in the Non Invoice Cash In function of the Cash Drawer When you select one of these disbursement options the non invoice cash in is tracked by that selected G L account 28 Click Add Transaction Type Click the Add Transaction Type button to open a blank Automatic Transaction Posting Definition window to create a new Misc Cash Income Non Invoice Cash In disbursement entry For example in some states shops are paid for their waste oil To enter a payment of cash or check into the system from a company purchasing your waste oil we will need to create an entry to disburse to the hazardous materials expense account The income received on this G L account will actually decrease the amount of this expense account See the next step for an explanation of how to create that new entry 29 Enter Transaction Description Enter the Transaction Description that will remind you of what types of transactions to use this entry for i e Waste Oil Income keeping with our example 30 Enter G L Account Enter the G L Account Number for this new Transaction entry for this example by clicking the Select button and choosing from the list number 62210 for the Hazardous Waste Charges account Note The G L Account Copyright 2012 385 MaxxTraxx User Manual Description wil be auto populated with the corresponding G L Account description for the selected G L account 31 Click OK Click the OK button to sav
82. as a cost of goods Note If Copyright 2012 383 MaxxTraxx User Manual 18 Click Sales Tax Collected and click Assign G L Acct 19 Click Cash Payout Disbursements 20 Click Add Transaction Type 21 Enter Transaction Description 22 Enter G L Account 23 Click OK the number of parts in inventory increase perhaps because they were not counted in a physical inventory and the number is adjusted upward that amount will be subtracted from the 56000 Inventory Adjustment Cost of Goods account Click Sales Tax Collected and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 23600 Sales Tax State Accrual a liability account which means that your business is liable to pay that money back to track the sales tax amount collected on each invoice Note Sales Tax is not included in your sales totals in your income and expense statement however it is entered on your balance sheet as a liability Click on Cash Payout Disbursements in the Transaction Category to display the accounts that track cash drawer transactions where you are paying cash out of the drawer for an employee advance or other smaller expenses where it makes sense to pay cash instead of writing a check The expenses listed include freight charges gas for company vehicles building or equipment maintenance exp
83. be associated wth this recommended service Copyright 2012 MaxxTraxx User Manual ns 8 Click Add Free Form Click the Add Free Form Recommendation button to Recommendation create a custom recommended service to this repair order 9 Click Edit Click the Edit button to open the reason for service line of the highlighted recommended service to edit as needed NOTE Click the View Details button to see the labor and parts for this recommended service 10 Click Delete Click the Delete button to permanently delete the highlighted recommended service from the list 11 Click View Details Click the View Details button to open the Recommendation window view the labor and parts in the Recommended Service and both the Saved price of parts and labor when the Recommended Service was created and Actual prices 12 Click Close Click the Close button to close the Recommendations window 13 Click Select Click the Select button to open the Recommendation window to select either the Saved price of parts and labor when the Recommended Service was created or the Actual prices to be added to the repair order 14 Click Add to Requests Click the Add to Requests button to add the selected recommended service reason for service labor and parts to the repair order NOTE The recommended service is not saved under the Recommended button once the service is added to the repair order Copyright 2012 Im MaxxTraxx User Manual 1 58
84. beginning and end date to view all transactions for that time period or select more filters Enter Transaction Enter the Transaction Number to display that specific transaction on the A R Transactions list All transactions an invoice a deposit on account or a payment have a transaction number assigned to it so it can be searched Enter Number Enter an Invoice Number to display that specific invoice on the A R Transactions list or a Check Number to display that check that was written to this customer To view a check written to a customer check Show Non A R Payments box Enter Credit Criteria and Amount Enter a Credit search criteria equals is greater than etc with a dollar amount for that criteria 500 00 to display credits for that customer on the A R Transactions list Enter Payment Criteria and Amount Enter a Payment search criteria equals is less than etc with a dollar amount for that criteria 100 00 to display payment from that customer on the A R Transactions list Copyright 2012 MaxxTraxx User Manual as 20 Enter Memo Contains criteria Enter Memo Contains criteria to display transactions with that particular memo wording on the A R Transactions list 21 Click OK Click the OK button to apply the filters and display the Find results on the A R Transactions list 22 From the Options drop list select Select Pay A R invoices to open the Cash Drawer window Pay A R invoices with the list
85. by double clicking the customer name or highlight the customer name and click the Next button 6 Click Add Customer or Click the Add Customer button to open the New Customer wizard to add the new customer information if they are not already in the system 7 Click Edit Customer Click the Edit Customer button to open the customer s record to make changes as needed to their record 8 Select Vehicle and click Next or Select the Vehicle on the vehicle list by double clicking the vehicle or highlight the vehicle and click the Next button 9 Click Add Vehicle or Click the Add Vehicle button to open the New Vehicle wizard to add the new vehicle information if it is not in the system 10 Click Edit Vehicle Click the Edit Vehicle button to open the vehicle record to make changes as needed to the record 11 Quotes Available prompt A Quotes Available prompt will open stating quotes are if applicable available from the Repair Order if there are any quotes in the vehicle record 12 Select Recommended Services To A Select Recommended Services To Be Done window will Be Done if applicable open if there are any recommended services in the vehicle record Mention these recommendations to the customer Copyright 2012 MaxxTraxx User Manual to up sell and obtain the customer authorization at the time the customer drops off their vehicle for service 13 Click Recommended Services to be Click in the Select Colum
86. calendar 27 Enter Ending Report Date Enter the Ending Report Date or click the Select button and choose from the calendar 28 Enter Doc Number Enter the Document Number to use as a filter to only include transactions with this Document Number on the report 29 Enter Description Enter the Description to use as a filter to only include transactions with this Description on the report 30 Enter Account Enter From and To General Ledger Account Numbers to include only transactions for the select accounts in the Transaction Report Note If you leave the Additional Filter Options entry fields blank transactions for all the general ledger accounts will be included in the report 31 Click OK Click the OK button to generate the report 32 Select General Ledger and select Select General Ledger under Category and select Trial Trial Balance Balance under report name to generate a Trial Balance Report for a specified date including the account account name account type debit and credit amount for each account with totals for all debit and credits 33 Click Run Report Click the Run Report button to open the Trial Balance Report window 34 Enter Report Date Enter the Report Date to generate a Trial Balance Report as of that date or click the Select button and choose from the calendar 35 Check Include accounts with no Check the Include accounts with no balances box to print balances any general ledger accounts with zero balances on th
87. check 10 Click Edit Click the Edit button to open the General Journal Entry screen of a highlighted transaction created on the service counter to view that invoice or edit a deposit on account an invoice or a credit created from within the customer s account If any of these transactions have been applied to a credit or deposit on account or have been paid an invoice the transaction can only be viewed not edited 11 Click Delete Click the Delete button to reverse a transaction and remove it from the transaction list To display deleted transactions check the Show Deleted Transactions box Note Transactions that are included in a deposit cannot be deleted or voided until the deposit that the transaction is included in is deleted first 12 Click Void Click the Void button to reverse a transaction and leave the voided transaction displayed on the transaction list 13 Click Print Click the Print button to print the AR transactions list Note Right click on a Deposit on Account or an AR Credit Refund transaction and select Print from the drop list to print a receipt for the Deposit on Account or the AR Credit Refund Click Find Click the Find button below the A R Transactions list box to open the Find A R Records window to select search filters Click The Last Year or Records Click the Records Dated Between radio button to activate Dated Between the date entry fields Click the Select buttons to choose from the calendars a
88. checked to the Other word in the case lower case or capitalized of the original spell checked word Select Conditionally change use case of other word from the drop list and enter the word in the Other word field to have the spell check feature prompt you to change the word being spell checked to the Other word in the case Copyright 2012 351 MaxxTraxx User Manual lower case or capitalized of the Other word replacing the spell checked word 10 Select Action Conditionally Select Conditionally change use case of checked word change use case of checked word and enter Other word D or D Select Action Exclude treat as misspelled Click Add Word to save your entries Click Delete Word Click Import Click Export Click Add File Click New File 18 Click Remove File 19 Click Help from the drop list and enter the word in the Other word field to have the spell check feature prompt you to change the word being spell checked to the Other word in the case lower case or capitalized of the original spell checked word Select Exclude treat as misspelled from the drop list to have the spell check feature signify that this word is a misspelled word and an action needs to be taken i e add ignore or change when it is encountered in a spell check session Click the Add Word button after selecting the action to be taken by the spell check feature to save your entries Note If you
89. choices 16 Click Add Appt RO Status and enter both Descriptions 17 Click Edit 18 Click Delete 19 Click Close 20 From the Menu Bar click Setups select Lists and select Part Invoice Status 21 Check Show inactive status choices 22 Click Add Part Invoice Status and enter both Descriptions Click the Cancel button to close the window without saving your entries From the Menu Bar click Setups select Lists from the drop list and select Repair Order Status from the side drop list to open the Appointment and Repair Order Status Choices window The Repair Order Status in the status column on the main Service Counter screen signifying the status of an appointment or repair order on the Service Counter Check the Show inactive status choices box to display deleted status choices in red type Note Right click on the deleted status and click Undelete Status from the drop list to re activate the deleted status Click the Add Appt RO Status button to open a blank Appointment and R O Status window enter a Short Description up to 10 characters to appear in the status column on the Service Counter enter a Description to appear on the drop list and click the OK button to save the new status Click the Edit button to make changes to the highlighted status Click the Delete button to remove the highlighted status from the list Click the Close button to exit the Appointment and Repair Order Status Choices window
90. click Setups From the Menu Bar click Setups select Lists from the select Lists and select Zip Codes drop list and select Zip Codes from the side drop list to open the Zip Codes window When a zip code is entered into a customer or vendor record the city and state information is auto populated based on this zip codes list 44 Click Add Zip Code and enter Click the Add Zip Code button to open a blank Zip Code Description window enter the Zip Code City and State then click the OK button to save the zip code record 45 Click Edit Click the Edit button to make changes to the highlighted zip code record 46 Click Delete Click the Delete button to permanently delete the highlighted zip code from the list 47 Click Close Click the Close button to exit the Zip Codes window 48 From the Menu Bar click Setups From the Menu Bar click Setups select Lists from the select Lists and select Countries drop list and select Countries from the side drop list to open the Countries Setup window The Country field is a required field when entering a new customer or vendor record 49 Set Default Country Set the Default Country by right clicking in the Default column on the country line and select Set as Default from the drop list Whenever a new customer or vendor record is created the country will default to your selection 50 Click Add Country and enter Click the Add Country button to open a blank Country Country window enter the Countr
91. clicking the down arrow and selecting from the drop list 9 Click OK Click the OK button to open the Parts Invoice window 10 Click Add Part Click the Add Part button or with the cursor in the parts section right click select Add and choose from the drop list a method to add a part or sublet Kits can also be accessed from this section to add parts and or labor from kits to the Parts Invoice Select Return Credit from this drop list to credit a customer for a part or sublet See applicable procedures for detailed instructions on how to use the Add A Part To A Repair Order or Add A Sublet To A Repair Order methods 11 Click Edit Part Click the Edit Part button with the part highlighted or double click on the part to open the Part Sales Detail Information window to edit part description quantity price discount etc Changes made on this screen will only apply to the part on this Part Invoice and will not affect the part master record Copyright 2012 MaxxTraxx User Manual 2 12 Click Delete Part Click the Delete Part button to permanently delete the highlighted part from this Part Invoice 13 Click Add Labor Click the Add Labor button or with the cursor in the labor section right click select Add and choose from the drop list a method to add a labor Kits can also be accessed from this section to add parts and or labor from kits to the Parts Invoice Select Return Credit from this drop list to credit a customer for a lab
92. close the SpeedDial application Copyright 2012 MaxxTraxx User Manual 374 12 19 Online Catalog AllData Access Setup The Online Catalog AllData Access Setup procedure explains how to activate an online catalog or AllData for Add A Labor and Add A Part From vendor The setup includes selecting a catalog and entering credentials including a user name password and any additional information required by the parts vendor with an option to assign a Price Matrix to be applied to imported catalog parts The AllData setup only requires a vendor record be created and AllData selected under the catalog section no user name and password is required From the Menu Bar click Vendors and select Accounts Payable Vendor List Select a vendor Click Catalog Select Price Matrix Select Catalog Enter User Name Password etc 7 Click OK 8 Select Catalog 9 Enter User Name 10 Enter Password From the Menu Bar click Vendors and select Accounts Payable Vendor List from the drop list to open the Vendors screen Select a vendor from the list by highlighting the vendor name and clicking the Edit button or double clicking on the vendor If the vendor is not on the list click the Add Vendor button in the lower left corner to start the Add a Vendor wizard Click the blue underlined Catalog link on the left to assign a catalog and enter online ordering credentials for an SMS Note Please ask for online ordering credentials
93. cost category line will apply to all parts with that Starting Part Cost through to the next Starting Part Cost amount Note The first cost category line cannot be deleted only edited Click the Apply Matrix to Part Records button to have the system automatically search and apply the new pricing structure to all parts that both Use Default Price Matrix and Allow Auto Update Any part record that does not have both of these features active will not be affected by any changes to the Part Price Matrix using this feature Copyright 2012 175 MaxxTraxx User Manual 3 11 Take Physical Inventory The Take Physical Inventory procedure explains how to generate worksheets to use for taking a physical inventory enter the part quantities post the results and access open or posted inventory worksheets Notice Once you create the physical inventory pages you must count and post the physical inventory before any other inventory activity is done From the Menu Bar click Parts Mgr From the Menu Bar click Parts Mgr and select Take and select Take Physical Inventory Physical Inventory from the drop list to open the Physical Inventory Worksheets window 2 Select the physical inventories view Select to view on the list the Open Worksheets or Posted Open or Posted Worksheets Worksheets using the radio buttons Open Worksheets are in progress Posted Worksheets are for reference only 3 Select the inventory worksheets or Double click on
94. demonstrate where the credit card becomes a payment method when paying an A P invoice Important Note The Add A Vendor instructions in this procedure differ from the stand alone Add A Vendor procedure so please follow these instructions for setting up the vendor account for the credit card to be used to pay internal A P Invoices From the Menu Bar click Vendors From the Menu Bar click Vendors and select Accounts and select Accounts Payable Payable Vendor List from the drop list to open the Vendor Vendor List Search window 2 Click Add Vendor Click the Add Vendor button to open the General screen of the Vendor window 3 Select Company Using the radio buttons select Company for the type of vendor record 4 Enter Company Name Enter the Company Name and Contact Name Note The system wil not search on the Contact Person s Name 5 Enter Vendor Code Enter a Vendor Code up to 6 characters Be sure not to duplicate the vendor code as this is used as search criteria 6 Enter Address 1 2 Enter the physical address of the vendor on one or two lines if needed up to 50 characters per address line Note There is a separate screen to enter the mailing address 7 Enter Zip code Enter Zip code and the City State and Country fields will be auto populated These fields can be entered manually 8 Enter Email Enter the vendor s email address There is an emailing feature on the General screen of the Vendor Record 9 Enter Web Address En
95. details about the reason for service from the customer and note whether the customer wants their old parts back or not From the Side Tool Bar click Make Click the Make New Appointment button on the side tool New Appointment bar to schedule an appointment on the Service Counter or Click the Options button on the Side Tool Bar and select Make An Appointment from the drop list or Press the Insert key while on the Service Counter screen to open the Appointment or Repair Order window and select Make New Appointment using the radio button and click OK 2 Enter Search By criteria in the Find The Customer Search can be performed on the customer s entry field Last Name First Name Company Name Vehicle License Number Unit Number VIN Phone Number or by entering two of the four vehicle criteria of Year Make Model and Color to narrow the search by the vehicle description Key in the customer information in the Find entry field 3 Click the Search By radio button Click the Search By radio button to change the type of criteria used in the search if applicable The system default is by Last Name First Name or Company Name 4 Click Next Click the Next button to display the results of the search in a customer list window 5 Select Customer and click Next or Select the customer from the customer list by double clicking the customer name on the list or highlight the customer name and click the Next button 6 Click Ad
96. do not click the Add Word button changes made to the action to be taken when the spell check encounters this word will not be saved Click the Delete Word button to delete the word displayed in the Words field from the currently selected dictionary The action and associated Other word are also deleted Click the Import button to open the Import Dictionary window to select a text file to add to the currently selected dictionary Once the file is highlighted click the Open button and the words contained in the selected text file are added to the dictionary automatically Click the Export button to open the Export Dictionary window to select or create a new text file to save all the words contained in the currently selected dictionary to the text file Once the file is selected or created click the Save buttons and the words are saved to that file automatically Click the Add File button to open the Add Dictionary File window to select a file of dictionary words to be added to MaxxTraxx Once the file is highlighted click the Open button and the file will be added to the Files drop list to be selected for use and or to be edited as needed Click the New File button to open the New Dictionary window Enter a new File Name for the new dictionary or click the Browse button to select an existing dictionary fille Select a language for the New File from the drop list click the OK button and the new dictionary file will be added to
97. double clicking the batch of highlight the batch and click the Select button to open the payroll batch report in the Report Preview window Select Employee under Category and select Payroll Register under Report Name to generate a report per Copyright 2012 MaxxTraxx User Manual 234 employee listing each pay period transaction within the specified time period including employee information payroll setup earnings deductions effective labor rate employer contributions pay period start date time pay period end date time payroll batch date time and total check amount with employee totals for the specified time period 71 Click Run Report Click the Run Report button to open the Payroll Register Report window 72 Select All Employees or Selected Using the radio buttons select All Employees or Employees Selected Employees to activate the From and To entry fields and enter the employee codes for the search 73 Enter Start Date Enter the Start Date or click the Select button and choose from the calendar 74 Enter End Date Enter the End Date or click the Select button and choose from the calendar 75 Select Report Option Using the radio buttons select to Print check details with totals for each employee or Print company totals only to only report companywide earnings deductions total check amount effective labor rate and employer contributions for the specified time period 76 Click OK Click the OK button to genera
98. exit the Workstation Setup window 17 Open SpeedDial optional From your Desktop click the SpeedDial icon or select from programs to open the SpeedDial application to set up your SpeedDial preferences This customization is optional 18 From the Menu Bar click View From the Menu Bar within SpeedDial not MaxxTraxx and select Preferences click View and select Preferences from the drop list to open the Preferences window 19 Click Logon link Click the Logon link in the left column should default to this link when the program opens to access the Logon settings 20 Check Remember password Check the Remember password box to have MaxxTraxx save your password to be able to open SpeedDial without entering your password each time 21 Check Automatically logon Check the Automatically logon box to have MaxxTraxx automatically access SpeedDial when selecting to Add A Part to a Repair Order from WorldPac SpeedDial 22 Click Shop Software link Click the Shop Software link in the left column to access the Shop Software Interface settings 23 Select Export and Order Select the Export and Order radio button to activate the features to export selected parts to a repair order and order parts online from MaxxTraxx 24 Click Close icon Click the Close icon the red x in the upper right corner to save your entries and exit the Preferences window 25 Click Close icon Click the Close icon the red x in the upper right corner to
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100. for the Appointment Schedule As appointment are made and Quoted Hours are entered on the Appointment screen the color of that day on the calendar will turn from green to yellow to orange to red corresponding to the percentage of hours booked using the amount entered in this field as 100 capacity Select a custom text color and background for the Service Counter to differentiate between the Parts Counter and any other versions of MaxxTraxx on the same computer Click the Reset to Defaults button to change the color back to the standard black text with green background Select a custom text color and background for the Parts Counter to differentiate between the Service Counter and any other versions of MaxxTraxx on the same computer Click the Reset to Defaults button to change the color back to the standard black text with blue background Click the Job Clock Setup link and check the boxes to select to allow a technician to be clocked into more than one job at a time and to prevent flagging more hours for a job than flat rate hours are allocated for that job in the repair order Click the Cash Drawer link and select to Open a New Cash Drawer everyday requiring that the Cash Drawer be closed one day at a time and to synchronize the date and time on all workstations to prevent transactions being recorded in the system on different time date intervals Both recommended Click the OK button to save your setup selections and exit the Compa
101. format with dimensions of 390 x 120 for the right side logo or 763 x 148 for the full size logo If you choose to use the custom logo function be aware that the documents will no longer print the address or other default information the address telephone numbers and messages must be part of the bitmap artwork Note If you save both styles of logo files in the Company folder one right side logo LOGO and one full width logo FULL for Repair Orders RO Parts Invoices PI or AR statements AR the full width logo will display and print by default Repair Order Logo right side Repair Order Logo full width Part Invoice Logo right side Part Invoice Logo full width AR Statement Logo right side AR Statement Logo full width Save the logo file as Scott Systems MaxxTraxx Data Company ROLOGO bmp to print a custom logo on the right side at the top of the repair order Save the logo file as Scott Systems MaxxTraxx Data Company ROFULL bmp to print a custom logo across the top the full width of the repair order Save the logo file as Scott Systems MaxxTraxx Data Company PILOGO bmp to print a custom logo on the right side at the top of the parts invoice Save the logo file as Scott Systems MaxxTraxx Data Company PIFULL bmp to print a custom logo across the top the full width of the parts invoice Save the logo file as Scott Systems MaxxTraxx Data Company ARLOGO bmp to print a custom logo on the right sid
102. from your parts supplier specifically for a SHOP MANAGEMENT SYSTEMS SMS which are in most cases different from credentials used to log on directly to a parts suppliers s online catalog Select a Parts Price Matrix to be applied to all parts imported from this vendor s online catalog by clicking the down arrow and selecting a price matrix from the list Select a Catalog to be used for this parts supplier to activate the online parts catalog and parts ordering by clicking the down arrow and selecting an interface from the list Note Some vendors have a specific custom interface i e WorldPac Napa while other parts supplier use a third party interface i e IAP Wrenchhead Nexpart Enter a User Name and Password and any additional Information needed below provided by your parts supplier Note Additional information needed to activate online parts ordering varies depending on Catalog selected above Not required for setting up AllData access Click the OK button to save your entries and close the vendor window Select the Catalog from the drop list to assign to this vendor Enter your User Name up to 20 characters for online access Enter your Password up to 20 characters for online access Copyright 2012 375 MaxxTraxx User Manual 11 Click OK Click the OK button to save your entries and exit the Vendor window 12 Click Close Click the Close button to exit the Vendors window Copyright 2012 13 MaxxTraxx User
103. functionality in this section 14 Enter Discount if applicable Enter a Discount if applicable by entering a percentage in the Discount field and the Adjusted Price will reflect the discounted price Discounts print on the part line on the repair order 15 Check Apply Warranty Discount if Check the Apply Warranty Discount box to activate the applicable Warranty Discount fields If there is an Add On Charge a confirmation window will open asking if you want to also remove the add charges since this is a warranty operation Click Yes to keep the charges or No to have them cleared 16 Enter Quantity Enter the Quantity of this part to be added to the repair order 17 Click Profitability Percentage Click the Profitability Percentage button in the lower left to open the Profitability window and enter the part cost The Regular Price is automatically entered as the Sales Price used to calculate the profitability percentage Click the Close button to save the cost and close the window and then the profitability will be displayed on the button 18 Click Add Another Part or Click the Add Another Part button to save this part to the repair order and open a blank Part Sales Detail Information window to add another Part Placeholder 19 Click OK Click the OK button to save this part to the repair order and return to the repair order screen 20 Click Cancel Click the Cancel button to exit the Part Sales Detail Information wi
104. generate the report or click the Reset Filters buttons to start the selection process over 12 Select Acct Payable and select Select Accounts Payable under Category and select Accounts Payable Summary Accounts Payable Summary under Report Name to print a Copyright 2012 MaxxTraxx User Manual 200 Ls list of Vendor accounts with a balance due 13 Click Run Report Click Run Report to open the Accounts Payable Report Filter window 14 Select by Vendor Select All Vendors or select Company or Last Name to activate the From and To entry fields and enter the search criteria 15 Select by Due Date Select All Dates or select On or Before Date to activate the End entry field and enter an End Date or click the Select button to choose from the calendar 16 Select Display By Select to display the list of Payables in order of the Vendor Name Due Date Oldest Invoice First or Balance Due Highest Amount Invoice First 17 Click OK Click the OK button to generate the report or click the Reset Filters buttons to start the selection process over 18 Select Acct Payable and select Select Accounts Payable under Category and select Vendor Activity History Vendor Activity History under Report Name to create a report that lists all purchases and or payments for a selected time period of all or selected vendors 19 Click Run Report Click Run Report to open the Vendor Activity Report Filter window 20 Select by Vendor Select All Vendors
105. in the system a part record for that part wil never appear in inventory or on the parts list From the Menu Bar click Utilities From the Menu Bar click Utilities and select Purge and select Purge Buyouts Buyouts Quickparts from Parts List from the drop list to Quickparts from Parts List open the Confirm window 2 Click Yes or Click the Yes button to continue with the purge feature A Complete window will appear when Buyouts have been removed successfully Click the OK button to close the Complete window 3 Click No Click the No button to exit the feature without performing the parts purge Copyright 2012 311 MaxxTraxx User Manual 11 3 Purge Customers from Customer List The Purge Customers from Customer List procedure explains how to delete customer records from the customer list to reduce the number of results in a customer search by only listing customers who have been in recently The purge function will delete customer records with no activity a paid invoice since the date entered in the purge function Deleted customer records can be reactivated and viewed if you check the Show Deleted Customers box in the Customer window to list deleted customers in red type right click on the customer name and select Undelete Customer from the drop list Deleted customer records cannot be viewed without first reactivating the record The record can be deleted again after viewing the record by right clicking on the customer name and se
106. instead of two columns at the top of the repair order to prevent any vehicle information or the customer s telephone number and or email address from showing through the window in the envelope NOTE This is the default setting and this feature can be unchecked or checked at the time of printing from the repair order print screen 52 Enter Prefix if applicable Enter a Prefix character to go on the front of the system generated invoice number For example A1001 53 Enter Next Invoice Number Enter the Next Invoice Number for the system generated invoice number to start at For example 1001 54 Enter Suffix if applicable Enter a Suffix character to go on the end of the system generated invoice number For example 1001 A 55 Select Sublet Status and Due Date Using the radio buttons select Not Tracked to deactivate Time Tracking the Sublet Status Tracking feature Optional to use the Sublet Status Tracking as needed or Required to require the date time Note If Not Tracked is selected the cost entry field will also be inactive and if you require a cost when adding a sublet to an RO you will need to first restock the sublet invoice then add the sublet to the RO 56 Select Default for Old Parts Using the radio buttons select Discard old parts or Return old parts to customer to print by default how to handle Copyright 2012 57 Select Assign Marketing Letter To Send When Paying an RO Click R O Disclaimers link E
107. items that comprise the deposit are not voided or deleted just the deposit amount that was made to the bank account in the check register Note Checks that have not been printed are listed on the check register and the bank reconciliation screen From the Menu Bar click Banking From the Menu Bar click Banking and select Reconcile and select Reconcile Bank Account Bank Account from the drop list to open the Select Account window 2 Select bank account Select the bank account to be reconciled from the list by double clicking the account or highlight the account and click the Select button 3 Enter Ending Statement Balance Enter the Ending Bank Statement Balance from your bank statement Note The Opening Statement Balance should match the beginning balance on your bank statement if last month s reconciliation was correct A correct bank reconciliation should result in a zero listed in the Difference field with the system ending balance matching your bank ending statement balance 4 Select items in Cleared Column Select items by clicking in the Cleared Column next to all the items listed on your bank statement 5 Click Add and select Adjustment Click the Add button and select Adjustment from the drop list to open the Account Adjustments window listing the various adjustments that can be entered into the check register to match your bank statement Note If the adjustment you need is not listed see the Add Account Adjustment proce
108. link 24 Click Account link 25 Enter Vendor Account 26 Enter Date Started 27 Enter Fed Tax ID 28 Enter State Tax ID MaxxTraxx User Manual 276 Click the OK button to save the record and return to the vendor list or enter in additional information into the vendor record in following links Click the blue underlined Phone link in the left column to enter the telephone information for the vendor Click the Add Phone button to open the Enter Telephone Number window Enter the telephone number including area code Enter an extension if applicable Select phone type from the drop list or type first letter of the entry to auto populate i e B Business F Fax etc Note The telephone Type is a required field Check the Default 1 or 2 boxes to select the phone number entered as the primary or secondary number Click the OK button to save changes to the new Phone Number record and return to the phone screen of the vendor record Click the Edit button to open the highlighted phone record window to edit as needed Click the Delete button to delete the highlighted phone number from the system Click the Dial button to automatically dial the highlighted phone number from the computer This Dial feature requires additional setup contact technical support at 800 996 6777 for more information Click the blue underlined Mailing Address link in the left column to enter the mailing address for the vendor
109. link on the RO Select Show Repair Order Profit to open the Repair Order Profit window The RO Profit shows the profitability of the labor and parts separately based on costs and discounts if applicable as well as overall profitability including returns if applicable The profit is displayed as a percentage and a dollar amount and does not include add on charges or tax Select Show Technician Clock In Out to open the Clock In Out for RO window If the job clock feature is used to track the technicians actual hours worked on this job the technician s and times will be displayed in this window Select Show Parts on this RO that Need To Be Ordered to open the Repair Order Buyouts and Low Stock Parts window If there are parts on the RO that are not in stock that need to be ordered they are displayed in this list box If there are no parts to be ordered on this RO a prompt displays There are no parts to order for this RO Select Save to view the drop list of options to save print change status complete pay and or print the RO These Copyright 2012 MaxxTraxx User Manual Save options can also be accessed by clicking the OK Save button in the bottom right corner of the RO 21 Click Options with a Labor line highlighted 22 Select Add Select Return Credit and Part from Part list Select Return Credit and Buy Out Quick Part Select Return Credit and Sublet Labor Service Select Refund Core Charge
110. link to enter notes for this vendor Note Use the enter key when entering text in this field to move to the next line 43 Click OK and then click Close Click the OK button to close the Vendor record and return to the Vendor List and then click the Close button to close the Vendors window 44 From the Tool Bar click Pay Bills Click the Pay Bills icon on the Tool Bar or from the Menu Copyright 2012 MaxxTraxx User Manual 284 Bar click Vendors and select Pay Bills from the drop list to open the Bill Payment window listing all the A P Vendors with balances due and the total amount due to the vendor 45 Select Vendor Select a vendor to pay by double clicking the vendor name or highlight the vendor name and click the Next button 46 Select invoices to pay Click on the invoice line in the Select column of next to the invoice s to pay As you select or tag invoices the Net Amount To Pay total in the bottom right corner will total the invoices you have tagged to pay 47 Click Edit Amount amp Discount if Click the Edit Amount amp Discount button to open the Edit applicable ltem screen for the highlighted invoice Edit the amount to pay if less than the balance due on the invoice Enter the amount to Discount the invoice if applicable Edit the Discount Account or click the Select button to select a different G L Account number if applicable then click the OK button to save your entries and close the Item window
111. of invoices to pay and select an invoice to pay 23 Select invoices to pay Click in the Pay column invoices to be paid Note The Credit Amount Invoice Count of selected invoices to be paid and the Net Amount to Pay will display above the list 24 Click Edit Payment Amount if Click the Edit Payment Amount button with the invoice to applicable be edited highlighted and enter the Amount to be paid in the active entry field and click OK Note The Balance Due for this invoice will appear in the text box above 25 Click Auto Pay Open Invoices if Click the Auto Pay Open Invoices button to open the applicable Automatic Payment window and enter the Amount Paid The system will allocate the payment to open invoices in order of oldest invoice first The Auto Pay cannot apply a payment higher than the total amount due If the amount is higher enter the payment as a deposit on account and then pay the open invoices using the credit available 26 Click Select All Click the Select All button to select all the invoices to pay 27 Click Unselect All Click the Unselect All button to unselect all the invoices 28 Click Next Click the Next button to open the A R Payment window 29 Select Method of Payment Select a Method of Payment from the drop list using the down arrow If you select to pay by check the Check Number window will open enter the check number and click the OK button Back in the A R Payment window the Payment Method and amo
112. of the screen Enter the amount of cash to be deposited reference your completed deposit slip in the Cash Drop entry field Cash can be kept in the cash drawer with the balance carried to the next day or you can choose to deposit some or all of the cash The Cash Left in Drawer for Tomorrow field will show the amount computed to be left in the drawer Note You can enter an amount in the Cash Left in Drawer for Tomorrow entry field to compute a resulting amount for the Cash Drop Click the Cash Drawer button to open the Cash Drawer window to create or view a cash drawer transaction See Create Cash Drawer Transaction or View Current Cash Drawer Transactions procedures for detailed instructions Click the Reports button to open the Cash Drawer Closing Reports window to select the reports to print now to be reviewed before this daily closing is posted or select to print after posting Click the Print button to print the reports now or click the Preview button to just preview the highlighted report Click the Close button to close the Reports window and return to the Cash Drawer Report Click the Post and Print button to post the Daily Closing and print selected reports Click the Cancel button to close the Daily Sales and Cash Drawer Report window without saving any of your entries Copyright 2012 MaxxTraxx User Manual 222 6 Payroll The Payroll section includes procedures for managing your employee records including searching for
113. on the check register with the word VOID next to it 19 Click Void with a deposit highlighted Click the Void button with a deposit highlighted to void the entry on the check register Both the void and delete functions reverse the transaction however the difference between deleting a deposit and voiding a deposit is that a deleted deposit is removed from the check register and can be viewed if you check the Showed Deleted Transactions box with the View Check Register feature A voided deposit still shows on the check register with the word VOID next to it 20 Click Select All Click the Select All button to select in the Cleared Column all the items on the check register 21 Click Unselect All Click the Unselect All button to unselect in the Cleared Column all the items on the check register 22 Click Done and select Save Only or Click the Done button and select Save Only from the drop list to save your entries without permanently posting the selected items in the Cleared Column 23 Click Done and select Save and Post Click the Done button and select Save and Post from the drop list to clear the selected items in the Cleared Column and post the reconciliation Ending Statement Balance and enter the Statement Closing Date on your bank statement This Ending Statement Balance will now serve as the Opening Statement Balance the next time you go to reconcile your bank account Copyright 2012 MaxxTraxx User Manual
114. only appears once the Carfax Quick VIN feature has been setup Enter the Manufacture production Date of the vehicle by keying in month year for reference when ordering parts Enter type of Transmission for the vehicle and or enter the transmission code for reference when ordering parts Copyright 2012 MaxxTraxx User Manual 32 24 Enter Color Enter the vehicle Color 25 Select A C Check this box to indicate the vehicle has Air Conditioning 26 Enter Engine ID Enter the Engine ID number for reference when ordering parts 27 Enter Chassis Enter the Chassis number for reference when ordering parts 28 Select Drive Type Select Drive Type by clicking the down arrow and selecting from the drop list 29 Select Vehicle Type Click the Select button to open the Vehicle Type Setup window and select from the list Click Add Vehicle Type in the lower left comer to add a type to the list and click OK 30 Enter Radio Code Enter the Radio Code for the vehicle if applicable 31 Enter Miscellaneous Enter any Miscellaneous information for this vehicle 32 Enter Notes Enter up to 1 000 characters in the notes field This Notes section is for reference use only and does not print on repair orders invoices or technician worksheets 33 Click Reselect Year Make Model Click the Reselect Year Make Model Engine button at Engine the bottom of the window to open the select a vehicle wizard 34 Click OK Click OK to save this ve
115. or select Company or Last Name to activate the From and To entry fields and enter the search criteria 21 Select by Date Enter a Begin date for the report or click the Select button to choose from the calendar then enter an End date or click the Select button to choose from the calendar 22 Select Transaction Type s Check the box es to Show Purchases and or Show Payments to list these transaction types for the selected date range NOTE Purchases are listed first the Payments if both criteria are selected 23 Click OK Click the OK button to generate the report or click the Reset Filters buttons to start the selection process over 24 Select Acct Payable and select Select Accounts Payable under Category and select Vendor List Vendor List under Report Name to create a report that lists all or selected vendors Note Ifa vendor has a second default telephone number the vendor name wll be listed twice with the second default telephone number 25 Click Run Report Click Run Report to open the Vendor Report Filter window 26 Select by Vendor Select All Vendors or select Company or Last Name to activate the From and To entry fields and enter the search criteria 27 Select by Zip Code Enter the Begin Zip Code for the report to start with and an End Zip Code for the report to run through Note Leave the Zip Code Begin and End entry field blank to include all zip codes in the report Copyright 2012 201 MaxxTraxx User Manu
116. orders through the Service Counter not on parts invoices through the Parts Counter The third step is to apply the MaxxBucks discount when cashing out the customer The MaxxBucks screen will appear when you select to pay a repair order just before the Cash Drawer screen appears If the customer does not have any MaxxBucks points available to use from their MaxxBucks account this screen will not appear The MaxxBucks balance can be quickly viewed from the repair order click on the blue underlined customer name from within the repair order to access the customer record and the MaxxBacks balance is displayed on the general screen on the right MaxxBucks used earned and available will print on repair orders for customers with the Earn MaxxBucks checkbox selected In its own section on the left of the repair order the MaxxBucks program name that you have assigned to it the amount Used for this invoice if any were used Earned from this invoice and Available for future use will be listed Note this section will not appear with the Preview Repair Order feature as the system has not yet calculated the amounts Once the repair order has been paid the MaxxBucks information will appear on the Preview Reprint screen and on the reprinted repair order MaxxBucks Customer Loyalty Rewards can be integrated into your marketing by selecting the MaxxBucks mail merge field when creating marketing letters and postcards to communicate the customer s MaxxBucks poi
117. part counts search manufacturer lists and catalogs and Inventory reports including part sales parts in inventory inventory level adjustments valuation pricing parts on order parts to be reordered parts purchased and parts sold as short sales Copyright 2012 MaxxTraxx User Manual 152 3 1 Parts Search The Part Search procedure explains how to Search for a Part including Deleted Parts in the search results plus how to use the German Sort function the Cross Reference and the Cross Application functions Note the Parts List includes the part number description size condition if it is a stock part noted with a blue check mark location core quantity available in stock and Price A With a part highlighted on the list the full part description part notes last cost average cost base cost and manufacture list price minimum quantity which can be edited from the search screen without needing to open the actual part record and best quantity appear below the parts list box From the Tool Bar click Parts Search 2 Select Search By criteria 3 Enter Searching by criteria 4 Click Cross Reference if applicable Click the Parts Search icon on the Tool Bar or from the Menu Bar click Parts Mgr and select Parts List to open the Parts Search window To change the Search By criteria click the corresponding radio button to search by Part Number Description Size or SKU Stock Keeping Unit or Compact Part Number
118. parts inventory numbers are correct 16 Tag box to order part and click Next Tag the part you want to order and click Next See Create or Parts Purchase Order procedure for detailed instructions on how to use this feature 17 Click Exit Without Ordering Click the Exit Without Ordering button to bypass the notice and open the Cash Drawer to close and pay the invoice Note Check the Dont Show Me This Form Again box to prevent this Low Stock Notice screen from appearing 18 Notice Labors are not marked as The Labors are not marked as complete notification asks complete a section of the notice that you go back and check the Complete box next to the technician s name for that Labor service they are assigned to This notification will appear if the Job Clock feature is Copyright 2012 MaxxTraxx User Manual s activated for this technician and the job clock for this labor service has not been updated and marked as complete 19 Click OK Click the OK button and double click each labor on the RO to open the Labor Service Sales Detail Information screen to see which labor needs to be marked as Complete check the Complete box in the Assigned Technician section and click the OK button to close the Labor Service Sales Detail Information window Note The notification does not specify which labor service needs to be marked complete so check each labor Copyright 2012 ER MaxxTraxx User Manual 1 29 Void A Repair
119. percentage Rate amounts if applicable 22 Click OK Click the OK button to generate the report Copyright 2012 25 MaxxTraxx User Manual 7 9 General Ledger Reports The General Ledger Reports procedure explains how to generate various reports including income statements balance sheets general ledger report trial balance and transaction reports along with a list of the chart of accounts and the default automatic posting general ledger accounts When a report name is selected a description of the contents of that report will display in a text box below the Report Name list box The Report Preview window will display the report where the Windows functions can be used to Zoom In Print the report click the spin buttons to view reports with multiple pages and Close the Report Preview window Note The Trial Balance Report totals all the Debits and Credits for a specified time period If the totals are not equal or in balance please see the Edit Unbalanced Transactions procedure for detail instructions on how to access and correct an out of balance general ledger From the Tool Bar click Reports From the Tool Bar click on the Reports icon or from the Menu Bar click Manager and select company Reports from the drop list to open the Report Manager window 2 Select General Ledger and select Select General Ledger under Category and select Chart of Chart of Accounts Accounts under report name to print a list of the Chart of
120. radio buttons as Low to High Price or High to Low Price 4 Enter Notes if applicable Enter Notes to print on the tire quote This could include the customer s name the vehicle information a date the quoted tire prices are good until etc 5 Select tire be to added to Quoted Select a tire from the list by clicking the line for that tire to Tire List populate the Add To Quote List matrix below The price of the tire you select will populate the matrix and calculate the total selling price of that tire in various quantities 6 Click Add Click the Add button in the Add To Quote List column for the amount of tires to be added to the Quoted Tire List Note The amount in the Grand Total column wil be the amount on the Quoted Tire List Add on charges and or discounts used in the matrix to calculate the Grand Total wil be reflected on the Quoted Tire List If you add or edit these add on charges for the selected tire the tire will need to be Added again to reflect those price changes 7 Select Discount if applicable Select an amount to Discount the Tire Price by entering in an amount or using the spin buttons to select an amount 8 Check Apply Mount Check the Apply Mount box to add a tire mount charge to each tire sold This box may be setup to be checked by default whenever a tire is sold in the tire quote setup This charge can also be manually added or edited Note All add on charges have sales tax applied by default 9 Chec
121. s 1 22 Start A Repair Order The Start A Repair Order procedure explains how to Start A Repair Order by entering the customer and vehicle information on the Repair Order select a Reason for Service with the vehicle problem or service requests and create a Repair Order on the Service Counter to be returned to later The Hot Key to Write a Repair Order is F2 then W From the Side Tool Bar click Write Click the Write New Repair Order button to open the New New Repair Order Repair Order window to create a new repair order on the Serice Counter Note If the customer wants to schedule an appointment click the Make New Appointment button instead to enter the customer and vehicle information with service requests in an appointment format 2 Enter Search By criteria in the Find The Customer Search can be performed on the customer s entry field Last Name First Name Company Name Vehicle License Number Unit Number VIN Phone Number or by entering two of the four vehicle criteria of Year Make Model and Color to narrow the search by the vehicle description 3 Click the Search By radio button Click the Search By radio button to change the type of criteria used in the search The system will default to search on the Last Name First Name or Company Name 4 Click Next Click the Next button to display the results of the search in a customer list window 5 Select Customer and click Next or Select the customer on the customer list
122. second default warranty automatically added to all new repair orders Click the OK button to save the new warranty record Select a warranty on the list by double clicking the line or highlighting the line and click the Edit button to open the Warranty record and edit the record as needed then click the OK button to save your entries Highlight a warranty on the list and click the Delete button to delete the warranty from the system Note Deleting a warranty from the system wll not remove a warranty that is already entered on an open repair order Click the Close button to exit the Manage Repair Order Warranties window Copyright 2012 am MaxxTraxx User Manual 10 7 Manage Part Invoice Warranties The Manage Part Invoice Warranties procedure explains how to add edit and delete a warranty to be added to a part invoice on the Parts Counter One or two warranties may be selected to appear on all part invoices by default Note The master disclaimer and warranty is managed under the RO and Parts Invoice Setup section Warranties in this section that can be set as default 1 or 2 or warranties that are selected from within a part invoice are completely separate from the master disclaimer and warranty From the Menu Bar click Manager From the Menu Bar click Manager and select Manage and select Manage Part Invoice Part Invoice Warranties from the drop list to open the Part Warranties Invoice Warranties window 2 Select Default war
123. section right click select Add and choose from the drop list a method to add a labor Select Return Credit from this drop list to credit a customer for a labor service See applicable procedures for detailed instructions on how to use the Add A Labor To A Repair Order methods 23 Click Edit Labor Click the Edit Labor button with the labor highlighted or double click on the labor to open the Labor Sales Detail Information window to edit labor description hours billed hourly shop rate discount etc Changes made on this screen will only apply to the labor on this Part Invoice and will not affect the labor master record 24 Click Delete Labor Click the Delete Labor button to permanently delete the highlighted labor from this Part Invoice 25 Click Preview Parts Invoice Click the Preview Parts Invoice button in the lower left corner to view the Parts Invoice in printed format Click Copyright 2012 145 MaxxTraxx User Manual the Zoom icon on the Windows tool bar to increase the size of the document and click the Close icon to return to the parts invoice screen Use the spin buttons to view multiple pages if applicable of the parts invoice 26 Click OK Save Click the OK Save button and select from the drop list Copyright 2012 MaxxTraxx User Manual 146 2 3 Parts Invoice Options Review The Options button on the Parts Invoice provides another way to access functions available using the Add Part and Add
124. selected in their employee record If that user attempts to gain access to a section of MaxxTraxx outside of their security level the Access Denied window will open prompting a manager s override login to gain access to the section requiring a manager s security level Once that user is finished working in the section requiring the manager s security level the manager should log off press F9 and allow the previous user to log in with their user name and password to ensure the user only has access to sections corresponding to their security level From the Tool Bar click Logout From the Tool Bar click the Logout User icon or from the User Menu Bar click File and select Logoff Current User from the drop list to logoff the current user and open the MaxxTraxx Security window to log on another user Note The Hotkey for this feature is F9 2 Enter Employee Code Enter the Employee Code not case sensitive 3 Enter Password Enter the Password not case sensitive 4 Click OK Click the OK button to log on the new user Copyright 2012 MaxxTraxx User Manual 320 11 10 Backup Database The Backup Database procedure explains how to start a backup of the program s database Note The backup files are stored in the backup destination file you specified in the Setups section under the Data Backup Please see the Data Backup procedure for detailed instructions on how to set up this feature From the Tool Bar click Backup From the To
125. service is sold that sale is recorded on the general ledger by an income account Products need to be purchased before they can be sold so they are first recorded on the general ledger in an asset account i e general inventory then sold with the sale recorded by an income account and lastly the product cost to you is recorded by a cost of goods sold account These items have a product code associated with them so when you enter a part core labor sublet or add on charge on a repair order or a part invoice these codes tell the system what is being sold and which G L account to track the sale as well as the initial purchase and cost of buying the products on the general ledger This is how product and service data is tracked and reported on the income and expense statement and balance sheet A new system comes with these product codes already set up however you may want to track the value of your inventory in more than one category than general inventory You may want to track oil change parts and tires in their own categories to see how much you are spending in these areas As for labor you might want to track diagnostic work separately from general labor to see how much of your labor sales are coming from diagnostic work Creating additional product codes and assigning these product codes to select parts and labor operations gives you the option to report on your business with more detail From the Menu Bar select Setups From t
126. set the Labor Profit Percentage Target and Repair Order Profit Percentage Target to activate the Profit Monitor percentage From the Menu Bar click Parts From the Menu Bar click Parts Manager and select Part Manager and select Part Price Price Matrix from the drop list to open the Part Price Matrix Matrix window 2 Click Add Cost Click the Add Cost button to open the window to create a new price structure for a select cost range of parts i e 01 to 5 00 3 Enter Starting Part Cost Enter the Starting Part Cost or the lowest dollar amount the value will apply to The value will apply to all parts with this cost and higher unless there is another entry for a higher cost that will supersede this calculation Note The first entry is always one cent The second entry determines the ending dollar amount of the previous range 4 Enter value for the first cost range The type of value entered will depend on the method chosen for calculating the part price i e percentage or fixed dollar amount 5 Click button to select pricing method Select one of the four buttons to select the method to use to calculate Price A Your selection wil have a green dot 6 Select Sales Price or Select Sales Price and enter a dollar amount to price all parts that cost between 01 and the next price category up regardless of the cost of the part For example if you choose 4 00 as a Sales Price for a part that costs 25 or 2 00 the priced will be
127. the Accounting System Used from the drop list None if an accounting system will not be used MaxxTraxx if the integrated accounting functionality will be used or Quick Books if the accounting information will be exported to QuickBooks 10 Select Default Report Printer Select the Default Report Printer by checking the Use Windows Default box or uncheck the box and select a printer from the drop list 11 Check Copy email attachment files Check Copy email attachment files to the local computer to the local computer before before calling email program check box ONLY if calling email program MaxxTraxx is installed on a drive other than the c drive to enable the Email feature in MaxxTraxx or instructed by a technical support representative 12 Click Marketing link Click the Marketing link to set up the marketing send Copyright 2012 323 MaxxTraxx User Manual parameters to choose from when scheduling to send a marketing letter or postcard to a customer 13 Select Marketing Send Parameter Defaults 14 Click Printing Defaults link 15 Select Letter Defaults 16 Select Postcard Defaults 17 Select Label Defaults 18 Select Barcode Labels Using the radio buttons enter the send parameters by Days Years and Miles using the spin buttons and select the Other criteria to be Days Years or Miles entry when scheduling when to send the marketing letter or postcard Click the Printing Defaults link to select or setup as ne
128. the Files drop list Click the Remove File button to delete the currently selected dictionary from MaxxTraxx Click the Help button to open the Spelling Checker Dialog help window for detailed explanations of the features and Copyright 2012 MaxxTraxx User Manual 352 EOSS functionality available in the Spelling Dictionaries window 20 Click Close Click the Close button to close the Spelling Dictionaries window and return to the Spell Checking Setup window 21 Click Edit Options Click the Edit Options button to open the Spelling Options window where you can select to ignore certain word types i e capitalized words or all cap words domain names etc when performing a spell check 22 Check Ignore capitalized words Check the Ignore capitalized words box to skip any e g Canada capitalized words in the spell check session 23 Check Ignore all cap words Check the Ignore all cap words box to skip any words that e g ASAP are typed in all capital letters in the spell check session 24 Check Ignore words with numbers Check Ignore words with numbers box to skip any words e g Win95 that are a combination of letters and numbers in the spell check session 25 Check Ignore words with mixed Check ignore words with mixed case box to skip any case e g SuperBase words that are typed with both upper and lower case letters in the word other than just the first letter being capitalized in the spell check session 26 Check
129. the Menu Bar select Lists from the drop list and select Tasklist Categories Click Add Edit or Delete button to create and update the categories 6 Select Status Select a Status from the drop list To add a status to the drop list click Setups on the Menu Bar select Lists from the drop list and select Tasklist Statuses Click Add Edit or Delete button to create and update your status options Note Only the Category and Status boxes are required to be selected when a task is initially created 7 Select Priority Level Select a Priority Level from the drop list to specify the task or appointment level of importance 8 Enter Appt Date Enter an Appointment Date or click the Select button and choose from the calendar 9 Enter Appt Time Enter an Appointment Time or click the Select button and choose from the drop list Note The times are entered in military time and converted to standard time wth AM or PM displayed 10 Enter Promise Date Enter a Promise or Due Date or click the Select button and choose from the calendar 11 Enter Promise Time Enter a Promise or Time the Task is Due or click the Select button and choose from the drop list Note The times are entered in military time and converted to standard time with AM or PM displayed 12 Enter Completed Date Enter the Date the task was completed or click the Select button and choose from the calendar Copyright 2012 a MaxxTraxx User Manual 13 Enter Completed T
130. the Next button to select a date Copyright 2012 an MaxxTraxx User Manual 11 Enter dates Enter dates to Include customers who have done this labor service on or after and But have not done this labor service since by or click the Select buttons and choose from the calendars 12 Click Finish Click the Finish button to open the Ready to print Marketing Letters window 13 Check Print Mailing Labels When Check the Print Mailing Labels When Finished box to print Finished box if applicable or the mailing labels after the letters or postcards are printed 14 Check Print Mailing Labels Only Check the Print Mailing Labels Only box to print only the box if applicable mailing labels 15 Click Show Me The Letters Before Click the Show Me The Letters Before Continue button to Continue if applicable open the Report Preview window view the letters and then click the Close button to exit the Preview window 16 Click Print Click the Print button to print the letters and or labels 17 Click Cancel Click the Cancel button to exit the Ready to print Marketing Letters window without printing Copyright 2012 MaxxTraxx User Manual 192 4 4 Print Mass Mailing Labels The Print Mass Mailing Labels procedure explains how to select the search criteria to list the customers to print labels for a mass mailing of pre printed letters or postcards NOTE Customers with incomplete addresses are not included in the list o
131. the RO number and date paid customer name and phone number and what labor services were performed This report provides the data necessary to make follow up calls to customers Click the Run Report button or double click the report name to open the Report Filter window 4 Select number of repair orders Select to view the last specified number of paid repair orders on the list for a specified time period 5 Select number of days to search 7 Select Service Counter and select Appointment List Select the number of days previous to search back to view repair orders that have been paid 6 Click OK Click the OK button to generate the report Select Service Counter under Category and select Appointment List under Report Name to generate a list all open repair orders and scheduled appointments for today or a specified week including the appointment date and time customer name and phone number vehicle and license information RO number status and promised by time with technician and service writer and labor services 8 Click Run Report Click the Run Report button to open the Appointments Report Filter window 9 Select today or a future week 10 Click OK 11 Select Service Counter and select Cash Drawer Details Using the radio buttons select to view appointments for today this week next week or the third week from now The date range for a selected week will display to the right Click the OK button to genera
132. the customer on the RO Enter the Free Form Labor just as you would when you sell a labor on the RO and edit the labor time and rate to be credited to the customer The Add On Charges can also be credited in this window Select Edit this Vehicle Problem Request for Service to make changes to the description as it appears on the RO Editing the Reason for Service does not affect the Reason for Service master record Select Delete this Vehicle Problem Request for Service to delete the Reason for Service on the RO Deleting the Reason for Service here does not affect the master record Select Reason for Service Master Record to open the Request for Service window and make permanent changes to the Reason for Service master record in the system As you use the Reason for Service you might want to change the wording this feature allows access while in an RO Select Customer Master Record to open the Customer Record window to update the Customer Record While starting an RO the customer may want to update their address or phone number this feature allows you to update their information while in the RO The Customer Record can also be opened by clicking the blue underlined customer name link in the RO Select Vehicle Master Record to open the Vehicle Information window to update the Vehicle Record While the vehicle is in the shop additional vehicle information may be captured by the technician such as engine size or color this f
133. the line of the physical inventory to view the worksheets for that inventory 4 Click Create Worksheets Click the Create Worksheets button to open the Create Physical Inventory Pages Wizard to start a new physical inventory record 5 Select the order criteria of the Select the order criteria for the physical inventory items to physical inventory items appear on the worksheets using the radio buttons The selected criteria will be used to determine the order of the parts listed on the worksheets 6 Click Create the Physical Inventory Click the Create Physical Inventory Worksheets button to Worksheets generate the inventory worksheets and open the Physical Inventory window listing all the pages generated The list displays columns for the Page Counted By Entered By Completed status Start Range and End Range columns Each page will list 25 parts starting with the Start Range part number and through the End Range part number or other criteria selected to order of the parts listed on the worksheets 7 Click Print Worksheets Click the Print Worksheets button and select from the drop list the Inventory Sheets to print 8 Select Inventory Sheet for Current Select Inventory Sheet for Current Page from the drop list Page or to print the highlighted worksheet page number in the list box to the left 9 Select Inventory Sheets for a Select Inventory Sheets for a Range of Pages from the Range of Pages or drop list to select
134. the list or highlight the model and click Next Note A Sub model can be added to the vehicle record once the record is created and saved Carfax auto fills a sub model if applicable using the Quick VIN look up feature and may over wite a sub model manually entered Copyright 2012 31 MaxxTraxx User Manual 9 Select Engine or click the don t know the engine 10 Click View Engine Details 11 Click Finish 12 Check Remind me to reselect this vehicle box if applicable 13 Enter License 14 Enter State 15 Click Lookup 16 Enter Current Odometer 17 Enter Average Mileage if applicable 18 Enter Fleet Unit 19 First Service at Mileage and Date 20 Select Labor Price Level 21 Enter VIN 22 Click Lookup 22 Enter Manufacture Date 23 Enter Transmission Select the engine or check the Don t Know the Engine box and the system will remind you to return to the engine selection screen later to enter engine data Click the View Engine Details button to view more details about the engine highlighted in the left column Highlight the engine to be viewed then click View Engine Details to see the details for each selection Click the Close button to return to select the engine specification Click the Finish button to close the Vehicle selection wizard and return to the Vehicle Details window Note If an engine was not selected the Remind me to reselect this vehicle box will be checked at the top of
135. this employee Click the blue underlined Notes link in the left column to Copyright 2012 227 MaxxTraxx User Manual enter any Notes for this Employee Click the spell check button to the right of the entry field to spell check your entries 47 Click Events link Click the blue underlined Events link in the left column to enter events with dates and times for future reference This section can be used to log annual reviews disciplinary actions pay raises promotions etc 48 Click Add Event Click the Add Event button to open the Employee Event window and enter the event date and time or click the Select buttons an choose from the calendars then enter the Event details and check the Print With Time Card box if applicable to print the event details with the time card 49 Click Edit Click the Edit button to open the highlighted event and edit as needed 50 Click Delete Click the Delete button to delete the highlighted event 51 Click OK Click the OK button to save your entries 52 Click Options and select View and Click the Options button and select View and Edit Record Edit Record Type Type on the side drop list to open the Customer Types window This lists the various records that one person can have in the system a customer an employee and a vendor This feature is how we can link all those records together in the system By designating this customer as an employee the employee can pay their A R balance on thei
136. to save changes and entries made to the Reason for Service There is a spell check button to the right of this entry field to spell check your entries 11 Click Finish then Cancel Click the Finish button to close the Repair Order wizard and click the Cancel button to close the Update Repair Order Information window and return to it later Copyright 2012 51 MaxxTraxx User Manual 1 24 Update Repair Order Information The Update Repair Order Information procedure explains how to access and enter the mileage assign a technician s to the repair order and select a customer source The Update Repair Order Information window will open when the prompt is set to open until the Repair Order Information fields are updated The prompt is set up under the RO and Parts Invoice Setup section to pop up When the Form Opens When the Form Closes When Marked As Complete When Paid or any combination of the four 1 Select the Repair Order on the Double click or highlight and press Enter to open the Service Counter Repair Order The Update Repair Order Information window will open enter the Mileage select a Technician and select the Customer Source 2 Enter Starting Mileage Enter the Starting Mileage of the vehicle when it was dropped off or towed in to the repair shop 3 Select Technician s Click the Select button to open the Select Technician window Double click the name or highlight the name and click the Select button to assign the technic
137. to the same coding convention as the labor codes for ease of use As with the labor codes the first letter or word of the kit code or name should be the component of the vehicle to be worked on and the second letter a description of the component the third letter a description of the type of work done Tab to the Kit Description when completed 10 Enter Description Enter a Description for the kit The Description will only appear in the search results and will not be transferred to the repair order There is a spell check button to the right of the Kit Description window to spell check your entry 11 Select Category Click the Select button to open the Select Category window highlight a Category on the list and click the Select button to add the category to the kit 12 Select Saved Price or Actual Price Using the radio buttons select the default to add the kit to a repair order with the Saved Price or Actual Price Select Saved Price if you want the system to hold the kit pricing regardless of changes in the parts or labor costs Select Actual Price to pass price changes onto the customer 13 Check Don t update this kit when Check the Don t update this kit when updating kit pricing updating kit pricing box to exclude this specific kit from system level updates to kit pricing 14 Click Add Labor and select labor Click the Add Labor button and select Add Labor method method from the drop list This procedure will use the Add A
138. to the right of the window 120 Click Quote Sub Est link Click the Quote Setup link to select how long quotes are saved the starting number of the quotes and how to manage sub estimates when paying a repair order 121 Enter Quotes Expire After Enter a number of days until a quote expires or use the spin button up down arrows to select the number of days since the quote was created that the quote will expire If zero is entered quotes will not expire 122 Enter Starting Quote Number Enter a Starting Quote Number for the system generated quote number to start at For example 1001 123 Check Ask to remove sub Check the Ask to remove sub estimates when RO is estimates when RO is completed or paid box to be prompted to remove any sub completed or paid estimates in the repair order If the sub estimates are not deleted the sub estimates will be available on the next repair order for that vehicle NOTE The sub estimates are also stored in the vehicle from the Vehicle Options link in the customer record 124 Click Tech Worksheets link Click the Tech Worksheets link to select a printer and to select print options on technician worksheets 125 Click Use Windows Default Click the Use Windows Default box to have the computer print the technician worksheet using the Computers default printer NOTE To select another printer uncheck the box and click the Select button to choose another printer from the list 126 Check Show Custome
139. want to track payment history to a particular vendor creating an AP invoice then writing a check right from the AP will provide not only a central location to store vendor account information but also payment activity payment details and purchases year to date From the Menu Bar click Vendors and select Accounts Payable Vendor List 2 Enter Vendor Name 3 Select Vendor 4 Click Options and select Create New Invoice 5 Enter Invoice 6 Enter Date 7 Enter Due Date 8 Enter amount of A P Invoice 9 Enter Note if applicable 10 Enter Disbursement 11 Enter Account Number From the Menu Bar click Vendors and select Accounts Payable Vendor List from the drop list to open the Vendors window to select the vendor for the new A P Invoice Search by the Vendor Name default or Vendor Code select at top of window using the progressive search Just start typing the first few letters do not place cursor in Search For box or arrow down through the list to find a specific vendor To bring up the entire list or to reset the Search For box click on Clear Search Select the vendor that the A P invoice is to be created for by double clicking on the vendor name If the vendor is not on the list click the Add Vendor button to open a blank Vendor window and enter a new vendor Click the yellow Options button in the left column and select Create New Invoice from the drop list to open the A P Invoice form Enter the
140. window Edit the Clock In Date and Time Clock Out Date and Time select a Reason for Clocking Out from the drop list add notes if applicable and click the OK button to save your edits 8 Click Edit Click the Edit button to open the Time Clock window for the highlighted time clock entry and edit the clock in and clock out date and time reason for clocking out and notes and click the OK button to save your changes 9 Click Void Click the Void button to delete the highlighted time clock entry Note Voided entries can be restored by checking the Show Voided Time Clock Records box right click on the voided time clock entry and select Unvoid from the drop list to restore and change the status of the entry to Edited 10 Click View Job Clock for Click the View Job Clock for Highlighted Clock In button to Highlighted Clock In open the job Clock Clock Ins and Outs window and select the job clock entry to review for this clock in time period 11 Click Close Click the Close button to save your changes and exit the Time Clock function Copyright 2012 ze MaxxTraxx User Manual 6 9 Edit Job Clock The Edit Job Clock procedure explains how to open the Job Clock window search for and select job clock records to be edited and or add or void a job clock entry From the Menu Bar click Payroll From the Menu Bar click Payroll and select Edit Job and select Edit Job Clock Clock from the drop list to open the Job Clock Clock Ins
141. window and search by Customer Name for appointments or repair orders on the Service Counter The Appointments window lists the customer s appointments and or repair orders with the RO listed if applicable Click the to Go to RO or Go to Appointment buttons to open the repair order or click the Find button to start the search over Hot Key F2 H Select Edit Appointment from the drop list to open the Appointment window for the highlighted appointment or open repair order to edit the appointment information as needed i e appointment date time quoted price quoted hours key tag service writer technician etc Hot Key F2 E Select Delete Appt Repair Order from the drop list to permanently delete the highlighted appointment or repair order on the Service Counter A confirmation window will appear to confirm Yes or No Note Deleting a appointment permanently removes that appointment and deleting a repair order voids that repair order and will appear as a voided repair order if that repair order number is searched Hot Key F2 D Copyright 2012 3 MaxxTraxx User Manual 7 Select Search Previous Repair Select Search Previous Repair Orders from the drop list to Orders open the Repair Order Search window Search closed repair orders by either repair order number repair order date or date paid Hot Key F2 R 8 Select Edit Repair Order Enter Select Edit Repair Order Enter from the drop list to open the highlighted appoint
142. with multiple pages and Close the Report Preview window From the Tool Bar click Reports Click on the Reports icon or click Manager on the Menu Bar and select Company Reports from the drop list to open the Report Manager window 2 Select Inventory and select Best Select Inventory under Category and select Best Sellers Sellers or Slow Sellers under Report Name to generate a report of parts that were sold the most best sellers or sold the least slow sellers for a specified time period Note Parts that were not sold at all will not appear on the Slow Sellers list 3 Click Run Report Click the Run Report button to open the Parts Sales Volume Report Filter window 4 Select or ae Date Select the a al Date of the date range 5 Select 5 Select Ending Date si Date Select the Select the Ending Date of the date range si Date of the date range 6 Select Best Sellers or Slow Sellers Select to view the Best Sellers or Slow Sellers using the radio buttons 7 Enter Limit Number Printed to Enter the number of parts to print on the report 8 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 9 Select Inventory and select Core Select Core Sales History under Report Name to generate Sales History a report of cores sold using Part Information or Manufacturer for a specified time period 10 Click Run Report Click the Run Report button to open the Core S
143. you can create additional product codes to record and track your labor sales in separate accounts on the general ledger 15 Check Make taxable at current tax Check Make taxable at current tax rate box if labor in your rate box if applicable area is taxed and the system will automatically apply sales tax to these labor services on the invoice 16 Click Next for Menu Priced Labor Click the Next button to go to the pricing screen or click skip to step 18 Back at any point to review or edit your previous entries 17 Check Use Shop Rates box or Check the Use Shop Rates box to apply the standard Enter Custom Labor Rates A FE labor rates for the shop to the Billed Rate Hours for this labor or For custom pricing for this labor enter a dollar amount for each pricing level as needed Custom labor rates are often used to maintain your flat rate to your technicians while pricing the labor more competitively 18 Click Finish Click the Finish button to save the new Labor Service record and return to the Labor Search window 19 For Menu Priced Labor Enter Labor Enter a dollar amount to be charged to the customer for dollar amount the Menu Priced Labor The flat rate hours for this labor service used to calculate technician s hours are unrelated to this amount For example a diagnostic service might be 59 95 on the Menu which pays the technician 8 hours 20 Select Add Part or Placeholder Click the Add Part or Placeholder bu
144. your bank statement by selecting the items in the system that show on your bank statement add any adjustments checks or deposits that may not be in the system that appear on your bank statement and post the resulting ending statement balance in the system once it matches you bank statement Once a check deposit or adjustment has been selected in the Cleared Column reconciled and the bank reconciliation has been posted these transactions cannot be voided or deleted However the date and disbursement on most entries in the check register can be edited as needed even after the bank statement has been reconciled for that month When you void or delete an item on the check register the disbursements in that transaction are reversed For example if you void a check that was posted to the uniforms expense account when that check is voided the amount of the check will be added back into your checking account and the amount to the uniforms expense account will be deducted The same is true for an adjustment For example if you create an adjustment for a bank service charge the amount of the adjustment is added back into your checking account and the amount to the financial bank charges expense account will be deducted However for deposits when you void or delete a deposit the funds are placed back into the undeposited funds account and will appear on the undeposited funds list to be selected again and disbursed to the appropriate bank account The
145. your user name and password on the WorldPac Speedial log in screen directly From the Menu Bar click Setups From the Menu Bar click Setups and select Electronic and select Electronic Ordering Ordering from the drop list to open the Online Parts Ordering Setup window 2 Activate Online Parts Ordering Click in the Active column place a green check mark System next to the Online Parts Ordering System to be activated Note The Online Parts Ordering System must be activated to edit that system setup 3 Click Change Setup Click the Change Setup button to open the Online Parts Ordering System window for the selected system 4 Enter User Name Enter the User Name for the selected Online Parts Ordering System provided by your parts supplier 5 Enter Password Enter the Password for the selected Online Parts Ordering System provided by your parts supplier 6 Click OK or Click the OK button to save your entries and close the Online Parts Ordering System window and return to the list of systems 7 Click Cancel Click the Cancel button to exit the Online Parts Ordering System window without saving any changes or entries 8 Repeat as needed for additional Repeat the setup process as needed for additional online systems parts ordering selections Note Some of the Online Parts Ordering Systems in this list box do not require a user name and password in this section Also note the Wrenchead option without E Commerce in the name is not an
146. 13 Click Select Click the Select button to open the Sub Estimate window to select either the Saved price of parts and labor when the Sub Estimate was created or the Actual prices to be added to the repair order 14 Click Add to Requests Click the Add to Requests button to add the selected sub estimate service reason for service labor and parts to the repair order NOTE The sub estimate is not saved under the Sub Estimate button once the service is added to the repair order Copyright 2012 124 MaxxTraxx User Manual 1 59 Write Quote For A Customer The Write A Quote for a Customer procedure explains how to create a Quote for an existing customer that can be stored under the vehicle record to be viewed printed and transferred to a repair order at a later time This procedure will use the Add a Labor from List and Add a Part from List methods From the Side Tool Bar click Write Click the Write Quote button on the Side Tool Bar or click Quote the Options button and select Write New Quote from the drop list to open the Quote window and select the type of quote to create 2 Select Quote for Customer and Click the Quote for Customer and Vehicle radio button and Vehicle and click OK click the OK button to open the Search window 3 Enter Search For criteria and click Enter customer information in whole or just the first few Next letters in the Search For criteria entry field and click the Next button 4 Select Customer and c
147. 2 Enter Employee Code Initial Clock Enter the Employee Code and click the OK button to open In and click OK the Time Clock window f the employee is already clocked in for the day the Job Clock Repair Order Selection opens with the list of repair orders assigned to that technician Skip to Step 6 to use the Job Clock 3 Click Print Time Card or Click the Print Time Card button to open the Employee Time Card select a date range to print and click OK 4 Click Clock In Click the Clock In button to clock in for the day and open the Job Clock Repair Order Selection window listing the repair orders assigned to the technician 5 Select Open RO s if needed Select the view of Open RO s to display in the RO list box however the screen should default to display Open RO s 6 Ifthe technician is not clocked into a If the technician is not currently clocked into a job click job Select a job and click In box the In box on the line of the job the technician will start next Double click this box to open the Labor and Vehicle Details window for the selected job to view the job details 7 Click OK and select Continue and Click the OK button and select Continue to save entries Print Tech Worksheet if applicable and exit the Job Clock Repair Order selection window or select Continue and Print Tech Worksheet to print the tech worksheet for the job that the technician just logged into 8 Click Cancel Click the Ca
148. 26 24 Click Cancel Click the Cancel button to exit the Reconcile window without saving any of your changes Copyright 2012 217 MaxxTraxx User Manual 5 8 Edit Other Payees The Edit Other Payees procedure explains how to add edit or delete a payee record created to write a check to outside of accounts payable or a customer record A payee can also be added from within the Write A Check function however you cannot edit or delete a payee in the Write A Check section When Customer and Vendor records are created their names are automatically added to this payee list in the Write A Check function From the Menu Bar click Banking From the Menu Bar click Banking and select Edit Other and select Edit Other Payees Payees from the drop list to open the Other Payees window where the payee list can be edited Select other payee Key in the payee name in the Locator entry field to activate the progressive search function The payee information including the address for the highlighted name will display in the text box below the list Check Show Inactive Payees Check the Show Inactive Payees box to display payee names that have been deleted from the payee list The deleted payee will appear in red type Right click on the payee name and select Undelete Other Payee from the drop list to restore this name to the list of payees 4 Click Insert Click the Insert button to open the Other Payee window to add a new payee to the list Select Person or
149. 3 Check Show inactive checklist Check the Show inactive checklist groups box to display groups deleted Checklist Groups in red type Note Right click on the deleted checklist group and click Undelete from the drop list to re activate the deleted checklist group 74 Click Add and enter Group Name Click the Add button to open a blank Checklist Group window enter a Group Name and click the OK button to save the new checklist group 75 Click Edit Click the Edit button to make changes to the highlighted checklist group 76 Click Delete Click the Delete button to remove the highlighted checklist group from the list 77 Click Close Click the Close button to exit the Checklist Groups window 78 From the Menu Bar click Setups From the Menu Bar click Setups select Lists from the select Lists and select Checklists drop list and select Checklists from the side drop list to open the Checklist Templates window Checklists are templates that are added to a repair order to be printed and given to a technician to be manually completed with the results of the vehicle check entered in the computer in the checklist section When creating a new checklist Copyright 2012 365 MaxxTraxx User Manual template each checklist item is selected from this list and added under a checklist group on the template 79 Check Show inactive checklist Check the Show inactive checklist templates box to templates display deleted Checklist Templates in red t
150. 48 Click Tag All if applicable Click the Tag All button to tag all the invoice lines in the select column at one time 49 Click Untag All if applicable Click the Untag All button to untag all the tagged invoice lines in the select column at one time 50 Click Next After tagging the invoices to pay click the Next button 51 Select Payment Method Select the Payment Method by clicking the down arrow and select the Credit Card vendor name from the drop list 52 Change Payment Date if applicable Change the payment date by entering a date or click the Select button and choose from the calendar 53 Click Finish Click the Finish button to post the transaction and return to the Pay Bills window or click the Back button at any time to reselect the invoices to pay Copyright 2012 28 MaxxTraxx User Manual 9 4 Accounts Payable Vendor Search The Accounts Payable Vendor Search procedure explains how to search for and open a vendor record From the Menu Bar click Vendors From the Menu Bar click Vendors and select Accounts and select Accounts Payable Payable Vendor List from the drop list to open the Vendor List Vendors window listing all the vendors in alphabetical order 2 Select Search By criteria To change the Search By criteria click the corresponding radio button for Vendor Name or Vendor Code Note The Search By criteria default is by Vendor Name 3 Enter Search For criteria Enter the Vendor Name or Vendor Code
151. 67500 Shipping Freight tracking shipping charges entered on an incoming parts invoice in the Freight entry field 37 Click Charges Handling and click Click Charges Handling and click the Assign G L Acct Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 67700 Shipping Other tracking handling charges entered on an incoming parts invoice in the Handling Chg entry field 38 Click Charges Misc and click Click Charges Misc and click the Assign G L Acct Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 50800 Cost of Goods Sold Miscellaneous Supplies tracking misc supply charges entered on an incoming parts invoice in the Misc Charges entry field 39 Click Default A P Liability Account Click Default A P Liability Account and click the Assign and click Assign G L Acct G L Acct button to open the Chart of Accounts window Copyright 2012 MaxxTraxx User Manual 386 40 Click Discounts from Vendor Invoice and click Assign G L Acct 41 Click Late Charge and click Assign G L Acct 42 Click Sales Tax Paid and click Assign G L Acct 43 Click Payroll Wages highlight a G L account number and click the Select button to save the selected ac
152. 7 Enter Quantity The Part Sales Detail window will open with the quantity box highlighted Enter the part quantity be added to the quote The default quantity is one 18 Click OK Click the OK button to close the Part Sales Detail window and add the part to the quote After entering the labor service and parts to the quote the total can be viewed 19 Click Cancel or Click the Cancel button to exit the quote without saving the information 20 Click OK Save Click the OK Save button to open the Select Customer for Quote window to enter the customer information to be able to search for and transfer the quote to a repair order After the customer and vehicle information is entered the quote will be saved and closed To print the quote click the Preview Quote button and enter the customer and vehicle information as follows and the quote will be saved and will appear in a print preview screen to be printed 21 Select Type of Customer for Quote Select the type of Customer to use for the Quote either an existing or new customer or a freeform customer used to label the quote without creating another customer record 22 Click Existing or New Customer Click the Existing or New Customer radio button to open and click Next or the Select Customer and Vehicle for Quote window and search for and select the customer and vehicle to assign the quote to and the quote will be saved and closed 23 Click Freeform Customer and click
153. 81 Credit Card 407 Customer 12 14 16 22 24 25 26 28 271 311 D Daily Sales 220 Default Account Posting 379 Delete 24 Departments 378 Deposit on Account 271 279 281 285 286 287 289 263 267 268 401 218 219 5 Electronic Ordering 344 Employee 223 228 229 272 Employee Advance 272 Export 196 197 253 y Finance Charge 263 Financial 257 Fiscal Year Start Date 397 Freeform 75 een General Ledger Inventory oe Job Clock K Kit 112 115 Kits 300 301 et e Labor 68 71 74 75 77 78 80 81 82 293 Lists 359 Lowstock 162 Low Stock 162 Manufacturer List 177 Marketing 196 197 Marketing Labels 192 Marketing Letters 188 189 190 198 201 408 248 250 251 259 398 175 180 242 245 2009 Scott Systems MaxxChat 316 Mileage 51 0 Online 102 Online Catalog 78 Online Ordering 374 Order Parts 162 P Pat 89 95 97 98 100 102 104 107 109 110 111 Part Invoice 326 Part Placeholder 107 Part Price Matrix 173 Parts 152 Parts Invoice 141 143 146 149 150 Parts Notice 162 Parts on Order 109 Payment Methods 391 Payroll 236 239 241 394 395 400 Payroll Tax 241 Phone Book 306 Product Codes 388 Profit Monitor 369 Purchase Order 158 Q Quick Part 104 Quick Parts 310 Quick Start 50 74 88 97 QuickBooks 253 Quote 121 123 125 127 128 130 340 Quotes 81 111 R Reasons for Service 298 Rec
154. 900 account is zero Note If you have a completely correct Trial Balance report you may also create a General Journal entry to enter in all you beginning balances with the exception of ARs APs and bank accounts which are entered through their respective areas instead of using the Beginning G L Balance feature listed below Retained Earnings accounts are typically are created starting with 34000 section of the Chart of Accounts i e 34001 for 2001 34002 for 2002 etc Note Future Retained Earnings accounts will be created automatically in the Chart of Accounts beginning with 32000 i e 32011 for 2011 32012 for 2012 etc From the Menu Bar click Setup From the Menu Bar click Setup select Accounting and select Accounting and Payroll Payroll from the drop list and select Enter Beginning and select Enter Beginning General Ledger Balances from the side drop list to open General Ledger Balances the Beginning Balance Date window Enter Beginning Balance Date and Enter the Beginning Balance Date or click the Select click Next button and choose from the calendar the date your balance sheet and income statement were created typically the last day of the previous month and click the Next button Select General Ledger Account to edit Select the first general ledger account from your balance sheet on the list by highlighting the account line and click the Enter Beginning Balance button or double click on the line to open the Beginning Balance
155. Account Posting for detailed instructions on how to create a new default G L account for Non Invoice Cash In disbursements 7 Enter Date Paid Enter the Date the cash was received or click the Select button and choose from the calendar The system will enter today s date by default 8 Click Finish Click the Finish button to complete the Non Invoiced Cash In entry and return to the Cash Drawer window 9 Click Close Click the Close button to close the Cash Drawer window Copyright 2012 MaxxTraxx User Manual 256 7 7 View Current Cash Drawer Transactions The View Current Cash Drawer Transactions procedure explains how to search for view edit or void a Cash Drawer Transaction on a specific date From the Tool Bar click Cash Drawer 3 Enter Start Date Enter End Date Select Transaction Type Highlight the transaction view or void Click Void Payment Click View R O or Invoice 9 Click Close From the Tool Bar click the Cash Drawer icon or from the Menu Bar click Manager and select Create Cash Drawer Transaction from the drop list to open the Cash Drawer window Enter the Start Date or click the Select button and choose from the calendar the start date of the range of transactions to be viewed Enter the End Date or click the Select button and choose from the calendar the end date of the range of transactions to be viewed Click the down arrow and choose a Transaction Type from the drop list to be
156. Accounts see the Add A G L Account procedure for detailed instructions on how to create a new account From the Menu Bar click Setups From the Menu Bar click Setups select Accounting and select Accounting and Payroll Payroll then select Default Account Posting from the side and select Default Account drop list to open the Automatic Transaction Posting Posting Defaults window Click Cash and System Accounts Click on Cash and System Accounts in the Transaction Category to display the accounts used to track Accounts Receivable funds money received yet to be deposited inventory valuation cash drawer amounts and over short returned check expenses and income and the initial setup system balancing account Note Only the G L account numbers for these transactions can be edited Typically these accounts do not need to be edited unless you have a different G L account numbering system you want to use 3 Click A R Account Charges amp Click A R Account Charges amp Deposits and click the Deposits and click Assign G L Assign G L Acct button to open the Chart of Accounts Acct window highlight a G L account number and click the Select button to save the selected account number The system is set to use 12000 Receivables Sales which is Copyright 2012 MaxxTraxx User Manual 380 4 Click Funds ready for Deposit Safe and click Assign G L Acct 5 Click Inventory Valuation Balancing and click Assign G L Acct
157. Acct Click Returned Check Expense and click Assign G L Acct Click Returned Check Income and click Assign G L Acct 10 Click System Balance Initial Setup and click Assign G L Acct 11 Click R O Sales and Cost of Goods Sold 12 Click Discounts Labor and click Assign G L Acct Click Petty Cash in Cash Drawer s and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 10000 Petty Cash in Cash Drawer s to track the kept cash on hand in the business to make change pay for small purchases with cash instead of a check etc The cash in the Petty Cash account is managed using the Daily Sales and Cash Drawer Report to track Cash Paid Out Non Invoiced Cash In and Cash Payments Received Click Returned Check Expense and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 63350 Financial Returned Checks to track bank charges entered in the Bank Reconciliation section in the Bank Charges entry field of the Returned Check adjustment Click Returned Check Income and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The
158. All add on charges have sales tax applied by default Check the Apply Hazardous Materials box to add a Hazardous Materials fee to each tire sold The Hazardous Materials fee associated with the selected tire is set at the part record level not the system level This box may be setup to be checked by default whenever a tire is sold in the tire quote setup This charge can also be manually added or edited Note All add on charges have sales tax applied by default Check the Apply Tire Disposal box to add a tire disposal fee to each tire sold The Tire Disposal fee associated with the selected tire is set at the part record level not the system level This box may be setup to be checked by default whenever a tire is sold in the tire quote setup This charge can also be manually added or edited Note All add on charges have sales tax applied by default The Apply not active box can used as a user defined default selection to add a percentage charge to each tire sold This user defined charge is set at the part record level not the system level This box may be setup to be checked by default whenever a tire is sold in the tire quote setup This charge can also be manually added or edited Note All add on charges have sales tax applied by default Click the Change button in the Sales Tax column to open the Sales Tax Rates Definitions window and select the sales tax rate to apply to the tire quote Click the Reset Pricing Def
159. Appointment procedure explains how to Search for an Appointment that is on the service counter for today or any day in the future The Appointments window displays the Customer Phone Status RO Date and Appointment Time The RO column on the Service Counter will display Appt if the appointment has not been saved as a repair order If the appointment has been made into a repair order an RO number will appear in the column 1 From the Side Tool Bar click Click the Options button on the Side Tool Bar or right click Options anywhere in the Service Counter list box 2 Select Search Appointments Select Search Appointments from the drop list to open the Appointment Search window 3 Enter Customer Name and click OK Enter the Customer s Last Name or Company Name and click the OK button to open the Appointments List All Appointments and Repair Orders for this customer will display on this list regardless of the appointment date 4 Select the Appointment Select the appointment on the list to be viewed by double clicking the appointment or highlight the appointment and use the Go to RO button or the Go to Appointment button If an appointment has been converted to a repair order there will be a repair order number in the RO column 5 Click Go to RO or Click the Go to RO button to open the actual repair order if the appointment has been converted into a repair order If the appointment is still in appointment status the Go to RO butt
160. CHT 392 Company Payrol eaea a aa a Naa a ET Ae A Ear a AN a PAAA NA E Na LA PEARa rA Aa aS AINEs ENa h 394 Other Payroll Items Setup sssssssssssssrnnnnnnnnrnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nenn nnnn 395 Fiscal Year and Retained Earnings Setup ccececccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeseneees 397 Beginning General Ledger Balances ccccecccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseneeeeeseneees 398 Beginning Payroll Balampee eetuegeregeguasretesvEte gsskugee ASS ege aa Napaa aaa EEEE 400 Beginning Accounts Receivable Balances ccccsccsseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeneees 401 Beginning Accounts Payable Balancess cccccceeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeseeneneeenenes 403 Beginning Bank Account Balances REENEN RREE RRE REENEN ENEE EEREREERREE REENEN 405 Credit Card Setup tee eelere EE 407 Correcting Marketing Letters From MotorTraxx Conversion ccccceeeceeeeeeeeeeeeeeeeeeeeeeeeees 408 Index 409 Welcome MaxxTraxx User MaxxTraxx automotive management software is the industry s leading management tool guaranteed to improve how your business runs MaxxTraxx provides the management tools to integrate and leverage your company s relationships customers employees and vendors along with your company s assets facility inventory and funds to increase your bottom line Combining your service writing marketing parts orderin
161. Click Spellcheck icon Click the Spellcheck button to spell check the document 11 Click Find or Find Replace icons Click Find icon or Find Replace icon to search for content to be re entered or replaced within the document 12 Click Paste icon Click Paste icon to paste any content that is currently on the clipboard The content can be from outside the word processor Copyright 2012 1 MaxxTraxx User Manual 13 Click Undo icon Click Undo icon to undo the last change to the document 14 Click Preview Mail Merge icon 15 Click Select Mail Merge Field icon 16 Click Edit after closing the Word Processor or 17 Click OK 18 Click Delete 19 Click Edit Letter Text Click Preview Mail Merge icon to preview the letter as it will print with the customer information merged into the document Click the Select Mail Merge Field icon to display a list of the mail merge functions that can be entered in the document The mail merge items selected will reference the customer record when the document is selected to be printed replacing the placeholders with the customer information Click the Edit button to open the Letter Properties window to make changes to the letter name or description Click the OK button to save changes made to the letter name or description and return to the Letters list Click the Delete button to permanently delete a selected letter or postcard from the system Note Ifthe deleted letter or
162. Click the Back button to go to a previous screen in the wizard and edit as needed 16 Click Cancel Click the Cancel button to exit the wizard without importing any catalog data Copyright 2012 MaxxTraxx User Manual 310 11 2 Purge Buyouts Quickparts from Inventory The Purge Buyouts Quickparts from Inventory procedure explains how to delete all buyout parts that have no stock on hand and are not currently entered on an open repair order purchase order or vendor invoice Note A buyout part wth a negative amount in inventory wil not be purged The purge feature cleans the part inventory list to display only stocked inventory part numbers parts not designated a Buyout Part on the part record Parts entered into the program using the Buyout Quickpart feature are added to the parts inventory if the Add To Inventory List box is checked in the Buyout Quickpart Sales Detail Information window Uncheck the Buyout Part box in the part record to designate this part a stocked part to prevent the part from being purged with this purge feature Once buyout parts are purged from inventory check the Show Deleted Parts box to display these parts in red type Deleted part records or purged parts can be viewed however a deleted part record has to be re activated before this part can be added to a repair order or part invoice again Note If a Buyout part does not have the Add To Inventory List box checked when it is initially entered
163. Customer and select Customer Sources Sources from the drop list to display the Sources list 2 Click Add Source Click the Add Source button to open the Source window and enter a new Code and Description and any associated discount to automatically apply to the repair order if this customer source is selected from the repair order then click the OK button and the source will be added to the list 3 Click Edit Highlight a source and click the Edit button to open an existing source record and edit as needed 4 Click Delete Highlight a source and click the Delete button to remove a source from the list Deleted sources can be viewed by checking the Show inactive Sources box and the deleted sources will appear in red type Right click on the deleted source and select Undelete Source from the drop list to put the source back on the list as an active source 5 Check Show inactive Sources box Check the Show inactive Sources box in the upper left of if applicable the window to display sources that have been deleted Right click and select Undelete Source from the drop list to re activate the source as an item on the list 6 Click Close Click the Close button to exit the Sources window Copyright 2012 355 MaxxTraxx User Manual 12 12 Marketing Letter Postcard Label Size The Marketing Setup procedure explains how to add edit or delete printing formats for letters postcards and labels From the Menu Bar click Marketing Fr
164. EN THE CHAT ROOM AND KEEP IT OPEN OR MINIMIZED IN THE TRAY TO SEND AND RECEIVE CHATS FROM OTHER USERS LOGGED INTO THE CHAT ROOM Users logged into the Chat Room will be listed in the column called In the Chat Room on the right side of the Chat Room window Only users who are logged into the MaxxChat feature will receive messages from anyone logged into the chat room 13 Click Private Chat In the MaxxChat window click the Private Chat button to send a private chat to the user highlighted in the column called Who s Online on the left side of the MaxxChat window Note The Private Chat feature must be enabled in the Employee Record to be utilized by both the sender and the receiver 14 From the MaxxChat window click From the MaxxChat window click the Options button on Options the Menu bar to open the MaxxChat Options window 15 Select Send Message or Create Select the Send Message radio button to send the chat New Line In Message Text when the Enter Key Is Pressed or select Create New Line In Message Text radio button to move the cursor to the next line in your chat when the Enter Key Is Pressed 16 Check Always bring private chat Check the Always bring private chat form to the top when form to the top when you receive you receive a message check box to have private chats Copyright 2012 MaxxTraxx User Manual 38 open in a new window on top of any other open windows whenever a private chat is received Note This o
165. GENEE EES EE 175 Search Manufacturer List ENEE ENEE 177 Search Catalogs ciiciiscciecesecceewsssseevissasveenseestievesasveewdeaspereedasveerseesveevedaavereseaseeviadasveeraae seers 179 InVeNtOry Re POrts iiny reiia scion dd gedd cab deere eteceevedbadeneee seerecbhectveegadveveshidiavees 180 Marketing 187 Edit Letters and Postcards iriiri a aE a a a a A a 188 Print Letters and Postcards that are Cue ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeneneeenenes 189 Print Mass Mailing Letters and Postcards cccceeeeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeneeseneeenenes 190 Print Mass Mailing Label s ccccsssceeeeeceeseeeeeeeeeneeceeeeneneeseeneeeeeeeeneeceneeneneesoaneseseeenenes 192 Contact Customers With Scheduled Appointments bk 194 Marketing Export to MS Excel ASCII Forimat ccceessceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseneees 196 Marketing Export Third Party SEENEN eENE eege EES ege ec 197 Add A Letter or Postcard Word ProCeSSOl ccccesseceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeneees 198 Maxx Bucks ROVIC Wine e Ze ees place eege ede S deans ENEE Ee BEE 200 Marketing Re ports wiccieciccecicsesivcseccceetecececndiec csbeisuberbueeedicestacasennededestentebeeiucdeeevevtecadepetteaeniee 201 Banking 203 Write A Check wisi ccecctisccceeiccceesteasecttvcnctesniesscnetesadeevecuasneuassaeveersdeecteeessdeernceasteeescetentenseceve 204 V id A Checka nerien aaa ER dE Ee Sege ee dees
166. Ignore domain names Check the Ignore domain names box to skip web site e g xyz com addresses in the spell check session 27 Check Report doubled words Check the Report doubled words box to have the spell e g the the check identify words that are exactly the same typed next to each other in the spell check session 28 Check Case sensitive Check the Case sensitive box to have the spell check identify words that are supposed to be capitalized but are found to be entered with the first letter in a lower case in the spell check session 29 Check Phonetic suggestions Check the Phonetic suggestions box to have the spell English only check suggest words that sound like the misspelled word not just with similar spelling in the spell check session Note This box and or the Typographical suggestions box must be check in order for the spell check feature to make any replacement suggestions 30 Check Typographical suggestions Check the Typographical suggestions box to have the spell check suggest words that are spelled similar to the misspelled word Note This box and or the Phonetic suggestions box must be check in order for the spell check feature to make any replacement suggestions 31 Check Suggest split words Check the Suggest split words box to have the spell check suggest two separate words splitting as a replacement for the misspelled word that may just be two joined words that are just missing the space 32 Check Auto corr
167. Labor buttons as well as additional features such as creating a Return Credit Refund Core Charge Assign Techs Dial the Customer s Telephone Number Edit the Invoice Number Show Invoice Profit Show Technician Clock In Out Show Parts on this Invoice that need to be Ordered and Save options The Options drop list will display a few different features on the drop list depending on the section highlighted on the invoice If the parts section is highlighted the part specific features listed will include adding editing deleting or returning a part editing a part master record or refunding a core charge If the labor section is highlighted the labor specific features will include adding editing deleting or returning a labor editing a labor master record or assigning techs to the labor This procedure will step through the Options drop list features with the parts section highlighted first and then with the labor section highlighted Note All of these option features can be accessed using the right click in the applicable section From the Tool Bar click Parts Click the Parts Counter icon on the Tool Bar or from the Counter Menu Bar click Customer Svc and select Parts Counter to display the Parts Counter screen 2 Select a Parts Invoice on the Parts Double click on a Parts Invoice line on the Parts Counter Counter or highlight the Parts invoice and press the enter key 3 Click Options with the parts section With the parts section hi
168. List and a Sublet Labor Sales Report The Labor Services Best Seller and Slow Sellers Reports list by sales volume the best selling labor services to the worst selling and vice versa for a specified timeframe with the labor code description type quantity net sales cost profit and profit percentage displaying as few or as many labor services on the list as specified The Labor Sales Report is used to generate a report of Labor Sales including all sales or a specific range of labor codes or descriptions and or type for a specific timeframe with the labor code description type count total quantity and total sales The Labor Service List is used to generate a list of all or only specific labor services with labor code short description long description type hours and menu price The Sublet Sales Report is used to generate either a summary or detail report of Sublet Sales including all sublet sales or a specific range of sublet codes or descriptions for a specified timeframe The summary report includes the sublet code description product code quantity sold average cost average sales total sales profit and profit percentage The detail report includes in addition to the information on the summary report the date invoice number and customer name for each sublet sales plus the service writer actual cost each total cost and actual selling price each 1 From the Tool Bar click Reports From the Tool bar click on the Reports icon to open
169. Manual 376 New User Setup The New User Setup section includes procedures to set up your cash drawer s departments default account postings for automated transaction posting to the general ledger product codes payment methods sales tax rates company payroll fiscal year start date beginning general ledger payroll accounts receivable accounts payable and checking account balances credit card setup and how to correct marketing letters for MotorTraxx users who convert their system to MaxxTraxx Copyright 2012 377 MaxxTraxx User Manual 13 1 Cash Drawers The Cash Drawer procedure explains how to view the cash drawer s setup in the system add edit and delete a cash drawer from the list New systems have one cash drawer already set up on the system and that cash drawer is selected as the default You can assign a cash drawer to an individual or department to track sales transactions within your business separately however all transactions are still combined on the general ledger and reports The Cash Drawers are where transactions can be tracked separately with individual Daily Sales and Cash Drawer Reports per drawer From the Menu Bar click Setups From the Menu Bar click Setups select Accounting and select Accounting and Payroll Payroll from the drop list and select Cash Drawers from and select Cash Drawers the side drop list to open the Cash Drawer Setup window 2 Select Default Cash Drawer Select the Default Cash Drawer
170. Maxx Traxx User Manual The leader in automotive shop management software September 2012 MaxxTraxx User Manual Introduction by Sabrina Chambosse Training Asset Manager Scott Systems Inc This user manual has been written to include all features in MaxxTraxx Corporate 6 0 The user manual is designed to follow the Menu Bar and Tool Bar format in MaxxTraxx Corporate Other versions of MaxxTraxx including MaxxTraxx Service and MaxxTraxx Express have limited functionality All features in the user manual may not be available in your version of MaxxTraxx MaxxTraxx Corporate is the most comprehensive version of MaxxTraxx 6 0 released in 2012 Please note updates to MaxxTraxx are released two to three times a year and changes are not always reflected in the current User Manual as soon as they are incorporated in MaxxTraxx and made available to our users Table of Contents Part O ON Oo P WO DND U Q GW Ga GO MM MM MM MM NM N a a ch ch aa ch na ch A Go N a O DOAN OF A P ON a O OO OO d Oo P OHN CO Service Counter 1 Main Scree n Options Review aeeneg gees ste caetdic de ENEE siete ddeeccesancstniedouedatseedacietedasstacaiee 2 Make New Appointment eoii ei fescue tec ed EENS Ee dE REESEN Ad 5 Make New Appointment Quick Start AEN 8 Delete An Appointment Repair Order 9 Search For An Appointment aa a a ea n aE e EES 10 Edit Am Appoint e tics ices coi eeeee asrina aae r
171. MaxxBucks account if they paid the repair order with Credit Card Enter the percentage of part sales per repair order to be calculated and applied to the customer s MaxxBucks account if they charged the repair order to Accounts Receivable Enter the maximum amount of MaxxBucks in dollars and cents that can be earned for total part sales per repair order and applied to the customer s MaxxBucks account if they charged the repair order to Accounts Receivable Enter the MaxxBucks repair order discount percentage to be applied to the labor sales total of a customer s repair order for the MaxxBucks program Enter the maximum dollar amount of MaxxBucks that can be applied to the labor sales portion of a customer s repair order as a MaxxBucks discount Enter the maximum dollar amount of MaxxBucks that can be applied to the part sales portion of a customer s repair order as a MaxxBucks discount 20 Click OK Click the OK button to save your entries and close the MaxxBucks Merchandise Utility window Copyright 2012 MaxxTraxx User Manual ER 12 14 Marketing Appointment Contact Setup The Marketing Appointment Contact Setup procedure explains how to activate the Appointment Contact List for the Contact Customers with Scheduled Appointment feature under the Marketing section and set the number of days before an appointment that a customer should be contacted by Only appointment scheduled AFTER this feature is activated will appear on the Co
172. NOTE This entry field is activated once the Use a single account option is selected 6 Click OK Click the OK button to save your entries Copyright 2012 MaxxTraxx User Manual 3 13 10 Beginning General Ledger Balances The Beginning General Ledger Balances procedure explains how to set up the general ledger accounts with the beginning balances from your trial balance from your previous accounting program or ledger sheets Check that all the accounts that you will be entering beginning balances for have already been added to your general ledger chart of accounts see Add A G L Account procedure for detailed instructions Again use your most recent verified trial balance sheet available However there are some general ledger accounts that are tied directly to detailed areas of MaxxTraxx including beginning balances for Accounts Receivable Accounts Payable and the Checking Accounts that need to be set up THROUGH THAT RESPECTIVE PART OF MAXXTRAXX see the associated procedures for detailed instructions The A R A P and checking balances were disbursed to the 19900 account when the detail of these account balances were entered through either Customers for ARs Vendors for APs or the Bank reconciliation for Banking We will use the same method here with an automated entry format which automatically posted each Beginning G L balance to the 19900 account the goal being that once you have entered all balances the amount left in the 19
173. On Charges can also be credited in this window The Return Credit of a Sublet Labor will open the Sublet list box to select a sublet to be credited to the customer on the RO Select the Sublet from the Sublet list just as you would when you sell a sublet labor on the RO and edit the amount and the price of the sublet to be credited to the customer Select Refund Core Charge to open the Browse Cores window If the customer has paid a core charge in the past the core will be listed in the Browse Cores list box Select the core to be refunded to open the Core Refund window To credit the customer select Core Returned to shop refund customer To return a core to inventory without refunding the customer change the Status to Core Returned to shop no refund to customer If the Core is received from the customer but is not returnable for a credit change the Status to Core not returnable remove from customer and core from Core Banking If the core is not listed in the Browse Cores window click the Show All Cores button to open the Part Search window listing Used Cores on Hand Copyright 2012 MaxxTraxx User Manual 27 Select Edit this Labor Service 28 Select Delete this Labor Service 29 Select Assigned Techs 30 Select View Edit and Labor Master Record Click Options with a Part line highlighted Select Edit this Part Select Delete this Part Select View Edit and Part Master Record Select Edit this Labor
174. Order By Select to Order the Report By Customer Name or by Date Last Visited For date last visited the report will display the oldest customer visit to the most recent customer visit 21 Click OK Click the OK button to generate the report or click the Reset Filters buttons to start the selection process over Copyright 2012 MaxxTraxx User Manual 30 1 16 Add A Vehicle The Vehicle Record stores the complete vehicle description and repair history The Vehicle Records are stored under the Customer Record The Vehicle Options button under the Customer Record accesses the Vehicle Notes History Marketing Recommendations Quotes Vehicle History Report Vehicle Technical Service Bulletins and the function to transfer vehicle records to another customer and merge vehicle records with another vehicle From the Tool Bar click Customer Search Enter Search For criteria and click OK Select Customer From the Customer Record window click Vehicle Options and select Add Vehicle Select the vehicle year and click Next or Check Use Custom Vehicle box if applicable Select Make of the vehicle Select Model of the vehicle Click the Customer Search icon on the Tool Bar or from the Menu Bar click Customer Svc and select Customer List to open the Customer Search window Enter customer information in whole or just the first few letters in the Search For criteria entry field and click OK or press the enter key Se
175. Paid and Time or click the Select button and choose from the calendar and click on the down arrow and choose from the drop list 58 Click OK Click the OK button to generate the report 59 Select Service Counter and select Select Service Counter under Category and select Reasons For Service Reasons For Service under Report Name to generate a list of all the Reasons For Service records in the system displaying the Key Word and Printed Description 60 Click Run Report Click the Run Report button to generate the list 61 Select Service Counter and select Select Service Counter under Category and select Voided Voided Appointments Appointments under Report Name to generate a list of all voided appointments for a specified time period including the appointment date and time customer name vehicle reason voided and notes 62 Click Run Report Click the Run Report button to open the Voided Appointments window 63 Enter Starting Date and Time Enter the Starting Date and Time or click the Select button and choose from the calendar and click on the down arrow and choose from the drop list 64 Enter Ending Date and Time Enter the Ending Date and Time or click the Select button and choose from the calendar and click on the down arrow and choose from the drop list 65 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 66 Select Service Counter and select Select Servic
176. Parts button wil only be active if Copyright 2012 4 MaxxTraxx User Manual Ve you have a Labor line to associate it wth 46 Select Part from Part list Select Part from Part List from the drop list to open the Part Search window The Part List displays all parts that have been entered in the system and posted to inventory by the Add Part function the Buyout function and or the Parts Catalog function if the Add Buyout Catalog Parts to Inventory List was checked when this part was entered 47 Search for Part from the Part List Enter the part number and the progressive search narrows the part list down Click on the part number as soon as it appears on the list or continue to enter the entire part number to display that exact part number Note If the part is not in the system the list will eventually be blank 48 Check Show Deleted Parts box Check the Show Deleted Parts box to display part records that have been deleted Note Right click a Deleted Part and select Undelete Part from the drop list re activate the part record 49 Select part Double click the part or highlight the part and click the Select button to open the Part Sales Detail window with the part quantity entry field highlighted 50 Enter Quantity Enter the part quantity be added to the repair order The default quantity is one 51 Enter Add On Charges Per Item if Enter or edit a Hazardous Material or Tire Disposal fee if applicable applicable Parts m
177. Problem Lead in Text Problem Lead in Text Phrases Phrases from the side drop list to open the Lead In Text Setup window The Lead In Text prints on the repair order in front of the Vehicle Problem Request For Service Recommendations and Notes verbiage Note Ifthe Lead In Text entry field is left blank a dash precedes the text 8 Enter Vehicle Problem Enter the Vehicle Problem Lead In Text to appear in front of the Vehicle Problem text on printed repair orders 9 Enter Request For Service Enter the Request For Service Lead In Text to appear in front of Request For Service text on printed repair orders 10 Enter Recommended Service Enter the Recommended Service text that is followed by a colon to appear in front of each Recommended Service on printed repair orders Note This entry field is typically left blank 11 Enter Notes Enter the Notes text that is followed by a colon to appear in front of each Free Form Note on printed repair orders Note This entry field typically has Notes entered into it Copyright 2012 MaxxTraxx User Manual so to serve as the lead in text to delineate the notes from the listed repairs since Free Form Notes appear in the same section as the Vehicle Problems and Requests For Service 12 Click OK or Click the OK button to save your entries 13 Click Cancel 14 From the Menu Bar click Setups select Lists and select Repair Order Status 15 Check Show inactive status
178. R caceuue des sneenecieetuedee eveneecasetneie eevee 304 Phone Book sh festa eects Aiea Seier EE 306 Utilities 307 Import Catalog Data esaa Wicks AER Seed dE SEA EE 308 Purge Buyouts Quickparts from INV NtOY cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeseneeeeeseneees 310 Purge Customers from Customer LiSt ccceeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseneess 311 Edit Unbalanced Transactions viii ccicccecctecceseedeebecentvesdtevectasecntvadeseedeeaveeubveccbenvtenaeeevense bere 312 Send Data to Scott Syste MS cicciicccccisissceveieecceensssectensiesverescasceeedescvevnseaeceenseeevernedaseeeedeeseers 313 Select Company or Sample Database ccccceceeeeeee ener ee eeeeee nese eecaeeeeaeeeeeeeesaeeeeeeeeees 314 View Logged In Workstations c ccccsseeeeceereeeeeeceeseeeeeeseeneeceeeeneeeeseaneeeeseeeneesenseneneesoes 315 MaxxChat Setup and Use EEN 316 Logoff Current Uleies ee dee dee Se Eed Ee Ee 319 Backup Database 22 0eSUEZEEENNEEEEESEEEd SEENEN ER ENEE NEEESEE RENE E EREEEE NEE REESEN REESEN REENEN 320 Setup 321 Company Informa ten eggseteeegieusg ees AEEA AE ENE AAAA E EA APOE An EER AUENA 322 Repair Orders and Part Invoices Getup EEN 326 Custom Logo Setups s nan nE EA AREE ESA ARE SENERARA aaRS aS 339 Tite Quote Setup EE 340 Security GroupS SOtup E 342 Electronic O rd rin veciceseedecccvececseencececcsveeeieceseeeed avevecscsveveedceveuveeecveededcaveeeeveewesvecceteeeeveevees
179. See Seet eer 207 Print Checks in QUEUS isiin deeg EES DEEN eege ee aves 208 Make Bank De pOSit Zeg ENEE te ses teins cs EE EEN Eare aA ISE abais 209 Transfer EE 211 View Edit Check Register icccciiccccccciccccsseieedecsctececsecteede ccteeeecactteedecctteeeccenteececcuuevedeceevedecevees 212 Reconcile Bank Account ue 213 Edit Other Payee s ces eege ged deed Ee EES teenies 217 Add Account Adjustment oieri seeni aneia ENEE ENEE aA Aaaa ada adasi ranana ai aanas AAEE aia dis 218 Edit Account Adjuste its sissende nnair aoaaa aaan adadan raae a aeann aaae 219 11 Part VI O AN o om FP WN Part VII O AN o om FP WD Part VIII oar wn Part IX NO Om FR WO DN Daily Sales and Cash Drawer Report End of Day Report ccsececeeeeeeeeeeeeeeeeeeeeeeeeeeneees 220 Payroll 222 Add An Em plowege ageet EENS EEENENENSEE EES EES EENS tens 223 search For An EMploye e esse sces oes s22cc oriei anna EE LENER Aa EARRA Aa NA ia aa AEA ROA caveecauhateencoeayeeesuneeese 228 Employee Re ports a a p e aea EES ne Ba a aaea ea e r aa a ia 229 R n Payroll a etea aei aerea aaaea e aea iaer aa E aa aaa eg 236 Make Payroll Tax De posSit cseseccsseeeeeeeeceeneeeeeeeeeneecenseneeeeseeneeeseeseenseceaseneeeeseaneseseessenee 239 Print ER TTT 241 Time Clock Job Cloche KEEKESENEEERSEENEEKESEEEEERESENEEEESENKEEERENEEUEEEEENEEERENENEEES EES atiaeina 242 Edit Time Elek eer cle aa EEAS AR EAA EE ANEA AERE O Aa AD REAA AS A AERA 244
180. Tag to include customers with that marketing tag in the mass mailing Select Customer Has Not Been In Since and click Next to enter the date to search for customers who have not been in on or since that date and But have not been in since dates by clicking the Select buttons and choosing from the calendars Select Customer Has Not Done Labor Service Since and click Next to open the list of labor services Select a labor service to search for in the customer records to select those customers with that labor service in their history for the mass mailing and click the Next button to select a date Enter dates to Include customers who have done this labor service on or after and But have not done this labor service since by or click the Select buttons and choose from the calendars Click the Finish button to open the Ready to print Mailing Labels window Copyright 2012 195 MaxxTraxx User Manual 12 Check Print all in capitals box if Check the Print all in capitals box to print the labels in all applicable capital letters 13 Click Print Click the Print button to print the labels 14 Click Cancel Click the Cancel button to exit the Ready to print Mailing Labels window without printing Copyright 2012 MaxxTraxx User Manual 196 4 6 Marketing Export to MS Excel ASCII Format The Marketing Export to MS Excel procedure explains how to export a list of all customers or customers within a certain zip code range
181. User Manual 316 11 8 MaxxChat Setup and Use The MaxxChat Setup and Use procedure explains how to set up MaxxTraxx at the system level set up each employee to use MaxxChat and how to use both the MaxxChat group and private chat windows Note MaxxChat is designed to be opened at the beginning of the work day and minimized to keep the feature active only showing in the tray for access to send and receive private messages The Chat Room is designed to ALSO be opened at the beginning of the day and minimized and is REQUIRED to be open to send and receive messages to any user who ALSO has the Chat Room open or minimized Ifa user does not have the the Chat Room open they will NOT receive group chats however they can be sent and will receive a private chat as long as they are logged into MaxxChat and the MaxxChat window is open or minimized Whenever a user logs out of MaxxTraxx that user is automatically logged out of MaxxChat and the Chat Room if they were logged into either or both MaxxChat is also available from the Job Clock and can be run on a workstation with only the Job Clock executable installed Note The MaxxChat feature is only available for multi user systems of MaxxTraxx not available for single users From the Menu Bar click Setup and From the Menu Bar click Setup and select Company select Company Information Information from the drop list to open Program Setup window on the General link screen 2 Uncheck Turn Off System S
182. Zip Code Range Last Name and or Company Select Repair Order Date Range and click Next and enter the Start Date and End Date or click the Select buttons and choose from the calendar Select Reason For Service and click Next to open the list of reasons for service Select a reason for service to search for in the customer records to include the customers with that reason for service in their history in the mass mailing Select Labor and click Next to open the list of labors services Select a labor to search for in customer records to include those customers with that labor service in their history in the mass mailing Select Part and click Next to open the list of parts Select a part to search for in customer records to include those customers with that part in their history in the mass mailing Select Customer Marketing Tag and click Next to enter a Marketing Tag to include customers with that marketing tag in the mass mailing Select Customer Has Not Been In Since and click Next to enter the date to search for customers who have not been in on or since that date and But have not been in since dates by clicking the Select buttons and choosing from the calendars Select Customer Has Not Done Labor Service Since and click Next to open the list of labor services Select a labor service to search for in the customer records to select those customers with that labor service in their history for the mass mailing and click
183. able Select Check Availability for WorldPac only The next step in the wizard after clicking the Next button is to select a vendor for the Parts Order Select the highlighted vendor or click the Choose Other Vendor button to open the vendor list Note The online function MAY only work for ordering parts from a vendor the parts were originally added to the MaxxTraxx parts list from as the brand information must be present for that particular vendor to submit the online order successfully Click the Next button to create the Parts Order Form NOTE If there are existing Open Parts Orders for this vendor a NOTICE screen wil open offering the user an option to add selected parts to an existing order or click the Create New Parts Order button to start a new online order Click the Send Order button on the side Tool Bar of the Parts Order Form to send the online order With some online catalogs the user will be taken back to the catalog to Place the Order Nexpart or Checkout WorldPac after clicking the Send Order button which will complete the online order A confirmation window will appear once the order has been submitted successfully and this Send Order button will not be active anymore NOTE After clicking Send Order if all parts on the order are not available there is an exception notice to contact the vendor and cancel the unavailable parts The Purchase Order Number PO can be edited before the order is submitted if
184. active option at this time 9 Click Close Click the Close button to exit the Online Parts Ordering Setup window Copyright 2012 35 MaxxTraxx User Manual 12 7 Carfax Setup Carfax QuickVIN lookup is available in MaxxTraxx and is activated from Setups in the Carfax Setup section The Carfax lookup can either search by license plate number of VIN number The Carfax feature is available from the Add a Vehicle wizard or from the Reselect button in the vehicle record This feature defaults to the state in the customer record and also checks for duplicate license plates There is an agreement to send repair information to Carfax in exchange for the use of this feature license plate VIN lookup In order for the Carfax QuickVIN feature to work a local backup must be set to run daily If this local backup is turned off the Carfax QuickVIN feature will stop working When you setup Carfax there will be an agreement for you to read and agree to before the Carfax functionality will operate Data is gather from each state s Department of Motor Vehicles so search results may vary from state to state If the Carfax QuickVIN feature does not auto populate an AAIA number for online ordering an alternative engine description will be entered NOTE MaxxTraxx will not send Sample data to Carfax if the Sample in MaxxTraxx has a backup set 1 From the Menu Bar click Setups From the Menu Bar click Setups and select Carfax Setup and select Carfax Setu
185. add a sales tax rate 22 Enter Drivers License and State Enter the customer s driver s license number and state the license is issued by to keep on file if you accept checks from this customer 23 Click Next Click the Next button to open the Vehicle window A vehicle can be added to the customer record now or the customer record can be saved at this point with the vehicle added at a later time 24 Click Finish or Click Finish to save the customer record and add a vehicle at a later time 25 Click Add Vehicle Click the Add Vehicle button to open the Add A Vehicle wizard See Add A Vehicle for detailed instructions on how to add a vehicle record Copyright 2012 MaxxTraxx User Manual a 1 8 Customer Record Links Review The Customer Record Links Review procedure explains what information is stored in each link of the Customer Record The links provide access to various screens of customer information including general customer contact information customer credit details drivers license and resale license information marketing tags customer since date parts pricing level billing information drivers names notes alerts and marketing letters for this customer From the Tool Bar click Customer Search Enter Search For criteria and click OK Select Customer Click General link 5 Click Details link Click the Customer Search icon on the Tool Bar or from the Menu Bar click Customer Svc and select Cu
186. ade to this labor description will only apply to this repair order and will not change the master Labor service record in the system In the Assigned Technicians section if a default technician was selected when the repair order was started that tech will appear as the Tech 1 on every labor that is added to the repair order automatically If a Labor is added before a default technician is selected a technician will need to be assigned to that existing labor Click the Select button to open the Select Technician window and double click or highlight a technician and click the Select button to assign that technician to the repair order There can be another technician assigned to the same labor the labor times will be divided equally between the two unless it is allocated The Flat Rate Hours and Billed Hours can be allocated between the two technicians by using the spin buttons for each of the entry fields If one technician s hours increase the other technician s hours will automatically decrease Note The total amount of hours can only be increased in the Labor Sale section at the bottom of the window Check the Complete box once the labor is completed to enter that labor time for the assigned technician s payroll If you are using the Job Clock feature for the assigned technician the Job Clock function will automatically check the Complete box Note If the Job Clock feature is used the Complete box must be checked before the
187. ains how to select the information to print on the statements and generate the statements to be printed The statements will be displayed in the Report Preview window where the Windows functions can be used to zoom in print use the spin buttons to preview the statements and close to exit the Report Preview window From the Menu Bar click Customer From the Menu Bar click Customer Svc select Accounts Svc select Accounts Receivable Receivable Statements from the drop list and select Print Statements and select Print Accounts Receivable Statements from the side drop list Accounts Receivable Statements to open the Send Statements Filter window Enter Statement s As Of date Enter the Statement s As Of date or click the Select button and choose from the calendar to print monthly statements including all invoices posted on account on or before this date If you choose the current date all the outstanding invoices will print on the statements Check Show Accounts Receivable Check the Show Accounts Receivable Activity box and Activity and enter number of days of enter or use the spin buttons to select the number of activity days of previous accounts receivable activity to display and print on the statement Accounts receivable activity includes deposits on account credits issued payments received payments applied listing the payment method credits issued etc If this box is unchecked only open items with balance due will display and pri
188. al 28 Click OK Click the OK button to generate the report or click the Reset Filters buttons to start the selection process over Copyright 2012 MaxxTraxx User Manual 22 10 Manager The Manager section includes procedures for accessing and editing the lists of items entered on a repair order including labors sublets vehicle problems requests for service recommendations kits and warranties Note that all these items can be accessed and edited from within a repair order however the manager sections allows you to add edit or update these items without having to go through an open repair order This section also includes procedures for using the Task List and Phone Book Copyright 2012 23 MaxxTraxx User Manual 10 1 Manage Labor Service List The Manage Labor Service List procedure explains how to search edit delete and add a labor service Labor Service records are often edited or added while writing a repair order however the Manage Labor Service List function allows you to edit update and add a labor service from outside a repair order Two types of Labor Services Flat Rate Labor and Menu Labor are explained in this procedure From the Menu Bar click Manager From the Menu Bar click Manager and select Manage and select Manage Labor Service Labor Service List from the drop list to open the Labor List Search window 2 Enter Labor Code Enter the Labor Code to activate the progressive search function 3
189. al number of parts in inventory and their value in the Summary Report or include specific part information in the Detail Report 65 Click Run Report Click the Run Report button to open the Inventory Valuation Report Filter window 66 Select Summary Report or Detail Select to generate the Summary Report or select the Report Detail Report to include the Part Number Description Product Code Stock On Hand Negative Valuation and Positive Valuation for the parts listed 67 Select by Part Information Select All Parts or select by Part Number Description Location or Product Code to activate the From and To entry fields and enter the search criteria 68 Select by Manufacturer Select All Manufacturers or select Manufacturer Line or Class to activate the From and To entry fields and enter the search criteria 69 Select by Category Group Select All Categories Groups or select Category Group or Subgroup to activate the From and To entry fields and enter the search criteria 70 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 71 Select Inventory and select Select Manufacturer List under Report Name to generate a Manufacturer List list of manufacturers including the Manufacturer Code Name Address Phone Email Web Address and Notes 72 Click Run Report Click the Run Report button to open the Manufacturer Report Filter window 73 Select by Manufacturer
190. ales History Report Filter window 11 Select Summary Report or Detail Select a Summary Report using the radio buttons to Report include the part number description product code location quantity sold average cost total cost average sale price total sales profit dollar amount and percentage Select a Detail Report to include the date sold invoice number cost each and price each in addition to the summary data 12 Select by Part Information Select All Parts or select by Part Number Description Location or Product Code to activate the From and To entry fields and enter the search criteria 13 Select by Manufacturer Select All Manufacturers or select Manufacturer Line or Class to activate the From and To entry fields and enter the search criteria Copyright 2012 131 MaxxTraxx User Manual 14 Select by Category Group inactive This selection criterion is not active for this report 15 Enter by Date Enter the Begin and End Date of the date range by keying in the date or click the Select buttons and choose from the calendars 16 Click OK Click the OK button to generate the report 17 Select Inventory and select Core Select Core Valuation under Report Name to generate a Valuation report of new cores used cores and cores at a vendor awaiting a credit with their associated core value and a grand total valuation 18 Select Inventory and select Excess Select Excess Inventory Report under Report Name to Invento
191. amount of your last bank statement along with deposits and payments made since your last bank statement Checks written since your last bank statement are entered using the check writing feature See the Write A Check procedure for detailed instructions on how to use this feature Note If you enter beginning balances in the income and expense section on the general ledger the checks and deposits you enter into the check register prior to the initial balance sheet setup date should be posted to the 19900 System Balance Initial Setup account to prevent double entry of income and expenses on the general ledger From the Menu Bar click Banking and select Reconcile Bank Account 2 Select bank account From the Menu Bar click Banking and select Reconcile Bank Account from the drop list to open the Select Account window Select the bank account to enter the beginning balance for from the list by double clicking the account or highlight the account and click the Select button 3 Click Add and select Adjustment Click the Add button and select Adjustment from the drop list to open the Account Adjustments window 4 Click Add Click the Add button to open the G L Account window to create a new account adjustment record 5 Select type of adjustment Using the radio buttons select Deposit if your last bank statement ending balance was positive leave the selection on Charge if your ending balance was a negative amount 6 Enter Description
192. and Next Enter the amounts of the allowances to be deducted from the wages subject to the tax deduction or expense calculation Then click the Next button Leave blank if there are no allowances 11 Select rate type and enter Rate Select the tax rate calculation type radio button either Percentage of wages or Dollar Amount use a decimal for cents calculated per hour and enter either a percentage or dollar amount to the left 12 Enter Upper Limit Enter an Upper Limit of taxes to be collected or charged to the employer for this tax NOTE This upper limit is the maximum amount to be collected or charged not the maximum amount of wages subject to the tax deduction or expense For example a 2 tax based on the first 7 000 in wages would be have an Upper Limit of 140 00 so enter 140 00 13 Click Finish Click the Finish button to save the new payroll item 14 Click Edit Click the Edit button to make changes to an existing custom payroll item on the list 15 Click Delete Click the Delete button to permanently delete a custom payroll deduction or expense entry on the list NOTE Other Payroll Items cannot be deleted if they are selected in an employee record 16 Click Close Click the Close button to close and exit the Other Payroll Deduction Items window Copyright 2012 397 MaxxTraxx User Manual 13 9 Fiscal Year and Retained Earnings Setup The Fiscal Year and Retained Earnings Setup procedure explains how to set up
193. and or customers with or without any repair orders for a specified date range into a Microsoft Excel or ASCII file The customer information exported includes the customer or company name address city state zip email phone alternate phone last invoice total with vehicle make model license mileage and date year to date sales totals invoice count Marketing Tag and Customer ID internally generated NOTE Customers with the Do Not Include in Mass Marketing check box selected in their customer record are not included in the export From the Menu Bar click Marketing From the Menu Bar click Marketing and select Marketing and select Marketing Export to MS Excel Enter Zip Code Range if applicable and or click Next Select Dates and click Next Click Finish Click View Results or Export to MS Excel ASCII Format from the drop list to open the Marketing Export window Enter a Beginning and Ending Zip Code for the Zip Code Range or leave the zip code entry fields blank to include the customers in all zip codes and click the Next button Select Use All Dates or Did Did Not Have a Repair Order for a specified timeframe to activate the Beginning Date and Ending Date range entry fields and click the Select buttons to choose from the calendars then click the Next button or click the Back button to reselect the Zip Code Range Click the Finish button to start the export When the export is done an Export Complete
194. ank Vendor window and add a new vendor See the Add A Vendor procedure for detailed instructions on how to use this feature Click Options and select Create Click the yellow Options button in the left column and New Invoice or Create New select Create New Invoice from the drop list to open the A Credit for a credit P Invoice form or select Create New Credit to open the A P Credit form Note The tab key can be used throughout this form Enter Invoice Enter a code that would notate this is a beginning balance entry i e BB01012009 or the Invoice Number from the A P invoice if the invoices are being entered individually 6 Enter Date Enter the Date of the invoice or click the Select button and choose from the calendar Note The system wil enter today s date by default 7 Enter Due Date Enter the Due Date for the invoice or click the Select button and choose from the calendar Note The system will enter the due date using the Due Date Setup criteria for this vendor by default 8 Enter amount of Beginning Balance Enter the amount of the Beginning Balance or A P Invoice or A P Invoice 9 Enter Note if applicable Enter a Note for the A P Invoice such as Beginning Balance entry as of January 1 2009 for an example 10 Enter Disbursement Press the tab button after the Note field or click the Add button below to open the Disbursement window Copyright 2012 MaxxTraxx User Manual 404 11 Enter Account Number Enter
195. any Name and Contact Name if a company was selected Note The system will not search on the Contact Person s Name 5 Enter Vendor Code Enter a Vendor Code up to 6 characters Be sure not to duplicate the vendor code as this is used as search criteria Enter Address 1 2 Enter the physical address of the vendor on one or two lines if needed up to 50 characters per address line Note There is a separate screen to enter the mailing address 7 Enter Zip code Enter Zip code and the City State and Country fields will be auto populated These fields can be entered manually 8 Enter Email Enter the vendor s email address There is an emailing feature on the General screen of the Vendor Record 9 Enter Web Address Enter the Web Address for reference use only 10 Enter Credit Limit Enter the credit limit established by the vendor The Credit Limit entered is for internal reference use only 11 Check Recall Last Check Check the Recall Last Check box to save the last amount paid with the corresponding disbursement in the check writing function so the next time you write a check to this vendor that information is already filled in on the check Copyright 2012 12 Click OK to save and exit or 13 Click Phone link 14 Click Add Phone 15 Enter Phone 16 Enter Extension 17 Enter Type 18 Check Default Phone 1 2 19 Click OK 20 Click Edit 21 Click Delete 22 Click Dial 23 Click Mailing Address
196. any Reports from the drop list to open the Report Manager window 2 Select Marketing and select Select Marketing under Category and select Customer Customer Follow Up Report Follow Up Report under Report Name to generate a list of the customers who have had work done at your shop within a specified time period including their name phone number invoice number date paid vehicle year make and model and invoice total 3 Click Run Report Click the Run Report button or double click the report name to open the Customer Source Report window 4 Enter Starting Date Enter the Starting Date or click the Select button and choose from the calendar 5 Enter Ending Date Enter the Ending Date or click the Select button and choose from the calendar 6 Click OK Click the OK button to generate the report 7 Select Marketing and select Select Marketing under Category and select Customer Customer Source Report Source Report under Report Name to generate a list of the customer sources with its code for a specified time period including that customer source s percentage of sales its number of invoices total sales total profit average invoice amount average invoice profit dollar amount and average invoice profit as a percentage 8 Click Run Report Click the Run Report button or double click the report name to open the Customer Source Report window 9 Enter Starting Date Paid and Time Enter the Starting Date Paid and Time or click the S
197. appear below to record the check number of the payment 8 Enter Notes Enter any Notes regarding the deposit on account if applicable such as which repair the deposit is for etc 9 Click OK Click the OK button to saves your entries and close the Deposit on Account window The system will ask you if you want to print a receipt select Yes or No as applicable Copyright 2012 8 6 MaxxTraxx User Manual 272 Write Check for Employee Advance The Write Check for Employee Advance procedure explains how to write a check to an employee for an amount that will then appear as an accounts receivable on the employee s customer record In order to write a check to an employee WITH THE CHECK TYPE OF EMPLOYEE posted to 12300 Receivables Employee Advances the employee MUST have a customer record linked to the employee record where the amount of the advance will post From the Tool Bar click Write From the Tool Bar click the Write Check icon or from the Check Menu Bar click Banking and select Write Checks from the drop list to open the Write A Check window displaying the list of payees Note The tab key can be used throughout this section Check Employees Check the Employees option ONLY to ensure the correct check type is selected The employee MUST have an employee record before an advance check can be written NOTE The payee type i e Vendor Other Customer or Employee for the highlighted name is listed below the list of names and
198. applicable This number can be either incremental or can be the repair order or parts invoice number with a 1 2 3 succeeding the number This option is available from Setups on the Menu Bar gt gt gt Repair Orders and Parts Invoices gt gt gt Restock Setup The Ship To details in the Parts Order Form can be edited by clicking the blue underlined link the left to access the Ship To Bill To and the Notes field The information here will print on the Parts Order Form however only the Notes field information will be sent electronically to the vendor not available for all vendors with online ordering Click the Check Availability button only used with WorldPac to confirm parts on Parts Order Form are currently available before submitting order 10 Click OK Save Click the OK Save button Copyright 2012 MaxxTraxx User Manual 164 3 5 Enter Incoming Parts Invoices Restock Parts The Enter Incoming Parts Invoice procedure explains how to create an invoice to input purchased parts view purchase orders that can be converted to parts invoices add parts sublets and or returns edit part details enter shop supply charges and various additional charges and save and post the invoice From the Tool Bar click Restock Parts 2 Click Input Received Vendor Invoice 3 Select vendor 4 Enter Amount 5 Click OK or Click the Restock Parts icon on the Tool Bar or from the Menu Bar click Parts Mgr and sel
199. applicable that online catalog credentials required to setup online ordering will vary depending on which catalog is selected 48 Click Notes link Click the blue underlined Notes link to enter notes for this vendor Note Use the enter key when entering text in this field to move to the next line 49 Click OK Click the OK button to close the Vendor record and return to the Vendor List or click the General link in the left column return to the main Vendor screen 50 Click Clear Search Click the Clear Search button above the Vendor list box to display all the vendors in the vendor list again Copyright 2012 279 9 2 MaxxTraxx User Manual Add An Accounts Payable Invoice The Add An A P Invoice procedure explains how to enter a purchase paid for on account under a Vendor record The Accounts Payable AP is used entered into AP two ways either automatica to track all bills to be paid by the company Invoices are lly from posting parts invoices entered through Restock Inventory or manually using the method described below Most invoices in AP are generated through entering parts invoices but bills like rent insurance and utilities that are paid on a monthly basis are entered by creating an AP invoice Most of these manual entries are for bills that are not paid right away Some bills are paid as soon as they are received by writing a check directly from the Banking section of the program However if you
200. arch For criteria and click Enter customer information in whole or just the first few OK letters in the Search For criteria entry field and press the enter key or click the OK button 3 Check Show Deleted Customers Check the Show Deleted Customers box in the upper right corner of the Customers window to display deleted customer names 4 Right click on Customer Highlight the customer s name on the list and right click on the name to display a drop list 5 Select Undelete Customer Select Undelete Customer from the drop list to restore the customer record to active status 6 Click Close Click the Close button to exit the Customer List Copyright 2012 MaxxTraxx User Manual 1 13 View Edit A Customer The View Edit A Customer procedure explains the various ways to view and or edit a customer master record from the customer record or through an appointment or a repair order on the Service Counter Changes made to the Customer Master Record will apply to any open appointments or repair orders From the Tool Bar click Customer Click the Customer Search icon on the Tool Bar or from Search the Menu Bar click Customer Svc and select Customer List to open the Customer Search window 2 Enter Search For criteria and click Enter customer information in whole or just the first few OK letters in the Search For criteria entry field and press the enter key or click the OK button 3 Select Customer and view or edit as Select the c
201. arch criteria Select to Show All Contacts or using the radio buttons select the search parameter 12 Enter Short Description Enter the Short Description search criteria to activate the progressive search function which will narrow your contact list to include only those contacts that match your criteria 13 Click OK or Click the OK button to view the results of your search on the contact list 14 Click Add New Click the Add New button in the Contact Search window to open the New Contact window and see step 3 to Add A Contact to the Phone Book Copyright 2012 307 11 MaxxTraxx User Manual Utilities The Utilities section includes procedures for importing catalog data purging buyout parts from inventory purge customers from the customer list select to use the company or sample database within the MaxxTraxxgram view logged in workstations if you are on a network logoff a current user backup the database and register MaxxTraxx Copyright 2012 MaxxTraxx User Manual sos 11 1 Import Catalog Data The Import Catalog Data procedure explains how to add catalog data into your part inventory database including the manufacturer information i e part number description cost manufacture list price levels A F core cost core price condition color size vendor code brand ID used for online ordering notes SKU and product code MaxxBucks can also be assigned to imported catalog data when added to the p
202. ard and click OK to preview and print the Employee Timecard Card Copyright 2012 MaxxTraxx User Manual za 6 8 Edit Time Clock The Edit Time Clock procedure explains how to open the time clock window search for and select time clock records to be edited and or add or void a time clock entry From the Menu Bar click Payroll From the Menu Bar click Payroll and select Edit Time and select Edit Time Clock Clock from the drop list to open the Time Clock Clock Ins and Outs window 2 Enter Start Date Enter a Start Date to View Time Clock Records For or click the Select button and choose from the calendar to view job clock entries from this date forward 3 Enter End Date Enter an End Date to View Job Clock Records For or click the Select button and choose from the calendar to view job clock entries through this date 4 Select Employee Select the All Employees or For This Employee Only radio button to activate the Select button and open the Employee window and select an employee name 5 Select Time Clock Records Select the All Time Clock Records or Only Time Clock Records Marked for Review radio button 6 Check Show Voided Time Clock Check the Show Voided Time Clock Records box to view Records the voided job clock entries in grey type with a voided status 7 Click Add Clock In Out Click the Add Clock In Out button to open the Employees window highlight an employee and click the Select button to open the Time Clock
203. ard vendor account 10 Change Payment Date if applicable Change the payment date by entering a date or click the Select button and choose from the calendar Copyright 2012 MaxxTraxx User Manual 288 11 Click Finish Click the Finish button to post the transaction and return to the Pay Bills window or click the Back button at any time to reselect the invoices to pay Copyright 2012 om MaxxTraxx User Manual 9 7 Accounts Payable Reports The Accounts Payable AP Reports procedure explains how to generate the 1099 Report AP Summary Report and Vendor List The 1099 Report is used to generate a list of vendors with purchase amounts for a given time period exceeding the amount designated in the 1099 report listing the Payee Federal Tax ID State Tax ID and Amount Paid The AP Summary Report is used to list all AP vendors that have an outstanding balance due listing the due date transaction date invoice number original amount and amount due with a total amount due to the vendor The Vendor List is used to consolidate the Vendor Name Vendor Code Date Started Address Telephone Number s Account Number Federal Tax ID State Tax ID Credit Limit and Notes From the Tool Bar click Reports From the Tool bar click Reports or from the Menu Bar click Manager and select Company Reports to open the Report manager window 2 Select Acct Payable and select Select Accounts Payable under Category and select 1099 1099 R
204. are explained in this procedure 1 Select and open the Completed Double click the Repair Order or highlight the Repair Order Repair Order on the Service Counter and press Enter to open the Repair Order 2 Click Close Click the Close button in the lower right corner If the RO is not completed the button in the lower right corner will say OK Save click OK Save and select Pay or Pay amp Print 3 Select Close amp Pay Select Close amp Pay or Close Pay amp Print to print out an RO marked paid with the method of payment printed on it and the Cash Drawer screen will open Waming Notice screens that may appear when closing and paying a completed invoice are explained below 4 Edit invoice date time or date paid The invoice date and time as well as the date paid and time if applicable time can be edited before the invoice payment is selected and the invoice is posted and closed if applicable 5 Key in the Amount to Post if The system defaults to the total amount due to pay off the applicable balance of the invoice however if there is more than one method of payment being used enter the amount of each method and the system will display the remaining amount after the previous amount method is selected and posted 6 Select method of payment Select a method from the drop list using the down arrow to the right of the Method of Payment entry field 7 Click Apply Payment Click the Apply Payment button If the payment met
205. arketing send parameters miscellaneous cash drawer and vehicle settings From the Menu Bar click Setup and From the Menu Bar click Setup and select Company select Company Information Information from the drop list to open Program Setup window on the General link screen 2 Enter Company Name Enter the Company Name that will appear internally and on various reports and documents throughout the system 3 Enter Print Name Enter the Print Name that will appear on the repair order and part invoices 4 Enter Address Enter Address 1 and 2 City State ZIP and phone numbers that will appear on the repair order and part invoices 5 Enter Local Area Code Enter the local area code of the business for reference 6 Enter Comment 1 and 2 Enter one or two comments to appear on the repair order and part invoice such as licenses tax ID numbers etc NOTE If no information is entered in these fields nothing will print on the repair order or parts invoice in these blank areas 7 Check Turn Off System Security Check the Turn Off System Security check box to tum off all user logins passwords and security settings 8 Check Use MaxxChat Check the Use MaxxChat check box to activate the MaxxChat feature Note Requires System Security be turned on additional setup is done in each employee record to activate MaxxChat and the private chat features with more settings from Options on the MaxxChat screen 9 Select Accounting System Used Select
206. art number to display parts cross referenced to the entered part number With the part number highlighted click Select to open the Part Sales Detail Information window to enter the part quantity or click the Edit Part Info button to open the part record screen and edit as needed 18 Click Close Click the Close button to exit the Parts Search window without making a selection Copyright 2012 MaxxTraxx User Manual 1 46 Add A Part To A Repair Order Quick Start The Add A Part to a Repair Order Quick Start procedure explains how to add a part to an open Repair Order using the Part from Part List method The Quick Start version does not explain the peripheral features associated with this function A labor service has to be highlighted on the Repair Order to activate the Add A Part function Multiple parts can be associated with a single labor service Select and open the Repair Order on Double click the Repair Order or highlight the Repair Order the Service Counter and press Enter to open the Repair Order and highlight the Labor service line the Part will be associated with 2 Highlight Labor line and click Parts With the Labor line highlighted click the Parts button below the Repair Order entry field and click on a Parts method from the drop list or right click on the Labor line and select a part method from the Add drop list The Parts button will only be active if you have a Labor line to associate it with 3 Select Part f
207. arting Date and Time Enter the Starting Date and Time or click on the Select button and choose from the calendar and click the down arrow and choose from the drop list 29 Enter Ending Date and Time Enter the Ending Date and Time or click on the Select button and choose from the calendar and click the down arrow and choose from the drop list 30 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 31 Select Service Counter and select Select Service Counter under Category and select Paid Paid Parts Invoice Profit Parts Invoice Profit under Report Name to generate a list of paid parts invoices for a specified time period including invoice number service writer customer parts net sales cost profit amount and percentage labors net sales cost profit amount and percentage any other costs and invoice total sales cost profit amount and percentage 32 Click Run Report Click the Run Report button to open the Profitability Report Filter window 33 Enter Starting Date Paid Enter the Starting Date Paid or click the Select button and choose from the calendar 34 Enter Ending Date Paid Enter the Ending Date Paid or click the Select button and choose from the calendar 35 Click OK Click the OK button to generate the report 36 Select Service Counter and select Select Service Counter under Category and select Paid Paid Repair Order Profit Repair Order Profit under Rep
208. arts list The data that you import must be in a csv format comma separated value This format is available in most spreadsheet applications may not be in the format needed to match the imported data source fields to the destination fields You may need to format the imported data source fields to the destination fields and this can be done in MS Excel Note that each system is different and may require some formatting Please contact technical support for assistance with formatting your imported catalog data if needed From the Menu Bar click Utilities From the Menu Bar click Utilities and select Import and select Import Catalog Data Catalog Data from the drop list to open the MaxxTraxx Import Catalog Utility window and start the import catalog wizard 2 Click Add Click the Add button to open the Distributor window 3 Enter Distributor Code and click OK Enter the Distributor Code for the name of the distributor catalog to be imported and click the OK button 4 Click Next Click the Next button to mowe to the next screen in the wizard 5 Select File To Import and click Next Click the Select button and browse to the catalog file to be imported select the file and click the Next button to enter the selected file into the File To Import entry field 6 Check Skip the first record when Check the Skip the first record when importing data box if importing data you hawe a header row that should be skipped in the data file to be imported
209. ary Vendor 9 Click View Sales 10 Click View Purchases 11 Click OK The Manage Sublet Labor List opens up the Sublets List window to Add Edit or Delete a Sublet Labor Enter a Sublet Code that follows an established coding convention to be able to search the sublet labor list The code does not have to follow as stringent a format as labor services since there are fewer sublet labors to search Enter a Printed Description of the Sublet Labor that can be viewed on the screen and will also print on the repair order The description can be up to 100 characters Enter the Pricing Level A all the way through F if applicable to be charged to the customer for the Sublet Labor Check the Taxable box if sublet labor in your area is taxed The system will automatically apply sales tax to this sublet labor when it is entered on a repair order Select a Product Code from the list by clicking the Select button to the right Product Codes are used to track sublet labor for accounting purposes The default Product Code is SUBLET for Sublet Repair however you can create additional product codes to record and track your sublet labor sales in multiple accounts on the general ledger Click the Select button to the right of the Primary Vendor field to display the Vendors List Select a primary vendor to be the default vendor when creating a purchase order for the Sublet labor with the order parts function Click the View Sales button to
210. ased on the average cost calculated by the system For example you purchase an FL1A oil filter for 3 one day and then pay 5 another day The average value of that part in the inventory account would be 4 If you returned that part to the first vendor and receive a 3 refund the system would put 1 in the inventory valuation balance account Note Please see your accountant if there is an amount in this account on the end of year closing statement to determine how to report this amount for tax purposes Click Overs amp Shorts from Cash Drawer Close and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 63550 Financial Over Short to track any money lost from the cash drawer as an operating expense Now with any business there will be times when you count the cash drawer the actual counted amounts do not match the Daily Sales and Cash Drawer Report either 10 missing or an extra 3 50 shows up Experience shows us that these amounts usually balance themselves out and those amounts are tracked in this account At the end of the year if there was some money missing that amount is tracked in this account and will be taken as an expense on your income and expense statement for tax purposes Copyright 2012 am MaxxTraxx User Manual 7 Click Petty Cash in Cash Drawer and click Assign G L
211. at have been deleted 4 Highlight the item to view edit Double click or highlight the item to be viewed and or edited Note The right click function can be used here to edit delete void or find a check register item 5 Click Edit Click the Edit button with a check highlighted to open the Write A Check window and edit the information as needed To edit the payee click the Find button Click the Post Check button to repost the check or check the To Be Printed box above to reprint and post the check For a deposit only the date and memo field can be edited and for an adjustment only the description date amount and memo field can be edited In the Deposit window click the Reports button to view and print the Deposit Slip or Deposit Item Detail reports 6 Click Delete Click the Delete button to reverse the highlighted item and remove the deleted item from the check register If the Show Deleted Transactions box is checked these deleted items will display with DELETED in the description section on the register 7 Click Void Click the Void button to reverse the highlighted item and leave the voided item on the check register The voided items will display with VOID in the description section on the register 8 Click Close Click the Close button to close the check register window Copyright 2012 213 MaxxTraxx User Manual 5 7 Reconcile Bank Account The Reconcile Bank Account procedure explains how to reconcile
212. ate a kit fora range of vehicles and some shops have hundreds of specific kits Generic kits apply to more vehicles and the kit can be edited Conversely specific kits are much more focused and only apply to a very specific situation which can be very useful when using a special part or fluid that may be required for a specific year make and model For repair shops that specialize in a particular make of vehicle this feature is more applicable because there will be more repetition of specific jobs for a specific year make and model of vehicle 1 From the Menu Bar click Manager From the Menu Bar click Manager and select Manage and select Manage Kits Kits from the drop list to open the Kit Manager window 2 Click Add or right click and click Click the Add button to open the wizard with the option to Copy create a kit for a range of vehicles or a generic kit for all vehicles If you select generic skip to step 9 or right click on an existing kit to make a copy and edit as needed Click Create a kit for a range of With the Create a kit for a range of vehicles highlighted vehicles or click Next for generic click the next button to select the range of vehicles the kit applies to Select Beginning Year and click Select the Beginning Year for the kit range from the drop Next list which displays most vehicles manufactured since 1962 To create a kit for a vehicle that does not appear on the list click the Use Custom
213. ations click Unselect While in the Recommendations section of the wizard All click the Unselect All button to remove all Recommendations to be added to the repair order Click InfoTraxx Click the InfoTraxx button to open the Technical Service Bulletins TSB window listing any TSBs for this vehicle See Vehicle Technical Service Bulletins for detailed instructions on how to use the InfoTraxx TSB feature 31 Click Next Click the Next button to open the Reason for Service screen 32 Click Add Vehicle Problem Click the Add Vehicle Problem button to open the Select Vehicle Problem window and choose from the list 33 Click Add Request Click the Add Request button to open the Select Request for Service list and choose from the list 34 Click Add Free Form Note Click the Add Free Form Note button to open the window to enter a printed description for the reason the customer is making an appointment 35 Edit Request for Service Vehicle Once a Request for Service Vehicle Problem or Note is Problem Note and click OK selected a window opens to edit or add to the selection any notes from the customer about the problem requests the customer may have asked of the service writer etc 36 In Reasons for Service click Edit In Reasons for Service click the Edit button to open the highlighted Reason for Service Printed Description entry field to edit as needed and click OK to save your changes 37 In Reasons for Service click Delete In R
214. aults button to reset all the add on charge columns in the matrix to the default settings Click the Delete Tire From Quote List button with a tire quote line highlighted on the Tire Quote List to remove that selection from the list Copyright 2012 MaxxTraxx User Manual 132 19 Click Print Tire Quote List Click the Print Tire Quote List button to open the Tire Quote Report Preview window to print the Tire Quote 20 Click Close Click the Close button to close the tire quote Tire Quotes cannot be saved so when the Tire Quote Wizard is closed no tire quote information is saved Copyright 2012 133 MaxxTraxx User Manual 1 65 Appointment Schedule The Appointment Schedule procedure explains how to set your Amount of hours available for appointments each day where to view your schedule availability and how to enter quoted hours on the appointment screen for estimating the hours for the job to budget your shop s scheduling availability As appointments are scheduled on the Service Counter and the quoted hours are entered for each appointment created the amount of hours available on the Appointment Calendar for each day will decrease The color of each day on the Appointment Calendar will change color according to what percentage of appointment capacity you have remaining for scheduling additional appointments green with less than 35 of your hours available booked for that day yellow with 35 to 64 booked orange with 65 to 99 b
215. ax items that are sold i e emissions certificate etc 20 Check Use Price Matrix Check Use Price Matrix to apply the Parts Price Matrix calculations to this part See the Parts Price Matrix Setup for detailed instructions on how to use this feature 21 If you did not select Use Price Matrix The red triangle next to the box indicates this is the enter Custom Pricing criteria used to calculate the selling price of the part In order to set Custom Pricing uncheck the Part Price Matrix box 22 Using Sales Price or Enter an amount under Sales Price to manually set a Copyright 2012 o MaxxTraxx User Manual selling price for this part If you entered a List Price above that amount will automatically appear in this box The amount entered here will not change unless it is manually changed from within this part record NOTE The red arrow next to this box after a dollar amount is entered denotes that this method of pricing is designated for this part 23 Using Profit Margin or Enter a percentage under Profit Margin The Profit Margin is based on part cost and is defined as Net Income Profit divided by Net Sales Revenue selling price For example profit margin from a part that sold for 10 which cost 5 is calculated by subtracting cost from the selling price of 10 minus 5 which is a profit of 5 divided by 10 the selling price The profit margin for this example is 50 The red arrow next to this box after a perce
216. ay click Add button in the lower left enter a Note or continue to tab ahead to bring up the corner Disbursement window or select the Add button in the lower left of the window to open the Disbursement window and disburse that invoice amount on the G L 36 Enter the G L account number or Enter the G L account number or click the Select button click Select to display the Chart of to display the Chart of Accounts List Start typing the G L Accounts List account number to activate a progressive search or scroll through the list to select your G L account number 37 Highlight the G L account to disburse When the G L account number is selected the Account to and click Select or double click Name will be populated Verify the G L account selected the account number in the Account Name field is correct and the dollar amount in the Amount field is correct Enter notes in the Memo field as needed 38 Click OK Click the OK button to save and close to the disbursement window and return to the A R Invoice form 39 For multiple disbursements To make multiple disbursements to the G L for a single invoice select the first G L account edit the dollar amount to be allocated to that G L account and click OK Click the Add button at the lower left of the A P Invoice window to select the second disbursement G L account number edit the dollar amount make note in memo field and click OK Repeat as needed until the Balance at the bottom is 0 00
217. ay already have the Add On Charges as part of the part record so they are automatically entered on the repair order when that part is selected These Add On Charges can be edited or deleted The total Add On Charges print as a subtotal on the repair order Enter Discount if applicable Enter a Discount if applicable by either editing the Regular Price field which will not show a discount given on the repair order enter a percentage in the Discount field and the Adjusted Price will reflect the discounted price or edit the Adjusted Price and the Discount will be calculated for you Discounts print on each part line on the repair order Check Apply Warranty Discount Check the Apply Warranty Discount box to activate the box if applicable Warranty Discount fields If there is an Add On Charge a confirmation window will open asking if you want to also remove the add charges since this is a warranty operation Click Yes to keep the charges or No to have them cleared Click OK or click Add Another Click the OK button to close the Part Sales Detail window Part to return to the Part List and add the part to the repair order or click the Add Another Part button to add the part and return to the Part List to search for another part to add to this labor From the Parts Search window click If the part is not listed in inventory click the Add Part Add Part if applicable button to open the new part wizard and enter a new part re
218. b 23 Click Show Catalog Click the Show Catalog button to automatically open the catalog associated with this vendor this button is inactive if there is not a catalog associated with this vendor Parts entered on a purchase order from a catalog are either designated as a buyout part or an inventory part on the Unmatched Catalog Part screen when the purchase order is saved closed Check the Buyout or Inventory column and click the OK button to close the purchase order window 24 Click Send Order Click the Send Order button open the order page of the online catalog with the parts on the purchase order automatically entered on the catalog order page 25 Click Preview P O Click the Preview P O button to open the Report Preview window to view and or print the purchase order in printing format 26 View Vendor Part if applicable With a part line highlighted if there is a different Vendor Part Number the vendor part number will display here 27 Select Shipping Method Select the Shipping Method by clicking the down arrow and select from the drop list the method to ship the items on the purchase order 28 Select Parts Order Date Enter the Parts Order Date or click the Select button and choose from the calendar The current date is entered automatically 29 Select Promise Date Enter the Promise Date or click the Select button and choose from the calendar 30 Select Vendor Fax Enter the Vendor Fax Number or click the down arrow an
219. be in stock 14 For stocked parts enter Minimum The Minimum Quantity amount is used to trigger a reorder Quantity report Once a part quantity reaches this amount the part reorder report will list this part number and the amount to be ordered to reach the Best Quantity amount again 15 For existing inventory enter Current Entering a quantity of Current Stock On Hand along with Stock On Hand and or click Next a Base Cost on the next screen of the wizard will create an adjustment to your G L Inventory account 16 Enter Base Cost The Base Cost of the part is defined as the last highest price you paid for this part The Base Cost will adjust higher as you pay more for the part with the Reset Base Cost option selected Base cost will not adjust downward if you pay less for the part downward adjustments need to be done manually Base Cost is used to calculate the part selling price using the profit margin or cost multiplier 17 Enter List Price The List Price is generally the Manufacture s or Vendor s suggested retail price This amount is manually set and can only be changed in the Parts Record under Price List Price is used to calculate the selling price using the mark up down method 18 Check Is Commissionable Check the Is Commissionable box to track parts sold by a particular employee for calculating commissions 19 Check Is Taxable Check the Is Taxable box to calculate tax on this part when the part is sold Uncheck for non t
220. be reviewed in a separate procedure From the Tool Bar click Parts Click the Parts Counter icon on the Tool Bar or from the Counter Menu Bar click Customer Svc and select Parts Counter to display the Parts Counter screen From the Side Tool bar click Write From the Side Tool bar click the Write Customer Invoice Customer Invoice or icon or click the yellow Options button on the Side Tool Bar and select New Customer Invoice from the drop list to open the Customer Search window Press nsert key select New From the Parts Counter screen press the nsert key to Customer Invoice and click OK open the Invoice Type Window and select the New Customer Invoice radio button and click the OK button to open the Customer Search window Enter Search By criteria in the Find The Customer Search can be performed on the customer s entry field Last Name First Name Company Name Vehicle License Number Unit Number VIN Phone Number or by entering two of the four vehicle criteria of Year Make Model and Color to narrow the search by the vehicle description Enter the customer information in the Find entry field Click the Search By radio button if Click the Search By radio button to change the type of applicable criteria used in the search if necessary The system will default on the Last Name First Name or Company Name 6 Click OK Click the OK button to display the list of search results in the Customers window 7 Select Customer S
221. bel the marketing mailer The Letter Name is used to search for the marketing mailer 5 Enter Description Enter a Description of the marketing mailer The Description is used to notate details about the mailer how it is to be used the target audience etc Click OK and type content or Click the OK button to save the marketing piece properties name and description and open the word processor to write the content of the marketing mailer Type in the content of the marketing mailer or open an existing document and import the text into the word processor Click Open File Click the Window File form the word processor Menu Bar or select Open or click the Open File icon and select a document to save as the marketing document content Select the document to be imported and click Open or double click the document and the content will appear in the word processor Click anywhere in the word processor entry field to activate the cursor Note The external document must be in Text format i e txt Click File and select Save or After the document content is entered or is imported into From within the Word Processor the Letter Postcard word processor click File and select Save or Exit and Save to close the word processor window Click Print Preview icon Click the Print Preview icon in the word processor to view the letter as it will look printed with the mail merge placeholders which will be replaced with customer details 10
222. ble clicking the labor or highlight the labor and click the Select button to open the Labor Service Sales Detail Information window 10 Click OK Click the OK button in the Labor Service Sales Detail Information window to add the Labor to the Repair Order Most Labor Services on the Labor list already have the descriptions billed hours flat rate hours add on charges etc already in the labor record from when the labor record was created The following steps explain how to enter edit these sections in the Labor Service Sales Detail Information window in an RO 11 Enter Edit Hours Billed to Customer Enter the Hours Billed to customer by keying in amount or using spin buttons Hours can be described in tenths by using a decimal before the number Copyright 2012 12 Enter Edit Flat Rate Hours Assigned to Techs Enter Edit Printed Labor Service Description Select Assigned Technicians if applicable Allocate Flat Rate Hours and Billed Hours if applicable Check Complete box if applicable Enter Edit Add On Charges Per Billed Hour Enter Edit Shop Rate Adjustment Check Apply Warranty Discount if applicable MaxxTraxx User Manual Enter the Flat Rate Hours Assigned to Techs by keying in amount or using spin buttons Hours can be described in tenths by using a decimal before the number In the Labor Info section edit or add to the Printed Labor Service Description as needed Edits m
223. bor from Vehicle History select labor from a previous repair order The labor from a vehicle history added to the current repair order must be on the labor list Labor imported from an external database onto a previous repair order cannot be selected using the labor from vehicle history method The labor rate and times added from the vehicle history will reflect current labor rates and labor times rather than the rates and times saved in history 5 Labor from Quotes for this Vehicle select labor from saved Quotes for this vehicle The labor selected from the quotes listed will reflect the pricing at the time the quote was saved Quotes do not reflect current labor rates or pricing if there was a change since the quote was created 6 Kits select a kit to add a comprehensive repair including parts and labor that have been built and saved to the list of kits When adding a part to a labor the method of selection can be either the 1 Parts List 2 Part from external database i e Alldata CD WorldPac Wrenchead Nexcat or Imported Catalog 3 Buy Out Quick Part 4 Part Placeholder 5 From Parts on Order 6 Part from Vehicle History or 7 Parts from Quotes for this Vehicle The different methods require varying amounts of data entry but the method Copyright 2012 MaxxTraxx User Manual 40 used should take into consideration the accounting system used A brief explanation of each method and their intended application are as fol
224. button to add the new cash drawer to the list 10 Click Delete Click the Delete button to remove the highlighted cash drawer from the list 11 Click Close Click the Close button to close the Cash Drawer Setup window Copyright 2012 MaxxTraxx User Manual 378 13 2 Departments The Departments procedure explains how to add edit and delete a department type that an employee is assigned to in their employee record NOTE This feature is currently for reference only and is under development From the Menu Bar click Setups From the Menu Bar click Setups select Accounting and select Accounting and Payroll Payroll from the drop list and select Departments from the and select Departments side drop list to open the Departments Setup window 2 Check Show deleted Departments Check the Show deleted Departments box to display any deleted departments in red type Note Right click on a deleted department and select Undelete Department from the drop list to re activate a deleted department name 3 Select department to edit Select the department to edit by double clicking on the department line or highlight the line and click the Select button to open the department window edit as needed and click the OK button to save your changes 4 Click Add Department Click the Add Department button to open a blank Department window 5 Enter Description Enter the Description for the department describing where it is physically located or what
225. by right clicking on the highlighted cash drawer line and select Set As Default from the drop list Note Only one cash drawer can be selected as the Default Cash Drawer at a time 3 Check Show deleted Cash Drawers Check the Show deleted Cash Drawers box to display any deleted cash drawers in red type Note Right click ona deleted cash drawer and select Undelete Cash Drawer from the drop list to re activate a deleted cash drawer 4 Select cash drawer to edit Select the cash drawer to edit by double clicking on the cash drawer line or highlight the line and click the Select button to open the cash drawer window edit as needed and click the OK button to save your changes 5 Click Add Cash Drawer Click the Add Cash Drawer button to open a blank Cash Drawer window 6 Enter Description Enter the Description for the cash drawer describing which employee is assigned to that cash drawer or where it is physically located in the business i e Ed or Front Counter 7 Enter Beginning Cash Date Enter the Beginning Cash Date or click the Select button and choose from the calendar The Beginning Cash Date is the date the beginning cash drawer amount will be entered in the Cash Drawer and Daily Sales Report 8 Enter Beginning Cash amount Enter the Beginning Cash amount in dollars and cents for the cash drawer which will be entered in the Beginning Cash In Drawer entry field of the Cash Drawer and Daily Sales Report 9 Click OK Click the OK
226. ch individual repair order or part invoice 51 Enter Starting Paid Date and Time Enter the Starting Paid Date and Time or click the Select button and choose from the calendar and click on the down arrow and choose from the drop list 52 Enter Ending Paid Date and Time Enter the Ending Paid Date and Time or click the Select button and choose from the calendar and click on the down arrow and choose from the drop list 53 Click OK Click the OK button to generate the report 54 Select Service Counter and select Select Service Counter under Category and select Paid Paid Repair Orders with Part Repair Orders with Part Markup under Report Name to Markup generate a comprehensive list of paid repair orders for a specified time period including the RO number date customer vehicle net part sales parts cost parts markup parts discount and warranty net labor labor discount and warranty sublet and towing cores miscellaneous add on sales tax and total for each invoice including a grand total of invoices grouped by wholesale and retail invoices Copyright 2012 MaxxTraxx User Manual e 55 Click Run Report Click the Run Report button to open the Paid Repair Orders Report window 56 Enter Starting Date Paid and Time Enter the Starting Date Paid and Time or click the Select button and choose from the calendar and click on the down arrow and choose from the drop list 57 Enter Ending Date Paid and Time Enter the Ending Date
227. cian s Certifications box to print the Certifications assigned technician s certifications on the repair order Copyright 2012 MaxxTraxx User Manual 32 25 Check Print Revisions of Original Check the Print Revisions of Original Estimate box to print Estimate the Revision Details for each time the estimate amount increased with the authorizing contact information including date time revised amount and new total 26 Check Print Labor Service Hours Check the Print Labor Service Hours box to print the labor service hours billed in addition to the hourly labor rate and the total dollar amount invoiced to the customer Note If this field is left unchecked only the total dollar amount invoiced to the customer will print on each labor line 27 Check Print Tax Breakdown Check the Print Tax Breakdown box to print the Sales Tax Breakdown as required by law in Canada 28 Check Print Amounts With Check the Print Amounts With Recommended Services Recommended Services box to print total for each recommended service no breakdown of parts or labor prices on the repair order if there is pricing detail associated with the recommended service Check Show Notes on Printed RO Check the Show Notes on Printed RO box to print the invoice notes on the invoice Notes The notes that are displayed under the vehicle s record are never printed Check Check Mileage In Out Check the Check Mileage In Out box to prompt for an Out Mileage entry w
228. ck Utilities and select Edit and select Edit Unbalanced Unbalanced Transactions to open the list of unbalanced Transactions transactions Note A Notice window wll open stating There are no transactions that need to be corrected if there are no unbalanced transactions in the system Highlight a transaction and click Edit Highlight the transaction to be edited and click the Edit button to open the General Journal Entry Screen displaying the unbalanced transaction details 3 Click Add Click the Add button to open the Disbursement window and click the Select button to choose a General Ledger account to disburse the transaction to then click the OK button 4 Click Edit Click the Edit button to open the Disbursement window and edit the existing disbursement information as needed then click on OK button 5 Click Delete Click the Delete button to delete the highlighted transaction and click Yes on the Disbursement Record confirmation window or click Cancel to exit this window without saving your entries 6 Click Post and Close Click the Post and Close button to post the edited or added transaction and close the window Copyright 2012 313 MaxxTraxx User Manual 11 5 Send Data to Scott Systems The Send Data to Scott Systems procedure explains how to backup and send your MaxxTraxx data automatically to Scott Systems technical support department server for review From the Menu Bar click Utilities From the Menu Bar click Utilities a
229. ck the Add Label button to open the Label Setup window and enter a new Label paper size description orientation paper size width and height label size width and height and left and top margins not adjustment for right and bottom margins then click the OK button Select the Default Printer for Labels by checking the Use Windows Default box or uncheck the box and select a printer from the drop list Note Label sizes cannot be deleted if that size is set as the default Select the size of the Barcode Labels by clicking the Select button and choosing from the drop list If the label size is not listed click the Add Label button to open the Label Setup window and enter a new barcode label size description orientation paper size width and height label size width and height and left and top margins not adjustment for right and bottom margins then click the Copyright 2012 MaxxTraxx User Manual 324 19 Select Bin Labels 20 Select Checks Defaults 21 Click Display link 22 Select Beginning of Work Day 23 Select End of Work Day 24 Select Appointment Time Increments 25 Select Default Repair Order Promise Time OK button Select the Default Printer for Barcode Labels by checking the Use Windows Default box or uncheck the box and select a printer from the drop list Select the Style for the Barcode Labels from the drop list NOTE The Bar Code Label has an internal size if the barcode label is set anywhere bet
230. ck the Run Report button to open the Parts Purchased Report Filter window 82 Select by Vendor Select All Vendors or select Company Name or Last Name to activate the From and To entry fields and enter the search criteria 83 Select by Date Select All Dates or Selected Dates to activate the Begin and End Date entry fields key in the dates or click the Select buttons and choose from the calendars 84 Check Include Sublets if applicable Check the Include Sublets box to include sublets purchased on the report and in the total sales amount 85 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 86 Select Inventory and select Parts Select Parts Reorder All Parts under Report Name to Reorder All Parts generate a list of stocked parts that are below their best quantity amounts 87 Click Run Report Click the Run Report button to open the Parts Reorder Report Sort Order window 88 Select List parts in order of Select to list parts in order of Part Number or Description 89 Click OK Click the OK button to generate the report 90 Select Inventory and select Parts Select Parts Reorder Parts needed per Vendor under Reorder Parts needed per Vendor Report Name to generate a list of stocked parts with assigned primary vendors that are below their best quantity amounts grouped by the vendor 91 Click Run Report Click the Run Report button to open the Parts Re
231. click the down arrow and select the employee from the list by double clicking the name or highlight the name and click the Select button 54 Check Show voided records Check the Show voided records box to include voided time card entries 55 Check Show items marked for Check the Show items marked for review box to show review time card entries that are incomplete that need to be reviewed and edited 56 Click OK Click the OK button to generate the report Copyright 2012 233 MaxxTraxx User Manual 57 Select Employee and select Job Clock Details Select Employee under Category and select Job Clock Details under Report Name to generate a report per employee listing job clock entries including date repair order number clock in time clock out time flagged hours elapsed time reason clocked out year model customer notes if selected and total flagged hours and elapsed time with a company totals of flagged hours and elapsed time 58 Click Run Report Click the Run Report button to open the Job Clock Detail Filter window 59 Enter Starting Date Enter the Starting Date or click the Select button and choose from the calendar 60 Enter Ending Date Enter the Ending Date or click the Select button and choose from the calendar 61 Select All Employees or a specific employee 62 Check Show voided records 63 Check Show items marked for review Using the radio buttons select Include All Employees or Only For This Em
232. click the Repair Order or highlight the Repair Order and press Enter to open the Repair Order and highlight the Labor senice line the Part will be associated with With the Labor line highlighted click the Parts button below the Repair Order entry field and click on a Parts method from the drop list or right click on the Labor line and select a part method from the Add drop list The Parts button will only be active if you have a Labor line to associate it with Select Part from Vehicle History to open a list of parts sold in this vehicle s history under the same labor code as the labor service highlighted on this repair order Uncheck the Use Engine When Searching box to display all parts for this year make and model regardless of engine The Use Engine When Searching is checked by default Check the Show All Parts For This Vehicle box to display all parts ever sold for this vehicle This will broaden the list from only parts sold under the selected labor service to all parts regardless of the labor service they were sold under Check the Show Parts Removed From History List box to display any parts from the vehicle history list that have been deleted from this list Click the Remove Part From history List button to delete the highlighted part from the history list Right click on the deleted part displayed in red type and select Add Part Back To History List from the drop list to change the part status from deleted to activ
233. cord to be added to the inventory list Copyright 2012 MaxxTraxx User Manual s 56 Click Edit Click the Edit button to open the Part record window to edit as needed Note Edits made in this part window will permanently change the contents of the part record 57 Click Delete Click the Delete button to permanently delete the part record from the system 58 Click German Sort Click the German Sort button to open Search Parts in German Sort Order window and enter the German part number to display the parts on the parts list 59 Click Cross Reference Click the Cross Reference button to open Search Part by Cross Reference Number window and enter in the part number to display the parts cross referenced to that part number on the parts list 60 Click Close Click the Close button to exit the Parts Search window without making a selection 61 Highlight Labor and click Add With the Labor line highlighted click the Add Sublets Sublets button to open the Sublets list box The Add Sublets button will only be active if you have a Labor line to associate it with 62 Enter Sublet Code Enter the Sublet Code to activate the progressive search function and list the sublet labor services with that code 63 Select Sublet Select the Sublet labor service from the list by double clicking the sublet or highlight the sublet and click the Select button to open and edit the Sublet Labor Service Sales Detail Information window 64 Enter
234. count number The system is set to use 20000 Payables Trade which is a liability account which means that your business is liable to pay that money back to track the incoming parts invoices you have charged or put on your account with a vendor As you write checks to vendors to pay bills the amount you pay is deducted from this accounts payable total Click Discounts from Vendor Invoice and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 47750 Income Purchase Discount to track any discount entered on an incoming parts invoice in the Discount entry field Note Discounts given on incoming parts invoices are not deducted from your Cost of Goods Parts account rather they are treated as income from a vendor in the Income Purchase Discounts account on your income and expense statement Click Late Charge and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 63300 Financial Interest to track as an expense all late charges or interest charged by a vendor and entered in Accounts Payable under a vendor account Note This automated feature is under development Click Sales Tax Paid and click the Assign G L Acct button to open the Chart of Acco
235. creen Double click in box to edit that appointment 2 Select Edit Appointment Select Edit Appointment from the drop list to open the Appointment window 3 Edit as needed Edit any of the active white fields as needed in the Appointment window 4 Click OK Click the OK button to save your changes and close the window Copyright 2012 MaxxTraxx User Manual 12 1 7 Add A Customer The Add A Customer procedure explains how to create a new Customer Record The Customer Record is where the customer information and vehicle records are set up and stored under the customer name The Customer Record Options Review procedure will explain where the Customer s Sales History and Accounts Receivable are managed The Customer Record Links Review will explain how to add and manage additional customer record information From the Tool Bar click Customer Use the Customer Search icon on the Tool Bar or from the Search Menu Bar click Customer Svc and select Customer List to open the Customer Search window 2 Click Add New Click the Add New button in the lower left corner to start the Add A Customer wizard 3 Select Person or Company and Using the radio buttons select Person or Company for the click Next type of customer record and click Next Depending on which you select the data entered will be the person s name or the company name and that name will be the search parameter when performing a customer search 4 Enter Name Enter the Fir
236. criptions form the list 7 Highlight part description and click Highlight a part description from the list and click the Select Select button to enter that description into the Part Sales Detail Information window 8 Click Add Buyout Description Click the Add Buyout Description button to open the Buyout Description entry window add a description and click the OK button to add the description to the list 9 Click Edit With the buyout description highlighted click the Edit button to open the Buyout Description entry window edit the description as needed and click the OK button to save your changes and return to the list 10 Click Delete With the buyout description highlighted click the Delete button to remove the Buyout Description from the list 11 Enter Hazardous Materials fee if Enter a Hazardous Materials fee to add to the invoice that applicable is associated with this part The Hazardous Materials fee is multiplied by the number of these parts sold and appears under a Hazardous Materials subtotal on the invoice 12 Enter Tire Disposal fee if applicable Enter a Tire Disposal fee to add to the invoice that is Copyright 2012 MaxxTraxx User Manual 108 associated with this part The tire disposal fee is multiplied by the number of tires sold and appears under a Tire Disposal subtotal on the invoice 13 Enter Regular Price Enter the Regular Price the Part will be sold for There is no Part Pricing matrix
237. criptions form the list 8 Highlight part description and click Select 9 Click Add Buyout Description if applicable 10 Click Edit Highlight a part description from the list and click the Select button to enter that description into the Buyout Quick Part Sales Detail Information window Click the Add Buyout Description button to open the Buyout Description entry window add a description and click the OK button to add the description to the list With the buyout description highlighted click the Edit button to open the Buyout Description entry window edit the description as needed and click the OK button to save your changes and return to the list 11 Click Delete With the buyout description highlighted click the Delete button to remove the Buyout Description from the list Copyright 2012 105 MaxxTraxx User Manual 12 Click Select to change Product Code The Product Code is set to default to general inventory from default GI General Inventory There are two functions for the product code inventory reports and financial accounting Reports are generated based on product codes that may or may not be assigned to different G L accounts For example create a product code Tires using the same G L accounts as the general inventory account or create a product code with a new G L account that will track and account for tires separately on financial reports To change the G L account click the Se
238. ct Lists from the select Lists and select Shipping drop list and select Shipping Methods from the side drop Methods list to open the Shipping Methods window A shipping method is selected when a New Parts Order is created 67 Set Default Shipping Method Set the Default Shipping Method by right clicking in the Default column on the shipping method line and select Set as Default from the drop list Whenever a new parts order is created the shipping method will default to your selection 68 Click Add Shipping Method and Click the Add Country button to open a blank Shipping enter Description Method window enter the shipping method and click the OK button to save the new shipping method 69 Click Edit Click the Edit button to make changes to the highlighted shipping method 70 Click Delete Click the Delete button to permanently delete the highlighted shipping method from the list 71 Click Close Click the Close button to exit the Shipping Methods window 72 From the Menu Bar click Setups From the Menu Bar click Setups select Lists from the select Lists and select Checklist drop list and select Checklist Groups from the side drop Groups list to open the Checklist Groups window Items ona checklist are created from within a checklist group so that item displays on a printed checklist under a group heading i e 30 Point Checklist Brakes Maintenance etc The checklist groups must be created before the checklist is created 7
239. ct column on the line of the quote to be highlighted Quote added to the repair order 15 Click Add Selected Items to RO Click the Add Selected Items to RO button to transfer the quote from the Vehicle Quote section onto the RO Note The Labor Services and parts if applicable selected will reflect the saved information in that Quote which may not be up to date wth the current labor rate and parts prices Copyright 2012 127 MaxxTraxx User Manual 1 62 Search For A Quote For A Customer The Search for a Quote for a Customer procedure explains how to view save make an appointment for the quoted service and convert the quote into a repair order Once the quote is scheduled through an appointment or converted into a repair order the quote is removed from the vehicle s quote list From the Tool Bar click Customer Use the Customer Search icon on the Tool Bar or from the Search Menu Bar click Customer Svc and select Customer List to open the Customer Search window 2 Enter Search For criteria and click Enter customer information in whole or just the first few OK letters in the Search For criteria entry field and click the OK button or press the enter key 3 Select Customer Select the customer from the list by double clicking the customer s name or with the customer name highlighted press the enter key to open the customer record window 4 Highlight the vehicle click Vehicle Highlight the vehicle for the quotes click the green
240. cted a description of the contents of that report will display in a text box below the Report Name list box The Report Preview window will display the report where the Windows functions can be used to Zoom In Print the report click the spin buttons to view reports with multiple pages and Close the Report Preview window From the Tool Bar click Reports From the Tool Bar click the Reports icon or from the Menu Bar click Manager and select Company Reports from the drop list to open the Report Manager window 2 Select Financial and select Checks Select Financial under Category and select Checks Received Received under Report Name to generate a list of checks received and entered in the system within a specified time period including Customer Name Description Date Check Number and Amount totaling the number of checks listed and total amount 3 Click Run Report Click the Run Report button to open the Checks Received Report Filter window 4 Enter Starting Date Paid Enter the Starting Date Paid or click the Select button and choose from the calendar 5 Enter Ending Date Paid Enter the Ending Date Paid or click the Select button and choose from the calendar 6 Click OK Click the OK button to generate the report 7 Select Financial and select Sales Select Financial under Category and select Sales Summary Summary under Report Name to generate a sales summary report listing totals for parts fluids labor sublets miscellaneous char
241. currently being worked on Work Prog will display in the status column 9 Select Work Not Started Select Work Not Started when the job has not been started yet Not Start will display in the status column Copyright 2012 55 MaxxTraxx User Manual 10 From the Repair Order select From within an open repair order click the OK Save button Complete and select Complete to change the repair order to an invoice mark the repair order as complete and prevent further modifications To make changes to a completed invoice the status must be reverted back to a repair order to be modified Complete will display in the status column Copyright 2012 MaxxTraxx User Manual s 1 28 Pay Completed Repair Order The Pay Completed Repair Order RO procedure explains how to accept payment post and print a completed RO The payment options include Cash Check American Express Discover Master Card Visa A R Charge Credit or Third Party Billing There are Warning Notice screens that may appear when paying a completed RO that prompt you to enter information such as costs for parts enter a Low Stock part a part that does not appear to be in stock in the system or assign a technician to a labor for examples before completing the payment and posting of the invoice to maintain the integrity of the various sections of the system The methods of payment along with the warning notice screens and how to address the issues in the notifications
242. d exchanged or paid out anywhere the system for this program Enter the percentage of labor sales per repair order to be calculated and applied to the customer s MaxxBucks account if they paid the repair order with Cash and Checks Enter the maximum amount of MaxxBucks in dollars and cents that can be earned for total labor sales per repair order and applied to the customer s MaxxBucks account if they paid the repair order with Cash and Checks Enter the percentage of labor sales per repair order to be calculated and applied to the customer s MaxxBucks account if they paid the repair order with Credit Card Enter the maximum amount of MaxxBucks in dollars and cents that can be earned for total labor sales per repair order and applied to the customer s MaxxBucks account if they paid the repair order with Credit Card Enter the percentage of labor sales per repair order to be calculated and applied to the customer s MaxxBucks account if they charged the repair order to Accounts Receivable Copyright 2012 MaxxTraxx User Manual 10 Enter maximum MaxxBucks that can be eamed for total labor sales per RO paid to Accounts Receivable Enter MaxxBucks percentage to be earned for total part sales per RO paid with Cash and Checks Enter maximum MaxxBucks that can be earned for total part sales per RO paid with Cash and Checks Enter MaxxBucks percentage to be earned for total part sales per RO paid with Credit Card Ente
243. d select a fax number from the drop list 31 Enter Created By if applicable Enter the Created By name or initials The user name or initials for this computer is entered automatically 32 Check Show Prices on Parts Order Check the Show Prices on Parts Order Printout box to Printout include the systems costs for the parts ordered and show a total amount for the purchase order The costs displayed are the last amount paid for this part from any vendor 33 Enter Discount if applicable Enter a Discount amount if applicable to appear on the purchase order and be calculated in the total amount The dollar amount can be entered in the first entry field or a percentage can be entered in the second field The field that is left blank is calculated and filled automatically Copyright 2012 1 MaxxTraxx User Manual 34 Enter Sales Tax if applicable 35 Enter Freight if applicable 36 Enter Handling Chg if applicable 37 Click OK Save 38 From the Repair Order Buyouts and Low Stock Parts window click in the Order column and click Next 39 If a single vendor is assigned to the part click Single Vendor Quick Order instead of Next Enter a Sales Tax amount if applicable to appear on the purchase order and be calculated in the total amount The dollar amount can be entered in the first entry field or a percentage can be entered in the second field The field that is left blank is calculated and filled automatically
244. d status Click the Delete button to remove the highlighted status from the list Click the Close button to exit the Part Invoice Statuses window From the Menu Bar click Setups select Lists from the drop list and select Cancellation Reasons from the side drop list to open the Reason for Canceled Appointment or Voided Repair Order window When an appointment is cancelled or a repair order is voided deleted there is a prompt to enter a reason for the cancellation Click the Add Reason button to open a blank Reason for Canceled Appointment amp RO window enter a Reason and click the OK button to save the new reason Click the Edit button to make changes to the highlighted reason Click the Delete button to permanently delete the highlighted reason from the list Click the Close button to exit the Reason for Canceled Appointment or Voided Repair Order window From the Menu Bar click Setups select Lists from the drop list and select Vehicle Types from the side drop list to open the Vehicle Type Setup window Vehicle types are recorded in the vehicle record for reference use only Set the Default Vehicle Type by right clicking in the Default column on the vehicle type line and select Set as Default from the drop list Whenever a new vehicle record is created the vehicle type will default to your selection Click the Add Vehicle Type button to open a blank Vehicle Type window enter a Description for the new vehicle type
245. d A Part To A Repair Order Part from Online Catalog procedure explains how to access search and add a part from the online catalog to an open repair order The AAIA Automotive Aftermarket Industry Association number in the vehicle record is used to access parts in the online catalogs specifically for the vehicle on the repair order The AAIA number is obtained by selecting the year make model and engine from the add a vehicle wizard or from the Carfax Quick VIN license plate look up feature Once the catalog part is exported to the repair order the Part Sales Detail Information can be edited There is an option to add these imported catalog parts to the Parts List in MaxxTraxx This option is selected under Setups on the Menu Bar gt gt gt Repair Orders and Parts Invoices gt gt gt Inventory Setup gt gt gt Add Catalog Part to Inventory List NOTE A labor service has to be highlighted on the Repair Order to activate the Add A Part function Multiple parts can be associated with a single labor service Open the Repair Order on the Service Double click the Repair Order or highlight the Repair Order Counter and press Enter to open the Repair Order and highlight the Labor Service line the Part from an Online Catalog will be associated with Highlight Labor Service line and With the Labor Service line highlighted click the Parts click Parts button below the Repair Order entry field and click ona Parts method from the drop list
246. d Customer or Click the Add Customer button to open the New Customer wizard to add the customer information if they are not on the list See the Add A Customer procedure for detailed instructions on how to use this feature 7 Click Edit Customer Click the Edit Customer button to open the customer s record to make changes as needed to their record 8 Select Vehicle and click Next or Select the Vehicle from the vehicle list by double clicking the vehicle or with the vehicle highlighted click Next to open the Appointment Information screen where the customer information can be verified and updated while the customer is making the appointment 9 Click Add Vehicle or Click the Add Vehicle button to open the New Vehicle wizard to add the vehicle information if it is not on the list See the Add A Vehicle procedure for detailed instructions on this procedure Copyright 2012 MaxxTraxx User Manual 6 10 Click Edit Vehicle Click the Edit Vehicle button to open the vehicle record to make changes as needed to the record 11 Quotes Available prompt if A Quotes Available prompt will open stating quotes are applicable available from the Repair Order if there are any quotes in the vehicle record 12 Enter Appointment Date On the Appointment Information screen enter the Appointment Date or click Select to choose from the calendar 13 Enter Appointment Time Enter the Appointment Time or choose from the drop list by clicking th
247. d highlighted to open the Word Processor window and locate all the merge fields in the letter The mail merge fields will be in all CAPS and begin and end with an asterisk CL Highlight the entire merge field beginning from the first asterisk thru and including the last asterisk From the Menu Bar click Mail Merge and Select Mail Merge field from the drop list to open the Select Mail Merge window listing all of the mail merge fields Select the mail merge field from the list by highlighting the field and click the Select button or double click the field to replace the highlighted MotorTraxx field in the letter Repeat on all MotorTraxx mail merge fields as needed From the Windows Menu Bar click File then click Save and or Exit from the drop list If your changes have not been saved and you click Exit you will be prompted to save your changes Click the Close button to close the Letters window Copyright 2012 s MaxxTraxx Pro CE User Manual Index A Accounts Payable 403 Accounts Receivable AllData 77 98 374 Appointment 5 8 9 10 11 133 B Backup 320 346 Bank Account 405 Bank Account Adjustment Bank Deposit 209 Bank Reconciliation 213 Buyout Part 104 310 C2 Cash Drawer 220 254 255 256 377 391 Cash Drawers 379 Catalog 102 172 179 308 Change Status 54 Chart of Accounts 248 Check 204 208 212 272 Check Payee 217 Checklist 367 Company 322 Company Credit Card 2
248. d is a cross reference number for another part in inventory Note If the part number you entered in the search was an exact match of a cross referenced part the Cross Reference List will appear automatically listing that part Copyright 2012 153 MaxxTraxx User Manual 5 Click German Sort if applicable 6 Click Clear Search if applicable 7 Check Show Deleted Parts box if applicable 8 Select a part from the list Click the German Sort button to open the Search Parts in German Sort Order window Note This feature applies to parts with the Use German Sorting for searches and reports box checked to be able to search for these parts that may have their part number listed and referred to using a number reordering convention particularly for German vehicle parts Click the Clear Search button or press the Backspace key to change what you are looking for if your part number was not found Check the Show Deleted Parts box in the upper left of the window to display parts records that have been deleted Double click the Part or highlight the Part and click the Edit button to open the Part Record window The part notes last cost average cost base cost and manufacture list price will appear below the parts list box 9 Click Add Part Click the Add Part button if the part was not listed to open the Add A Part wizard and create a new part record 10 Click Edit Click the Edit button to open the highlighted part record
249. d on this profitability screen if using a part price matrix NOTE The recommendation is to have this setting to Reset base cost at purchase selected in Setups gt gt gt Repair Orders and Parts Invoices gt gt gt Inventory Setup check box near the bottom of the screen 20 Click Master Part Record Click the Master Part Record button to access the master record for this selected part Edits can be made to the master part record from this area however note any changes made to the master record will NOT be applied to the part already entered on this repair order or part invoice nor any other invoices Changes made to the part master record will only affect future entries of this part on an invoice 21 Click Close Click the Close button to exit the Profitability screen and save any changes you have made 22 Check Earns MaxxBucks Check the Earns MaxxBucks checkbox to set this part on this repair order or part invoice ONLY to accrue MaxxBucks when this part is sold NOTE MaxxBucks can be selected by default to be applied in the part master record from the blue underlined Price link check box in upper right corner 23 Click OK Click the OK button to close and save any changes to the Part Sales Detail Information screen Copyright 2012 MaxxTraxx User Manual Im 3 3 Create Parts Purchase Orders Order Parts The Create Parts Purchase Orders procedure explains how to start a purchase order add parts sublets and or ret
250. d or section in the system 1 From the Tool Bar click Phone From the Tool bar click the Phone Book icon to open the Book Phone Book window 2 Click Add New Contact Click the Add New Contact button to open the New Contact window 3 Select contact type and click OK Select Person or Company using the radio buttons to describe the type of contact and click the OK button 4 Enter contact name and address Enter the contact s name address birthday spouse record type to note contact relationship i e software IT support company shirts vendor etc email and Web site 5 Click Add Phone Click the Add Phone button to open the Enter Telephone Number window and enter the contact s telephone information including type The Edit Delete and Dial buttons apply to the highlighted phone number on the list 6 Enter Notes Enter contact Notes that will appear in the Contact Notes read only data field below the list of contacts when that contact name is highlighted 7 Click OK Click the OK button to save your entries and close the Phone Book Record returning to the Contact list 8 Click Edit Click the Edit button to open the highlighted contact record edit as needed and then click the OK button to save your entries and close the contact record 9 Click Delete Click the Delete button to remove the highlighted contact record from the system 10 Click Find Click the Find button to open the Contact Search window 11 Select se
251. d press Enter to open the Repair Order and highlight the Labor service line the Part will be associated with 2 Highlight Labor line and click Parts With the Labor line highlighted click the Parts button below the Repair Order entry field and click on a Parts method from the drop list or right click on the Labor line and select a part method from the Add drop list The Parts button will only be active if you have a Labor line to associate it with 3 Select Part from Part List Click on Part from Part List to display the Part Search window Selecting the Part List will display all parts that have been entered in the system and posted to inventory by the Add A Part function the Buyout function and or the Parts Catalog function if the Add Buyout Catalog Parts to Inventory List was checked 4 Search for Part from the Part List Start to enter the part number and the progressive search will narrow the part list down Click on the part number as soon as it appears on the list or continue to enter the entire part number to narrow the list to the exact part number If the part has not been entered into the system before the list window will eventually list no parts 5 Check Show Deleted Parts if Check the Show Deleted Parts box in the upper left of the applicable window to display parts records that have been deleted 6 Select a part from the list Double click the part or highlight the part and click the Select button to add the part to the re
252. d return to the Customer Record window 7 Click Vehicle Options and select Select History from the drop list to open the Repair Order History History window that lists all repair orders for the selected vehicle The list also includes any open repair orders 8 Click Labor History Click the Labor History button to open the Labor History window to view labor code description status repair order number invoice date date paid quantity and price of all labor operations performed on this vehicle 9 Click Details Click the Details button in the lower left corner to display details about the highlighted labor service including full printed description and technician s who performed the labor service Click the Close button to return to the Labor History window Click Close again to return to the Repair Order History window 10 Click Part History Click the Part History button to open the Parts History window to view part number description status repair order number invoice date date paid quantity and price of all parts installed on this vehicle 11 Click Details Click the Details button in the lower left corner to display details about the part including discounts warranty discounts and add on charges Click the Close button to return to the Part History window Click Close again to Copyright 2012 MaxxTraxx User Manual a 12 Click View Repair Order 13 Click Close 14 Click Vehicle Options and select Marketing
253. d select Parts List to open the Parts Search window Click the Add Part button to open the Add A Part wizard The tab key can be used throughout the Add A Part wizard The part number format should be consistent with the way the parts are ordered i e online ordering and catalogs Once the parts are received with an invoice to be entered the part number entered should match the invoice If the part number on the invoice catalog or online has spaces dashes or slashes etc these symbols and spaces should be keyed into the part number i e 79 6YR Battery The Part Description will appear on the printed repair order exactly as you enter it here and can be up to 100 characters in length including spaces Check the Is A Fluid box to enable the part to be included in a report that only includes Fluids The part will still be considered general inventory this is for reporting use only 6 Check Use German Sorting Check the Use German Sorting box to be able to search for parts using the German Sort function 7 Enter the Barcode SKU number and or click Next 8 For stocked parts enter Location Code 9 Select Condition 10 Click Select to change Product Code from default GI General Inventory Barcode SKU numbers can be assigned to parts for use with a barcode scanner and printer The location code can be up to eight characters and is used for looking up a part location for a doing repair as well as organizing the loca
254. dPac SpeedDial option under Add A Part There are four components to the setup including installing the SpeedDial software select WorldPac SpeedDial under Electronic Ordering Setup assign a vendor for WorldPac and Enable WorldPac SpeedDial on This Workstation under Workstations Setup Additionally you can customize the WorldPac online access export and ordering preferences 1 Download WorldPac SpeedDial From www worldpac com download the WorldPac software SpeedDial software specific for your operating system 2 From the Menu Bar click Setups From the Menu Bar click Setups and select Electronic and select Electronic Ordering Ordering from the drop list to open the Online Parts Ordering Setup window listing the Online Parts Ordering Systems 3 Select WorldPac in the Active Select WorldPac by clicking in the Active column and a column green checkmark will appear 4 Click Close Click the Close button to save your selection and exit the Online Parts Ordering Setup window 5 From the Menu Bar click Vendors From the Menu Bar click Vendors and select Accounts and select Accounts Payable Payable Vendor List from the drop list to open the Vendor List Vendors window to select the WorldPac vendor account 6 Enter Vendor Name Enter the vendor name in this case WorldPac by typing the first few letters do not place cursor in Search For box or arrow down through the list to find WorldPac 7 Select Vendor Select the vendor in this case W
255. de Select Cost for Parts option Check Allow Manager Override Select Cost for Sublets option 86 Check Allow Manager Override Check the Require Placeholder To Be Replaced On RO box to prompt when paying an invoice if there is a Placeholder on the invoice that needs to be replaced by an actual part Check the Allow Manager Override box to be able to close out an invoice with a Part Placeholder Note If the invoice is closed out wth the placeholder and you track inventory be sure to go back and repost that invoice wth the actual part number used to maintain inventory and accounting integrity Check the Require Parts On RO To Be Stocked Before RO Is Paid box to activate a Notice screen that says There are parts on this repair order that are not stocked yet The user would be required to return to the RO and wait until the parts have been stocked entered into inventory to be available to be sold unless Manager Override option is selected which would display a button to Override the Notice at the invoice level and allow the user to pay the invoice Check the Allow Manager Override box to display the Override button on the Notice at appears when attempting to pay an invoice with parts that are not available in stock Using the radio buttons select an action to take if the Cost on Repair Orders and Part Invoices for buyout parts is not entered Don t warn Warn if no cost or Require cost NOTE Requires Recommended f
256. ded to the Used Core inventory under its own Product Code for financial and inventory reports The New Core Product Code currently defaults to the New Core Inventory account however an additional New Core Product Code can be added and selected at this point The Used Core Product Code is already set up to default to a Used Core Inventory account however additional Core Product Codes can be added and selected at this point This is the amount of used cores you have on hand of this particular part number Entering a quantity here along with a cost will create an adjustment to your G L account Ongoing this amount will total your used core inventory The Advanced button to open the Advanced window while in the initial part record setup Note The Advanced button is only accessible from within the Add A Part wizard Click the Select button to open Vendors window Highlight vendor and click the Select button to add that vendor as the primary vendor If the vendor is not on the list click the Add Vendor button to add a vendor to the system Enter a Vendor Part Number if your primary vendor uses a different part number On purchase orders for this vendor both the part number in inventory and the vendor s part number will print On purchase orders for this part from a vendor other than the primary vendor only the inventory part number will print on the purchase order Enter the last price you paid for the part from this vendor The pri
257. ded to the invoice when this part is used The Hazardous Materials fee is multiplied by the number of parts sold and appears under subtotals on the invoice These fees are tracked separately on the General Ledger for accounting and reports The fee can be designated taxable or non taxable See Add on charges under the RO and Part Invoice Setup procedure for detailed instructions on how to select this fee taxable 43 Enter Tire Disposal fee The Tire Disposal fee is added to the invoice when this tire is used The tire disposal fee is multiplied by the number of tires sold and appears under subtotals on the invoice These fees are tracked separately on the General Ledger for accounting and reports The fee can be designated taxable or non taxable See Add on charges under the RO and Part Invoice Setup procedure for detailed instructions on how to select this fee taxable 44 not Active A customizable field to charge an additional fee as a percentage whenever this part is sold The fee will appear under subtotals on the invoice See Add on charges under the RO and Part Invoice Setup procedure for detailed instructions on how to select this fee taxable 45 Click Allow Auto Update Click Allow Auto Update to enable any changes in the Part Price Matrix to be automatically applied to the part 46 Click Is Commissionable Note This is a duplicated feature 47 Click Reset Base Cost Click Reset Base Cost to allow the base cost of the part to incr
258. depending on the criteria you selected to activate the progressive search The list will narrow down as you enter the name or code 4 Select Vendor Select the Vendor by double clicking the vendor name or highlight the vendor name and click the Edit button to open the vendor record 5 Check Show Inactive Vendors Check the Show Inactive Vendors box to display all vendor records that have ever been in the system 6 Click Clear Search Click the Clear Search button to display the entire list of vendors again and to start the search over 7 Click Add Vendor Click the Add Vendor button to open the Vendor window and create a new vendor record Copyright 2012 MaxxTraxx User Manual 286 9 5 Print Accounts Payable Check Stub Report The Print A P Check Stub Report procedure explains how to search for and print an Accounts Payable Check Stub Report to attach to a check listing the invoices paid by that check This feature is very useful for payments to vendors that you charge a lot of purchases from as the number of invoices being paid with that check may exceed the space provided on the upper portion of the actual check stub From the Menu Bar click Vendors From the Menu Bar click Vendors and select Print and select Print Accounts Payable Accounts Payable Check Stub Report to open the Select Check Stub Report Accounts Payable Checks window listing the accounts payable checks written for a specified date range 2 Enter Show Chec
259. ders repair orders and parts invoices box to activate the and parts invoices Average Cost field on the Part Sales Detail Information screen in the inwice to be edited NOTE Selecting this feature is NOT RECOMMENDED for Full Accounting Users as the Average Cost is automatically entered into this field when the part is stocked in MaxxTraxx Check Use Price Matrix For New Check the Use Price Matrix For New And Catalog Parts And Catalog Parts box to apply the Part Price Matrix automatically to all parts added to the system Check Use Price Matrix For Buyout Check the Use Price Matrix For Buyout Parts box to apply Parts the Part Price Matrix automatically to all buyout parts added to a repair order Check Allow Manager Override Check the Allow Manager Override box to activate an option on the Part Sales Detail Information screen on the invoice to uncheck the Use Part Price Matrix box and enter a manual selling price for the part NOTE Recommended Check Reset Base Part Cost at Check the Reset Base Part Cost at Purchase box to Purchase update the base cost of all parts in inventory whenever the part cost is more than the last time the part was purchased Base cost decreases are done manually in the part record Check Set the part record average Check the Set the part record average cost to last cost cost to last cost when a part record when a part record has no stock on hand box to use the has no stock on hand last cost for
260. dit Click Print Repair Order Click the Options button on the Side Tool Bar or right click anywhere in the Service Counter list box Select Search Previous Repair Orders from the drop list to open the Repair Order Search window Select the Search By criteria by clicking the corresponding radio button to search by Repair Order Number Repair Order Date or Date Paid Enter the repair order information depending on the search criteria selected repair order number repair order date or date paid choosing from the calendar and click the OK button to open the Browse Repair Orders window listing the repair orders that match that search criteria Click the Find button below the repair orders list box to open the Repair Order Search window again to re enter search criteria Select the repair order from the list by double clicking on the repair order or highlight the repair order and click the View Repair Order button to open the repair order Click the Edit button to open a repair order window for a repair order that is currently open on the Service Counter Note If the repair order is closed and posted this button is inactive Click the Print Repair Order button to open the Report Preview window to view the repair order that has been closed and posted in printing format Click the Zoom icon on the Windows tool bar to increase the size of the document click the Print icon to print the document use the spin buttons to view multipl
261. dited The AAIA Automotive Aftermarket Industry Association number in the vehicle record is used to access labor services in the online catalogs specifically for the vehicle on the repair order The AAIA number is obtained by selecting the year make model and engine from the add a vehicle wizard or from the Carfax Quick VIN license plate look up feature Labor added to a repair order from an online catalog is not saved to the Labor list NOTE A reason for service has to be highlighted on the Repair Order to activate the Add A Labor function Multiple labors can be associated with a single reason for service Select and open the Repair Order on the Service Counter Highlight the Reason for Service line and click Labors Select Labor from vendor Double click the Repair Order RO or highlight the RO and press Enter to open the RO and highlight the Reason for Service line the Labor is associated with With the Reason for Service line highlighted click the Add Labors button below the Repair Order list box The Add Labor button will only be active if you have a Reason for Service line to associate it with Select Labor from vendor with an Online Catalog set up in the vendor record to be taken to that vendor s online catalog to select and import those parts onto the repair order The labor services displayed in the online catalog will be for the selected vehicle in the repair order using the AAIA number in the vehicle record The R
262. djustment by editing the Hourly Shop Rate or entering a discount percentage to calculate the amount charged to the customer If an amount is entered into the Adjusted Discounted Shop Rate entry field the percentage will be automatically calculated and applied The amount discounted will print on the repair order Check the Apply Warranty Discount box to activate the Discount percentage entry field Enter the percentage of the labor charge to be discounted This amount will be tracked under a warranty account on the general ledger Enter the Flat Rate Hours to be paid to the technician for performing this labor service Hours can be described in tenths by using a decimal before the number Enter the Hours Billed to customer by keying in amount or using spin buttons Hours can be described in tenths by using a decimal before the number Click the More button in the lower left corner to open the Labor Service Profitability window This screen is a view only section to see the profitability of the labor service Check the Apply current Labor Tax Rate box if labor in your area is taxed and the system will automatically apply sales tax to this free form labor services on the invoice 16 Click OK Click the OK button in the Labor Service Sales Detail Information window to add the Labor to the Repair Order Copyright 2012 MaxxTraxx User Manual 1 36 Add ALabor To A Repair Order Labor from AllData The Add A Labor to a Repair Orde
263. dure for detailed instructions on how to use this feature Copyright 2012 MaxxTraxx User Manual 24 6 Select an adjustment Select an adjustment from the list by highlighting the adjustment and clicking the Select button or double click on the adjustment to open the Adjustment window to enter the adjustment date amount and a memo then click the OK button to save the adjustment The adjustment will be entered into the check register with the item selected in the Cleared Column 7 Click Add and select Check Click the Add button and select Check from the drop list to open the Payee List in the Write A Check window 8 Write a check If there is a cleared check on your bank statement that is not in your check register write the check now and the check will be entered into the check register with the item selected in the Cleared Column Note See the Write A Check procedure for detailed instructions on how to use this feature 9 Click Add and select Deposit Click the Add button and select Deposit from the drop list to open the Select Items to Deposit window listing payment transactions that are to be deposited 10 Select item to deposit If there is a cleared deposit on your bank statement that is not in your check register select the items that comprise that deposit from the list and the deposit will be entered into the check register with the item selected in the Cleared Column Note See the Make Bank Deposit procedure for deta
264. e Trial Balance Report 36 Click OK Click the OK button to generate the report Copyright 2012 MaxxTraxx User Manual 262 8 Accounts Receivable The Accounts Receivable A R section includes procedures to set up and print A R statements for customer charge accounts including when to set the due dates for charged invoices how to post a deposit on a customer s account and the A R reports including the Accounts Receivable Activity Detail Report Accounts Receivable Aging Reports in Detail or Summary Accounts Receivable History Report and Accounts Receivable Statements Copyright 2012 z MaxxTraxx User Manual 8 1 AR Due Dates and Finance Charge Setup The Accounts Receivable Due Dates and Finance Charge Setup procedure explains how to select and setup the Method for Calculating Due Dates on accounts receivable monthly statements set the Finance Charge Rate and include a Finance Charge Notice on Accounts Receivable Statements This Finance Charge Notice also prints on the repair order in the payments methods section if the repair order has an Accounts Receivable payment on it The Due Date is calculated from the date the invoice is posted on the customer account Note If an invoice is posted to a customer account and the posting date is manually entered and changed to a date other than the current date the due date will still be generated according to the date the inwice is actually posted on account To print an individua
265. e Counter under Category and select Voided Voided Cash Drawer Transactions Cash Drawer Transactions under Report Name to generate a list of all voided repair orders that had been paid and then voided from the Cash Drawer within a specified time period including the RO number date customer vehicle parts parts discount labor labor discount sublet towing cores miscellaneous user charge sales tax and total for each invoice including a grand total of invoices grouped by wholesale and retail invoices 67 Click Run Report Click the Run Report button to open the Voided Cash Drawer Transactions Report window 68 Enter Starting Date Paid and Time Enter the Starting Date Paid and Time or click the Select button and choose from the calendar and click the down arrow and select from the drop list 69 Enter Ending Date Paid and Time Enter the Ending Date Paid and Time or click the Select button and choose from the calendar and click the down Copyright 2012 139 MaxxTraxx User Manual 70 Click OK Click the OK button to generate the report 71 Select Service Counter and select Select Service Counter under Category and select Voided Voided Repair Orders And Part Repair Orders and Part Invoices under Report Name to Invoices generate a list of all voided repair orders and part invoices for a specified time period including the invoice date and time invoice number customer name vehicle date and time voided voided by reason
266. e Delete button to permanently delete the selected Checklist Item from the Checklist Template 21 Click OK Click the OK button once the checklist is completed to save entries and return to the Checklist Template window 22 In the Checklist Templates window Click the Edit button to open the selected Checklist click Edit Template make changes to the master Checklist form and click the OK button to save your entries Note Changes made to the Checklist Templates will not affect the Checklists already selected on open repair orders 23 In the Checklist Templates window Click the Delete button to delete the selected Checklist click Delete Template from the Checklist Template list Note To view and restore a deleted Checklist Template check the Show inactive checklist templates box highlight the checklist in red type right click and select Undelete from the drop list Copyright 2012 am MaxxTraxx User Manual 12 17 Profit Monitor Setup The Profit Monitor uses the Parts Price Matrix function to calculate the part profit margin the Average Labor Cost per Hour to base the labor profit margin and the Labor and Repair Order Profit Percentage Targets to calculate the overall profit percentage of the repair order including if selected cores sublets supply charges and user charges in the profit calculation This procedure explains how to set up the Parts Price Matrix if not already set up calculate the Average Labor Cost Per Hour
267. e Menu Bar click Banking From the Menu Bar click Banking and select View Check and select View Check Register Register from the drop list to open the Check Register and Select Account windows 2 Select Bank Account Highlight the bank account from the list and click the Select button or double click on the account the check to be voided was written from 3 Highlight check to be voided Highlight the check on the check register to be voided 4 Click Void or Click the void button to void or delete the check Ifa check is voided it will permanently appear on the check register as the following for example VOID Factory Motor Parts 5 Click Delete Click the Delete button to delete or void the check Ifa check is deleted it not not appear on the check register unless you select the Show Delete Transactions check box and then the deleted check will appear on the check register as the following example DELETED Factory Motor Parts Copyright 2012 MaxxTraxx User Manual 208 5 3 Print Checks in Queue The Print Checks in Queue procedure explains how to print checks that have been saved to print at a later time from the Write A Check function All or selected checks can be printed from the Queue From the Menu Bar click Banking From the Menu Bar click Banking and select Print and select Print Checks in Queue Checks in Queue from the drop list to open the Select Account window 2 Select bank account Double click
268. e OK button 6 Click OK Click the OK button to close the Carfax Setup window and save your changes or click Cancel to exit without saving your changes Copyright 2012 MaxxTraxx User Manual 346 12 8 Database Backup Setup Backup Data The Database Backup Setup procedure explains how to select the location where your backup files will be saved schedule an automatic daily backup and enter user information to activate the MaxxTraxx FTP backup service You must be running MaxxTraxx on the File Server and choose Backup from the Server From the Menu Bar click Setups and select Data Backup From Server Only Enter the location for your backup files Check Schedule the backup to run automatically Enter time to run the backup 5 6 Enter User Name Enter Password 7 8 Check Use MaxxTraxx FTP backup service if applicable From the Menu Bar click Setups and select Data Backup From Server Only from the drop list to open the Data Backup Setup window Enter the location on your computer where your backup files are to be stored or click the Select button and browse for the folder to store the backup files and click the OK button or click the Cancel button to exit without making any changes Check the Schedule the backup to run automatically box to activate the entry fields and set the time to run the backup automatically on a daily basis Enter the time to run the backup everyday or click the Select butto
269. e OK button to save changes to that cost category Click Delete Click the Delete button with a cost category line highlighted to remove that pricing range The first cost category line will apply to all parts with that Starting Part Cost through to the next Starting Part Cost amount Note The first cost category line cannot be deleted only edited Click Apply Matrix to Part Records Click the Apply Matrix to Part Records button to have the system automatically search and apply the new pricing structure to all parts that both Use Default Price Matrix and Allow Auto Update Any part record that does not have both of these features active will not be affected by any changes to the Part Price Matrix in an update From the Menu Bar click Setups From the Menu Bar click Setups and select Repair and select Repair Orders and Orders and Parts Invoices The Repair Orders and Parts Parts Invoices Invoices Setup to open the Labor Rates view in the RO and Parts Invoices window Enter Avg Labor Cost Hr or Enter an amount to represent the Average Labor Cost per Hour used to calculate profitability on the repair order or use the Calculate a Month button to calculate the Average Labor Cost per Hour Click Calculate a Month Click the Calculate a Month button to enter the monthly expenses used to calculate the Total Expenses on a monthly basis Enter the estimated monthly Part Profit and Flat Rate Hours below to calculate Average Labor
270. e again Click the Change Search button to reselect the year make model and engine and search for parts in the history of all vehicles that have that matching year make model and engine regardless of the customer name Click in the Use column to select the part s to be added to the repair order The part pricing will reflect the current price in the system not the price the part was sold for in history on any previous repair orders Click the Select button to add the selected part s to the repair order 114 MaxxTraxx User Manual 1 54 Add A Part To A Repair Order Parts From Quotes For This Vehicle The Add A Part to a Repair Order Parts from Quotes For This Vehicle procedure explains how to view quotes for the vehicle listed on the repair order select and add parts from the quotes to the repair order A labor service has to be highlighted on the Repair Order to activate the Add A Part function Multiple parts can be associated with a single labor service Select and open the Repair Order on the Service Counter 2 Highlight Labor line and click Parts 3 Select Parts from Quotes For This Vehicle 4 Select a part from the list 5 Click Add Selected Items To RO Double click the Repair Order or highlight the Repair Order and press Enter to open the Repair Order and highlight the Labor service line the Part will be associated with With the Labor line highlighted click the Parts button below the Repair Ord
271. e at the top of the AR statement Save the logo file as Scott Systems MaxxTraxx Data Company ARFULL bmp to print a custom logo across the top the full width of the AR statement Copyright 2012 MaxxTraxx User Manual 340 12 4 Tire Quote Setup The Tire Quote Setup procedure explains how to enter parts and labor charges and user defined add on charges to be applied to all tire quotes either by default or to be added when creating the tire quote The mount balance stems nitrogen and service pressure monitor charges are actually entered in this setup however the user defined add on charges are selected in this section to be added by default but are activated given a description are assigned a product code in the RO and Part Invoice Setup section with the actual amounts or percentage to be charged entered in each individual part record Every tire in your parts list both stock and non stock should have a consistent tire size entered in the size field It is critical to the success of this system to be consistent in how you enter the size and it will also improve the value of this function if each tire s description follows a standard format i e manufacturer s name then tire s name or designation for example BFGoodrich g Force Sport Blackwall or Bridgestone Potenza RE010 Extreme Performance Summer The size will be based on how you normally search for your tires i e 1956016 19560zr16 or 195 60zr17 whatever works best as long as th
272. e down arrow to the right 14 Enter Promised Date Enter the Promised Date or click Select to choose from the calendar 15 Enter Promised Time Enter the Promised Time or choose from the drop list by clicking the down arrow to the right 16 Check Customer Waiting box if Check the Customer Waiting box to display WAITING in applicable red type in the Promised column on the Service Counter 17 Enter Quoted Price Enter a Quoted Price for the job being scheduled if a price quote was given to the customer 18 Enter Quoted Hours Enter Quoted Hours for the job being scheduled if hours were quoted to the customer 19 Enter Key Tag Hat number Enter the Key Tag or Hat number if these tracking tools are used in the shop This information will display in the Key Tag Hat column on the Service Counter 20 Select Service Writer Select the Service Writer for this job by clicking the Select button choose a name from the Select Service Writer list and click the Select button or double click the name to be listed as the Service Writer on the repair order 21 Select Technician 1 Select the Technician 1 primary technician assigned to this job by clicking the Select button choose a name from the Select Technician list and click the Select button double click on the name to be listed as the primary technician on the repair order This technician will be automatically assigned to all labor services on the repair order 22 Select Technician 2 Se
273. e from the calendar Note The system wil enter today s date by default Enter Note Enter a Note for the A R Inwice such as Beginning Balance entry as of January 1 2009 for an example or the invoice number if entering outstanding invoices individually Enter Due Date Enter the Due Date for the invoice or click the Select button and choose from the calendar Note The system wil enter the due date using the Due Date Setup criteria in the customer s record by default 9 Click Add Press the tab button after the Due Date field or click the Add button below to open the Disbursement window 10 Enter Account Number Enter the G L account number or click the Select button to open the Chart of Accounts window and select the 19900 default system balancing account from the list When the G L account number is selected the Account Name will be populated 11 Enter Memo Enter a memo however if you entered a note in the Note field above the same note will automatically be entered in the memo field however the memo can be edited Copyright 2012 MaxxTraxx User Manual w 12 Click OK Click the OK button to save and close the disbursement window and return to the A R Invoice form 13 Click OK and select Save and Close Click the OK button and select Save and Close to save or Save and Add Another and exit the A R Invoice form or Select Save and Add Another to enter another invoice for the same vendor 14 Click Cancel
274. e information as needed To re assign the default 1 and 2 numbers you must first uncheck the default number and select and edit a new default number 9 Click Delete Click the Delete button to delete the highlighted number 10 Click Billing link Click the Billing link to enter Alternate Billing Information to print on A R Statements and customer refund checks 11 Click Drivers link 12 Click Notes Alert link 13 Click Letters link Click the Drivers link to enter the Names and Relationships of the drivers associated with this customer record The driver s name prints in the customer information section of the repair order under the invoice number and date Click the Notes Alert link to enter Customer Notes that are for reference use only these notes do not print anywhere and enter a Customer Alert that will prompt a Customer Alert warning in red type on all repair orders and part invoices This red Customer Alert can be opened on the repair order and parts invoice to view the Notes Customer Alert window Click the Letters link to view the marketing letters listed to be sent to this customer or click the Assign Postcard Letter to Send button to open the Letters window and select a letter or postcard and the date to be sent to the customer Copyright 2012 MaxxTraxx User Manual 16 1 9 Customer Record Options Review The Customer Record Options Review procedure explains how to use the various features availab
275. e list and close the G L Account window 10 Click Close Click the Close button to close the Account Adjustment window and then click the Cancel button to close the Reconcile window and exit without saving any entries Copyright 2012 z9 MaxxTraxx User Manual 5 10 Edit Account Adjustments The Edit Account Adjustments procedure explains how to edit a bank account adjustment already in the system such as a bank charge returned check interest earned credit card fees etc From the Menu Bar click Banking From the Menu Bar click Banking and select Edit and select Edit Account Account Adjustments from the drop list to open the Adjustments Account Adjustments window 2 Select account adjustment to edit Double click the account adjustment line or highlight the account and click the Edit button to open the G L Account window and edit as needed 3 Click OK Click the OK button to save your edits and return to the Account Adjustments list 4 Click Close Click the Close button to close the Account Adjustments window Copyright 2012 MaxxTraxx User Manual 220 5 11 Daily Sales and Cash Drawer Report End of Day Report The Daily Sales and Cash Drawer Report procedure explains how to reconcile balance and post your Cash Drawer transactions on a daily basis By selecting cash drawer transactions to be posted you are creating a list of transactions to be selected and deposited recorded in your bank account register Fr
276. e next to text entry fields throughout the program and to edit dictionary and select the edit options Note If this box is unchecked the spell check icon wil be grayed out throughout the program Click the Edit The Dictionary button to open the Spelling Dictionaries window Any words that the spell check feature has encountered will be listed in the Words List Box for the selected dictionary in the Files List Box From the Files List Box at the bottom of the Spelling Dictionaries window select a dictionary to use and or to edit from the drop list The default dictionary selected for new users is the userdic tlx Note The dictionary selected in this box is the dictionary used by the spell check feature on this work station Enter a word or select a word from the drop list in the Words list box to assign the action for that word Note The default action assigned whenever a word is added during a spell check sessions is Ignore skip Click the Add Word button to add the word displayed in the Words field to the dictionary with the corresponding Action selected below Select Ignore skip from the drop list to have the spell check feature ignore this word when encountered during a spell check session Select Auto change use case of checked word from the drop list and enter the word to have the spell check feature automatically change this word to in the Other word field The spell check feature will change the word being spell
277. e pages of the repair order and click the Close icon to return to the Browse Repair Orders list Note If the repair order is not closed and open on the Service Counter this button is inactive Copyright 2012 MaxxTraxx User Manual s 1 27 Change Status Review The Change Status Review procedure explains how to change the status of a repair order when and why to change the status and how the status affects the functionality of the repair order The status can be changed by right clicking on the highlighted repair order on the Service Counter or the status can be selected when clicking the OK Save button in an open repair order This procedure will first review the right click functionality on a highlighted repair order to select a status and then will review the OK Save options in an open repair order 1 Highlight and right click on the Repair Highlight and right click on the Repair Order on the Service Order on the Service Counter Counter to display the drop list of change status options 2 Click Change Status Click the Change Status option to display the drop list of statuses to assign to the selected repair order 3 Select Appointment Select Appointment to designate that an appointment has been made and the vehicle has not arrived When Make New Appointment is selected from the Side Tool Bar the status will be Appointment until it is updated even if the repair order is opened saved and a repair order number is assigned to the
278. e the deleted task category 86 Click Add and enter Category Click the Add button to open a blank Task Category window enter a Category and click the OK button to save the new task category 87 Click Edit Click the Edit button to make changes to the highlighted task category 88 Click Delete Click the Delete button to remove the highlighted task category from the list 89 Click Close Click the Close button to exit the Task Categories window 90 From the Menu Bar click Setups From the Menu Bar click Setups select Lists from the select Lists and select Tasklist drop list and select Tasklist Statuses from the side drop Statuses list to open the Task Status window When adding a task to your Tasklist a status must be selected before the task can be saved as tasks can be sorted by status Note The Task Statuses with a gray background are the system defaults that cannot be edited or deleted Copyright 2012 MaxxTraxx User Manual 366 91 Check Show inactive task statuses 92 Click Add and enter Category 93 Click Edit 94 Click Delete 95 Click Close Check the Show inactive task statuses box to display deleted Task Statuses in red type Note Right click on the deleted task category and click Undelete from the drop list to re activate the deleted task category Click the Add button to open a blank Task Status window enter a Status and click the OK button to save the new task status Click the Edit butto
279. e the highlighted phone number from the system 19 Click Dial Click the Dial button to automatically dial the highlighted phone number from the computer This Dial feature requires additional setup contact technical support at 800 996 6777 for more information 20 Click Miscellaneous link Click the blue underlined Miscellaneous link in the left column to enter the position details time clock job clock information and email internet address 21 Enter Department Job Title and Enter the department the employee will be assigned to Certification their job title and any certification numbers such as an ASE certification number 22 Check Is Technician Check the Is Technician box to add this employee s name to the list of technicians to be assigned to repair orders 23 Check Is Service Writer Check the Is Service Writer box to add this employee s name to the list of service writers to be assigned to repair orders Note An employee can be assigned as both a technician and a service writer in the system 24 Check Use Job Clock Check the Use Job Clock box to activate the Job Clock feature for this employee 25 Enter Date Employed Enter the Date Employed for the employee or click the Select button and choose from the calendar 26 Enter Date Terminated Enter the Date Terminated for the employee or click the Select button and choose from the calendar 27 Enter Default Clockin Time Enter the Default Clockin Time for this em
280. e tire sizes are consistent 1 From the Menu Bar click Setups From the Menu Bar click Setups and select Tire Quote and select Tire Quote Setup Setup from the drop list to open the Tire Setup window 2 Enter Mount charge and check Enter the Mount charge per tire in dollars and cents and Apply check the Apply Mount Charge By Default box to have the mount charge automatically applied to all tire quotes If this box is not checked to be applied by default the mount charge can be added when creating the tire quote Enter Balance charge and check Enter the Balance charge per tire in dollars and cents and Apply check the Apply Balance Charge By Default box to have the balance charge automatically applied to all tire quotes If this box is not checked to be applied by default the balance charge can be added when creating the tire quote Enter Stems charge and check Enter the Stems charge per tire in dollars and cents and Apply check the Apply Stems Charge By Default box to have the stems charge automatically applied to all tire quotes If this box is not checked to be applied by default the stems charge can be added when creating the tire quote Enter Nitrogen charge and check Enter the Nitrogen charge per tire in dollars and cents and Apply check the Apply Nitrogen Charge By Default box to have the nitrogen charge automatically applied to all tire quotes If this box is not checked to be applied by default the nitrogen charge can be added
281. e used alone as a quick guide on how to use a particular feature Most shop owners use less than 15 of their automotive software With the use of this manual and an investment of your time the return you would receive implementing this tool is unparallel The more you use MaxxTraxx the more exponential your return MaxxTraxx is the only tool in your business that is used on every single vehicle that goes through your shop That cannot be said about any other tool in your business Your choice to use MaxxTraxx for your shop is really a choice to invest in your business congratulations and let s make your business better than ever Again welcome MaxxTraxx User 1 MaxxTraxx User Manual 1 Service Counter The Service Counter is the dashboard of MaxxTraxx where repair orders are displayed and managed The Tool Bar and Side Tool Bar when the Service Counter view is selected provide access to the vast majority of the features available in the system The Service Counter section of the user manual explains how to use the features to add customers and vehicle records create appointments and repair orders add a new part labor sublet and kit write a quote and create reports pertaining to the Service Counter Copyright 2012 MaxxTraxx User Manual 2 1 1 Main Screen Options Review The Main Screen Options Review procedure explains the features available from the Options F2 button on the top of the side Tool Bar on the Main Screen Thi
282. e your entry to the list Now when you are selecting a G L account in a Non Invoice Cash In transaction Waste Oil Income will be an option on the drop list 32 Click Edit Click the Edit button to open the highlighted Misc Cash Income Disbursement record and edit as needed The transaction description can be edited or the G L account reselected 33 Click Delete Click the Delete button to remove the highlighted Misc Cash Income Disbursement record from the list 34 Click Assign G L Account Click the Assign G L Account button to open the Chart of Accounts window for the highlighted Misc Cash Income Disbursement record highlight a G L account number and click the Select button to save the selected account number 35 Click Accounts Payable Click on Accounts Payable in the Transaction Category to display the accounts used to track shipping and supply charges vendor discounts late fees and sales tax paid on incoming parts invoices and total Accounts Payable due Note Only the G L account numbers for these transactions can be edited Typically these accounts do not need to be edited unless you have a different G L account numbering system you want to use 36 Click Charges Freight and click Click Charges Freight and click the Assign G L Acct Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use
283. earch edit delete and add a sublet labor From the Menu Bar click Manager and select Manage Sublet Labor List From the Menu Bar click Manager and select Manage Sublet Labor List from the drop list to open the Sublets window to search for a sublet 2 Enter Sublet Code Enter the Sublet Code to activate the progressive search function 3 Select Sublet Highlight a sublet on the list to be edited or deleted 4 Click Edit or Click the Edit button to open the highlighted Sublet record window to edit the Sublet record in the system 5 Click Delete Click the Delete button to permanently delete the high lighted sublet record from the system 6 Click Add Sublet Labor Enter Sublet Code Enter Description Enter Price A F Check Taxable Select Product Code Select Primary Vendor Click View Sales Click the Add Sublet Labor button to open the Sublets window to create a new Sublet Labor record in the system Enter a Sublet Code that follows an established coding convention to be able to search the sublet labor list The code does not have to follow as stringent a format as labor services since there are fewer sublet labors to search Enter a Printed Description of the Sublet Labor that can be viewed on the screen and will also print on the repair order The description can be up to 100 characters Enter the Pricing Level A all the way through F if applicable to be charged to the customer for the Subl
284. ease if the last cost of the part was higher than the base cost The Base Cost is used for calculating sale price Once a part is on an invoice the price of the part will not change unless done manually Note Base Cost cannot be lowered unless done manually in the Parts Record 48 Click Finish Click the Finish button to save the new part and close the Add A Part wizard Copyright 2012 MaxxTraxx User Manual o 49 To add manufacturer to the part Note After the new part is created to add a manufacturer record click Parts Search icon name line and or class to a part click the Parts Search icon on the Tool Bar to search for and select the part record from the parts list and open the part record 50 Click Select under Manufacturer Click the Select button next to the Name entry field in the section Manufacturer section to open the Manufacturer Line and Class window and select a manufacturer line and class Copyright 2012 95 MaxxTraxx User Manual 1 45 Add A Part To A Repair Order Part From Part List The Add A Part to a Repair Order Part from Part List procedure explains how to search the Parts List and add a part to an open Repair Order A labor service has to be highlighted on the Repair Order to activate the Add A Part function Multiple parts can be associated with a single labor service Select and open the Repair Order on Double click the Repair Order or highlight the Repair Order the Service Counter an
285. eason for Service that this labor will be added to displays in the lower left corner NOTE Only vendors with online ordering setup in MaxxTraxx will appear on this list 4 Select Group Click the Group line of the labor services to be displayed 5 Select Sub Group Click the Sub Group line of the labor services to be displayed 6 Click Display Parts amp Labor 7 Select labor service to add to the RO 8 Click Edit Labor Multiplier optional 9 Click Add to Order 10 Click Order Review Click the Display Parts amp Labor button to list the parts and labor services for the selected Sub Group labor services Note The labor services are listed below the parts Select labor service s to add to the RO by checking the box to the left of the labor service s to be added to the repair order Click the Edit Labor Multiplier button on the right above the listed parts amp labor services to enter edit or remove a labor multiplier to be applied to the exported labor times Click the Add to Order button to add the labor services to the Order which will be exported to the repair order Note You may have to scroll down to access this button Click the Order Review link underlined in the lower right Copyright 2012 MaxxTraxx User Manual corner to display those labor services to be added to the repair order Note This step activates the Add Selected Items to RO button 11 Click Add Selected Items to RO Click the Add Se
286. easons for Service click the Delete button to remove the highlighted Reason for Service from the appointment when the confirm window opens select the Yes button 38 Click Finish Click the Finish button to save the Appointment to the Service Counter Copyright 2012 MaxxTraxx User Manual e 1 3 Make New Appointment Quick Start The Make New Appointment Quick Start procedure explains how to schedule an appointment for an existing customer with an existing vehicle without adding any recommended services The Quick Start version explains only how to enter the basic information to get an appointment on the Service Counter 1 From the Side Tool Bar click Make New Appointment 2 Enter Search By criteria in the Find entry field and click Next 3 Select Customer and click Next 4 Select Vehicle and click Next 5 Enter Appointment Date Click the Make New Appointment button on the side tool bar to schedule an appointment on the Service Counter Enter the Customer s Last Name or Company Name the default search criteria in the Find entry field and click the Next button to display the results of the search in the customer list window Select the customer from the customer list by double clicking the customer name on the list or with the customer name highlighted click Next Select the Vehicle from the vehicle list by double clicking or highlight the vehicle and click the Next button to open the Appointment Inf
287. eature allows you to add or update the vehicle information while in the RO The Vehicle Information can also be accessed by clicking the blue underlined vehicle description link in the RO Select Print Vehicle History Report to open the Vehicle History Report Filter window to specify the number of months to be printed on the report This vehicle history report can be generated for a customer to track the repair and maintenance for their vehicle along with the expenses also a great tool for when the customer sells their vehicle Select Print Technician Worksheets to print a work order for each technician listing the labor assigned only to them with the labor description and labor times listed This worksheet is used to communicate and document the work being requested the labor times to be paid to the tech and the parts ordered to complete the job If there is more than one technician assigned to this vehicle multiple technician worksheets will print itemizing which labor is to be performed by each technician NOTE Right click on Copyright 2012 e MaxxTraxx User Manual 13 Select Print Technician Checklists 14 Select Print Job Clock Details Select Dial Customer s Phone Select Edit Repair Order Number Select Show Repair Order Profit Select Show Technician Clock In Out Select Show Parts on this RO that Need To Be Ordered Select Save the Service Counter with the repair order highlighted will also pro
288. eceive from the vendor applied to the catalog list price The resulting part cost is then used to calculate the selling price of the part using the part pricing method selected in the system 28 Select Due Date Setup Using the radio buttons select a Due Date Setup that will assign a due date to the entered restocked invoice using this criteria 29 Click None or Click None to hawe the due date be the same date as the transaction date the date the invoice was entered Copyright 2012 23 MaxxTraxx User Manual 30 Click Day of Month Payment is Due Enter the date of the month all charged invoices are due by for the previous month For example enter 10 for the due date and all invoices entered in the month of July will have a due date of August 10th 31 Enter Cutoff day for the next Enter the last day of the month invoices will apply for the month due date or current month For example if the month end cutoff is the 30th enter 30 Any invoices entered on July 31 will be due September 10th 32 Enter Number of days until Enter the amount of days allotted by the vendor until the payment is due payment is due For example for NET 10 enter 10 or for Net 30 enter 30 The due date is calculated from the date the invoice is entered For example an invoice dated 7 7 08 that is entered into the system on 7 10 08 will have a due date of 7 20 08 based on Net 10 terms 33 Enter Discount if paid within Enter
289. ecific Parts Invoice These changes will not affect the Warranty master record in the system Click the Delete button to remove the warranty from this Parts Invoice Clicking delete will not affect the Warranty master record in the system Click the Notes link to open the Notes window Check the box in the lower left corner labeled Show Notes on Printed RO to have the notes print out on the invoice Click the Miscellaneous link to access the Miscellaneous Discounts Supply Charges and Shipping sections of the invoice Edit the various sections as needed Many of these fields are filled when you start a part invoice but can be edited here as needed The Add on charges are already set up under the Repair Order and Part Invoice Setup section however the percentages can be adjusted here as needed Click Summary Link to view a summary of each section of the RO This is a view only screen to review all the various sub totals along with the grand total on the parts invoice Click Parts On Order link to view the parts that have been ordered in the system using the Purchase Order function As you highlight each part on order the Vendor Name Date Ordered Date Received and Cost information will display in the view only field below the list box Copyright 2012 MaxxTraxx User Manual Im 2 5 Edit Selected Parts Invoice The Edit Selected Invoice on the Parts Counter procedure explains how to open and edit a parts invoice including how
290. ecks written to this vendor will have the vendor s mailing address print on the check Note The Zip code auto populate feature does not work in this window 20 Click Account link Click the blue underlined Account link to enter account information including vendor discount due date setup and automated general ledger account default setup 21 Enter Vendor Account Enter the vendor Account Number up to 20 characters Note The Vendor Account Number will print on checks written to the vendor in the memo field 22 Enter Date Started Enter the Date Started or choose from the calendar by clicking on the Select button to enter when the vendor account was established if known reference use only 23 Enter Fed Tax ID Enter the Federal Tax ID for the vendor for reporting sales to government agencies on 1099 tax forms 24 Enter State Tax ID Enter the State Tax ID of the vendor for reporting sales to government agencies on 1099 tax forms 25 Check Vendor is Corporation Check the Vendor is a Corporation box if the vendor is incorporated 26 Click Send 1099 Check the Send 1099 box for reporting purchases from companies that are not incorporated See 1099 report 27 Enter Vendor Discount Enter the Vendor Discount percentage your shop receives off of list for the parts from this vendor Many electronic vendor catalogs dont list your cost so the cost of the parts imported from the catalog is calculated using the discount percentage you r
291. ecord 10 Select Refund Core Charge Select Dial Customer s Phone Select Edit Invoice Number Select Show Invoice Profit Select Show Technician Clock In Out Select Show Parts on this Invoice that Need To Be Ordered 16 With the Labor section highlighted been sold to Note Price changes made in the Part Record will not affect the price of the parts already listed on the invoice Select View Edit and Customer Master Record to open the Customer Record window to update the Customer Record such as telephone number credit limit etc If the parts invoice is a Cash Invoice this feature will be inactive The Customer Record can also be opened by clicking the blue underlined customer name on the parts invoice Select Refund Core Charge to open the Browse Cores window If the customer has paid a core charge in the past the core will be listed in the Browse Cores list box Select the core to be refunded to open the Core Refund window To credit the customer select Core Returned to shop refund customer To return a core to inventory without refunding the customer change the Status to Core Returned to shop no refund to customer If the Core is received from the customer but is not returnable for a credit change the Status to Core not returnable remove from customer and core from Core Banking If the core is not listed in the Browse Cores window click the Show All Cores button in the lower left corner of the w
292. ecord information and link the records Click Make a Customer if Click the Make a Customer button to open the Customer applicable Record window with the manufacturer information from the manufacturer record already entered Click the OK button to save the new Customer Record Click Make a Vendor if applicable Click the Make a Vendor button to open the Vendor Record window with the manufacturer information from the manufacturer record already entered Click the OK button to save the new Vendor Record Click Make a Employee if Click the Make an Employee button to open the Employee applicable Record window with the manufacturer information from the manufacturer record already entered Click the OK button to save the new Employee Record Note Employee Option is not available while record is a company Select Dial Manufacturer s Phone Select Dial Manufacturer s Phone to open the Phone Dialer to dial the highlighted phone number from the computer This Dial feature is for analog phone systems only 28 Click Close Click the Close button to exit the Dialer and return to the manufacturer record 29 Click OK Click the OK button to close the manufacturer record and return to the manufacturer list 30 Click Edit Click the Edit button to open the manufacturer record for the highlighted manufacture in the list box 31 Click Delete Click the Delete button to remove the manufacturer record from the list The deleted manufacturer
293. ect Check the Auto correct box to change misspelled words marked with Auto Change actions automatically to their specified replacements without activating the spell check Copyright 2012 353 MaxxTraxx User Manual 33 Select Main Dictionary language 34 Select Suggestions 35 Click OK 36 Click Cancel Select the Main Dictionary language from the drop list to serve as the primary dictionary referenced in the spell check session Using the radio buttons select the Suggestions method to be used in the spell check function Fast but less accurate for fewer suggestions but in less time Moderate fast and accurate for more suggestions than the fast but less accurate option that may take more time or Slow but accurate for all suggestions available in the dictionary requiring more time to generate the list of suggestions Click the OK button to save your entries and close the Spelling Options window Click the Cancel button to exit the Spelling Options window without saving any of your entries Copyright 2012 MaxxTraxx User Manual 354 12 11 Marketing Customer Sources The Marketing Setup procedure explains how to add edit or delete customer sources Note Marketing sources can also be added to the list from inside the repair order at the time you are selecting the customer source in the Update Repair Order Information window 1 From the Menu Bar click Marketing From the Menu Bar click Marketing and select
294. ect Enter Incoming Parts Invoice to open the Browse Vendor Inwices Important If a Purchase Order was created for the parts on this Incoming Parts Invoice click the Purchase Order icon on the Tool Bar and open that Purchase Order to convert it to a Parts Invoice If the order is not listed start a new parts invoice as follows Click the Input Received Vendor Invoice button to open the Vendors window to start a new parts invoice Double click a vendor or highlight the vendor and click the Select button to open the Vendor Invoice Target Amount window optional Enter the Target Amount for the invoice you are about to enter into the system This feature was designed for data entry verification to ensure that the parts entered on the incoming invoice are priced correctly and the total amount in the system matches the amount on the actual invoice Click the OK button to accept the target amount entered and start entering the incoming parts invoice information 6 Click Cancel if applicable Click the Cancel button to bypass this verification feature 7 Click Add Line Item 8 Select From Parts List 9 Enter Searching by criteria 10 Select parts Click the Add Line Item button and select a method from the drop list to look up parts or sublets to be added to the purchase order Select From Parts List from the drop list to open the Parts Search Window to select the parts to be added to the restock parts invoice Enter the
295. ect Vehicle Problem or Request Select Vehicle Problem or Request from Quotes For This from Quotes For This Vehicle or Vehicle from the drop list to open the Select Items from Quotes window listing the complete quotes 9 Select Parts from Quotes For This Select Parts from Quotes For This Vehicle from the drop Vehicle list to open the Select Items from Quotes window listing the parts portion of the quote 10 Click in the Select column to add the Click in the Select column on the line of the quote to be highlighted Quote added to the repair order Copyright 2012 MaxxTraxx User Manual 126 11 Click Add Selected Items to RO Click the Add Selected Items to RO button to transfer the quote from the Vehicle Quote section onto the RO Note The Labor Services and parts if applicable selected will reflect the saved information in that Quote which may not be up to date wth the current labor rate and parts prices 12 With a Part line highlighted click With a Part line highlighted click the Quotes button and Quotes select from the drop list Note The features listed under the Quotes button change depending on the type of line highlighted on the RO 13 Select Vehicle Problem or Request Select Vehicle Problem or Request from Quotes For This from Quotes For This Vehicle Vehicle from the drop list to open the Select Items from Quotes window listing the complete quotes 14 Click in the Select column to add the Click in the Sele
296. ect a part from the list Double click the part or highlight the part and click the Select button to add the part to the quote 20 Enter Quantity The Part Sales Detail window will open with the quantity box highlighted Enter the part quantity be added to the quote The default quantity is one 21 Click OK Click the OK button to close the Part Sales Detail window and add the part to the quote After entering the labor service and parts to the quote the total can be viewed 22 Click OK Save Click the OK Save button and select from the drop list Copyright 2012 123 MaxxTraxx User Manual 1 60 Write A Quick Quote The Write A Quick Quote procedure explains how to create a Quick Quote to be viewed onscreen or saved and printed The Quick Quote feature can be used to create an estimate to be viewed only on the screen or the Quick Quote can be saved and printed by entering the Customer and Vehicle information Saved Quick Quotes can be accessed at a later time using the Search Previous Quick Quotes feature to search by the customer name quote date or quote number This procedure will use the Add a Labor from List and Add a Part from List methods From the Side Tool Bar click Write Click the Write Quote button on the Side Tool Bar or click Quote the Options button and select Write New Quote from the drop list to open the Quote window and select the type of quote to create 2 Select Quick Quote select Price Click the Quick
297. ect the Kits for a Range of Vehicles radio button under the type of kit to view section to display Kits assigned to the year make model sub model and engine of the vehicle on the repair order Note If the information for the vehicle on this repair order is incomplete or incorrect click the Select button to reselect the vehicle information 5 Select Generic Kits Select the Generic Kits radio button under the type of kit to view section to display all the Generic Kits 6 Uncheck Use Model With the Kits for a Range of Vehicles function uncheck the Use Model button to view kits for a specific year and make only Note If there is a not model or sub model specified for the kit the search will not be affected if this box is checked 7 Uncheck Use Sub Model With the Kits for a Range of Vehicles function uncheck the Use Sub Model button to view kits for a specific year make model and engine only Note If there is not a sub model specified in the kit the search will not be affected if this box is checked 8 Uncheck Use Engine With the Kits for a Range of Vehicles function uncheck the Use Engine button to view kits for a specific year make model and sub model if applicable Note If there is not an engine specified in the kit the search will not be affected if this box is checked 9 Select Generic Kits The Generic Kits button displays the kits set up for generic vehicle applications 10 Click Find and select Show Kits Clic
298. ecurity Uncheck the Turn Off System Security check box to turn ON security for all user logins passwords and security settings NOTE Make sure security is set up properly in MaxxTraxx BEFORE activating system security Failing to do so will lock you out of your system Please see procedure for activating system security under Setups gt gt gt Security Groups Setup Required for MaxxChat to be activated 3 Check Use MaxxChat Check the Use MaxxChat check box to activate the MaxxChat feature 4 Click OK Click the OK button to save your changes and close the Company Information Setup window 5 From the Menu Bar click Payroll From the Menu Bar click Payroll and select Employee and select Employee List List from the drop list to open the Employees window 6 Select employee Select an employee record from the list to activate MaxxChat in that employee s record and click the edit button or double click to open the employee record NOTE At least two employees need to have MaxxChat activated in their employee record for the MaxxChat icon to be activated and lit up on the Tool Bar MaxxChat is not available for a single user system as two employees must be logged in at one time for MaxxChat to operate 7 Enter Chat Name Enter a Chat Name for this employee to be displayed in the MaxxChat feature when the employee is both logged into MaxxTraxx as well as logged into a Chat Room Note If a Chat Name is not entered MaxxChat will use the
299. ed from the Menu Bar click Customer Svc select Accounts Receivable Statements from the drop list and select Print Accounts Receivable Statements to open the Send Statements Filter window 26 Click Run Report Click the Run Report button to open the Send Statements Filter window 27 Enter Statement s As Of date Enter the Statement s As Of date or click the Select button and choose from the calendar to print monthly statements including all invoices posted on account on or before this date If you choose the current date all outstanding invoices will print on the statement 28 Check Show Accounts Receivable Check the Show Accounts Receivable Activity box and Activity and enter number of days of enter or use the spin buttons to select the number of activity days of previous accounts receivable activity to display and print on the statement The accounts receivable activity includes any deposits on account payments received credits issued etc If this box is unchecked only items with a balance due will display and print on the statements 29 Click OK Click the OK button to generate the statements Copyright 2012 271 MaxxTraxx User Manual 8 5 Deposit On Account The Deposit on Account procedure explains how to record a customer payment as a deposit on their account for use at a later date If there is an amount available for use on account for a customer the amount will display both on the Customer Record General screen a
300. eded the paper size and the printer to use for printing letters postcards labels and checks Select the size of the Letter paper size default by clicking the Select button and choosing from the drop list If the paper size is not listed click the Add Letter button to open the Letter Setup window and enter a new Letter paper size description orientation paper size width and height and left right top and bottom margins then click the OK button Select the Default Printer for Letters by checking the Use Windows Default box or uncheck the box and select a printer from the drop list Note Letter sizes cannot be deleted if that size is set as the default Select the size of the Postcard paper size default by clicking the Select button and choosing from the drop list If the paper size is not listed click the Add Postcard button to open the Postcard Setup window and enter a new Postcard paper size description orientation paper size width and height post card size width and height and left and top margins not adjustment for right and bottom margins then click the OK button Select the Default Printer for Postcards by checking the Use Windows Default box or uncheck the box and select a printer from the drop list Note Postcard sizes cannot be deleted if that size is set as the default Select the size of the Label paper size default by clicking the Select button and choosing from the drop list If the paper size is not listed cli
301. eeaeeeeeeeeees 98 Add A Part To A Repair Order Part from Wortdbac ENEE 100 Add A Part To A Repair Order Part from Online Catalog ccccccceceeeeeeeeeeeeeeeeeeeeeeeeeeneees 102 Add A Part To A Repair Order Buy Out Quick Part ccccssseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenees 104 Add A Part To A Repair Order Part Placeholder 2 cccceeeeeceeeeeeeeeeeeeeeeeeeeeeeeeneeeenees 107 Add A Part To A Repair Order Parts On Order 109 Add A Part To A Repair Order Parts From Vehicle History ccccccesseeeeeeeeeeeeeeeeeeeeenees 110 Add A Part To A Repair Order Parts From Quotes For This VII TE 111 AGA Kit estgek geed eee eege ke geE dese ease geed eege es AANE 112 Add Acht TOA Re palit Order iiiisesiicce iaa a leaves aa aa Aaa aaa TEk 115 R comm nd d Service Siiani ate neira aa anaa Eaa aaa anaa ddaa haa SEN naad aaia daaa aae 117 UE E EEN 119 Write Quote For A Customer ENEE 121 Write A Quick Quote ssion aaia aED AEA SEENEN EES SEN EEN 123 Add A Quote To A Repair Orde fits iiinis dek deed 125 Search For A Quote For A Customer deu SES ENNEN ENNEN cdecencecdenstaescies cases ENNEN EEN sete 127 Search Previous Quick Duoleg 2useeeegeshee seggt ges asee ege SEENEN eSeN 128 Tie TEEN 130 Appointment Schedule ENKER SEENEN REESEN eege REENEN NEEN ENEE elek 133 Service GoumterbReporte ugugbue eege edieuSEEEEEdEeEHENEEN EE deceaaes E peas a Aa aaa aa Edar aE 134 Parts Counter 140 tee NEE 141 Write A Custome
302. eed To Be Ordered to open the Repair Order Buyouts and Low Stock Parts screen NOTE A setting can be selected to prompt the user with this screen when saving a repair order or parts invoice if there are low stock parts listed 3 Select in Order column next to parts Click in the Order column to put a green check mark next to be ordered to each part to be ordered from the online vendor catalog that these parts were selected from Note Parts from the part list MAY be ordered using this feature if those parts were originally added to the parts list from an online vendor to ensure the brand information is present in the part master record which is required to submit an electronic order 4 Click Next or Click the Next button to select the vendor to order these parts from the Primary vendor for these parts OR click the Choose Other Vendor button to select another vendor from the vendor list to order from 5 Click Single Vendor Quick Order Click the Single Vendor Quick Order button to create the Parts Order Form using the Primary vendor NOTE If there are existing Open Parts Orders for this vendor a NOTICE screen wil open offering the user an option to add selected parts to an existing order or click the Create New Parts Order button to start a new online order Copyright 2012 163 MaxxTraxx User Manual 4 Select vendor 5 Click Next 6 Click Send Order Edit Purchase Order Number if applicable Edit Ship To if applic
303. el Click the Cancel button to exit the Time Clock Job Time Login window 16 From the Job Clock RO Selection Click the Clock In Out History button to view the RO window click Clock In Out History Status and Vehicle information for the selected RO along with the Clock In Date Employee Reason for Clocking Out Flagged and Actual hours with notes if applicable 17 Click RO Vehicle Details Click the RO Vehicle Details button to view the RO Date RO started Status and Repair Order Notes along with the vehicle information 18 Click Tech Worksheet Click the Tech Worksheet button to print the Technician Worksheet for the selected RO and check box when prompted to Print Recommended Services at the end of the technician worksheet if applicable and click OK 19 Click Checklists Click the Checklists button and click the Add Checklist to select a checklist to attach to the RO or click the Change Delete or Print buttons for the selected Repair Order 20 Click Veh History Click the Vehicle History button to open the Vehicle History Report Filter and select the number of months to print on the report using the spin buttons and click the OK button Check the Use Printed Labor Service Descriptions box to print the entire description not just the first line of the description on the vehicle history report 21 Click Time Card Click the Time Card button to open the Employee Time Card window Select a date range for the time c
304. eld at the bottom of the window Note Whenever cash is received by the system it is held and tracked in a cash drawer shown in parenthesis on this screen till the cash is either deposited or paid out Click Select All Click the Select All button to put a check mark in the Select column to select all the items on the list to be deposited 6 Click Unselect All Click the Unselect All button to unselect all items in the Select column that have been selected to be deposited 7 Verify your selected items to be As you check items to be deposited the system totals deposited these amounts as Checks Selected for Deposit Credit Cards Selected for Deposit and the Total Deposit which includes any Cash you have entered to be deposited from Available Cash for Deposit amount Verify that each sub total amount and the Total Deposit amount match your actual bank deposit 8 Click Next Click the Next button to open the Deposit to Bank Account window to view the deposit slip and verify the bank account selected for the deposit 9 Enter Date Enter the Date of the deposit or click the Select button and choose from the calendar Copyright 2012 MaxxTraxx User Manual 210 10 Enter Memo Enter a Memo for this deposit for future reference 11 Click Post and Add Another or 12 Click Post and Close 13 Select Deposit Report s Click the Post and Add Another button to select a Deposit Report to print post this deposit and open t
305. elect button and choose from the calendar and click the down arrow and select from the drop list 10 Enter Ending Date Paid and Time Enter the Ending Date Paid and Time or click the Select button and choose from the calendar and click the down arrow and select from the drop list 11 Click OK Click the OK button to generate the report 12 Select Marketing and select Letters Select Marketing under Category and select Letters and and Postcards Due Postcards Due under Report Name to generate a list of Copyright 2012 MaxxTraxx User Manual 202 the letters or postcards due to be sent on or before a specified date including the customer name phone vehicle date to send letter name and type letter or postcard 13 Click Run Report Click the Run Report button to open the Letters Due Filter window 14 Enter Letters due on or before date Enter the Letters due on or before date or click the Select button and choose from the calendar 15 Click OK Click the OK button to generate the report Copyright 2012 z3 MaxxTraxx User Manual 5 Banking The Banking section includes procedures for writing checks printing checks saved in the print checks queue make a bank deposit transfer money view and edit the check register reconcile the bank account s edit the check writing payee records add and edit a bank account adjustment and run the Daily Sales and Cash Drawer report The Daily Sales and Cash Drawer report is d
306. elect Marketing then MaxxBucks Setup Check Use MaxxBucks Merchandising Utility box Enter Program Name Enter Maximum MaxxBucks Discounts a customer can accumulate amount Enter MaxxBucks percentage to be earned for total labor sales per RO paid with Cash and Checks Enter maximum MaxxBucks that can be eamed for total labor sales per RO paid with Cash and Checks Enter MaxxBucks percentage to be earned for total labor sales per RO paid with Credit Card Enter maximum MaxxBucks that can be eamed for total labor sales per RO paid with Credit Card Enter MaxxBucks percentage to be earned for total labor sales per RO paid to Accounts Receivable From the Menu Bar click Setups select Marketing from the drop list then MaxxBucks Setup from the side drop list to open the MaxxBucks Merchandising Utility window Check the Use MaxxBucks Merchandising Utility box to activate the MaxxBucks feature in the system and the setup fields on this screen Enter the Name you want to call your MaxxBucks program This name can be 20 characters in length including spaces and prints on the Repair Orders and Customer Statements Enter the maximum amount of MaxxBucks Discounts a customer can accumulate in the system as a dollar amount Note the system treats the MaxxBucks amount as dollars accumulated and applies that dollar amount to a repair order in the form of dollars applied as a discount However no financial amount is collected tracke
307. elect column next to that employee s name to remove the green check then click the Next button to open the Employee Payroll window for the first employee to be paid in the batch Copyright 2012 237 MaxxTraxx User Manual 9 Verify Edit payroll information as needed 10 Click Tech Commission Change Rates or Service Writer Commission Change Rates 11 Click Show RO s and select repair orders to pay commission on and click OK 12 Click Print Time Card The Employee Payroll screen displays the quantity and rate for hours worked and or commissions earned with various types of compensation including Bonus and Auto Credit Enter amounts into these fields as needed Deductions are automatically calculated on the right of the screen using the withholding information in the employee s record Note Adjust here for overtime if necessary by allocating the hours in the Hourly Overtime and Double time fields Click the Tech or Service Writer Commission Change Rates button to open the Technician or Service Writer Commission Rates window edit as needed then click the OK button and the updated rate changes will be applied to this payroll Note Changes made here wil only apply to the current payroll and wll not change the commission rates previously set up on the Commissions screen in the employee s record Click the Show RO s button to open the Select Repair Orders To Pay window listing the repair orders ROs or invoice
308. elect the customer from the list by double clicking the customer name on the list or with the customer name highlighted click the Select button to open the Part Invoice Information window 8 Select the person the Order Placed The Customer Invoice will display the primary name on the By if applicable customer record selected however using the down arrow to the right all drivers in the customer record will be listed that you can select from if another name is available 9 Select Sales Person if applicable Click the Select button next to the Sales Person entry field to open the Select Service Writer window select a sales person by double clicking the name or highlight the name and click the Select button 10 Enter Promise Date if applicable Enter the Promise Date or click the Select button and choose from the calendar 11 Enter Promise Time Enter the Promise Time or click the Select button and choose from the drop list Copyright 2012 MaxxTraxx User Manual m 12 Select Labor price level Select the Labor price level to use for this Parts Invoice by clicking the down arrow and selecting from the drop list 13 Select Parts price level Select the Parts price level to use for this Parts Invoice by clicking the down arrow and selecting from the drop list 14 Enter Ship Date if applicable Enter the Ship Date or click the Select button and choose from the calendar Entering a date in this entry field will activate t
309. elete Highlight a warranty on the list and click the Delete button to delete the warranty from the system Note Deleting a warranty from the system wll not remove a warranty that is already entered on an open part invoice 12 Click Close Click the Close button to exit the Manage Part Invoice Warranties window Copyright 2012 MaxxTraxx User Manual 304 10 8 Add A Task The Task Appointment Manager feature is designed to be used by individuals to track their tasks ina central repository Tasks and appointments that are assigned can also be tracked in this section Tasks and appointments can be categorized prioritized and tracked for progress and completion Click on the column headings on your task list to sort your tasks using the selected criteria From the Tool Bar click Task List From the Tool Bar click the Task List icon or from the Menu Bar click File select Task Manager to open the Task Appointment Manager window displaying all active tasks and appointments 2 Check Show completed tasks Check the Show Completed Tasks box in the lower left corner of the window to display the completed tasks 3 Click Add Task Click the Add Task button to open the Task Appointment Details form 4 Enter Task Description Enter the Task Description in the entry field up to 300 characters to list the task or appointment details 5 Select Category Select a Category from the drop list To add a category to the drop list click Setups on
310. ellaneous charge based on the parts total 8 Enter Labor Charge Percentage Enter the percentage amount to be used to calculate the Copyright 2012 327 MaxxTraxx User Manual Po miscellaneous charge based on the labor total 9 Enter Maximum Miscellaneous Enter the Maximum Miscellaneous Charge amount the Charge total supply charge is not to exceed when calculating the miscellaneous charge to be added to the invoice 10 Select Misc Charge Product Code Click the Select button to open the Add On Charge or Product Codes window highlight a product code to assign the miscellaneous charges to and click the Select button 11 Click Add Product Code Click the Add Product Code button to create a new if applicable product code if applicable to be added to the Product Code list 12 Enter Product Code Enter a Product Code up to 10 characters 13 Enter Description Enter a Product Code Description up to 30 characters 14 Select G L Account Click the Select button to open the Chart of Account to select a G L account for the new Product Code Double click or highlight the G L account and click the Select button If the G L account number is not listed click the Add G L Account button to Add A G L Account 15 Click OK and select new Product Click the OK button to save the new Product Code to the Code Add On Charge Product Codes list and then highlight the new code and click the Select button 16 Check Tax Miscellaneous Supp
311. employee code instead Copyright 2012 317 MaxxTraxx User Manual 8 Check Use the chat room Check the Use the chat room check box to activate the MaxxChat feature whenever this employee is logged into MaxxTraxx and show on the Who s Online list in MaxxChat 9 Check Use private chat Check the Use private chat check box to activate the Private MaxxChat feature to send private messages from one user to another Both users must have Use private chat selected to send private messages Employees without the Use private chat feature activated will see the Private Chat button inactive in MaxxChat and if a Private Chat is sent to a user that does not have Private Chat active the sender will get a warning Employee cannot use private chat 10 Click OK Click the OK button to save your changes and close the Employee record Repeat these setup instructions for all employees that will be using MaxxChat 11 From the Tool Bar click MaxxChat From the Tool Bar click the MaxxChat icon or from the Menu Bar click Utilities and select Open MaxxChat from the drop list to open the MaxxChat window Note The MaxxChat window should be left open or can be minimized to show in the tray when not in use to access the Chat Room and to be able to receive private chats from other logged in users 12 Click Chat Room Click the Chat Room button to open a Chat Room for all logged in users to communicate with each other throughout the work day USERS MUST OP
312. ems that have been previously exported to QuickBooks for the selected time period Using the radio buttons select to sort the transactions in the list box below in order of Transaction Number Transaction Date Type Number Description Amount or Export Batch Click in the Select column on the lines of the items to export to QuickBooks Click the Select All button to tag all the items in the list box to be exported to QuickBooks Click the Un Select All button to untag all tagged items in the list box Check Export cash drawer items as a single QuickBooks transaction box to export multiple selected items as a single transaction to be disbursed accordingly once it is imported into QuickBooks Click the Export Selected Items button to create an IIF QuickBooks file in the Export folder under MaxxTraxx From QuickBooks choose Import Data and navigate to the Export file under MaxxTraxx and select the data to be imported into QuickBooks Click the Cancel button to exit the Export Transactions window without exporting any information Copyright 2012 MaxxTraxx User Manual 254 7 5 Create Cash Drawer Transaction Cash Paid Out The Create Cash Drawer Transaction Cash Paid Out procedure explains how to record when cash is paid out of the company cash drawer to be accounted for in the Daily Sales and Cash Drawer Report This feature displays how much cash is in the cash drawer however it will allow the user to go negative i
313. en the highlighted Labor or Part record window to edit as needed Note Edits made in this part window will only affect this kit record 23 Click Delete Click the Delete button to permanently delete the selected labor or part from the kit 24 Click OK Click the OK button in to save the new Kit to the system and close the Kit window Or create a kit from a portion of an open or closed repair order or a quote as follows 25 Right click on a reason for service Highlight a reason for service line to include that reason for service with its associated labor and parts in a kit and right click on that line 26 Select Make a Kit From This Select Make a Kit From This Reason Vehicle Problem Reason Vehicle Problem from the drop list to start the Add A Kit wizard 27 Click Create a kit for a range of With the Create a kit for a range of vehicles highlighted vehicles or click Next for generic click the next button to preview or change if applicable the range of vehicles the kit applies to 28 Click Change Vehicle if applicable Click the Change Vehicle button to reselect the year make model and engine for this kit if applicable 29 Select Ending Year and or click To specify only one year for the kit click the Finish button Finish or use the spin buttons to select the ending year for the range then click the Finish button to open the Kit window 30 Edit Kit Name Description Edit the Kit Name and or description as well as the i
314. endor Invoice for this Repair Order that are not already on it 5 Click Edit Quantity if applicable Click the Edit Quantity button to open the Edit Quantity window edit the quantity of the highlighted part to be added to the repair order and click the OK button 6 Click Show On Order Details if Click the Show On Order Details button to view the part applicable number description PO vendor invoice status and quantity of the highlighted part ordered 7 Click OK Click the OK button to add the selected part s to the repair order Copyright 2012 MaxxTraxx User Manual no 1 53 Add A Part To A Repair Order Parts From Vehicle History The Add A Part to a Repair Order Parts from Vehicle History procedure explains how to search for parts from any vehicles history in the system and add a part from the vehicle history to the repair order A labor service has to be highlighted on the Repair Order to activate the Add A Part function Multiple parts can be associated with a single labor service Select and open the Repair Order on the Service Counter Highlight Labor line and click Parts Select Part from Vehicle History Uncheck Use Engine When Searching Check Show All Parts For This Vehicle Check Show Parts Removed From History List Click Remove Part From History List if applicable Click Change Search if applicable Select a part from the list 10 Click Select Copyright 2012 Double
315. enie REENEN EENS EENS 11 Add Ai CUSTOM CR E 12 Customer Record Links Review ivciciscceieiecstveccseestnsccceveciastentessceaescuasnecteescuwertiaeerteedaiwerecens 14 Customer Record Options Review 16 CuStOM er SO EE 22 Delete A CUStOME EE 24 Undelete A Customer aei eienn naeia ech E Eege AEN dee AE dee Nee ee 25 View Edit A CUStOME TEE 26 Setup amp Send A Text Message EEKEENEENNEEEERESNEERRRENNEERREEKEEENEENNEEERRESEEERRENNEEER EE EEEEEEN NEEN 27 CUStOM EF RE POMS E a Ra a a a dE 28 ao a aT e E A EA A A EAE E EE A O E A E A EE 30 Vehicle Options Re Vie We iiicicicccsseeieea niaren aean ea e aeaa a E anaa Aaaa aE eege E E Teia aaia 33 Undelete A Venicle ices cose secs ciency cds paa ceca eens ETSE a Prap E oee do vesend Er reh ahaa E reier A i Fene DEFES Ena SnG ag 37 View Edit A Vehicle sracnak a aa R ANa kA REAREA AA KE AERAR EAA haa ARE Ee RAAKAA 38 Repair Order QOVervie W ar aa aa a a a a Aa a Ea EE 39 Writ A Rep ir Order isnin rii a a a a a a tented a A A edocs 41 Start A Repair Ordf coi aa a cad twos Ea ae a a a a aaa aa a a a aaa REES a ieaie 48 Start A Repair Order Quick Sort 50 Update Repair Order Intormatton EEN 51 Edit Selected Repair Orde iis icccicccsssicccseevessssenecessvectass ccevecceaensteeeccevecen events seeesieeemeeeecteeretons 52 Search Previous Repair Orders ANEREN 53 Change Status Revi woeri ees ENER eege EARE KNE AEEA EAN Eea EEeR ENEE 54 Pay Completed Repair Order 56 Void A Repair Order Payme nt
316. enses miscellaneous supplies office meals office supplies postage and sales tax you paid on any of these expenses Note You can add transactions in this section edit the descriptions of the existing disbursements and change the G L Account as they are displayed as options on a drop list in the Cash Paid Out function of the Cash Drawer When you select one of these disbursement options the cash paid out is tracked by that selected G L account Click the Add Transaction Type button to open a blank Automatic Transaction Posting Definition window to create a new Cash Paid Out disbursement entry For example you might add an entry for Mail Postage if you buy stamps with cash from the cash drawer See the next step for an explanation of how to create that new entry Enter the Transaction Description that will remind you of what types of transactions to use this entry for i e Stamps keeping with our example Enter the G L Account Number for this new Transaction entry for this example by clicking the Select button and choosing from the list number 66100 for the Mail Postage account Note The G L Account Description wil be auto populated with the corresponding G L Account description for the selected G L account Click the OK button to save your entry to the list Now when you are selecting a G L account in a Cash Paid Out transaction Stamps will be an option on the drop list Copyright 2012 MaxxTraxx User Manual 384 24
317. eport Filter window 36 Select by Part Information Select All Parts or select by Part Number Description Location or Product Code to activate the From and To entry fields and enter the search criteria 37 Check Include Stock Parts Check the Include Stock Parts box to list stock parts on the report 38 Check Include Non Stock Parts Check the Include Non Stock Parts box to list non stock parts on the report 39 Check Include Buyouts Check the Include Buyouts box to list buyout parts on the report 40 Check Fluids Check the Fluids box to list parts marked as fluids on the report 41 Select by Quantity Select All Quantity or select Greater Than or Less Than to activate the Quantity entry field and enter an amount to search for parts quantities in inventory that are Greater Than or Less Than that amount 42 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 43 Select Inventory and select Select Inventory Adjustments under Report Name to Inventory Adjustments generate a report of parts that have had adjustments to their inventory quantities within a specified time period 44 Click Run Report Click the Run Report button to open the Inventory Adjustments Report Filter window 45 Select by Part Information Select All Parts or select by Part Number Description or Location to activate the From and To entry fields and enter the search criteria 46 Select by
318. eport Report under Report Name to print a list of vendors with the amounts you have paid to them for a specified time period Note The Report Description displays in the text box at bottom of the window 3 Click Run Report Click the Run Report button to open the 1099 Report window 4 Select Date Range Select one of the years for the report or click the Select Date radio button to activate the From and To entry fields and enter the dates or click the Select buttons to choose from the calendars 5 Enter Payment Total Over Enter the Payment Total Over dollar amount to include all vendors that have been paid over this amount within the selected time period 6 Click OK Click the OK button to generate the report or click the Reset Filters buttons to start the selection process over 7 Select Acct Payable and select Select Accounts Payable under Category and select Accounts Payable History Accounts Payable History under Report Name to view complete Accounts Payable transaction history through a selected date for all or a selection of vendors 8 Click Run Report Click Run Report to open the Accounts Payable History Filter window 9 Select by Vendor Select All Vendors or select Last Name or Company to activate the From and To entry fields and enter the search criteria 10 Select by Date Enter date to display all history through on the report or click the Select button and choose from the calendar 11 Click OK Click the OK button to
319. er entry field and click on a Parts method from the drop list or right click on the Labor line and select a part method from the Add drop list The Parts button will only be active if you have a Labor line to associate it with Select Parts from Quotes For This Vehicle from the drop list to open the Select Items From Quotes window Check the box in the Select column to add the part s to the repair order The parts pricing will reflect the price of the part when the quote was created regardless of any price changes in the system since the quote was created Click the Add Selected Items To RO button to add the selected part s to the repair order Copyright 2012 MaxxTraxx User Manual 112 1 55 Add A Kit The Add A Kit procedure explains how to bundle labor services and parts together to streamline the data entry on a repair order while maintaining consistent pricing and verbiage Kits can be selected for repair orders quotes or parts invoices For any operation performed regularly in the shop such as an oil change or brake job a kit will hold the labor time and description the parts needed to complete the repair as well as the pricing in a kit that can be searched entered and edited on a repair order with just a few keystrokes There are two types of kits generic or specific for a range of vehicles Kits most often used are generic however for certain services and repairs that apply to only a specific range of vehicles cre
320. er to open the Repair Order and highlight the Labor line the Sublet is associated with 2 Highlight the Labor Line and click With the Labor line highlighted click the Sublets button to Sublets open the Sublets window Note The Add Sublets button wil only be active if you have a Labor line highlighted to associate it with 3 Enter Sublet Code Enter the Sublet Code to activate the progressive search function 4 Select Sublet Select the Sublet operation from the list by double clicking the sublet or highlighting the sublet and clicking the Select button at the bottom of the window to view the Sublet Labor Service Sales Detail Information window 5 Enter Invoice Cost Enter the Invoice Cost for the sublet labor to be performed 6 Enter Sublet Price Enter the Sublet Price to be charged to the customer for the sublet labor performed 7 Enter Discount if applicable Enter the Discount to be applied to the sublet labor price 8 Enter Quantity Enter the Quantity of sublet labors to be charged to the customer 9 Click Status Click the Status button to open the Sublet Status window Complete fields to track date select from calendar button to the right and time vehicle sent to vendor and estimated return date and time then select the Status radio button to note the status of the sublet labor and then click OK 10 Check Taxable box if applicable Check the Taxable box to charge sales tax on the sublet labor 11 Click OK Cl
321. es posted in previous months that are still unpaid required by law in some states to the past due amount that is used to calculate the finance charge Select Print finance charge notice Check the Print finance charge notice on statements box on statements to include the notice entered in the box below in the body of all Accounts Receivable statements printed below the listed AR transactions Enter Additional Notice To Print Enter an Additional Notice to be printed on all Accounts On Statements Receivable statements up to 1 000 characters in the body of the AR statement which is in addition to the default AR statement below the aging section that states Your Account Is 60 Day Past Due and lists interest rate and minimum finance charges entered in the AR Setups 5 Click OK Click the OK button to saves your entries and close the Accounts Receivable Setup window Copyright 2012 26 MaxxTraxx User Manual 8 2 Post Automatic Finance Charges The Post Automatic Finance Charges procedure explains how to apply Finance Charges to past due invoices through a specific date This function is done MANUALLY each month just before printing Accounts Receivable Statements All Customer Accounts have an A R Finance Charges section in their customer record under the Details link where a user can select to 1 Use Program Setup 2 User Custom Finance Charges that are entered into the customer record next to this selection or 3 Don t Ap
322. esigned to be reconciled daily however this report can completed at anytime for any prior time period Copyright 2012 MaxxTraxx User Manual 204 5 1 Write A Check The Write A Check procedure explains how to write a check including how to disburse a check amount to the general ledger and add a check payee Note Checks written to vendors to pay bills are typically written from the vendor record see the Pay Bills procedure for detailed instructions on how to use this feature Checks written to customers for refunds are typically written from within the customer record see step 52 in the Customer Record Options procedure for detailed instructions on this feature From the Tool Bar click Write From the Tool Bar click the Write Check icon or from the Check Menu Bar click Banking and select Write Checks from the drop list to open the Write A Check window displaying the list of payees Note The tab key can be used throughout this section 2 Check uncheck Show Vendors Check uncheck Show Vendors Other Names Customers Other Names Customers and or and or Employees to only display certain payees in the Employees Payee list below Show Vendors and Show Other Names are selected by default Note The payee type i e Vendor Other Customer or Employee for the highlighted name is listed below the list of names and above the selected payee window 3 Select Payee or Select a Payee on the list by using the scroll bar or just s
323. et Labor Check the Taxable box if sublet labor in your area is taxed The system will automatically apply sales tax to this sublet labor when it is entered on a repair order Select a Product Code from the list by clicking the Select button to the right Product Codes are used to track sublet labor for accounting purposes The default Product Code is SUBLET for Sublet Repair however you can create additional product codes to record and track your sublet labor sales in multiple accounts on the general ledger Click the Select button to the right of the Primary Vendor field to display the Vendors List Select a primary vendor to be the default vendor when creating a purchase order for the Sublet labor using the Order Parts function Click the View Sales button to open the Sublet Sales History window to view invoice number date sold status sort name quantity price and extension of previous sales Copyright 2012 297 MaxxTraxx User Manual 14 Click View Purchases Click the View Purchases button to open the Sublet Purchase History window to view received date status vendor name vendor invoice number quantity received and cost of previous purchases 15 Click OK Click the OK button to save the sublet labor record and return to the Sublets list Copyright 2012 MaxxTraxx User Manual 298 10 3 Manage VP s RFS s and Recommendations The Manage Vehicle Problems VPs Requests for Services RFSs and Recommendati
324. ether to print items marked as not inspected 33 Click Edit Click the Edit button to open the checklist to add Notes in the Notes section at the top of form mark each line item as Not Inspected Passed or Failed put additional notes for each item if applicable and check the Completed box when the checklist is complete Click the OK button 34 Click Delete Click the Delete button to remove the highlighted Checklist from this RO Clicking delete will not affect the Checklists in the system Copyright 2012 e MaxxTraxx User Manual 1 31 Repair Order Options Review The Options button on the Repair Order provides another way to access the various functions that are available from the right click drop list as well as additional features such as creating a Return Credit Refund Core Charge Assign Techs Print Vehicle History Report Technician Worksheet Technician Checklist or Job Clock Detail Dial the Customer s Telephone Number Edit the Repair Order Number Show the Repair Order Profit Show Technician Clock In Out Show Parts on this Repair Order that need to be Ordered and Save options The Options drop list as with the right click drop list will display different features at the top of the list depending on the type of line highlighted on the Repair Order If a Reason for Service is highlighted the specific features listed will include adding editing or deleting a reason for service adding a labor or kit and returnin
325. f applicable contents of the kit pricing or options noted above if applicable 31 Select Category Click the Select button to open the Select Category window highlight a Category on the list and click the Select button to add the category to the kit 32 Click OK Click the OK button in to save the new Kit to the system and close the Kit window Copyright 2012 115 MaxxTraxx User Manual 1 56 Add A Kit To A Repair Order The Add A Kit to a Repair Order procedure explains how to search select and add a kit to a Repair Order The kits can be searched three ways by narrowing the kits by group generic or specific toa range of vehicles by selecting a category of kits or by using the Find feature to search by Kit Name Select and open a Repair Order on Double click the Repair Order or highlight the Repair Order the Service Counter and press Enter to open the Repair Order and highlight the Reason for Service line the Kit is associated with 2 Highlight the Reason for Service line With the Reason for Service line highlighted click the Kits and click Kits button or right click on the Reason for Service line to open the Kits window NOTE A Reason for Service line must be highlighted to activate the Kits button 3 Select All Kits or Select the All Kits radio button under the type of kit to view section to display all the kits in the system Note All Kits is the default view 4 Select Kits For a Range of Vehicles Sel
326. f labels From the Menu Bar click Marketing and select Print Mass Mailing Labels Select Zip Code and Customer Name or Select Repair Order Date Range ann or D Select Reason For Service or Select Labor or Select Part or Select Customer Marketing Tag or D Select Customer Has Not Been In Since Select Customer Has Not Done Labor Service Since and click Next 10 Enter dates From the Menu Bar click Marketing and select Print Mass Mailing Labels from the drop list to open the Filter Custom Letter Mailing By Labels Only window Using the radio buttons select Zip Code and Customer Name criteria and click Next to enter the Beginning and Ending Zip Code Range Last Name and or Company Select Repair Order Date Range and click Next and enter the Start Date and End Date or click the Select buttons and choose from the calendar Select Reason For Service and click Next to open the list of reasons for service Select a reason for service to search for in the customer records to include the customers with that reason for service in their history in the mass mailing Select Labor and click Next to open the list of labors services Select a labor to search for in customer records to include those customers with that labor service in their history in the mass mailing Select Part and click Next to open the list of parts Select a part to search for in customer records to include th
327. f parts to update inventory pricing and close the window without making any changes to your inventory pricing Copyright 2012 3 9 MaxxTraxx User Manual 172 Update Parts Lists with Catalog Prices The Update Parts List with Catalog Prices procedure explains how to update part costs and prices in your inventory with costs and prices from a catalog This function also has a feature to Add Parts to Inventory from the catalog if the catalog part s is not already in your inventory and MaxxBucks customer loyalty rewards program can be assigned to the imported catalog parts From the Menu Bar click Parts Mgr From the Menu Bar click Parts Mgr and select Update and select Update Parts List with Parts List with Catalog Prices from the drop list to open Catalog Prices the Inventory Price update from Catalog window 2 Select Catalog and click Next Select a Catalog from the list box to use in this update and click the Next button 3 Check Update Last Cost box Check the Update Last Cost box to update the last cost for the part in the part record 4 Check Update Base Cost box Check the Update Base Cost box to update the base cost for the part which may be used to generate the part sales price depending on the pricing method applied The reset base cost in the part record should be selected to update 5 Check Update Mfg List box Check the Update Mfg List box to update the manufacture list for the part which may be used to generate t
328. from the drop list to open the Parts Search window to select a used core to be added to the incoming parts invoice Select Shop Supply Select Shop Supply from the drop list to open the Shop Supply window to enter a shop supply charge instead of an actual part i e brake cleaner zip ties sealer etc that the technician would only use a portion of therefore that part would not be tracked in inventory and sold as an individual part to a customer 25 Enter Vendor Part Enter the Vendor Part Number for the part that you are entering as shop supply for future reference 26 Enter Description Enter the Description of the part s being entered as shop supply for future reference 27 Enter Amount and click OK Enter the Amount of the shop supply being entered on the incoming parts invoice and click the OK button Note For a shop supply credit enter a minus sign before the dollar amount to create a credit amount on the parts invoice 28 Select From Nexcat Select From Nexcat from the drop list to open the Nexcat Catalog and select a part to be added to the purchase order 29 Click Edit Line Item Click the Edit Line Item button to open the Items To Order Detail Info window for the highlighted part or sublet to edit the quantity due date etc for that part or sublet 30 Click Delete Line Item Click the Delete Line Item button to remove the highlighted part or sublet from the purchase order 31 Enter Packing Slip Enter the Pack
329. g a labor If a Labor line is highlighted the specific features will include adding or returning a part refunding a core charge editing or deleting labor or assigning techs to the labor If a Part line is highlighted the specific features include editing or deleting the part This procedure will step through the Options drop list features noting when the feature can be accessed another way and explaining the feature if it can only be accessed from the Options button Remember that most of these option features can be accessed using the right click on the Reason for Service Labor or Part The procedure will explain the Options with a Reason for Service highlighted then with a Labor highlighted and last with a Part highlighted Many features on the drop list are available at all times and will be explained only once with a Reason for Service highlighted to avoid duplicating the explanations Open a Repair Order on the Service Double click a Repair Order on the Service Counter or Counter highlight a repair order and press enter to access the yellow Options button on the Repair Order RO screen Click Options with a Reason for With a Reason for Service line highlighted click the yellow Senice line highlighted Options button to display the drop list Note The features listed under the Options button change depending on the type of line highlighted on the RO Select Add Select Add to view the drop list of options that can be used with the Reas
330. g and inventory management with integrated accounting into one management tool you will have at your fingertips the information necessary to make effective informed business decisions No other management tool on the market delivers this kind of power to an automotive repair business MaxxTraxx is composed of essentially three departments Service Parts and Business Management The Service Department manages the shop workflow that includes your customers and their vehicles and each and every sales opportunity in your business Using MaxxTraxx to evaluate communicate and document what your business has to offer utilizing the knowledge of your service advisors the skills of your technicians and the information from your parts suppliers and labor guides you can provide state of the art service to your customers MaxxTraxx makes delivering superior service not only possible but profitable Information collected in your day to day workflow processes comprises the sales history for each of your customers which is then used to target and market to your customers more effectively The Parts Department manages ordering receiving tracking and pricing of parts and supplies including non stocked and stocked inventory Considering that typically half of your sales are comprised of part sales knowing where to buy how to buy how much to pay for and what to price your parts at can make or break a profit line Easily integrating the numerous online part
331. ge 12 Click Run Report Click the Run Report button to open the Income Statement Report window Copyright 2012 MaxxTraxx User Manual 260 13 Enter Beginning Report Date Enter the Beginning Report Date or click the Select button and choose from the calendar 14 Enter Ending Report Date Enter the Ending Report Date or click the Select button and choose from the calendar 15 Check Include accounts with no balances 16 Click OK 17 Select General Ledger and select General Ledger Report Check the Include accounts with no balances box to print any general ledger accounts with zero balances on the Income Statement Click the OK button to generate the report Select General Ledger under Category and select General Ledger Report under report name to generate a list of select or all general ledger accounts including their additions and subtractions to the beginning balance as of the Beginning Date of the report with a resulting Ending Balance for a specified time period including the transaction type date transaction number document number description amount beginning balance as of the Beginning Report Date and the ending balance as of the Ending Report Date 18 Click Run Report Click the Run Report button to open the General Ledger Report window 19 Enter Beginning Report Date 20 Enter Ending Report Date 21 Enter Accounts 22 Check Include accounts with no balances Enter the Beginning Report Date or c
332. ges and sales tax including taxed and non taxed sales returns discounts warranty discounts and overall totals for each sub section for a specified time period 8 Click Run Report Click the Run Report button to open the Tax Summary Report Filter window 9 Enter Starting Date Paid and Time Enter the Starting Date Paid or click the Select button and choose from the calendar and Time in 24 hour notation or click the down arrow and select from the drop list 10 Enter Ending Date Paid Enter the Ending Date Paid or click the Select button and choose from the calendar and Time in 24 hour notation or click the down arrow and select from the drop list 11 Click OK Click the OK button to generate the report 12 Select Financial and select Tax Select Financial under Category and select Tax Summary Summary under Report Name to generate a sales and tax summary report listing the information in the sales summary report plus additional segmentation by tax type i e default non Copyright 2012 MaxxTraxx User Manual 25 taxed government etc breaking out the aforementioned information into the various tax categories with an overall tax total used for completing Sales Tax Reporting forms 13 Click Run Report Click the Run Report button to open the Tax Summary Report Filter window 14 Enter Starting Date Paid and Time Enter the Starting Date Paid or click the Select button and choose from the calendar and Time in 24 hour no
333. get amount 45 Click Post Vendor Invoice Anyway Click the Post Vendor Invoice Anyway button to override the warning and save and post the invoice on account Copyright 2012 MaxxTraxx User Manual 168 3 6 Search View Closed Parts Orders The Search View Closed Parts Orders procedure explains how to search and view posted parts orders for reference only Parts Orders are listed by vendor then by date with newest on top NOTE Posted parts orders cannot be edited or changed in any way Parts Orders do not directly affect inventory they are used to create and send online orders and are converted into a received vendor invoice restock parts once the parts are received to post to Accounts Payable and Update Inventory From the Tool Bar click Order Click the Order Parts icon on the Tool Bar or from the Parts Menu Bar click Parts Mgr and select Create Parts Purchase Orders to open the Browse Parts Orders window 2 Click View Closed and Posted Click the View Closed and Posted Parts Orders radio Parts Orders button at the top of the screen to display the closed parts orders 3 Select Search By Select the Search By criteria radio button on the left to search for a closed parts order using the selected criteria 4 Enter criteria Just start typing either the Parts Order Number Vendor Name or Parts Order Date to find that parts order this is a progressive search 5 Select invoice Select the parts order to view by highlig
334. ghlighted click the yellow highlighted Options button inside the parts invoice on the left side to display the drop list Note The features listed under the Options button change depending on which section of the Parts Invoice is selected 4 Select Add Select Add and select an Add A Part method from the drop list to add a part to the parts section of the invoice 5 Select Return Credit Select Return Credit and select a part buyout part or sublet from the drop list to credit the customer for a part or sublet that was purchased 6 Select Edit this Part Select Edit this Part from the drop list to open the Part Sales Detail Information window and make changes to the Part listed on the invoice including the quantity price add on charges etc Note Editing the Part Description here does not affect the Part master record 7 Select Delete this Part Select Delete this Part to remove the Part from the invoice Note Deleting the Part here does not affect the master record 8 Select View Edit and Part Master Select View Edit and select Part Master Record from the Record drop list to open the Part Record window to make changes to the Part record in the system such as description price add on charges Click the Stock Link and click the View Sales button to open the Parts Sales Detail window to view when to whom and for how much this part has Copyright 2012 147 MaxxTraxx User Manual 9 Select View Edit and Customer Master R
335. ghted click the Delete button 9 Click Add Click the Add button to open the Request For Service record window to create a new repair or service record The repair record can be designated as a vehicle problem request for service and or a recommended service by selecting that description category 10 Check Vehicle Problem Check the Vehicle Problem box to have this repair record appear in searches for vehicle problems 11 Check Request For Service Check the Request For Service box to have this repair record appear in searches for Request For Service 12 Check Recommended Service Check the Recommended Service box to have this repair record appear in searches for Recommended Services 13 Enter Key Word Enter a Key Word phrase to search for the record by The Key Word phrase should start with the component to be repaired or serviced followed by a brief description of the repair service or description of the vehicle problem if applicable up to 60 characters including spaces Copyright 2012 209 MaxxTraxx User Manual 14 Enter Printed Description Enter the description of the vehicle problem request for service or recommended service as it should appear on the repair order The Printed Description can be edited and added to as needed once the selected record has been selected and added to the repair order 15 Select Category Click the Select button and assign a category to this record that it can be searched by 16
336. ghted tax rate entry and edit as needed 12 Click Delete Click the Delete button to remove the highlighted tax rate from the list 13 Check Show inactive tax rate Check the Show inactive tax rates box to display deleted tax rates in red type Note Right click on an inactive tax rate and select Undelete Tax Rate from the drop list to re activate the tax rate 14 Click Close Click the Close button to exit the Sales Tax Rate Definitions window Copyright 2012 MaxxTraxx User Manual 3 13 7 Company Payroll The Company Payroll procedure explains how to enter when overtime and double time pay is calculated in your region state unemployment tax and state disability insurance percentages and miscellaneous employee employer withholding rates for custom payroll setups Note Technician and service writer commission overtime formula features are under development From the Menu Bar click Setups From the Menu Bar click Setups select Accounting and select Accounting and Payroll Payroll from the drop list and select Company Payroll from and select Company Payroll the side drop list to open the Payroll Setup window 2 Enter Hours per day before Enter the Hours per day before overtime starts to record overtime starts when to calculate overtime amounts on time cards Note This field is for reference only 3 Enter Hours per day before double Enter the Hours per day before double time starts to time starts record when to calcula
337. ging feature activated Copyright 2012 MaxxTraxx User Manual z 1 15 Customer Reports The Customer Reports procedure explains how to generate a Customer List Customer Sales Report Customers with Vehicles List and Inactive Customer Report The Customer List is used to generate a report with the customer name address city state zip phone type number and extension The Customer Sales Report is used to generate a report of sales for a specific timeframe listing the customer name number of transactions for that customer the customer s net sales tax and total from lowest to highest sale amount or highest to lowest sale amount This report can be limited to print a specific number of entries and only include customer sales over a certain dollar amount The Customers with Vehicles List is used to generate a report with customer name address city state zip phone type number and extension along with year make model license plate number VIN and mileage of their vehicle s The Inactive Customer report is used to generate a list of customers that have not visited the shop since a specific date listing the customer name phone and date last visited 1 From the Tool Bar click Reports Click on the Reports icon to open the Report Manager window 2 Select Customer and select Select Customer under Category and select Customer List Customer List under Report Name to print a list of customers with their contact information 3 Cl
338. gle due date the following month for all invoices posted within the previous month For example if you enter 10 as the number of days until an invoice is due an invoice dated January 12th would have a due date of January 22nd When you select to print statements all invoices that are unpaid will print on the statement with a due date using the calculating formula of the invoice date plus ten days Note For either method used the due date calculation wil be based on the AR Due Date Setup at the time the invoice is posted on the customers account If this setup is changed after the invoice is posted the new method of calculating the due date will not affect invoices already posted on the account 5 Enter Finance Charge Percentage Enter the Finance Charge Percentage to be applied to all Per Month past due invoices example 1 5 each month Finance Copyright 2012 MaxxTraxx User Manual 264 Charges are created as individual charges for each month and can be easily deleted if needed 6 Enter Minimum Finance Charge Enter the Minimum Finance Charge Amount to be applied Amount each month to all Customer accounts with a past due balance The amount applied with be either the finance charge due or the minimum whichever is greater Select Exclude past due finance Check the box to Exclude past due finance charges when charges when calculating new calculating new finance charges to not include any unpaid finance charges finance charg
339. h outstanding balances due and use the Create New Invoice feature in the customer record to make a single beginning balance entry using the invoicing feature or enter each individual outstanding invoice or credit available on account posted to the default system balancing account From the Tool Bar click Customer Click the Customer Search icon on the Tool Bar or from Search the Menu Bar click Customer Svc and select Customer List to open the Customer Search window Enter Search For criteria and click Enter customer information in whole or just the first few OK letters in the Search For criteria entry field and press the enter key or click the OK button to open the Customers window Select Customer Select the customer from the list by double clicking the customer s name or with the customer name highlighted press the enter key to open the customer record window Click Customer Options and select Click the yellow Customer Options button to display the Create New Invoice or Create drop list and select Create New Invoice from the drop list New Credit for a credit to open the A R Invoice form or select Create New Credit to open the A R Credit form Note The tab key can be used throughout this function Enter Amount Enter the amount of the beginning balance amount or the individual outstanding invoice amount if entering each invoice and or credit individually Enter Date Enter the Date of the invoice or click the Select button and choos
340. h services to be displayed 24 Highlight service and click Select Highlight service and click Select to add the service to the or Recommended Services list for the selected vehicle 25 Click Add Recommendation and Select Add Free Form Recommendation from the drop list select Add Free Form to add a service not on the list Entering Lead In Text and Recommendation a Key Word is optional 26 Enter a Printed Description and Enter a Printed Description for the recommendation and click OK click OK Click the spell check function button to the right of the Printed Description entry field to use spell check 27 Click Edit Click the Edit button to open the Recommended Service window for the highlighted recommended service and make changes Click the OK button to save your changes 28 Click Delete Click the Delete button to remove the highlighted recommendation from this vehicles Recommendations list 29 Click InfoTraxx Click the InfoTraxx button to open the Technical Service Bulletins TSB window to view TSBs for this vehicle that may prompt you to add another recommended service 30 Click Close Click Close to return to the Customer Record window 31 Click Vehicle Options and select Select Quotes from the drop list to open the Quotes Quotes window to view quotes for the vehicle The quotes remain on the list until the quotes are converted to or added to a repair order or until the quote expires 32 Check View Expired Quotes Chec
341. hat the employee has not been authorized to work any overtime hours This notation is for reference only 35 Check Tax Exempt boxes if Check the Tax Exempt boxes that apply to the employee applicable including Federal Income Tax FICA Social Security Tax paid by the employee FUTA Federal Unemployment Tax paid by the employee State Income Tax SDIF State Disability Insurance paid by the employee SUTA State Unemployment Tax paid by the employee Local and Medicare paid by the employee 36 Select Allowances Using the spin buttons select the Federal State and Local if applicable allowances for the employee as they have entered on their completed W 4 form 37 Select Tax Codes Click the Select buttons for the Federal State and Local tax codes to open the Select Tax Code window Select the tax codes from the list as indicated on the employee s W 4 form by double clicking on the tax code or highlight the tax code and click the Select button to enter that tax code Notice Both the state and country must be selected in the address section to activate the state and federal payroll tax tables 38 Enter Additional Tax Withholding Enter any Additional Tax Withholding that the employee if applicable entered on their W 4 form 39 Click Default Amounts link Click the blue underlined Default Amounts link in the left column to enter additional wages paid or miscellaneous payroll withholding for the employee NOTE An amount f
342. he Copyright 2012 215 MaxxTraxx User Manual entry from the check register You cannot delete a check that has been cleared in the bank reconciliation 16 Click Delete with a deposit highlighted Click the Delete button with a deposit highlighted to delete the deposit return the items in the deleted deposit back to the undeposited items window and remove the entry from the check register 17 Click Void with an adjustment Click the Void button with an adjustment highlighted to highlighted void the entry on the check register Both the wid and delete functions reverse the transaction however the difference between deleting an adjustment and voiding an adjustment is that a deleted adjustment is removed from the check register and can be viewed if you check the Showed Deleted Transactions box with the View Check Register feature A voided adjustment still shows on the check register with the word VOID next to it 18 Click Void with a check highlighted Click the Void button with a check highlighted to void the entry on the check register You cannot delete or void a check that has been cleared in the bank reconciliation Both the void and delete functions reverse the check however the difference between deleting a check and voiding a check is that a deleted check is removed from the check register and can be viewed if you check the Showed Deleted Transactions box with the View Check Register feature A voided check still shows
343. he Select Account window to make another bank deposit Click the Post and Close button to select a Deposit Report to print post the deposit and close the Make Bank Deposit window Check the Print Deposit Slip box and or the Print Deposit Item Details box then click the Print button to print the selected deposit reports or click the Don t Print button to skip printing the deposit reports The Deposit Slip is a summary report of the deposit not an actual deposit slip that you would take to the bank that includes the Account Name Bank Account Bank Routing Transaction Date Transaction and the Total Cash and Checks deposited into the bank The Deposit Item Details is a detailed report that includes in addition to the Deposit Slip information the Check and Credit Card payments received with Item Transaction Description Payee and Amount Received Total Cash Received and the Total Deposit Amount Copyright 2012 211 MaxxTraxx User Manual 5 5 Transfer Money The Transfer Money procedure explains how to record when funds are transferred from one bank account to another in the system These transfers typically occur when you are transferring money from a savings account to a checking account or vice versa for payroll savings for equipment etc From the Menu Bar click Banking From the Menu Bar click Banking and select Transfer and select Transfer Money Money from the drop list to open the Transfer Money Between Bank Accoun
344. he Menu Bar select Setups select Miscellaneous select Accounting and Payroll Accounting from the drop list select Product Codes from select Product Codes then select the side drop list and then select Parts from the Parts secondary side drop list to open the Part Product Codes window 2 Check Show Inactive Product Check the Show Inactive Product Codes box to display Codes deleted product codes in red type Note Right click on a deleted product code and select Undelete Product Code from the drop list to re activate a deleted product code 3 Click Add Product Code Click the Add Product Code button to open a blank Part Product Code window 4 Enter Product Code Enter a Product Code up to 10 characters that will appear on the Product Code drop list when assigning a product code to a part For example TIRES ADDITIVES etc Note The system capitalizes the product code automatically 5 Enter Description Enter a Description for the product code up to 30 characters describing what types of products this product code is to be assigned For example tires and related tire supplies BG specialty additives etc 6 Select Inventory Asset Account Click the Select button to open the Chart of Accounts and select an Inventory Asset Account to track the products in inventory this product code is assigned to The Description will be auto populated with the corresponding account If the G L account is not listed on the Chart of Copyrigh
345. he OK button to open the Quick Quote window listing the quick quotes that match the search criteria Check the View Expired Quotes box if you cannot find the quote you are looking for just in case it has expired Click the Find button below the quick quotes list box to open the Quick Quote Search window again to re enter search criteria Select the quote from the list by double clicking on the quote or highlight the quote and click the View Edit Quote button to open the quote Click the OK Save button and select from the drop list Select Save amp Print Quote to print the quote to resave the quote and close the quote window Select Make Appointment for Quote amp Print to open the Search window to select or add a new customer and vehicle for the appointment When the Appointment Information window is opened enter the appointment details and click the Finish button When you click Finish you will return to the quick quote list and the quote you just scheduled will be removed from the quick quotes list When the appointment is opened the quick quote details will already be transferred onto the new repair order Select Convert Quote to a Repair Order to open the Search window to select or add a new customer and vehicle for the repair order When the Appointment Information window is opened enter the appointment details and click the Finish button When you click Finish you will return to the quick quote list and the quote
346. he Reserved amount is the total quantity of this part that is entered on repair orders and part invoices Click the Details button to the right of the field to view the Repair Orders and or Parts Invoices that this part is entered reserved on Enter the quantity of this part to be sold on the repair order or part invoice The amount can be manually entered or use the up down spin buttons to the right of the field to increase the quantity incrementally NOTE The Quantity multiplied by the Adjusted Sale Price to the right wil be entered below in the Total Parts Charge field Click the Profit Monitor button with the percentage listed or More if a Part Price Matrix is not setup to open the Profitability window for this part and view the following fields The Average Cost amount is the actual cost of this part based on the averaged purchase price for the quantity of the parts in stock of this part This field is updated whenever a restock parts invoice received vendor invoice is posted if there was a change in the cost since the last time the part was purchased This Average Cost id the amount deducted from the Inventory Parts general ledger account and added to the Cost of Good Sold Parts general ledger account NOTE This field MAY be edited if access is granted in Setups gt gt gt Repair Orders and Part Invoices gt gt gt Inventory Setup gt gt gt Allow average cost to be manually edited on repair orders and parts invoices T
347. he Ship Method entry field 15 Enter Ship Method if applicable Enter the Ship Method by clicking the down arrow and selecting from the drop list Delivery is the default ship method 16 Enter number of Cartons if Enter or use the spin buttons to select the number of applicable Cartons to be shipped for this invoice 17 Enter number of Packages if Enter or use the spin buttons to select the number of applicable Packages to be shipped for this invoice 18 Click OK Click the OK button to open the Parts Invoice window 19 Click Add Part Click the Add Part button or with the cursor in the parts section right click select Add and choose from the drop list a method to add a part or sublet Select Return Credit from this drop list to credit a customer for a part or sublet See applicable procedures for detailed instructions on how to use the Add A Part To A Repair Order or Add A Sublet To A Repair Order methods 20 Click Edit Part Click the Edit Part button with the part highlighted or double click on the part to open the Part Sales Detail Information window to edit part description quantity price discount etc Changes made on this screen will only apply to the part on this Part Invoice and will not affect the part master record 21 Click Delete Part Click the Delete Part button to permanently delete the highlighted part from this Part Invoice 22 Click Add Labor Click the Add Labor button or with the cursor in the labor
348. he catalog list price The resulting part cost is then used to calculate the selling price of the part using the part pricing method selected in the system 32 Select Due Date Setup Using the radio buttons select a Due Date Setup that will assign a due date to the entered restocked invoice using this criteria 33 Click None or Click None to have the due date be the same date as the transaction date the date the invoice was entered 34 Click Day of Month Payment is Due Enter the date of the month all charged invoices are due by for the previous month For example enter 10 for the due date and all invoices entered in the month of July will have a due date of August 10th 35 Enter Cutoff day for the next Enter the last day of the month invoices will apply for the month due date or current month For example if the month end cutoff is the 30th enter 30 Any invoices entered on July 31 will be due September 10th 36 Enter Number of days until Enter the amount of days allotted by the vendor until the payment is due payment is due For example for NET 10 enter 10 or for Net 30 enter 30 The due date is calculated from the date the invoice is entered For example an invoice dated 7 7 08 that is entered into the system on 7 10 08 will have a due date of 7 20 08 based on Net 10 terms 37 Enter Discount if paid within Enter the percentage amount the vendor is offering if an days invoice is paid within a designa
349. he company and Next tax deduction that is paid by the employee or select the Paid by the company radio button for a payroll expense paid by the employer Then click the Next button 5 Enter Item Code Enter an Item Code for the payroll deduction or payroll expense to search for the payroll item by 6 Enter Description and Next Enter a Description for the payroll deduction or payroll expense to describe the type of payroll tax Then click the Next button 7 Select Liability Account and Next Click the Select button to select a liability account to accrue tax withholding amounts to be remitted to the appropriate tax authority for the employee payroll tax deduction or the employer tax expense liability 8 Select Expense Account and Next Click the Select button to select an expense account to for employer paid tax deductions expense the payroll tax amount paid by the employer for the payroll tax amount accrued This option will only appear in the wizard for payroll taxes paid by the employer 9 Select criteria tax calculation is Select the criteria either gross pay gross pay after tax or based upon and Next hours that the payroll tax deduction or expense is based upon If Hours are selected the types of hours to select will be activated below Select all the types of hours the tax is based upon by checking the applicable check boxes Then click the Next button Copyright 2012 MaxxTraxx User Manual 3 10 Enter Allowances
350. he drop list to look up parts or sublets to be added to the purchase order Select From Parts List Select From Parts List from the drop list to open the Parts Search Window to search for and select the parts to be added to the purchase order Enter Searching by criteria Enter the part number description or size to activate the progressive search to narrow the part list Click on the part as soon as it appears on the list or continue to enter the entire part number or description to narrow the list to the exact part number If the part has not been entered into the system before the list window will eventually list no parts Select parts Double click a part or highlight the part and click the Select button to open the Items To Order Detail Info window Enter the Quantity to Order Cost per Item Cost will be the last cost paid for this part regardless of vendor Weight if applicable Date Ordered Date Due and select an Assign Items To radio button to assign the part to stock a repair order or a parts invoice Click the OK button or the Add Another button to return to the Parts Search window Copyright 2012 15 MaxxTraxx User Manual 9 Select Autofill from Lowstock Select Autofill from Lowstock Parts List from the drop list Parts List to open the Lowstock Items Needing to be Ordered window to select a part 10 Select view Select to view All Lowstocks or only the Lowstocks for the vendor for this purchase order using
351. he end of the most recent quarter and enter one record for the last quarter to date to be able to figure payroll deposits and have the correct quarter to date balances in your the system Enter the Pay Date or click the Select button and choose from the calendar the date of the check being entered or the pay period totals being entered Note The Pay Date is the date the check was written not the dates worked by the employee For example if the pay period was 6 16 08 to 6 30 08 and the pay date was 7 1 08 the check date would be 7 1 08 noting this would be in the third quarter Enter the payroll information for this selected employee including amounts earned in the Income area amounts withheld in the Deductions area including the employer amounts Verify the Total Pay and Employer Total amounts are correct with your reference payroll documents Note These amounts are dollars not hours Click the OK button to add the completed payroll entry to the list Repeat as needed to enter all payroll information Click the Edit button to open the Beginning Payroll Balance window for the highlighted line to edit the payroll entry 7 Click Delete Click the Delete button to remove the Beginning Payroll Balance entry from the system completely Copyright 2012 aot MaxxTraxx User Manual 13 12 Beginning Accounts Receivable Balances The Beginning Accounts Receivable Balances procedure explains how to search for and select customers wit
352. he highlighted reason from the list 59 Click Close Click the Close button to exit the Time Clock Reasons window 60 From the Menu Bar click Setups From the Menu Bar click Setups select Lists from the select Lists and select Job Clock drop list and select Job Clock Reasons from the side drop Reasons list to open the Job Clock Reasons window Whenever an employee clocks out of a job using the Job Clock feature they are required to select a reason for clocking out i e Complete Waiting for Parts etc Note The Job Clock Reasons with a gray background are the system defaults that cannot be edited or deleted 61 Check Show inactive Reasons Check the Show inactive Reasons box to display deleted Job Clock Reasons in red type Note Right click on the deleted reason and click Undelete Reason from the drop list to re activate the deleted reason 62 Click Add Reason and enter Click the Add Reason button to open a blank Job Clock Reason For Clocking Out Reason window enter a Reason For Clocking Out for the new reason and click the OK button to save the new reason 63 Click Edit Click the Edit button to make changes to the highlighted reason 64 Click Delete Click the Delete button to remove the highlighted reason from the list 65 Click Close Click the Close button to exit the Job Clock Reasons window Copyright 2012 MaxxTraxx User Manual 364 66 From the Menu Bar click Setups From the Menu Bar click Setups sele
353. he part sales price if the mark up down pricing method is applied 6 Check Update Price A box Check the Update Price A box to update the Sales Price for the part at Price Level A 7 Check Update Price B box Check the Update Price B box to update the Sales Price for the part at Price Level B 8 Check Update Price C box Check the Update Price C box to update the Sales Price for the part at Price Level C 9 Check Update Price D box Check the Update Price D box to update the Sales Price for the part at Price Level D 10 Check Update Price E box Check the Update Price E box to update the Sales Price for the part at Price Level E 11 Check Update Price F box Check the Update Price F box to update the Sales Price for the part at Price Level F 12 Check Add Parts to Inventory if not Check the Add Parts to Inventory if not found box to create found box a new part record for a catalog part not found in inventory 13 Check Earn MaxxBucks Check the Earn MaxxBucks new parts only box to assign MaxxBucks customer loyalty rewards program to the part to accumulate MaxxBucks when this part is sold to a customer 14 Click Next Click the Next button to open the update screen 15 Click Begin Update Click the Begin Update button to run the Update Routine 16 Click OK A Notice window opens when the update is complete listing the number of parts updated Click the OK button Copyright 2012 173 MaxxTraxx User Manual 3 10 Part Price Mat
354. he quotes to the repair order Select and open the Repair Order on Double click the Repair Order RO or highlight the RO and the Service Counter press Enter to open the RO and highlight the Reason for Service line the Labor is associated with 2 Highlight the Reason for Service line With the Reason for Service line highlighted click the and click Labors Labors button below the Repair Order list box The Labors button will only be active if you have a Reason for Service line to associate it with 3 Select Labor from Quotes for this Select Labor from Quotes for this Vehicle from the drop Vehicle list to open the Select Items from Quotes window Note the quote description date and time are listed below the quotes list box for the highlighted quote 4 Click in Select column to add the Click in the Select column on the line of the Labor Service highlighted Labor Service to be added to the repair order 5 Click Add Selected Items to RO Click the Add Selected Items to RO button to transfer the labor from the Vehicle Quote section onto the RO Note The Labor Services and parts if applicable selected will reflect the saved information in that Quote which may not be up to date wth the current labor times and parts prices Copyright 2012 MaxxTraxx User Manual e2 1 40 Labor Reports The Labor Reports procedure explains how to generate a Labor Services Best Sellers and Slow Sellers list a Labor Sales Report a Labor Services
355. he receive vendor invoice is posted and the average cost for this part on any open repair order or part invoice wil also be updated and a red dollar sign wil appear next to the part to denote the average cost has changed Select Autofill from Lowstock Parts List from the drop list to open the Lowstock Items Needing to be Ordered list and select the parts to be added to the purchase order Select to view All Lowstocks or only the Lowstocks for this vendor using the radio buttons Click in the Order column on the line of the part to be added to the purchase order and then click the OK button Select Receive Credit for Returned Part from the drop list to open the Parts Search window to select the part that was returned to the vendor for credit Select Choose From Sublet Labors List from the drop list to open the Sublets window to select the sublet labor service to be ordered Double click a sublet or highlight the sublet and click the Select button to open the Items To Order Detail Info window Enter the Quantity Received Cost per Item and select an Assign Items To radio button to assign the sublet to stock a repair order or a parts invoice Click the OK button or the Add Another button to return to the Parts Search window Select Receive Credit for Returned Sublet from the drop list to open the Sublets window to select the sublet that was returned and credited by the vendor Select Choose from any Open Parts Orders from the dro
356. hen the repair order is completed Both the In Mileage and Out Mileage will print on the invoice If this box is unchecked the system only prompts for a single mileage reading to be entered and printed on the invoice Check Print Promise Date Check the Print Promise Date box to print the Promised Date and time under the Inwice Date and time on the invoice Check Warn If Revision of Estimate Check the Warn If Revision of Estimate is Needed box to is Needed prompt upon completing the invoice when a Repair Order Amount on the final invoice is greater than the last revised estimate amount The Revision of Estimate window will open to enter the Contact and Revision Details Check Warn If No Techs are Check the Warn If No Techs are Assigned to a Labor box Assigned to a Labor to prompt when completing or paying an invoice if there is not technician is not assigned to all the labor functions Check Pay Commission Before Check the Pay Commission Before Discount box to figure Discount the service writer s commission amount before discounts If this box is not checked the service writer will be paid on the amount after the discount is taken at the line item level Note If the discount is given at the invoice level in the miscellaneous section the service witer commissions are not affected Technician commissions are not affected by any of the invoice discounts Check Confirm Average Mileage Check the Confirm Average Mileage box to promp
357. hicle record and return to customer record Copyright 2012 33 MaxxTraxx User Manual 1 17 Vehicle Options Review The Vehicle Options Review procedure explains how to access the vehicle notes history marketing recommendations quotes vehicle history report technical service bulletins and the function to transfer vehicle records to another customer and merge vehicle records with another vehicle From the Tool Bar click Customer Use the Customer Search icon on the Tool Bar or from the Search Menu Bar click Customer Svc and select Customer List to open the Customer Search window Enter Search For criteria and click Enter customer information in whole or just the first few OK letters in the Search For criteria entry field and click OK or press the enter key Select Customer Select the customer from the list by double clicking the customer s name or with the customer name highlighted press the enter key to open the customer record window Highlight Vehicle and click Vehicle Highlight the Vehicle to access in the Vehicles section Options and click the green Vehicle Options button in the left column Select Vehicle Notes Select Vehicle Notes from the drop list The Vehicle Notes are internal notes in the vehicle record for reference only Click in the Notes field to add notes to the vehicle record These notes do not print on repair orders or invoices 6 Click OK Click the OK button to save any changes to the Vehicle Notes an
358. hicle to which the selected vehicle will be merged double click or highlight the customer name and click Select to open the Select Vehicle window Select the Vehicle from the list that the initial selected vehicle is to be merged with and click Select to open the Confirm Merge Vehicle window Click Yes to Confirm Merge Vehicle to merge all the history data from the source vehicle to the destination vehicle and remove the source vehicle from the system Copyright 2012 MaxxTraxx User Manual 1 18 Undelete A Vehicle The Undelete a Vehicle procedure explains how to open a customer record and undelete a vehicle The customer record has to be opened to access deleted vehicles to select that deleted vehicle and restore the vehicle record to an undeleted status An undeleted vehicle will not appear in a vehicle search From the Tool Bar click Customer Search Enter Search For criteria and click OK Select Customer and View Edit or 5 Check Show Deleted Vehicles Right click on the deleted vehicle and select Undelete Vehicle Use the Customer Search icon on the Tool Bar or from the Menu Bar click Customer Svc and select Customer List to open the Customer Search window Enter customer information in whole or just the first few letters in the Search For criteria entry field and click OK or press the enter key Select the customer from the list by double clicking the customer s name or with the customer name highlighted pre
359. his function is not recommended as the Average Cost is handled automatically The amount in the Extension field is the Each field multiplied by the quantity selected on this Sales Detail Information screen The Sales Price amount is the final selling price per part on this Part Sales Detail Information screen The amount in the Extension field is the Each field multiplied by the quantity selected on this Sales Detail Information screen The Profit amount is the dollar amount of profit and percentage of profit listed to the right per part on this Part Sales Detail Information screen BASED ON Average Cost The amount in the Extension field is the Each field multiplied by the quantity selected on this Sales Copyright 2012 157 MaxxTraxx User Manual 19 View Base Cost The Base Cost amount is last highest dollar amount paid for this part and is used to calculate the Regular Price IF a Part Matrix based on cost is applied to this part This Base Cost MAY NOT be the actual last cost paid for this part if the last amount paid for the part was lower as the setting to Reset base parts cost at purchase only resets the base cost up not down in case the last time the part was entered the cost was lower as a result of a sale for example The base cost must be manually lowered in the master part record for this base cost amount to reflect a lower cost paid last time the part was purchased The Base Cost can also be manually edite
360. hnician list Click the Select button next to the Technician entry field to select the primary technician assigned to the repair order Select Technician Select and add the technician from the Select Technician list by double clicking the name or highlight the name and click the Select button Note The technician selected Copyright 2012 43 MaxxTraxx User Manual here will be assigned to all labor operations on the repair order 24 Click Select to view Sources list Click the Select button next to the Customer Source entry field to select the marketing source of the customer 25 Select Customer Source Select and add the source from the Source list by double clicking the source or highlight the source and click the Select button If the Source is not listed Click the Add Source button to open a new Source record window enter a Source Code Description and any associated discount 26 Click OK Click the OK button to close this window and open the main Repair Order window 27 Highlight the Reason for Service line With the Reason for Service line highlighted click the Add and click Add Labors Labors button below the Repair Order entry field and click on a labor method from the drop list or right click on the Reason for Service line and select a labor method from the Add drop list Note The Add Labor button wil only be active if you have a Reason for Service to associate it with 28 Select Labor Service from List Selec
361. hod is by check the Check Number window will open Enter the check number and click OK If the payment method is by Third Party Billing the Customer Search window will open to select the customer the invoice is to be billed to Once the customer name is selected the invoice is charged to that customer s account and their name is printed on the invoice under the third party billing summary section For Credit key in the Amount to Post and the system deducts the amount needed to pay the invoice from the total credit amount available or Click the Use Credit for Payment button to select the individual credit amounts to be used 8 Click Payment Details if applicable Click the Payment Details button to open the Payment Details window to view and if needed delete a payment Copyright 2012 MaxxTraxx User Manual Click the Close button to return to the Cash Drawer screen 9 Click Finish or Click the Finish button to close the invoice post the payment and if selected print the final paid invoice 10 Click Close and confirm cancel Click Close to cancel the closing and posting of the payment Yes or No if applicable invoice This action will close the Cash Drawer screen and take you back to the completed invoice 11 Notice Update Repair Order The Update Repair Order Information notification may ask Information for a primary technician to be assigned to the RO which will include that technician s initials on all
362. how Accounts Receivable Activity box and Activity and enter number of days of enter or use the spin buttons to select the number of activity days of previous accounts receivable activity to display and print on the statement Accounts receivable activity includes deposits on account credits issued payments received payments applied listing the payment method credits issued etc If this box is unchecked only open items with a balance due will print on the statements 4 Click OK Click the OK button to open the Review Finance Charges window Review and unselect in the Include column any customers that should NOT have Finance Charges applied to that specific customer this month Note The Amount Overdue and the Finance Charge to be applied wil be displayed in this window 5 Click Edit Finance Charges Click the Edit Finance Charges button to edit the amount of finance charges to be applied to the highlighted customer on the list above 6 Click OK Click the OK button to post finance charges to selected customers 7 Click Yes or No Click the Yes button on the confirmation window to print a report listing the finance charges that were posted Note Copyright 2012 MaxxTraxx User Manual 266 This Finance Charges Posted Report can be accessed from Reports in the Acct Receivable category Copyright 2012 267 MaxxTraxx User Manual 8 3 Print Accounts Receivable Statements The Print Accounts Receivable Statements procedure expl
363. hting the parts order on the list and clicking the Edit button below or double click on the parts order to open and view NOTE No changes can be made to a posted parts order nor can it be voided Copyright 2012 169 MaxxTraxx User Manual 3 7 Search View Closed Vendor Invoices The Search View Closed Vendor Invoices Restock Parts Invoices procedure explains how to search and view posted vendor invoices for reference only Received Vendor Invoices are listed by vendor then by date with newest on top NOTE Posted vendor invoices cannot be edited or changed in any way To make a correction to an incorrectly posted vendor invoice enter another vendor invoice reversing the incorrect data in the posted vendor invoice i e create a credit memo for an invoice posted to the wrong vendor account for the equal amount and re enter the vendor invoice using the correct vendor From the Tool Bar click Restock Parts Click View Closed and Posted Vendor Invoices Select Search By Enter criteria Select invoice Click the Restock Parts icon on the Tool Bar or from the Menu Bar click Parts Mgr and select Enter Incoming Parts Invoices to open the Browse Vendor Invoices window Click the View Closed and Posted Vendor Invoices radio button at the top of the screen to display the closed invoices Select the Search By criteria radio button on the left to search for a closed vendor invoice using the selected criteria Just start t
364. ian to the repair order Select a secondary technician if applicable 4 Select Customer Source Select and add the source from the Source list by double clicking the source or highlight the source and click the Select button If the Source is not listed Click the Add Source button to open a new Source record window enter a Source Code Description and any associated discount 5 Click OK Click the OK button to close the Update Repair Order Information window and return to the Repair Order 6 Click OK Save Click the OK Save button and select Save Only from the drop list to close the Repair Order window Copyright 2012 MaxxTraxx User Manual 52 1 25 Edit Selected Repair Order The Edit Selected Repair Order procedure explains how to open and edit a repair order including how to edit the repair order invoice number and preview and email the repair order as it will look when it is printed From the Side Tool Bar click Edit Selected Repair Order Highlight a Repair Order on the Service Counter and from the Side Tool Bar click the Edit Selected Repair Order button or double click the Repair Order on the Service Counter to open the main Repair Order window 2 Edit repair order Edit the repair order as needed 3 Edit Repair Order Number 4 Click Preview RO 5 Click Email Click on the blue underlined repair order number to open the Repair Order Number window Enter the new repair order number and click the OK butto
365. ice Copyright 2012 1 MaxxTraxx User Manual 2 4 Parts Invoice Links Review The Parts Invoice Links procedure explains how to use the blue underlined links in the left column of the Parts Invoice These Links provide additional ways to view and edit the invoice 1 Open a Parts Invoice on the Parts Double click on a Parts Invoice line on the Parts Counter Counter or highlight the Parts Invoice and press the enter key 2 Click Parts and Labors link Click Warranty link Click Add New Warranty and select a warranty from the list Click Add Freeform Warranty 6 Click Edit Click Delete Click Notes link Click Miscellaneous link 10 Click Summary link 11 Click Parts On Order link The Parts Invoice defaults to the Parts and Labors link when first opened Click this link to return to the Parts and Labor screen after using any of the other links listed below Click the Warranty link to add edit or delete a warranty on the invoice The default warranty that is set up in the RO and Part Invoice Setup section is not changed by this warranty link Click the Add New Warranty button to open the Part Invoice Warranties window highlight a warranty and click the Select button to add a warranty to the invoice Click the Add Freeform Warranty button to add a custom warranty to this invoice and click the OK button to add the warranty to the invoice Click the Edit button to edit the selected warranty on this sp
366. ice Open the Repair Order on Double click the Repair Order or highlight the Repair Order the Service Counter and press Enter to open the Repair Order and highlight the Labor senice line the Part will be associated with Highlight Labor Service line and With the Labor Service line highlighted click the Parts click Parts button below the Repair Order entry field and click ona Parts method from the drop list or right click on the Labor Senice line and select a part method from the Add drop list NOTE The Parts button will only be active if you have a Labor line highlighted 3 Select Part from WorldPac Select Part from WorldPac SpeedDial to connect to the SpeedDial SpeedDial Catalog If you do not have your user name and password saved under the WorldPac vendor account you may need to enter this information every time you access SpeedDial If required enter your Customer Number and Password and click the Logon button to open the Catalog window The parts displayed in the online catalog will be for the selected vehicle in the repair order using the AAIA number in the vehicle record The Labor Service that this part will be added to displays in the lower left corner Note You may have to re select a portion or the vehicle information i e model and or engine when opening the SpeedDial catalog if there are options 4 Select Category Click the Category line of the type of parts to be displayed 5 Click Price Click the Price button to lis
367. ick the OK button click Yes to print a receipt if applicable The Deposit on Account will show in the Credit Available field on the General screen of the customer record until an open invoice is selected for payment and the credit on account is applied as a method of payment to the invoice 6 From the Options drop list select Select View A R Transactions to open the window listing View A R Transactions A R Transactions for the past year the filter default is set to display transactions for the past year Note The Your transactions are currently filtered to show notice above the A R Transactions list box will list the current filters 7 Check Show Deleted Transactions Check the Show Deleted Transactions box to include any deleted transactions on the A R Transactions list Voided transactions are always displayed on the transaction list Deleted transactions are hidden unless this box is checked 8 Check Show Credit Applied Check the Show Credit Applied box to display credits that have been used to pay an invoice All payments and credits appear on the transaction list however the date and amount of the credit applied are hidden unless this box is checked Copyright 2012 MaxxTraxx User Manual 9 Check Show Non A R Payments Check the Show Non A R Payments to display payments made to the customer that were not generated from the customer s account i e a check written to the customer for something other than an A R Refund
368. ick OK to add the Sublet to the Repair Order If a Sublet Labor does not appear on the list click Add A Sublet Labor 12 Click Add Sublet Labor Click the Add Labor Service button to open Sublets window and add a new Sublet Labor record Enter a Sublet Code Description Pricing Mark as Taxable if applicable and select a Product Code and Primary Vendor then click OK 13 Click Edit Click the Edit button to open the Sublets window and edit as needed Note Edits made in a Sublet record window wil permanently change the contents of the Sublet record Copyright 2012 MaxxTraxx User Manual 14 Click Delete Click the Delete button to permanently delete the sublet record 15 Click Close Click the Close button to exit the Sublets window without making a selection Copyright 2012 MaxxTraxx User Manual 1 43 Add A Sublet To A Repair Order Quick Start The Add A Sublet to a Repair Order Quick Start procedure explains how to add a sublet labor to an open Repair Order The Quick Start version does not explain the peripheral features associated with this function A labor operation has to be highlighted on the Repair Order to activate the Add A Sublet function Select the Repair Order on the Double click the Repair Order or highlight the Repair Order Service Counter and press Enter to open the Repair Order and highlight the Labor line the Sublet is associated with 2 Highlight the Labor Line and click With the Labor line highl
369. ick Run Report Click Run Report to open the Customer Report Filter window 4 Select By Customer Name Select All Customers or select Last Name or Company to activate the From and To entry fields Key in the customer names for the range 5 Select by Zip Code Key in the Begin Zip Code for the report to start with and an End Zip Code for the report to run through The Zip Code selection can be left blank to include all zip codes 6 Click OK Click the OK button to generate the report or click the Reset Filters buttons to start the selection process over 7 Select Customer and select Select Customer under Category and select Customer Customer Sales Sales under Report Name to print a list of customer sales for a specific timeframe in order of amount only printing a specific number of entries over a certain dollar amount 8 Click Run Report Click Run Report to open the Customer Sales Report Filter window 9 Select Purchase Dates Select the Purchases Beginning Date and Ending Date for the report by clicking the Select buttons and choosing from the calendars 10 Choose Options Select By Limit Under the Options section select to print out sales from Number Printed To and Sales Over the top highest sales to the bottom lowest sales limit the number of records to be printed on the report and only print sales with amounts over the entered amount 11 Click OK Click the OK button to generate the report or click the Reset Filters b
370. ighted click the Sublets button to Sublets open the Sublets window Note The Add Sublets button wil only be active if you have a Labor line highlighted to associate it with 3 Enter Sublet Code Enter the Sublet Code to activate the progressive search function 4 Select Sublet Select the Sublet operation from the list by double clicking the sublet 5 Enter Invoice Cost Enter the Invoice Cost for the sublet labor to be performed 6 Enter Sublet Price Enter the Sublet Price to be charged to the customer for the sublet labor performed 7 Enter Quantity Enter the Quantity of sublet labors to be charged to the customer 8 Click OK Click the OK button to add the Sublet to the Repair Order Copyright 2012 s MaxxTraxx User Manual 1 44 Add A New Part The Add A New Part procedure explains how to create a new part record including the description pricing stocking levels etc The parts record is where the various part details is stored and the vendor sales and purchase history is stored Once a part record is created a manufacturer name line and class can be assigned to the part Not all entry fields must be completed in the part record however this procedure will explain every field available in the part record From the Tool Bar click Parts Search 3 Enter Part Number and press tab Enter Part Description Check Is A Fluid From the Tool Bar click the Parts Search icon or from the Menu Bar click Parts Mgr an
371. iled instructions on how to use this feature 11 Click Edit with an adjustment With an adjustment highlighted click the Edit button to highlighted open the Adjustment window edit the adjustment as needed and click the OK button to save your changes 12 Click Edit with a check highlighted With a check highlighted click the Edit button to open the Write A Check window edit the check as needed and click the Post Check button to repost the check to the check register with your corrections 13 Click Edit with a deposit highlighted With a deposit highlighted click the Edit button to open the Deposit to Bank Account window listing the items comprising that deposit edit the Date and the Memo as needed and click the Post and Close button to repost the deposit to the check register with your corrections In the Deposit to Bank Account window you can also click on the Reports button and reprint the Deposit Slip and the Deposit Items Detail Note Only the Date and Memo can be edited in a posted deposit If the items in the deposit need to be edited delete the deposit and re select the deposit correctly from the undeposited items window 14 Click Delete with an adjustment Click the Delete button with an adjustment highlighted to highlighted remove that adjustment from the check register 15 Click Delete with a check highlighted Click the Delete button with a check highlighted to void the check reverse the disbursements and delete t
372. ime Enter the time the task was completed or click the Select button and choose from the drop list Note The times are entered in military time and converted to standard time with AM or PM displayed 14 Click Assign Employee Click the Assign Employee button to open the Employees window and select a name double clicking the name or highlight the name and click the Select button More than one employee can be assigned to the task Warning Deleting an employee name from the Employee window will delete that employee record from the system 15 Click Remove Employee Click the Remove Employee button to delete a highlighted name in the Employees assigned to this task entry field 16 Click OK Click the OK button to close the form window and the new task or appointment will display on the Task Appointment List 17 Highlight a task Highlight a task to display the entire task description in the Description box at the bottom of the Task Appointment List window 18 Edit a task Double click or highlight and click the Edit button to open a Task Appointment Detail form and edit as needed and update to reflect activity 19 Click Close Click the Close button to exit the Task Appointment Manager window Copyright 2012 MaxxTraxx User Manual 306 10 9 Phone Book The Phone Book procedure explains how to add edit and delete search for a contact in the Phone Book Note The Phone Book is a stand along feature separate from any other recor
373. in this account i e Small Tools for tool purchases Uniforms for weekly uniform cleaning etc Copyright 2012 2 MaxxTraxx User Manual 7 Select Type Select the Type of account from the drop list to describe the accounting activity for this account i e Expenses for small tools uniforms etc Depending on the type selected the system will automatically assign the account as either a Debit or Credit account Note If you are unsure about which type to assign the new account please see your accountant for assistance 8 Enter Bank Account Enter a Bank Account Number if the type selected for this G L Account is a Bank Account for reference only 9 Enter Bank Routing Enter a Bank Routing Number if the type selected for this G L Account is a Bank Account for reference only 10 Enter Notes Enter any Notes pertaining to this G L account for reference only 11 Click OK Click the OK button to save your entries close the G L account window and return to the Chart of Accounts 12 Click Edit Click the Edit button to open the G L Account window for the highlighted account to edit as needed Note Some information may not be changed if the account has been used for transactions in the accounting 13 Click Delete Click the Delete button to make the highlighted G L account inactive Note A G L account with a balance cannot be deleted 14 Click Trial Balance Click the Trial Balance button to open the Trial Balance Report windo
374. indow to open the Part Search window listing Used Cores on Hand Select Dial Customer s Phone to open the Call Status window and initiate the Phone Dialer feature requires additional setup contact Scott Systems Technical Support for additional information about this feature Select Edit Invoice Number to open the Invoice Number window and enter any alpha numeric you want to change it to The Invoice Number can also be accessed by clicking the blue invoice number on the parts invoice Select Show Invoice Profit to open the Profit window The Profit window shows the profitability of the parts and labor based on costs and discounts and overall profitability including returns if applicable The profit is displayed as a percentage and a dollar amount and does not include add on charges or tax Select Show Technician Clock In Out to open the Clock In Out for RO window If the job clock feature is used to track the technicians actual hours worked on this job the technician s and times will be displayed in this window Select Show Parts on this Invoice that Need To Be Ordered to open the Repair Order Buyouts and Low Stock Parts window If there are parts on the Invoice that are not in stock that need to be ordered they are displayed in this list box If there are no parts to be ordered on this invoice a prompt displays There are no parts to order for this RO Select Add and select an Add A Labor method from the Copyright 2012
375. ing Slip number on the incoming parts invoice for reference use only 32 Enter Vend Inv Enter the Vendor Invoice Number on the incoming parts invoice If the invoice number is not entered at this point you will be prompted to enter the vendor Invoice Number upon saving and closing the incoming parts invoice 33 Enter Created By if applicable Enter the Created By name or initials The user name or initials for this computer is entered automatically Copyright 2012 167 MaxxTraxx User Manual 34 Enter Invoice Date Enter the Invoice Date or click the select button and choose from the calendar The current date is entered automatically 35 Enter Date Revd Enter the Date Received or click the select button and choose from the calendar The current date is entered automatically 36 Enter Due Date Enter the Due Date or click the select button and choose from the calendar The current date is entered automatically 37 Enter Misc Charges if applicable Enter Miscellaneous Charges on the incoming parts invoices This entry field is for any charge that does not apply to any of the additional charge entry fields below 38 Enter Discount if applicable Enter a Discount amount if applicable to appear on the purchase order and be calculated in the total amount The dollar amount can be entered in the first entry field or a percentage can be entered in the second field The field that is left blank is calculated and filled automatica
376. int Checks in Queue list to be printed later Note For EFT electronic funds transfer bill pay payments or a cash ATM withdrawal you can use the Write A Check function to enter that payment into your check register Instead of printing the check and selecting a check number enter EFT ATM or any other code to signify the payment was made by a method other than a check and just choose post only Click the Batch Print button to open the Checks to be Printed from Account window to select checks that were marked to Print Later and print them now See the Print Checks in Queue procedure for detailed instructions on how to use this feature Copyright 2012 207 MaxxTraxx User Manual 5 2 Void A Check The Void A Check procedure explains how to void or delete a check same function with different views from the check register which will also remove the disbursements for that check from the system For example if you void a check that was posted to the uniforms expense account when that check is voided the amount of the check will be added back into your checking account and the amount to the uniforms expense account will be deducted The only difference between Void and Delete is how the resulting voided check appears afterwards See Below Note Once a check is reconciled in the bank reconciliation that check can no longer be voided however some information may be edited such as the date disbursements on some checks etc From th
377. io buttons 5 Check Show Emp Events Check the Show Employee Events box to include the list of employee events for each employee on a separate page on the report 6 Select by Employee Select All Employees or Selected Last Names to activate the From and To entry fields to enter the last name range for the report 7 Select by Department Select All Departments or Selected Departments to activate the From and To entry fields to enter the department range for the report 8 Check Show Suspended Employees Check the Show Suspended Employees box to include suspended employee information on the report 9 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 10 Select Employee and select Select Employee under Category and select Employee Employee Payroll Totals Payroll Totals under Report Name to generate a report of earning deductions and employer contributions by category and by employee for the current pay period month to date quarter to date and year to date totals or quarterly numbers and totals for a specified year 11 Click Run Report Click the Run Report button to open the Employee Pay Totals Report Filter window Copyright 2012 MaxxTraxx User Manual 230 12 Select by Employees Select All Employees or Employee Code to activate the entry field and entry the employee code for the report 13 Select by Payroll Summary Select Current Quarter or Quarterl
378. ion for non invoiced cash received or cash paid out of the cash drawer the Financial reports including the Check Received Report Sales Summary Report Tax Summary Report to complete sales tax forms and a Weekly Franchise Reconciliation Report and the General Ledger reports including the income statements balance sheets general ledger report trial balance and transaction reports along with a list of the chart of accounts and the default automatic posting general ledger accounts Copyright 2012 MaxxTraxx User Manual 248 7 1 Manage Chart of Accounts The Manage Chart of Accounts procedure explains how to view edit delete and add an account to the Chart of Accounts view an individual General Ledger G L account register and print a Trial Balance report The default G L accounts were designed to work in the program and are recognized as a relatively standard G L reporting system If you have a different numbering system you will want to add and or edit these default G L accounts to fit your individual preferences Some basic rules for editing a G L accounts are as follows An existing account can be deleted if it is not a default account and it has a zero balance The account number cannot be changed on an existing account The account description can be edited The Debit or Credit assignments are determined by the account type and cannot be changed The Type of an account can be changed if it has never been used in a transacti
379. ird Party Marketing company 8 Enter Export all marketing data Enter the date and time to Export all marketing data since since dates in the Date and Time entry fields or click the Select buttons and choose from the calendar and drop list Check Send the file through FTP Check the Send the file through FTP after it s exported after it s exported box to activate the User name Password Port and FTP server address and sub directory entry fields and enter this FTP information from the Third Party Marketing company 10 Click OK Click the OK button to save the automated settings Copyright 2012 MaxxTraxx User Manual 198 4 8 Add A Letter or Postcard Word Processor The Add A Letter Postcard procedure explains how to create marketing materials in either the format of a letter or a postcard written in a word processor within the system that utilizes mail merge features From the Menu Bar click Marketing From the Menu Bar click Marketing and select Edit and select Edit Letters and Post Letters and Post Cards from the drop list to open the Cards Letters window listing all the letter and postcards 2 Click Add Letter Postcard Click the Add Letter Postcard button to open the Letter Properties window to assign the properties of the new marketing mailer 3 Select Letter or Postcard Select Letter or Postcard using the radio buttons for the type of format of the marketing mailer 4 Enter Letter Name Enter a Letter Name to la
380. is checked already and still active you have an option to make this a Buy Out Part and enter the vendor and invoice number for the purchased part for reference in the RO Check the Use Price Matrix box to apply the Parts Price Matrix calculations to this part If the Part Price Matrix is selected to price the part the Suggested List Price will not affect the selling price of the part Enter the Cost of the part which is used to calculate the selling price of the part if the Part Price Matrix is applied and to calculate the profit for the sale of the part Enter the Suggested list Price If the Price Matrix is not selected the Suggested List Price is the amount the part is priced at If Part Price Matrix is selected the Suggested List Price will not be used to calculate the price of the part but can be referenced as the Suggested List Price in the future Copyright 2012 MaxxTraxx User Manual 1 22 Enter Hazardous Materials fee if Enter a Hazardous Materials fee to add to the invoice that applicable is associated with this part The Hazardous Materials fee is multiplied by the number of these parts sold and appears under a Hazardous Materials subtotal on the invoice 23 Enter Tire Disposal fee if applicable Enter a Tire Disposal fee to add to the invoice that is associated with this part The tire disposal fee is multiplied by the number of tires sold and appears under A Tire Disposal subtotal on the invoice 24 Enter
381. it Pricing window to select which prices to update Check the Update Labor Prices box to update the labor prices in all the kits set to allow kit price updates If there has been a change in the labor rate the new labor rate will be used to calculate the selling price based on the flat rate hours for that kit Check the Update Part Prices box to update the part prices in all the kits set to allow kit price updates If there has been a change in the part pricing amount or method used to calculate that part price the part price will be updated in that kit Check the Update Sublet Prices box to update the sublet prices in all the kits set to allow kit price updates If there has been a change in the sublet pricing amount the sublet price will be updated in that kit 5 Click Update Prices Click the Update Prices button to start the update A status window will open when the update is complete Copyright 2012 MaxxTraxx User Manual 302 10 6 Manage Repair Order Warranties The Manage Repair Order Warranties procedure explains how to add edit and delete a warranty that is added to a repair order on the Service Counter One or two warranties may be selected to appear on all repair orders by default Note The master disclaimer and warranty is managed under the RO and Parts Invoice Setup section Warranties in this section that can be set as default 1 or 2 or warranties that are selected from wthin a repair order are completely separa
382. it the customer email web address driver s license and state resale number and marketing tag The Customer Since date is generated by the system but can be edited Check the Don t Include In Mass Marketing check box to remove this customer s name from mass marketing letters and labels lists Check the Recal Last Check to save the amount and disbursement account for the last check written to this customer Click the Select button to add select a Group Discount If applicable assign a salesperson to the customer for information use only Select a Parts Price Code from the drop list a sales tax rate if different from Copyright 2012 15 MaxxTraxx User Manual 6 Click Phones link 7 Click Add Phone 8 Click Edit the default account to open the G L Account list and an A R Account if different from the default account to open the G L Account list Click the Phones link to add edit delete or dial the customers phone number Two phone numbers can be set as default numbers to print on the repair order Note See the Setup amp Send a Text Message for instructions on how to set up texting to a customer s mobile phone number Click the Add Phone button to open the Enter Telephone Number window and enter the Phone Number Extension if applicable and Type using the drop list and assign as Default 1 or 2 to print on the repair order if applicable Click the Edit button to open the Enter Telephone Number window and edit th
383. k An employee can only be assigned to one security group 7 Click Delete Click the Delete button to permanently remove the highlighted security group from the system 8 Click Copy Click the Copy button to copy the highlighted security group The copy of the group will be labeled Copy of to be renamed and edited as needed to reduce the amount of Copyright 2012 am MaxxTraxx User Manual CCCs time required to select all the system sections again 9 Click Close Click the Close button to exit the Security Group Setup window without saving any changes Copyright 2012 MaxxTraxx User Manual sa 12 6 Electronic Ordering The Electronic Ordering procedure explains how to activate an online parts ordering system and enter your user name and password if applicable For Nexcat users you will need to assign a vendor s to the Nexcat option to be able to order parts using the purchase order function in MaxxTraxx Go to the vendor record using Nexcat and under the Catalog link select the catalog to use for that vendor from the drop list and re enter your user name and password in this section to activate the Show Catalog feature from within the Parts Order function in MaxxTraxx Note WorldPac Speedial requires that you select a vendor when this Online Parts Ordering System is activated and also requires you check the box to Enable WorldPac Speedial on this workstation in the Workstation Setup window WorldPac requires you to enter
384. k Select Flagged Hours to calculate total hours worked on jobs based on the flagged hours by the Job Clock Note Flagged hours can be set to not exceed flat rate hours assigned on the repair order in the Job Clock Setup feature of the system found under Setups Company Information Job Clock Setup link Enter the Sales Commission structure to pay a technician or a service writer a commission on Part Sales Labor Sales and or Sublet Sales with a base amount required to be earned before commissions are paid if applicable the percentage of Gross Sales and or a percentage of Net Profit Commissions calculated using the Base amount are gross commissions minus the base is the commission amount paid Commissions are paid on parts and sublets that are associated with the labor service the technician is assigned to The Is Commissionable box in the part master record needs to be checked this is checked by default to be able to calculate and pay commissions on that part Click the blue underlined Benefits link in the left column to enter the Vacation Hours and Sick Hours Enter Total Hours available to the employee and track hours used and hours remaining as the employee uses their vacation and sick time Note This section is for reference only and is to be manually updated for tracking vacation and sick hours Click the blue underlined Contacts link in the left column to enter Emergency Contact information and Medical Contact information for
385. k Apply Balance Check the Apply Balance box to add a tire balance charge to each tire sold This box may be setup to be checked by default whenever a tire is sold in the tire quote setup This charge can also be manually added or edited Note All add on charges have sales tax applied by default Copyright 2012 131 MaxxTraxx User Manual 10 Check Apply Stems Check Apply Nitrogen Check Apply Tire Pressure Monitor Check Apply Hazardous Materials Check Apply Tire Disposal Check Apply not active Click Change Click Reset Pricing Defaults Click Delete Tire From Quote List Check the Apply Stems box to add a stem charge to each tire sold This box may be setup to be checked by default whenever a tire is sold in the tire quote setup This charge can also be manually added or edited Note All add on charges have sales tax applied by default Check the Apply Nitrogen box to add a nitrogen charge to each tire sold This box may be setup to be checked by default whenever a tire is sold in the tire quote setup This charge can also be manually added or edited Note All add on charges have sales tax applied by default Check the Apply Tire Pressure Monitor box to add a tire pressure monitor charge to each tire sold This box may be setup to be checked by default whenever a tire is sold in the tire quote setup This charge can also be manually added or edited Note
386. k the Find button to open the Kit Search window and Names Beginning with the select Show Kits Names Beginning with the Following Following Text Text to activate the Kit Name entry field Note Click the Show All Kit Names radio button and click the OK button to restore all kits in the kits list box Copyright 2012 MaxxTraxx User Manual ne 11 Enter Kit Name and click OK 12 Highlight Kit and click Select 13 Select element s of kit to add to RO 14 Click OK Enter the Kit Name search criteria and click the OK button to start the search Kits Names that match the search criteria will be displayed in the kits list box Highlight the Kit Name to be added to the repair order and click the Select button to open the Kit window listing the elements of the kit to select for the repair order Check or uncheck as needed each element of the kit to be added to the repair order noting that either the Saved or Actual price of each labor and part can be selected at this point The Saved price is the price of the part or labor at the time the kit was created or updated The Actual price of the labor uses the current labor pricing and the Actual Price of the part uses current pricing in inventory Click the OK button to transfer the selected kit elements to the repair order Note These part and labor details can be edited in the repair order and will not affect the kit Copyright 2012 117 MaxxTraxx User Manual 1 57 Recomme
387. k the View Expired Quotes box to view old quotes Note The prices in the expired quotes reflect the parts and labor prices at the time the quote was created 33 Click View Edit Click the View Edit button to open the highlighted quote and make changes as needed 34 Click OK Save Click the OK Save button in the quote and select from the drop list to save the quote save changes additions to the quote print the quote make an appointment for the quote or convert the quote to a repair order 35 Click Delete Click the Delete button to remove the highlighted quote 36 Click Close Click Close to return to the Customer Record window 37 Click Vehicle Options and select Select Vehicle History Report from the drop list to open Vehicle History Report the Vehicle History Report window to select the number of months to include in the report The report will print a list of all the repairs and services performed on a selected vehicle for the specified time period 38 Enter number of months for report Key in or use the spin buttons to select the number of and click OK previous months to search over and include in the report and click the OK button Copyright 2012 MaxxTraxx User Manual 39 Check Use Printed Labor Descriptions box 40 Click Vehicle Options and select Vehicle Technical Service Bulletins 41 Click Vehicle Options and select Transfer Vehicle 42 Click Yes Check Use Printed Labor Descriptions box to print ou
388. ks From and to Enter the dates to show checks from and to or click the dates Select buttons and choose from the calendars 3 Select A P Check Stub to print Click in the Select column to select or tag the A P Check Stub s to print 4 Click Print Click the Print button in the lower right corner to print an Accounts Payable Check Stub Report for the selected check s Copyright 2012 287 MaxxTraxx User Manual 9 6 Pay Bills The A P Pay Bills procedure explains how to pay your A P Invoices on a vendor account by Cash Check or Credit Card selecting the invoices to pay and reconciling the A P account with the vendor statement From the Tool Bar click Pay Bills Click the Pay Bills icon on the Tool Bar or from the Menu Bar click Vendors and select Pay Bills from the drop list to open the Bill Payment window listing all the A P Vendors with balances due listing Open Invoices Credits Amount Due and number of Past Due Invoices 2 Check Include open AR transactions Check the Include open AR transactions that can be that can be applied as payment box applied as payment box to display any open unpaid Accounts Receivable transactions in the Credits column NOTE The vendor record and the customer record need to be linked for this feature to display open AR transactions for payment 3 Select Vendor Select a vendor to pay by double clicking the vendor name or highlight the vendor name and click the Next button 4 Select i
389. l so 1 30 Repair Order Links Review The Repair Order RO Links Review procedure explains how to view and edit the RO add revisions and recommendations schedule marketing actions view parts on order and add checklists to the RO The RO links are blue and underlined in the left column of the RO 1 Open a Repair Order on the Service Double click on a Repair Order line on the Service Counter Counter or select the RO and press enter 2 Click Repair Order View link The RO defaults to Repair Order View when first opened Click this link to return to the Repair Order View after using any of the links listed below Click Labor View link Click Labor View link to view the labor services listed on the RO including the number of techs 1 or 2 assigned to the labor service quantity price and extension This is a view only screen to review all labors listed on the RO Click Parts View link Click Parts View link to view the parts listed on the RO in numeric order then alpha order by part number including the quantity price and extension This is a view only screen to review all parts listed on the RO Click Warranty link Click Warranty link to add edit or delete a new warranty or a notice on the RO The default warranty set up in the RO and Part Invoice Setup section is not edited using this warranty link this is for additional warranties and or notices and prints in its own section on the repair order titled Warranties and Notices
390. l statement see the Customer Options Review procedure for detailed instructions on how to use this feature From the Menu Bar click Setups From the Menu Bar click Setups select Accounting and select Accounting and Payroll and Payroll from the drop list and select A R Due Dates and select A R Due Dates and Finance Finance Charges from the side drop list to open the Charges Accounts Receivable Setup window 2 Select Method For Calculating Due Using the radio buttons select the Method For Date Calculating the Due Date on the statements 3 Enter Day of month Payment is due Enter the day of the month customer payments are due and enter Cutoff Day or by and enter the cutoff date to include all invoices posted before that cutoff date on the next statement to be sent at the end of the month For example statements printed on January 31st with a due date of 10 and a Cutoff day of 30 will include all January invoices posted by January 30th and due on February 10th An invoice posted on January 31st would not be due until March 10th since it was not posted by the Cutoff day If there were any invoices dated December 1st through December 30th the due date for those invoices would be January 10th and so on for past due invoices 4 Enter Days from sales date until Enter the number of Days from sales date until Payment Payment is due is due to calculate the invoice due date based on each individual invoice date instead of setting a sin
391. lable prompt A Quotes Available prompt will open stating quotes are if applicable available from the Repair Order if there are any quotes in the vehicle record 12 Select Recommended Services To A Select Recommended Services To Be Done window will Be Done if applicable open if there are any recommended services in the vehicle Copyright 2012 MaxxTraxx User Manual e record Mention these recommendations to the customer to up sell and obtain the customer authorization at the time the customer drops off their vehicle for service 13 Click Recommended Services to be Click in the Select Column on the line of a Recommended added if applicable and click Next Service to be added to the Repair Order to open the Select Type of Statement window select a type and click the Next button to add the Recommendation and then click the Next button to move to the Reason for Service window 14 Click Add Vehicle Problem or Click the Add Vehicle Problem button to select from a list of vehicle problems describing the reason the vehicle is in the shop All services and repairs must be associated with a Reason for Service to be able to add labor and parts to the Repair Order Each labor and associated part and or sublet labor will have its own Reason for Service to be associated with on the Repair Order 15 Click Add Request or Click the Add Request button to select from a list of requested services to be performed on the
392. lains how to generate an employee list in summary or detailed employee pay totals employee productivity detail or summary reports employee sales commission report employee time cards per employee or for the company idle time details report job clock details report payroll batch report payroll register payroll tax report quarterly federal tax form 941 and service writer productivity report When a report name is selected a description of that report will display in a text box below the Report Name list box The Report Preview window will display the report where the Windows functions can be used to Zoom In Print the report click the spin buttons to view reports with multiple pages and Close the Report Preview window From the Tool Bar click Reports Click on the Reports icon or click Manager on the Menu Bar and select Company Reports from the drop list to open the Report Manager window 2 Select Employee and select Select Employee under Category and select Employee Employee List List under Report Name to generate a summary report of all employees including employee code department and contact or a detail report with additional personal information payroll setup details and employee events if selected for all or select employees or departments 3 Click Run Report Click the Run Report button to open the Employee Report Filter window 4 Select Summary Report or Detail Select Summary Report or Detail Report by clicking the Report rad
393. le as needed for printing repair orders and part invoices Copyright 2012 s MaxxTraxx User Manual 19 Select Part Invoice Receipt Printer Using the spin buttons select the size of the left margin Left Margin on the receipt printer to align to your particular printer NOTE Left on zero the system prints a default left margin that is narrow that fits most receipt printers 20 Select Adjust RO Paper Height By Enter an amount in inches to set a custom repair order paper height designed to accommodate legal size paper 21 Check R O Printer is a Dot Matrix Check the R O Printer is a Dot Matrix Printer box if you Printer if applicable are using a Dot Matrix printer for your repair orders NOTE This feature is active if a Dot Matrix printer is selected in this section 22 Check Part Inv Printer is a Dot Check the Part Invoice Printer is a Dot Matrix Printer box if Matrix Printer you are using a Dot Matrix printer for your part invoices NOTE This feature is active if a Dot Matrix printer is selected in this section 23 Check Part Inv Printer is a Receipt Check the Part Inv Printer is a Receipt Printer box if your Printer part invoices are to print on only a receipt printer 24 Enter Part Receipt Width Enter the Part Receipt Width in inches or use the spin buttons to set the Part Receipt Printer paper width NOTE Increment setting are in whole number inches only 25 Click OK or Click the OK button to save
394. le click the Repair Order or highlight the Repair Order the Service Counter and press Enter to open the Repair Order and highlight the Reason for Service line to make a recommended service 2 Highlight Reason for Service Highlight the Reason for Service line to convert that reason for service and the associated labor and parts below it to a recommended service 3 Click Delete Click the Delete button to open Confirm window to select what to do with the reason for service and associated labor and parts below the reason for service NOTE The delete key on the keyboard performs the same action or right click on the reason for service 4 Select Save as a recommended Select the Save as a recommended service radio button service on the Confirm window 5 Click OK Click the OK button to save your selection This Recommended Service is now available from the Recommended button below with a number in parenthesis denoting how many recommended services are available for this vehicle 6 Click Recommended Click the Recommended button to open the Recommendations window listing the Reason for Service line and Total if applicable of the Recommended Services for this vehicle 7 Click Add Recommendation Click the Add Recommendation button to select a reason for service from the list to add a recommended service to this repair order NOTE Adding a recommendation from this button will only add the reason for service no labor parts or price wil
395. le with the Options buttons The main function of the Options button in the Customer Record is to manage the Accounts Receivable transactions for the customer including deposit on account view edit or delete a transaction create an invoice or credit refund a credit on account print a statement change the customer type access the phone dialer and review and or print the customer history From the Tool Bar click Customer Click the Customer Search icon on the Tool Bar or from Search the Menu Bar click Customer Svc and select Customer List to open the Customer Search window 2 Enter Search For criteria and click Enter customer information in whole or just the first few OK letters in the Search For criteria entry field and press the enter key or click the OK button 3 Select Customer Select the customer from the list by double clicking the customer s name or with the customer name highlighted press the enter key to open the customer record window Note With the customer name highlighted the right click provides access to some of the features available under the Options button without having to open the customer record 4 Click Customer Options Click the yellow Customer Options button to display the drop list of features 5 From the Options drop list select Select Deposit On Account to open the data entry window Deposit On Account to enter Date Deposit Amount Payment Method and Check Number for payment by check Notes then cl
396. lect Delete from the drop list From the Menu Bar click Utilities and select Purge Customers from Customer List 2 Enter Date to purge all customers with no activity since this date 3 Click OK From the Menu Bar click Utilities and select Purge Customers from Customer List from the drop list to open the Purge Customers window Enter the date or click the Select button and select from the calendar to purge all customer records for customers without a paid repair order or part invoice on their record since this date Click the OK button to start the customer record purge A window will open asking if you are sure you want to delete customers Click Yes to proceed or No to cancel the purge 4 Click Cancel Click the Cancel button to close the Purge Customers window without purging any customer records Copyright 2012 MaxxTraxx User Manual 312 11 4 Edit Unbalanced Transactions The Edit Unbalanced Transactions procedure explains how this function allows you to View and Edit any Unbalanced Transactions It is very rare that you will ever have an Unbalanced Transaction but because of potential data posting errors you may see that your Trial Balance is Out of Balance and this feature tracks displays and allows you to fix and post those unbalanced transactions The feature lists the record ID Number Date Type Description Debit Credit Difference and Reason From the Menu Bar click Utilities From the Menu Bar cli
397. lect Yes Click the Select button to open the Marketing Letter window and select the Send Parameters to schedule when to mail the letter or postcard using the radio buttons Select from the days listed the mileage based on average miles driven or click other to enter a specific number of days till the letter or postcard is scheduled to be sent Click the OK button to save the Send parameter The letter or postcard will show on the list of letters and postcards scheduled for mailing to that customer On the date the letter or postcard is scheduled to be sent there will be a note in the bottom tray of the screen stating for example 3 Marketing Letters to Send This is a reminder to go to Print Letters and Postcards that Are Due and print and send the letters or postcards for that date Click the Delete button to remove the highlighted letter or Click the Close button to return to the Customer Record window Select Recommendations from the drop list to open the Recommendations window The vehicle service and repair recommendations are listed here till the recommendations are tagged and transferred onto a repair order Select Add Recommendation from the drop list to select a Copyright 2012 35 MaxxTraxx User Manual select Add Recommendation Recommended Service from the list of Vehicle Problems Request for Service or Recommended Services Use the radio buttons at the top of the Select Recommended Service window to select whic
398. lect button to view the list of Product Codes 13 Enter Part Description Enter a Part Description as it will appear on the repair order up to 100 characters in length including spaces 14 Select Part Type Select the Part Type from the drop list 15 Select Condition Check Has Core Enter Brand ID Check Add To Inventory List if active and or applicable Check Use Price Matrix Enter Cost Enter Suggested List Price The Condition of the part New Used or Rebuilt prints on the repair order to the right of the part number stating the condition of the part on the estimate and repair order The parts condition disclosure is a legal requirement for estimates and invoices in most states Check the Has Core box to open the Core Information window after this part record is saved to enter the core cost and core price In the Core Information window click the Next button to open the Core Charge Sales Detail Information window select status and then click OK The Brand ID is a field that is populated when a catalog is imported typically with the manufacture information This field is also user definable There is no search or reports capability by Brand ID at this time Check the Add To Inventory List box to add this part record to the inventory list The box may be checked already and inactive because the RO Setup is set to automatically add all parts entered by this method to inventory If the box
399. lect the Technician 2 secondary technician assigned to this job by clicking the Select button choose a name from the Select Technician list and click the Select button double click on the name to be listed as the secondary technician on the repair order All labor hours for each labor service will be split equally between the two technicians assigned to the repair order 23 Select Discard old parts Select the Discard old parts radio button to print Discard old parts in red type on the repair order and the technician s worksheet s 24 Select Return old parts to customer Select the Return old parts to customer radio button to Copyright 2012 MaxxTraxx User Manual print Return old parts to customer in red type on the repair order and the technician s worksheet s 25 Click Next Click the Next button to open the Select Recommended Services screen 26 Select Recommended Servicesto Select the Recommended Services from the list by be added to the Appointment clicking in the Select column to the left of the recommended service to be added to the appointment Select the type of statement and Select the type of statement either a Vehicle Problem or click Next Request for Service for the Recommended Services to be added to the appointment In Recommendations click Select All While in the Recommendations section of the wizard click the Select All button to add all the Recommendations to the repair order In Recommend
400. lect the customer from the list by double clicking the customers name or with the customer name highlighted press the enter key to open the customer record window The Vehicle Options button located in the left column has a green circle with an exclamation point Click the Vehicle Options button and select Add Vehicle from the drop list Select the year of the vehicle from the list of years on the left by double clicking your selection or highlight the year and click the Next button The Back button can be used in the Add A Vehicle Wizard to reselect the type of vehicle Check the Use Custom Vehicle box to allow the year make model and engine specification to be manually entered instead of selecting from the drop lists Click the Add button at the bottom of each window to add a make or model Note The parts catalog function requires the vehicle information be selected from the drop lists to assign an AAIA number to the vehicle that automatically populates online parts catalog and ordering software with the vehicle specifications Select the Make of the vehicle from the list This list has a progressive search capability that scrolls down to the make name as you start to key it in or double click the make on the list or highlight the make and click Next Select the Model of the vehicle from the list This list has a progressive search capability that scrolls down to the model name as you start to key it in or double click the model on
401. lected Items to RO button to export the selected labor services to the repair order close the catalog window and return to the repair order screen 12 Click OK Save Click the OK Save button to close the repair order screen Copyright 2012 MaxxTraxx User Manual so 1 38 Add A Labor To A Repair Order From Vehicle History The Add A Labor to a Repair Order From Vehicle History procedure explains how to search the Labor services that have been previously sold in the system for the same vehicle type as on the open repair order This list of previously sold Labor services can be expanded to include similar year make model and engine type vehicles that have overlapping Labor services that can be applied to this vehicle Select and open the Repair Order on the Service Counter 2 Highlight the Reason for Service line and click Labors 3 Select Labor from Vehicle History 5 Click Select Click Remove Labor From History List Click Change Search Double click the Repair Order RO or highlight the RO and press Enter to open the RO and highlight the Reason for Service line the Labor is associated with With the Reason for Service line highlighted click the Labors button below the Repair Order list box The Labors button will only be active if you have a Reason for Service line to associate it with Select Labor from Vehicle History from the drop list to open the Labors Sold for this Vehicle window This list will i
402. lets As Check the Default New Sublets As Taxable box to have Taxable the taxable sales tax applied box automatically checked on all sublet labor records 133 Check Link Flat and Billed Rate Check the Link Flat and Billed Rate Labor Together box to Labors Together always have Flat Rate labor amounts paid to the technician equal to the amount billed to the customer as the default NOTE This feature can be overridden on the Labor Sales Detail Information screen to enter a different amount for the flat rate and billed rate amounts 134 Enter Labor Profit Percentage Enter a Labor Profit Percentage Target to base the labor Target operations profitability calculation which will turn the profit monitor button to green if reached or red if the labor profit is below this target percentage 135 Enter Repair Order Profit Enter a Repair Order Profit Percentage Target to base the Percentage Target repair order profitability calculation which will turn the profit monitor button to green if reached or red if the repair order profit is below this target percentage 136 Check Cores Check the Cores box to include the core sales profitability in the Repair Order Profit Calculation 137 Check Sublets Check the Sublets box to include the sublet sales profitability in the Repair Order Profit Calculation 138 Check Supply Charges Check the Supply Charges box to include the supply charge sales profitability in the Repair Order Profit Calculation 139
403. lick Next Select the customer from the customer list by double clicking the customer name on the list or highlight the customer name and click the Next button 5 Select Vehicle and click Finish Select the Vehicle from the vehicle list by double clicking the vehicle or highlight the vehicle and click the Finish button 6 Double click Requests for Service Double click the Requests for Service amp Vehicle Problems amp Vehicle Problems line optional line to select the type of statement and enter the reason for service verbiage Note The quote can also just use the default reason for service statement Skip to step 10 7 Select Type of Statement Select the type of statement by using the radio button and click the Next button 8 Enter a statement for Reason for Enter the Reason for Service with or without lead in text to Service be printed on the Quote There is a spell check feature to the right of this entry field 9 Click OK Click OK to save changes made to the Reason for Service line and return to the Quote 10 Click Labors With the Reason for Service line highlighted click the Labors button and select a labor method from the drop list or right click the Reason for Service line and select a labor method from the Add drop list The Labor button will only be active if you have a Reason for Service line to associate it with 11 Select Labor Service from List Click on Labor Service from List to display the Labor Search windo
404. lick the Select button and choose from the calendar Enter the Ending Report Date or click the Select button and choose from the calendar Enter From and To General Ledger Account Numbers to display on the General Ledger Report Note If you leave the Accounts entry fields blank all accounts will be displayed on the report Check the Include accounts with no balances box to print any general ledger accounts with zero balances on the General Ledger Report 23 Click OK Click the OK button to generate the report 24 Select General Ledger and select Transaction Report Select General Ledger under Category and select Transaction Report under report name to generate a list of the transactions for select or all general ledger accounts for a specified time period in order of and including the date transaction number reference number description type notes both or all for multiple disbursements general ledger account numbers associated with the transaction with their description and both credit and debit amounts Note This report differs from the General Ledger Report in that it lists the complete transaction details including all the general ledger accounts involved in the transaction 25 Click Run Report Click the Run Report button to open the Transaction Report window Copyright 2012 ER MaxxTraxx User Manual 26 Enter Beginning Report Date Enter the Beginning Report Date or click the Select button and choose from the
405. ll screen Note Most entries wil prompt the system to recalculate the payroll automatically Click the Employer Amounts button to view the Employer Tax Liability for this Employee s paycheck Note These entries can be edited if needed Copyright 2012 MaxxTraxx User Manual 238 18 Click Skip Employee 19 Click Next Employee 20 Click Cancel Click the Skip Employee button to go to the next employee payroll screen without issuing or printing a paycheck for this employee Click the Next Employee button to save you entries and go to the next employee payroll screen If you are on the last employee payroll screen for this payroll batch clicking the Next Employee button will post your entries and open the Confirm window Select Yes to open the Checks to be Printed from Account window click in the print column checks to be printed paychecks are selected by default and click the Print button to print the payroll checks now or select No to save the checks in the Checks To Be Printed Queue Note Even if you do not print the checks now the payroll batch has been posted in the system Click the Cancel button to cancel entering and posting this payroll batch Copyright 2012 239 MaxxTraxx User Manual 6 5 Make Payroll Tax Deposit The Make Payroll Tax Deposit procedure explains how to calculate the payroll tax deposit amount and write a check or enter an electronic funds payment into the check register for Pay
406. lly 39 Enter Sales Tax if applicable Enter a Sales Tax amount if applicable to appear on the purchase order and be calculated in the total amount The dollar amount can be entered in the first entry field or a percentage can be entered in the second field The field that is left blank is calculated and filled automatically 40 Enter Freight if applicable Enter a Freight amount if applicable to appear on the purchase order and be calculated in the total amount 41 Enter Handling Charge if Enter a Handling Charge amount if applicable to appear on applicable the purchase order and be calculated in the total amount 42 Click Print Barcode Labels Click the Print Barcode Labels button to print out barcode labels for each part on the restock inventory list including multiple labels of each part matching the quantity entered 43 Click OK Save and select Post and Click the OK Save button and select Post and Update Update Inventory Inventory from the drop list to post the invoice on the vendor account Note If the Vendor Invoice Target Amount was entered the total amount and target amount should be the same If they are not equal a warning screen will open stating that there is a difference between the grand total and the target amount 44 Click Go Back to The Vendor Click the Go Back to The Vendor Invoice button to return Invoice or to the parts invoice and check the data entered if there is a discrepancy in the grand total and tar
407. lows 1 Part List select a part from inventory or select Add a Part to create a new part record A newly created part entered on a repair order or a selected part that is not in stock will prompt you to create a purchase order which streamlines the part invoice data entry When the part arrives the purchase order is converted into a part invoice and posted to the vendor account The Add a Part function from the Parts List enables entering up to five screens of information to utilize all the part record features available to manage your parts inventory Part from External Database import a part from a catalog onto a repair order A part put ona repair order from an external database becomes a Buyout Part that can be added to the parts inventory list if the Add Catalog Part to Inventory List feature is selected This method prompts you to order the part upon exiting the repair order creating a purchase order to be converted to a part invoice to reduce part invoice data entry If the catalog part has been entered before the system will match the imported part to the existing part record so as not to duplicate the part Buy Out Quick Part this is a dual purpose method The Buyout method which does not use the inventory tracking feature enters the part information to add the part to the repair order The profitability is calculated if a cost is entered The Quick Part method is designed to quickly enter a part on a repair order with the inte
408. ly Check the Tax Miscellaneous Supply Charges box to Charges box if applicable charge sales tax on the supply charges 17 For the Parts Invoice Section Enter Repeat steps 6 through 16 for the Parts Invoice Miscellaneous Charge Description Miscellaneous Charge Setup 18 Click Add On Charges link Click the Add On Charges link to set up Parts and Labor Add On Charges The Add On charges are entered on the invoice whenever any part or labor is added 19 Check Active box Check the Active box to activate the charges and be able to edit the Add On Charge feature To deactivate the Add On charges uncheck the Active box 20 Enter Description for Part Charge 1 Enter the Description as it should print on the repair order under the Repair Order Summary section as a subtotal 21 Select Add On Charge Product Click the Select button to open the Add On Charge Code Product Codes window highlight a product code to assign the Part Charge 1 to and click the Select button Note If the product code is not listed see steps 11 through 15 to add a new product code 22 Check Taxable box Check the Taxable box to charge sales tax the Add On Charge Repeat steps 19 through 22 to setup additional Add On Charges applied to parts and or labors below 23 Click R O Setup link Click the R O Setup link to select printing preferences warning windows and sublet tracking on the repair order 24 Check Print Technician s Check the Print Techni
409. m to be deposited into a selected bank account These methods of payment are accumulated in this banking section of the system to be selected and deposited whenever a bank deposit is made It is recommended that this procedure be completed at the time an actual bank deposit is made using a completed deposit slip as a guide when selecting cash and or checks to be deposited An internal Deposit Slip and a Deposit Items Details Report can be printed once the Make Bank Deposit procedure is completed to accompany your copy of a bank deposit slip Note Smaller banks and credit unions accept the Deposit Slip that prints from MaxxTraxx listing your company name routing number account number and deposit details From the Menu Bar click Banking From the Menu Bar click Banking and select Make Bank and select Make Bank Deposit Deposit from the drop list to open the Select Account window Select Bank Account Select the Bank Account that the deposit is to be made into by double clicking on the account or highlight the account and click the Select button to open the Select Items to Deposit window for the selected bank account Select items to deposit Click in the Select column next to the items to deposit into the bank account This list groups items to deposit into Checks American Express Discover MasterCard and Visa The items listed under each group are in ascending date order Enter Cash to Deposit Enter the amount of Cash to Deposit in the entry fi
410. mary vendor and the last amount paid will be saved under the Vendor Tracking section of the parts record If no cost is entered the last cost will display a zero amount The cross reference number can either be an existing part number on the inventory list that is a cross application for this same part or the cross reference number can be just a look up part number that is not listed in inventory Only one cross reference number can be added in setup More cross reference numbers and cross application parts can be added once the initial part record is created Click the Select button to view the Parts List or manually enter a Copyright 2012 s MaxxTraxx User Manual 39 Enter part Description If you select a part from inventory for the cross reference the part description will be entered automatically If you manually enter a part number to use as a cross reference lookup enter the part description here 40 Enter Pop Code The popularity code is user definable to rate parts usage For example rate parts A F or 1 5 to designate most popular through least popular There is no search or reports capability by Pop Code at this time 41 Enter Brand ID The Brand ID is a field that is populated when a catalog is imported typically with the manufacture information This field is also user definable There is no search or reports capability by Brand ID at this time 42 Enter Hazardous Materials fee The Hazardous Materials fee is ad
411. mation in whole or just the first few letters in the Search For criteria entry field and press the enter key or click the OK button Select the customer from the list by double clicking the customer s name or with the customer name highlighted press the enter key to open the customer record window Note Many features in the Customer Record under the Options button can be accessed by right clicking on the customer name on the list Click the blue underlined Phones link in the left column Highlight the mobile phone number on the phone list and click the Edit button below or double click on the phone number to open the Enter Telephone Number window Check the Send text messages to this number using the following cell phone provider check box to activate the cell phone provider list below Select the customer s mobile phone service provider name from the drop list Note The process of activating text messaging using this method ensures that the user has permission to send text messages to the customer Click the OK button to save your changes and close the Enter Telephone Number window The Send Text Message button will be active whenever the mobile phone with the text messaging function is highlighted on the list Click OK to save the changes to the customer record and close the customer record window Note The Send Text Message button on an open Repair Order will now be active for customers with a mobile phone with the text messa
412. ment Methods from the side drop list to open the Payment Methods window 2 Click Edit Payment Method Highlight a payment method and click the Edit Payment Method button to open that Payment Method window 3 Check Make Active Check the Make Active box to have this payment method appear on the Method of Payment drop list in the Cash Drawer window when paying an invoice 4 Enter Description Enter a Description for this payment method as it should appear on the Method of Payment drop list in the Cash Drawer window Note Payment Methods that are gray can only be made active or inactive the description and payment type cannot be edited 5 Select Payment Type and G L Using the radio buttons select the payment type as either Account Assignment check or credit card The payment type determines how the payment will be tracked in the Daily Sales and Cash Drawer Report either under Checks Received or Credit Cards received to make completing a deposit slip and reconciling the Cash Drawer easier Note The G L Account Assignment is automated depending on the payment type selected 6 Click OK Click the OK button to save your entries in this individual Payment Method window 7 Click Close Click the Close button to exit the Payment Methods window Copyright 2012 MaxxTraxx User Manual 32 13 6 Sales Tax Rates The Sales Tax Rates Setup procedure explains how to edit a preexisting sales tax rate and add another sales tax rate New s
413. ment or repair order on the Service Counter or press the Enter key Hot Key F2 O 9 Select Print Repair Order Select Print Repair Order from the drop list to open the Print window to print multiple copies of the highlighted repair order and or Vehicle History Report Tech Worksheets Checklists and select an option to Print For Windowed Envelope Note This feature wil be inactive if an appointment is highlighted on the Service Counter 10 Select Change Status Select Change Status form the drop list to view and select a Status from the side drop list for the highlighted repair order Hot Key F2 S 11 Select Search Previous Quick Select Search Previous Quick Quotes from the drop list to Quotes open the Quick Quote Search window and search by Company Name or Last Name First Name Quote Date or Quote Number Hot Key F2 U 12 Select Write New Quote Select Write New Quote from the drop list to open the Quote window and start a Quick Quote or a Quote for a Customer Hot Key F2 Q 13 Select View Customer Master Select View Customer Master record from the drop list to Record open the Customer Record for the highlighted appointment or repair order Hot Key F2 C 14 Select View Vehicle Master Select View Vehicle Master Record from the drop list to Record open the Vehicle Record for the highlighted appointment or repair order Hot Key F2 V 15 Select Vehicle History Report Select Vehicle History Report from the dr
414. ment window for the highlighted line to edit the disbursement as needed Click the Delete button to remove the disbursement completely and re enter as needed Select the bank account the check or electronic withdrawal is to be drawn upon by clicking the down arrow and select the bank account from the drop list by double clicking it Click the Post Check button select to Post and Close then select to Print Now to verify or change the Check Number or select Print Later to add this check to the batch of checks to be printed at a later time Note If you do an electronic withdrawal from your account uncheck the To Be Printed box and enter a code for the check number No that will appear on the check register and allows for easy tracking when reconciling your checking account i e EF100808 for electronic funds posted on 10 08 08 Then click the Post Check button and select Post and Close Copyright 2012 2a MaxxTraxx User Manual 6 6 Print W 2 Forms The Print W 2 Forms procedure explains how to select view edit and print the W 2 forms for a selected year The printed W 2 forms include Copy 1 For State City or Local Tax Department Copy B To Be Filed With Employee s Federal Tax Return Copy 2 To Be Filed With Employee s State City or Local Income Tax Return Copy C for Employee s Records Copy D For Employer and Copy A For Social Security Administration plus employee address pages for window envelopes 1
415. move the highlighted phone number Copyright 2012 13 MaxxTraxx User Manual 15 Click Next Click the Next button to open the Details window 16 Enter Resale Number if applicable Enter the customer s resale number if they are tax exempt 17 Select Price Code Select a Price Code from the drop list by clicking the down arrow to the right of the entry screen All repair orders for this customer will use this price code to set parts pricing 18 Enter Marketing Tag Enter a Marketing Tag for this customer to include this customer name in mass marketing programs 19 Check Don t Include In Mass Check the Don t Include In Mass Marketing box to prevent Marketing box if applicable this customer s name from appearing on any marketing mailers or labels lists using the mass marketing feature 20 Select Tax Code The Use Default Tax Rate option is automatically selected If this customer has a resale license or has a special sales tax rate select the Use Special Tax Rate radio button 21 Click Use Special Tax if applicable Click the Use Special Tax button then click the Select button to the right and choose the tax rate from the list Double click the tax rate or highlight and click the Select button to select the tax rate If the tax rate is not listed click the Add Tax Rate button to open the Sales Tax Rate Definitions list and add the sales tax rate information See Sales Tax Rates for detailed instructions on how to
416. mple a radiator replacement that takes 1 3 hours at a shop rate of 90 per hour would be billed out at 1 3 x 90 or 117 A Menu Price Labor is designed to allow you to maintain a specific price for the entire job to be charged to the customer Menu Priced Labor services can have parts included to create a Menu job which differs from a Kit in that the Menu job remains the same price regardless of changes in the parts cost An example of when to use a Menu Priced Labor would be if you had an advertised special for Tune Ups on all 4 cylinder vehicles at 59 95 You would set up the labor at 39 95 and create a placeholder of 4 Spark Plugs for 5 each Depending on the plugs required for the vehicle the actual price for the plugs might be higher or lower than the price you set for your placeholder parts When you replace the placeholder parts with the real part numbers on the repair order you can either select to use the placeholder price or select to use the actual price of the parts and the system will automatically adjust the labor price charged to keep the total price of the job at the original Menu Price of 59 95 From the Menu Bar click Manager Select Manage Labor Service List from the drop list to and select Manage Labor Service open the Labor Search window to Add Edit or Delete a List Labor Service 2 Click Add Labor Service Click the Add Labor Service button to start the wizard for creating a labor service record 3 Selec
417. n and select Edit Vehicle from the drop list or double click on the vehicle to open the vehicle record window and edit as needed 5 Select the Appointment or Repair Highlight the appointment or repair order on the Service Order on the Service Counter Counter for the vehicle record to view edit 6 Click Options Click the Options button on the Side Tool Bar or right click on the highlighted appointment or repair order 7 Select View Edit Vehicle Master Select View Edit Vehicle Master Record from the drop Record or list to open the vehicle record window 8 From inside a Repair Order click the From the Repair Order window click the blue underlined vehicle description or vehicle description that names the year make and model of the vehicle in the upper right corner of the repair order 9 From inside a Repair Order click From the Repair Order window click the Options button Options and select View Edit select View Edit from the drop list click the left arrow and Vehicle Master Record select Vehicle Master Record from that drop list to open the vehicle record window 10 Edit as needed and click OK View and edit the vehicle record as needed and click the OK button to save your changes and close the window Copyright 2012 39 MaxxTraxx User Manual 1 20 Repair Order Overview The Repair Order Overview explains the primary functions involved in writing a repair order starting with the theory behind the s
418. n Diego sales tax 5 Enter Tax Type 1 Description Enter the Tax Type 1 Description that will appear on the invoice if Print Tax Breakdown is selected under RO and Part Invoice Setup The description is set as Default Sales Tax however the description can be your taxing area name city name etc 6 Enter Parts Rate if applicable Enter the Parts Rate sales tax percentage to be applied and charged on all invoices for parts sold in your area 7 Enter Labor Rate if applicable Enter the Labor Rate sales tax percentage to be applied and charged on all invoices for labor sold in your area 8 Check Use Tax Type 2 repeat steps Check the Use Tax Type 2 box to activate enter and 5 7 and add additional Tax Types apply a second tax type to this rate Add another tax type as needed as needed by checking the box next to the additional tax type section For example in Canada there is provincial sales tax or PST the federal Goods and Services Tax or GST and the Harmonized Sales Tax or HST These three tax types would be entered separately under each tax type section and selected to print individually on all invoices 9 Click OK Click the OK button to save your entries and exit the tax rate window 10 Click Add Tax Rate Click the Add Tax Rate button to open a blank tax rate window to create a new tax rate by repeating steps 3 9 Copyright 2012 393 MaxxTraxx User Manual 11 Click Edit Click the Edit button to open the highli
419. n and highlight an hour then click the right arrow and click the minutes on that hour from the drop list to start the backup at that time Enter the Domain for the File Server computer if it is not already filled in The Domain is the Full Computer Name that can be accessed in Windows under My Computer View System Information You need to enter an existing Windows user name and password for the account that this backup task will run under The User Name and Password can be accessed from the Control Panel under User Accounts You may need to add a password to the user name or create a new account Enter that User Name in this entry field Enter the password for this user name Note When you return to this screen the password wil not be saved in this entry field and wil need to be re entered to make changes Check the Use MaxxTraxx FTP backup service box to activate the entry fields and enter the customer number and password for this service provided by Scott Systems Technical Support 9 Click OK Click the OK button to save your entries and exit the Data Backup Setup window 10 Click Cancel Click the Cancel button to exit the Data Backup Setup window without saving any changes Copyright 2012 347 MaxxTraxx User Manual 12 9 This Workstation Printing and Miscellaneous Information The This Workstation Printing and Miscellaneous Information procedure explains how to assign a name to a workstation assign a cash drawer se
420. n and select from the drop list Note The features listed under the Quotes button change depending on the type of line highlighted on the RO see explanation above Also if the Quotes button is inactive the vehicle may not have any quotes written for it associated with the vehicle s record 3 Select Vehicle Problem or Request Select Vehicle Problem or Request from Quotes For This from Quotes For This Vehicle or Vehicle from the drop list to open the Select Items from Quotes window listing the complete quotes 4 Select Labor from Quotes For This Select Labor from Quotes For This Vehicle from the drop Vehicle list to open the Select Items from Quotes window listing the labor and associated parts portion of the quote 5 Click in the Select column to add the Click in the Select column on the line of the quote to be highlighted Quote added to the repair order 6 Click Add Selected Items to RO Click the Add Selected Items to RO button to transfer the quote from the Vehicle Quote section onto the RO Note The Labor Services and parts if applicable selected will reflect the saved information in that Quote which may not be up to date wth the current labor rates and parts prices 7 With a Labor line highlighted click With a Labor line highlighted click the Quotes button and Quotes select from the drop list Note The features listed under the Quotes button change depending on the type of line highlighted on the RO 8 Sel
421. n of the failure or sounds the vehicle makes Click the OK button to save changes and entries made to the Reason for Service There is a spell check button to the right of this entry field to spell check your entries Click the Finish button to close the Repair Order wizard save the new Repair Order to the Service Counter and update the Repair Order with a current mileage reading assign a technician to the repair order note the Customer Source for marketing purposes and click the OK button to open the main Repair Order window Copyright 2012 MaxxTraxx User Manual so 1 23 Start A Repair Order Quick Start The Start A Repair Order Quick Start procedure explains how to Start A Repair Order The Quick Start version does not explain the options and features that are available when starting a repair order and will assume the customer and vehicle records are already in the system as well as the Reason for Service to be selected from the list or enter a Free Form Note The Start A Repair Order Quick Start procedure creates a new Repair Order to the point of being saved on the Service Counter to be added to later The Hot Key to Write a Repair Order is F2 then W From the Side Tool Bar click Write Click the Write New Repair Order button to open the New New Repair Order Repair Order window to create a new repair order on the Service Counter 2 Enter Search By criteria in the Find Enter the Customer Name or Company Name in the Find en
422. n on the line of a Recommended added if applicable and click Next 14 Click Add Vehicle Problem or 15 Click Add Request or 16 Click Add Free Form Note 17 Select the Reason for Service 18 Enter additional information as needed 19 Click OK 20 Click Finish Service to be added to the Repair Order to open the Select Type of Statement window select a type and click the Next button to add the Recommendation and then click the Next button to move to the Reason for Service window Click the Add Vehicle Problem button to select from a list of vehicle problems describing the reason the vehicle is in the shop All services and repairs must be associated with a Reason for Service to be able to add labor and parts to the Repair Order Each labor and associated part and or sublet labor will have its own Reason for Service to be associated with on the Repair Order Click the Add Request button to select from a list of requested services to be performed on the vehicle Click the Add Free Form Note button to write a custom reason the vehicle is at the shop Select the Reason for Service either a Vehicle Problem or a Request for Service by double clicking the selection or highlight the selection and click the Next button The Request for Service Vehicle Problem Note window will open to make any changes to the selected Reason for Service or enter additional information about the vehicle i e descriptio
423. n speed up the data entry control what types of data are entered in the various forms and eliminate typographical errors From the Menu Bar click Setups From the Menu Bar click Setups select Lists from the select Lists and select Vehicle drop list and select Vehicle Problem Categories from the Problem Categories side drop list to open the Vehicle Problem and Request for Service Categories Setup window A category is assigned when creating a Vehicle Problem and Request for Service record to narrow the search results into categories 2 Check Show deleted Categories Check the Show deleted Categories box to display deleted categories in red type Note Right click on the deleted category and click Undelete Category from the drop list to re activate the deleted category 3 Click Add Category and enter Click the Add Category button to open a blank Vehicle Description Problem and Request For Service Category window enter a Description for the new category and click the OK button to save the new category 4 Click Edit Click the Edit button to make changes to the highlighted category 5 Click Delete Click the Delete button to remove the highlighted category from the list 6 Click Close Click the Close button to exit the Vehicle Problem and Request for Service Categories Setup window 7 From the Menu Bar click Setups From the Menu Bar click Setups select Lists from the select Lists and select Vehicle drop list and select Vehicle
424. n the down arrow next to the Copyright 2012 273 MaxxTraxx User Manual 11 Check To Be Printed 12 Click Post Check bank account entry field to select a Bank Account from the drop list that this check is to be written from Note The bank account the last check was written from will automatically be selected Check the To Be Printed box to activate the Post Check button below and have the system generate the check number to be printed on this check Note This box is checked by default Once the check form is complete click the Post Check button select to Post and Close or Post and Add Another to write another check then select to Print Now to verify or change the Check Number or select Print Later to add this check to the Print Checks in Queue list to be printed later Copyright 2012 MaxxTraxx User Manual 274 Accounts Payable The Accounts Payable A P section includes procedures for managing your vendor accounts including searching for a vendor creating a new vendor account adding an A P invoice to a vendor account other than through the restock parts function paying an A P invoice other than the Pay Bills function the Pay Bills function printing an A P check stub report to accompany a check written to a vendor and the A P reports including the 1099 Report A P Summary Report and Vendor List Copyright 2012 275 MaxxTraxx User Manual 9 1 Add A Vendor The Add A Vendor procedure explains how to create
425. n the left column to enter the telephone information for the manufacturer 13 Click Add Phone Click the Add Phone button to open the Enter Telephone Number window 14 Enter Phone Enter the telephone number including area code 15 Enter Extension Enter an extension if applicable 16 Enter Type Select a type of phone number from the dropdown list or type the first letter of the entry to auto populate i e the letter B for Business the letter F for Fax etc Copyright 2012 MaxxTraxx User Manual 178 17 Check Default Phone 1 2 Check the Default 1 or 2 boxes to select the phone number entered as the primary or secondary number 18 Click OK Click the OK button to save changes to the new Phone Number record and return to the phone screen of the manufacturer record 19 Click Edit Click the Edit button to open the highlighted phone record window to edit as needed 20 Click Delete Click the Delete button to delete the highlighted phone number from the system 21 Click Notes link Click the blue Notes link in the left column to enter Notes for this manufacturer 22 Click Options F2 Click the yellow Options button in the left column to select View and Edit Record Type or Dial Manufacturer s Phone 23 Select View and Edit Record Type Select View and Edit Record Type from the drop list to or go to step 27 open the Customer Types window This function allows you to create a customer or vendor record from the manufacturer r
426. n their cash drawer These transactions can also be voided from the cash drawer screen by viewing the current cash drawer transactions and voiding a Cash Paid Out transaction From the Tool Bar click Cash From the Tool Bar click the Cash Drawer icon or from the Drawer Menu Bar click Manager and select Create Cash Drawer Transaction from the drop list to open the Cash Drawer window 2 Select Cash Paid Out Select the Cash Paid Out radio button and the wizard will open the Cash Paid Out screen 3 Enter Paid To Enter the person or company this cash was Paid To 4 Enter Invoice if applicable Enter an Invoice Number if this cash paid out for a vendor invoice if applicable 5 Enter Notes if applicable Enter any Notes regarding this cash paid out for future reference if applicable 6 Enter Amount Enter the Amount of the Cash Paid Out in dollars and cents 7 Select G L Account Select the G L Account from the drop list that the cash paid out is to be disbursed to 8 Enter Date Paid Enter the Date the cash was Paid Out or click the Select button and choose from the calendar Note The system wil enter today s date by default 9 Click Finish Click the Finish button to complete the Cash Paid Out entry and return to the Cash Drawer to create another Cash Drawer transaction Note If the Finish button is inactive there is a required data entry field on this screen that needs has not been filled 10 Click Close Click the Close b
427. n to make changes to the highlighted task status Click the Delete button to remove the highlighted task status from the list Click the Close button to exit the Task Status window Copyright 2012 367 MaxxTraxx User Manual 12 16 Add A Checklist The Add A Checklist procedure explains how to create and select a custom checklist to be attached to a repair order Checklists are selected when a repair order is started and are printed for the technician to complete The completed checklists are entered in the system and printed for the customer Checklists are created with the items listed under checklist group headings Checklist groups need to be created before the actual checklist is created Once the checklist groups are created they can be added to as needed This procedure will explain first how to create a checklist group then the actual checklist From the Menu Bar click Setups From the Menu Bar click Setups select Miscellaneous select Miscellaneous Lists then Lists from the drop list and then select Checklist Groups select Checklist Groups to open the Checklist Groups window listing the existing checklist group names Note Checklists Groups need to be selected first before items on the Checklist so be sure the Group headings are entered here first 2 Check Show inactive checklist Check the Show inactive checklist groups box to display groups previously deleted checklist group names 3 Click Add Click the Add button to c
428. n to save the change Click the Preview RO button to open the Report Preview window to view the repair order in printed format Click the Zoom icon on the Windows Tool Bar to increase the size of the document click the spin buttons to view multiple pages of the repair order and click the Close icon to return to the repair order Click the Email button to email a PDF Portable Document Format of the repair order RO This will open your default email program on the workstation you open the RO on with the PDF attached The email address from the customer record will be entered automatically as well as the repair order number and vehicle description on the subject line a salutation with their first name and your company contact information Click send to email the RO or enter edit the customer email address and email content as needed 5 Click OK Save Click the OK Save button and select from the drop list to save your entries Copyright 2012 53 MaxxTraxx User Manual 1 26 Search Previous Repair Orders The Search Previous Repair Orders procedure explains how to search previous repair orders view edit and print repair orders The Hot Key to Search Previous Repair Orders is F2 then R 1 From the Side Tool Bar click Options 2 Select Search Previous Repair Orders 3 Select Search By criteria Enter Search For criteria and click OK Click Find if applicable Select Repair Order and click View Repair Order Click E
429. n when the part is added to the invoice and can be unchecked at the invoice level if the Allow Manager Override box is selected 74 Check Allow Manager Override Check the Allow Manager Override box to activate the option on the Part Sales Detail Information screen to uncheck this feature that will not add the part to inventory however this feature is required for utilizing online ordering 75 Check Add Buyouts to Inventory Check the Add Buyouts to Inventory List box to add a part List that is entered on an invoice with the buyout function to the inventory as a permanent parts record This feature is activated on the parts page when the part is added to the invoice and can be unchecked at the invoice level if the Allow Manager Override box is selected Selecting this feature the Buyout function becomes a Quick Part method of entry NOTE Recommended for Full Accounting Users 76 Check Allow Manager Override Check the Allow Manager Override box to activate the option on the Buyout Quick Part Sales Detail Information screen to uncheck this feature that adds the part to inventory and treat it as a buyout part only not a Quick Part function Copyright 2012 333 MaxxTraxx User Manual 77 Check Require Placeholder To Be Replaced On RO Check Allow Manager Override Check Require Parts On RO To Be Stocked Before RO Is Paid Check Allow Manager Override Select Cost for Buyouts option Check Allow Manager Overri
430. ncel button to exit the Time Clock Job Time Login window 9 If the technician is clocked into a job If the technician is currently clocked into a job click the Select a job and click Out box Out box on the line of the job the technician is finished working on The Clock Out of Repair Order screen will open 10 Select Reason for Clocking Out Select a Reason for Clocking Out from the drop list If the reason selected is Completed the RO will move from the Open RO s list to the RO s Completed Today list Copyright 2012 zm MaxxTraxx User Manual 11 Edit Flagged Time if applicable Edit the Flagged Time using the spin buttons to the right of the entry field to record the hours to be flagged on the RO Note The Flagged Time feature is where the technicians hours are tracked to be paid based on flagged hours rather than based on flat rate hours listed on the repair order 12 Enter Notes if applicable Enter notes into the Note field up to 1 000 characters if applicable 13 Click OK Click the OK button to save entries and close the Clock Out of Repair Order window 14 Click OK and select Go to Idle Time Click the OK button and if the technician is not logged into or Clock Out Of Work another job select Go To Idle Time and Choose a Reason for Idle Time from the list or select Clock Out of Work and select a Reason for Clocking Out At Lunch or Gone Home then click the Clock Out button 15 Click Canc
431. nclude Parts That Show Zero Stock On Hand box to print part numbers that were entered into inventory at one time that currently don t have a quantity in inventory Check the Include Parts With No Minimum or Best Quantities box to print part numbers that are not set up with a best quantity designating it as a stocking part 99 Click Part Invoice Setup link Click the Part Invoice Setup link to select the parts invoice format prompts and printer 100 Enter Prefix 101 Enter Next Number 102 Enter Suffix Enter a Prefix character to go on the front of the system generated parts invoice number For example A1001 Enter the Next Number for the system generated parts invoice number to start at For example 1001 Enter a Suffix character to go on the end of the system generated parts invoice number For example 1001 A 103 Check Customer Source Check the Customer Source box to prompt a Customer Source selection whenever a new part invoice is started 104 Check Don t Print Part Numbers Check the Don t Print Part Numbers on Parts Invoice box on Parts Invoice to print part descriptions not part numbers on the invoice 105 Check Print Mfg List Price On Part Check the Print Manufacture List Price On Part Invoice Invoice box to print the manufacture list price if available from the part master record next to the part description on the part invoice ONLY if the selling price entered is equal to or less than the manufacture li
432. nclude all Labor services sold for any matching vehicle in the system not just in the vehicle history of this customer Click the Select button to copy the labor from the vehicle history onto the RO Note The Labor service selected will reflect the current pricing and description for that Labor service regardless of what may be in past vehicle history Click the Remove Labor From History List button to delete the highlighted labor from the list This feature allows you to delete a Labor service that should not be used Click the Change Search button to reselect another year make model and engine size to expand the search to include vehicles that may have overlapping Labor services from similar vehicle types in history that may apply to the vehicle on the open repair order Check Use Engine When Searching Check the Use Engine When Searching box to search for labors from history that have been applied to vehicles with the same engine as the vehicle on the open repair order Check Show Labor Removed From Check the Show Labor Removed From History box to History box search for labors from history that may have been deleted from the vehicle history list Copyright 2012 at MaxxTraxx User Manual 1 39 Add ALabor To A Repair Order From Vehicle Quotes The Add A Labor to a Repair Order From Vehicle Quotes procedure explains how to view quotes for the open repair order vehicle select the quotes to be added and add t
433. nclude the quantity price add on charges etc Editing the Part Description on the RO does not affect the Part master record Select Delete this Part to remove the Part from the RO Deleting the Part from the RO does not affect the master record Select Part Master Record to open the Part Record window to make permanent changes to the Part record in the system such as description pricing add on charges Click the Stock Link and click the View Sales button to open the Parts Sales Detail window to view when to whom and for how much this part has been sold to Note Changes made in the Part record will not update the Parts already listed on the RO wth the recent changes Copyright 2012 MaxxTraxx User Manual e 1 32 Add A New Labor The Add A Labor procedure explains how to add a Labor to the list of Labor Services Labor Services can be created while in a repair order or ahead of time from the Manage Labor Service List section of the system This procedure will explain how to create a new labor service from the Labor Service from the List method in a repair order Note the procedure is the same from either the RO or the Manage Labor Service List once you get to the Add A Labor button There are two Types of Labor Services Flat Rate Labor services and Menu Priced Labor services A Flat Rate Labor is based on a predetermined number of hours multiplied by the dollars per unit hours or Labor Rate being charge for that job For exa
434. nd choose from the calendar and Time in 24 hour notation or click the down arrow and select from the drop list 28 Enter Ending Date and Time Enter the Ending Date or click the Select button and choose from the calendar and Time in 24 hour notation or click the down arrow and select from the drop list 29 Check Hide Billed Hours Check the Hide Billed Hours to remove the billed hours from the report 30 Click OK Click the OK button to generate the report 31 Select Employee and select Select Employee under Category and select Employee Employee Sales Commission Sales Commission Report under Report Name to Report generate a report listing paid invoices for customers with a salesperson assigned to their customer record including the customer name invoice type service or parts invoice number date invoice total and parts total sold per employee for a specified time period 32 Click Run Report Click the Run Report button to open the Employee Sales Commission Report window 33 Enter Starting Paid Date and Time Enter the Starting Paid Date or click the Select button and choose from the calendar and Time in 24 hour notation or click the down arrow and select from the drop list 34 Enter Ending Paid Date and Time Enter the Ending Paid Date or click the Select button and choose from the calendar and Time in 24 hour notation or click the down arrow and select from the drop list 35 Click OK Click the OK button to generate the report
435. nd open the Repair Order on the Service Counter 2 Highlight Labor line and click Parts Double click the Repair Order or highlight the Repair Order and press Enter to open the Repair Order and highlight the Labor service line the Part will be associated with With the Labor line highlighted click the Parts button below the Repair Order entry field and click on a Parts method from the drop list or right click on the Labor line and select a part method from the Add drop list The Parts button will only be active if you have a Labor line to associate it with 3 Select Buy Out Quick Part Select Buy Out Quick Part to open the BuyOut Quick Part Sales Detail Information window 4 Enter Part Number and press tab The part number format should be consistent with the way the parts are ordered i e online ordering and catalogs Once the parts are received with an invoice to be entered the part number entered should match the invoice If the part number on the invoice catalog or online has spaces dashes or slashes etc these symbols and spaces should be keyed into the part number i e 79 6YR Battery 5 Enter Part Description The Part Description will appear on the repair order and can be up to 100 characters in length including spaces 6 Click Description List Click the Description List button to the right to open the Buyout Descriptions window 7 Enter Lookup Enter a part name in the Lookup entry field and select a part des
436. nd select Send Data and select Send Data to Scott to Scott Systems from the drop list to open the Confirm Systems window to select Yes or No to run a local backup and upload your data to the Scott Systems technical support department server 2 Click Yes or Click the Yes button to open the MaxxTraxx Backup window which will automatically perform a local backup of your MaxxTraxx and automatically upload that data to the Scott Systems technical support server for review 3 Click No Click No to cancel the Data transfer and close the window Copyright 2012 MaxxTraxx User Manual 34 11 6 Select Company or Sample Database The Select Company or Sample Database procedure explains how to switch between using live company data in MaxxTraxx and sample data for training and practice When you switch from the company database to the sample database or vice versa you will need to exit the program and then restart MaxxTraxx which will then start up with the selected database loaded into the program Repair Orders print with a watermark of Sample printed on the repair order From the Menu Bar click Utilities From the Menu Bar click Utilities and choose Select and choose Select Company or Company or Sample Database from the drop list to open Sample Database the Select Company window indicating that MaxxTraxx is currently using the Sample Company Data or My Company Data 2 Select which data to use Using the radio buttons select ei
437. nd select Service Writer Productivity Writer Productivity under Report Name to generate a report for each employee listing repair order number date vehicle part sales labor sales sales tax misc charges and totals with sublets line items discounts warranty and RO discounts if selected for each invoice sold with totals and invoice count during the specified time period The report includes grand totals for the company and averages per RO for parts sales labor sales overall sales parts profit labor profit overall profit parts profit percentage labor profit percentage and overall profit percentage Totals do not include sublets miscellaneous charges or add on charges 88 Click Run Report Click the Run Report button to open the Service Writer Productivity Report window 89 Enter Starting Paid Date and Time Enter the Starting Paid Date or click the Select button and choose from the calendar and Time in 24 hour notation or click the down arrow and select from the drop list 90 Enter Ending Paid Date and Time Enter the Ending Paid Date or click the Select button and choose from the calendar and Time in 24 hour notation or click the down arrow and select from the drop list 91 Check Include Sublets Check the Include Sublets box to include sublets per invoice and in totals on the report 92 Check Include Line Item Discounts Check the Include Line Item Discount box to include parts and labor discounts given on individual
438. nd when you are paying a repair order for this customer a Credit Available notice will flash in red with the amount available on the Pay Repair Order in Full screen From the Tool Bar click Customer Click the Customer Search icon on the Tool Bar or from Search the Menu Bar click Customer Svc and select Customer List to open the Customer Search window Enter Search For criteria and click OK Enter customer information in whole or just the first few letters in the Search For criteria entry field and press the enter key or click the OK button Select Customer Select the customer from the list by double clicking the customers name or with the customer name highlighted press the enter key to open the customer record window Click Customer Options and select Click the yellow Customer Options button in the left Deposit On Account column and select Deposit On Account from the drop list to open the Deposit on Account window Note The Deposit on Account will show in the Credit Available field on the General screen of the customer record Enter Edit Date Enter the Date for the Deposit on Account or click the Select button and choose from the calendar Note The date wil default to today s date 6 Enter Deposit Amount Enter the Deposit Amount received from the customer 7 Select Payment Method Select the Payment Method by clicking on the down arrow and selecting from the drop list Note If you select Check a Check Number entry field will
439. nded Services The Recommended Services procedure explains how to make a recommended service and then select a recommended service to add to the repair order Recommended Services which include a reason for service labor and parts are created by entering a reason for service labor and parts on a repair order and then clicking the delete button or pressing the delete key and selecting from the Confirm window that lists 1 Permanently delete the record 2 Save as a recommended service or 3 Save as a sub estimate The second option is selected for this procedure This option can also be selected with right click on the reason for service and select Save as recommendation from the drop list By choosing Save as a recommended service the service is saved under the Recommended button on the repair order window and will print in the recommended services section of the printed repair order There is an option to print or not print the amount of the recommended service on the repair order available from gt gt gt Repair Orders and Part Invoices gt gt gt R O Setup These recommended services are also available from the vehicle options button and can be selected in the Make an Appointment wizard NOTE If a labor in a recommended service has been deleted from the master labor list a notification will appear when that labor is added to a repair order that the labor will be converted to a free form labor Select and open the Repair Order on Doub
440. ndow without saving the part or adding the part to the repair order Copyright 2012 109 MaxxTraxx User Manual 1 52 Add A Part To A Repair Order Parts On Order The Add A Part to a Repair Order Parts On Order procedure explains how to view parts on order for this repair order and add those parts to the repair order A labor service has to be highlighted on the Repair Order to activate the Add A Part function Multiple parts can be associated with a single labor serice Select and open the Repair Order on Double click the Repair Order or highlight the Repair Order the Service Counter and press Enter to open the Repair Order and highlight the Labor service line the Part will be associated with 2 Highlight Labor line and click Parts With the Labor line highlighted click the Parts button below the Repair Order entry field and click on a Parts method from the drop list or right click on the Labor line and select a part method from the Add drop list The Parts button will only be active if you have a Labor line to associate it with 3 Select From Parts On Order Select From Parts On Order from the drop list to open the Items on Order window 4 Select a part from the list Click in the Select column to add the part s to the repair order If there are no parts on order for this repair order or parts on order have already been added to the repair order a notice will open stating No items were found on a Purchase Order or V
441. new repair order and that quote will be removed from the vehicle s quotes list Copyright 2012 MaxxTraxx User Manual 12 1 63 Search Previous Quick Quotes The Search Previous Quick Quotes procedure explains how to search the list of quick quotes by name quote date or quote number and view save make an appointment for the quotes service or convert the quote into a repair order Once a quote is scheduled on an appointment or converted into a repair order the quote is removed from the quick quotes list 1 From the Side Tool Bar click Options 2 Select Search Previous Quick Quotes 3 Select Search By criteria 4 Enter Search For criteria and click OK 5 Check View Expired Quotes box if applicable 6 Click Find if applicable 7 Select Quote and open 8 Click OK Save 9 Select Save amp Print Quote or 10 Select Make Appointment For Quote amp Print or 11 Select Convert Quote to a Repair Order Click the Options button on the Side Tool Bar or right click anywhere in the Service Counter list box Select Search Previous Quick Quotes from the drop list to open the Quick Quote Search window Select the Search By criteria by clicking the corresponding radio button to search by Company Name or Last Name First Name Quote Date or Quote Number Enter the customer or quote information depending on the search criteria selected name quote date or quote number and click t
442. ng can be selected in Setups to warn you of any Low Stock Parts upon exiting a repair order or parts invoice to prompt the user to create a purchase order to submit an online order for the low stock parts listed The setting to notify the user of low stock parts upon exiting is from Setups on the Menu Bar gt gt gt This Workstation gt gt gt Printing and Miscellaneous Info gt gt gt General and check the box to Warn me if have parts on the RO Parts Invoice that need to be ordered Once the parts on the Parts Order Form are restocked they are assigned to that repair order or parts invoice If those parts are not on the repair order or parts invoice after they are received there is a reminder notice that the parts are to be added or they can be removed from the list of parts purchased for that particular job IMPORTANT Many users create a Parts Order Form for all parts ordered either electronically from MaxxTraxx online directly from a vendor s Web site or by telephone to reduce the data entry required once the parts are received by simply converted this Parts Order Form whether submitted online or not into a Received Vendor Invoice 1 Within a repair order or parts invoice Click the Options button in the upper left corner of the click Options repair order or parts invoice 2 Select Show Parts Sublets on this From the Options drop list select Show Parts Sublets on RO That Need To Be Ordered this RO or Parts Invoice That N
443. ng the entire merge field including the first arrows lt lt thru and including the last arrows gt gt From the Menu Bar click Mail Merge and Select Mail Merge field from the drop list to open the Select Mail Merge window listing all of the mail merge fields Select the mail merge field from the list by highlighting the field and click the Select button or double click on the field on the list to replace the highlighted field in the letter From the Menu Bar click File then click Save and or Exit from the drop list If your changes have not been saved and you click Exit you will be prompted to save your changes Click the Close button to close the Letters window Copyright 2012 189 MaxxTraxx User Manual 4 2 Print Letters and Postcards that are due The Print Letters And Postcards That Are Due procedure explains how to view marketing letters or postcards that are scheduled to be mailed on or by a specified date print the letters or postcards and or print labels for the selected letters or postcards From the Tool Bar click Send Mail 2 Enter View Letters Due On Or Before date From the Tool Bar click the Send Mail icon or from the Menu Bar click Marketing and select Print Letters and Postcards that are due from the drop list to open the Marketing Letters window listing the letters and postcards due to be printed and mailed Enter a date in the View Letters Due On Or Before entry field or click the
444. notice will display the number of results found and the filename the exported information was saved as in MS Excel Click the View Results button to launch the MS Excel program and open the Excel file displaying the customer information 6 Click Close Click the Close button to close the Marketing Export window Copyright 2012 197 MaxxTraxx User Manual 4 7 Marketing Export Third Party The Marketing Export to Third Party Setup procedure explains how to schedule and set up to automate exports of all your customer information to a third party marketing company From the Menu Bar click Setups From the Menu Bar click Setups select Marketing and select Marketing and select 3rd select 3rd Part Marketing Export from the drop list to open Party Marketing Export the 3rd Party Marketing Export Setup window 2 Check Schedule the Marketing Check the Schedule the Marketing Export to run Export to run automatically automatically box to have the export run when scheduled 3 Enter time Enter the time or click the Select button and choose a time from the drop list a set time to run the export function 4 Select on the following days Check the boxes next to the days to schedule the export to run on these selected days 5 Enter Domain Enter the Domain provided by the Third Party Marketing company 6 Enter User Name Enter the User Name provided by the Third Party Marketing company 7 Enter Password Enter the Password provided by the Th
445. nt balance that can be used on their next visit For accounting purposes MaxxBucks amounts are calculated as point accumulated for dollars spent and the system applies those points to a repair order in the form of a discount However no financial amount is collected tracked exchanged or paid out anywhere the system for this program MaxxBucks discounts applied as a part of the MaxxBucks program are reported as any other financial sales discount as an expense on the general ledger at the time it is used to discount the amount of a paid repair order Copyright 2012 2 MaxxTraxx User Manual 4 10 Marketing Reports The Marketing Reports procedure explains how to generate the Customer Follow Up Report to create a list of customers to call and follow up on after having work done at your shop the Customer Source report to track where customers are hearing about your business and what portion of sales is generated by each source and a list of Marketing Letters and Postcards Due to be sent When a report name is selected a description of the contents of that report will display in a text box below the Report Name list box The Report Preview window will display the report where the Windows functions can be used to Zoom In Print the report click the spin buttons to view reports with multiple pages and Close the Report Preview window From the Tool Bar click Reports Click on the Reports icon or click Manager on the Menu Bar and select Comp
446. nt on the statements 4 Click OK Click the OK button to generate the statements in the Report Preview window and use the Windows buttons to view zoom in and print the statements Copyright 2012 MaxxTraxx User Manual 268 8 4 Accounts Receivable Reports The Accounts Receivable Reports procedure explains how to generate an Accounts Receivable Activity Detail Report Accounts Receivable Aging Reports in Detail or Summary Accounts Receivable History Report Posted Finance Charges and Open Accounts Receivable Statements When a report name is selected a description of the contents of that report will display in a text box below the Report Name list box The Report Preview window will display the report where the Windows functions can be used to Zoom In Print the report click the spin buttons to view reports with multiple pages and Close the Report Preview window From the Tool Bar click Reports Click on the Reports icon or click Manager on the Menu Bar and select Company Reports from the drop list to open the Report Manager window 2 Select Acct Receivable and select Select Accounts Receivable under Category and select Accounts Receivable Activity Detail Accounts Receivable Activity Detail under Report Name to generate a report of all accounts receivable activity for a specified time period including the transaction number date description date paid due date payment method and amount 3 Click Run Report Click the R
447. ntact Customers with Scheduled Appointments list NOTE After setting up the feature the feature will be active next time MaxxTraxx is opened From the Menu Bar click Setups From the Menu Bar click Setups select Marketing from select Marketing then Appointment the drop list then Appointment Contact Setup from the Contact Setup side drop list to open the Appointment Contact Setup window 2 Check Use Appointment Contact Check the Use Appointment Contact List box to activate List the customer appointment reminder feature 3 Enter Days in advance to contact Enter the Number of Days in advance to contact customers with appointments customers with appointments for the customer name to appear on the call list in black type if it is the number of days or less up to two days before NOTE Customers with appointments one day before their scheduled appointment date appear in yellow type and customers with same day or missed appointments appear in red type 4 Click OK Click the OK button to save changes Copyright 2012 3s MaxxTraxx User Manual 12 15 Lists The Lists procedure explains how to add edit and delete items on the various lists in the system Many functions in MaxxTraxx utilize drop lists to create repair orders part invoices customer records vehicle records and parts purchase orders just to name a few By creating drop lists to select from when using completing forms and using the various functions you ca
448. ntage is entered denotes that this method of pricing is designated for this part 24 Using Mark Up Down or Enter a percentage under Mark Up Down The part price is calculated by adding or subtracting a percentage of the List Price to the List Price For a Mark Down use the minus sign before the percentage amount entered For example a part that lists for 10 with a mark up of 20 will sell for 12 or with a mark down of 5 will sell for 9 50 The red arrow next to this box after a percentage is entered denotes that this method of pricing is designated for this part 25 Using Cost Multiplier Enter amount under Cost Multiplier The Cost Multiplier sets the selling price at the base cost of the part times the Cost Multiplier For example a part costs 5 using a Cost Multiplier of 2 2 will have a selling price of 11 00 The red arrow next to this box after an amount is entered denotes that this method of pricing is designated for this part 26 To move the red arrow to another When entering an amount into any of the price calculation pricing method double click the box boxes the red arrowwill also move however if you are not changing the amounts in the box but want to move the red arrow to another box just double click that box The box selected determines which price method to use 27 Click Next or skip to step 34 When the pricing is complete click Next to move to the Cores page of the wizard If there is not a core a
449. nter Estimate Disclaimer Enter Disclaimer Signature Enter Revision Signature Enter Invoice Signature Check Print Disclaimer At The End Of The Repair Order Check Print in Standard Warranty Box Enter Warranty 331 MaxxTraxx User Manual used parts on the estimate repair order invoice and technician worksheet NOTE This setting can be changed in the Make an Appointment wizard and from the appointment screen of the repair order Using the radio buttons select a Notice to Always Ask me or Don t ask to Assign Marketing Letter To Send When after Paying an RO and a Marketing Letters window will open after the Cash Drawer window closes with a list of any letters already scheduled to be sent and a button to Add Letter Postcard to access the list of letters postcards to select from NOTE There is also an option on this window to view letters that have been sent including the date it was sent Click the R O Disclaimers link to enter the verbiage to print on the repair order to inform the customer of disclaimers and in some fields request a signature to acknowledge they have read and understand the disclaimer s Enter Estimate Disclaimer verbiage to print on the invoice at the end or in the upper left corner of the repair order in red type if invoices are color The disclaimer can be up to 850 characters and prints exactly as it appears on screen The spell check function icon is to the right of the window
450. ntering the beginning statement date balance into the checking section enter deposits made since your last statement ending date 13 Enter checks written since ending Using the Write A Check feature enter checks written statement date since your last statement ending date Copyright 2012 407 MaxxTraxx User Manual 13 15 Credit Card Setup The Credit Card Setup is performed with the assistance of a Scott Systems Technical Support Representative Please contact Scott Systems at 800 996 6777 for further assistance Copyright 2012 MaxxTraxx User Manual 408 13 16 Correcting Marketing Letters From MotorTraxx Conversion The Correcting Marketing Letters Postcards converted from MotorTraxx procedure explains how to edit existing letters and postcards mail merge fields used in the mail merge feature from the MotorTraxx format to the MaxxTraxx format From the Menu Bar click Marketing and select Edit Letters and Post Cards 2 Click Edit Letter Text 3 Highlight the entire merge field 4 From the Menu Bar click Mail Merge and Select Mail Merge field 5 Select mail merge field 6 From the Windows Menu Bar click File then click Save and or Exit 7 Click Close From the Menu Bar click Marketing and select Edit Letters and Post Cards from the drop list to open the Letters window listing all the letter and postcards in the system Click the Edit Letter Text button with the letter or postcard to be edite
451. ntion of tracking the part in inventory The Quick Part is added to the parts inventory list by selecting the Add Buyout Part to Inventory List feature under RO Setup The Quick Part method prompts you to order the part upon exiting the repair order creating a purchase order to be converted to a part invoice to reduce part invoice data entry If the new Quick Part is already in inventory a Part Match warning screen will open giving you the option to select the part from inventory or continue to add the duplicate part Part Placeholder the part placeholder is used to enter a part on a repair order without a part number to calculate an estimate typically as a part of a menu labor or kit The Part Placeholder is typically replaced using one of the other part entry methods typically the Parts on Order method If you are not tracking inventory or accounts payable the Part Placeholder method can be used on its own The profitability can be calculated if a cost is entered The Part Placeholder also allows for creating quotes and kits without having to enter specific part detail information From Part on Order parts on order are a list of parts that were entered from a part invoice and reserved for a specific repair order This method is used if parts are ordered and part invoices are entered before the part is added on the repair order to easily select and transfer the parts to that repair order This feature assists in ensuring that parts ordered and u
452. ntory Report Filter window 27 Select by Part Information Select All Parts or select to generate a report based on Part Number Description Location Product Code or German Sort to activate the From and To entry fields and enter the search criteria 28 Check Include Stock Parts Check the Include Stock Parts box to list stock parts on the report 29 Check Include Non Stock Parts Check the Include Non Stock Parts box to list non stock parts on the report Copyright 2012 MaxxTraxx User Manual 182 30 Check Include Buyouts Check the Include Buyouts box to list buyout parts on the report 31 Check Fluids Check the Fluids box to list parts marked as fluids on the report 32 Select by Quantity Select All Quantity or select Greater Than or Less Than to activate the Quantity entry field and enter an amount to search for parts quantities in inventory that are Greater Than or Less Than that amount 33 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 34 Select Inventory and select General Select General Inventory Summary to generate a list of Inventory Summary parts including the Part Number Description Product Code Location Stock On Hand Average Cost Negative Valuation and Positive Valuation with a Grand Total of Negative Valuation and Positive Valuation 35 Click Run Report Click the Run Report button to open the General Inventory Summary R
453. nvoice would trigger a red dollar sign to appear next to the part when the user went into the repair order or part invoice to warn the user of the cost change A Notice window would open by double clicking on the part line to choose 1 Do not change the Part Price 2 Update the Base Cost to the Last Cost used to calculate the selling price with the matrix selected or 3 Update the Base Cost to the Average Cost which includes quantities in stock and on open ROs From the Options button there is a feature update all cost changes red dollar signs to one of those three options NOTE Part Price Matrices are created edited from Parts Mgr on the Menu Bar gt gt gt Parts Price Matrix 5 Check Update Part Master Record Check the Update Part Master Record to apply the selected Part Price Matrix on this screen to the part Copyright 2012 155 MaxxTraxx User Manual 6 Edit Regular Price 7 Enter Discount 8 Edit Adjusted Price 9 Check Apply Warranty Discount 10 View Stock On Hand 11 View Quantity On Order master record This will enter or replace another part pricing method in the part master record so the selected Part Price Matrix is automatically applied when this part is entered onto another repair order or part invoice in the future NOTE This will not update the part pricing for this part already entered on a repair order or part invoice Edit the Regular Price field to enter a custom selling price for this
454. nvoices to pay Click on the invoice line in the Select column next to the invoice s to pay As you select or tag invoices the Net Amount To Pay total in the bottom right corner will total the invoices you have tagged to pay 5 Click Edit Amount amp Discount if Click the Edit Amount amp Discount button to open the Edit applicable Item screen for the highlighted invoice Edit the amount to pay if less than the balance due on the invoice Enter the amount to Discount the invoice if applicable Edit the Discount Account or click the Select button to select a different G L Account number if applicable then click the OK button to save your entries and close the Item window 6 Click Tag All if applicable Click the Tag All button to tag all the invoice lines in the select column at one time 7 Click Untag All if applicable Click the Untag All button to untag all the tagged invoice lines in the select column at one time 8 Click Next After tagging the invoices to pay click the Next button 9 Select Payment Method Select the Payment Method by clicking the down arrow and selecting from drop list If paying by Cash the cash amount will be removed from your cash drawer and will reflect as a reduction in the Cash on Hand If paying by Check the Check Form will open See Write A Check for detailed instructions on how to write a check If paying by a Credit Card the amount will reflect as an A P invoice under the selected Credit C
455. ny Information Setup window Copyright 2012 MaxxTraxx User Manual 326 12 2 Repair Orders and Part Invoices Setup The Repair Order RO and Part Invoice Setup procedure explains how to set labor rates parts pricing structure parts inventory criteria profitability calculations and miscellaneous charges The Setup also includes printing formats for repair orders and parts invoices including disclaimers as well as those features that will be prompted through the creation of the invoices The RO and Part Invoice Setup is configured when the MaxxTraxx software is initially installed and can be updated at anytime to activate or de activate any invoicing features or update labor rates the parts pricing structure miscellaneous charges or the profitability calculator using actual financial data From the Menu Bar click Setups From the Menu Bar click Setups and select Repair and select Repair Orders and Orders and Parts Invoices from the drop list to open the Parts Invoices RO and Part Invoice Setup window on the Labor Rates screen The various screens in this section are accessed by clicking on the blue underlined links in the left column The tab key operates throughout this section of the system and will follow the procedure explanations outlined below Click Labor Rates link and enter the Click the Labor Rates link and enter Shop Rates A six shop rate levels through F to designate labor prices for the six labor rate levels The Lab
456. of the car being worked on such as B for brakes Make the second letter represent a description of the component So the code for replace the front brakes would be BFR representing the component worked on first the description next and the labor operation last 10 Enter Short Description Enter a Short Description of the labor service to appear when searching for and or when viewing the repair order This description can be up to 25 characters 11 Enter a Printed Description and Enter a Printed Description of the labor service that will click Next print on the repair order In the Labor Search window the highlighted labor printed description can be previewed at Copyright 2012 MaxxTraxx User Manual 204 the bottom of the labor search window before it is added to a repair order 12 Enter Billed Rate Hours for Menu Enter the number of Billed Rate Hours to be charged to Priced Labor skip this step the customer for performing this labor service Hours can be described in tenths by using a decimal before the number 13 Enter Flat Rate Hours Enter the Flat Rate Hours to be paid to the technician for performing this labor service Hours can be described in tenths by using a decimal before the number 14 Select Product Code Select a Product Code from the list by clicking the Select button Product Codes are used to group labor services together for accounting purposes The default Product Code is GL for General Labor however
457. ol Bar Click the Backup Data icon or from the Data Menu Bar click File and select Backup Database Now from the drop list to open the Confirm window 2 Click Yes or Click the Yes button to confirm that MaxxTraxx will now attempt to run a backup to your designated backup file Note The backup destination file is selected under the Setups Data Backup section of the program 3 Click No Click the No button to exit the backup confirmation window without running the backup at this time Copyright 2012 321 MaxxTraxx User Manual 12 Setup The Setup section includes procedures to input your company information including the system default settings for printing electronic ordering etc set up the repair order and part invoice format and defaults tire quote setup security groups setup electronic ordering database backup setup this workstation printing and miscellaneous settings this workstation spell check settings marketing setup manage the various lists in the program add a checklist and profit monitor setup Copyright 2012 MaxxTraxx User Manual 322 12 1 Company Information The Company Information Setup procedure explains how to initially set up the software program with your business information including name address phone license number s selected accounting system displays printers printer can be selected at the time of printing in many features i e repair order parts invoice reports etc m
458. om the Menu Bar click Marketing and select Letter and select Letter Postcard Label Postcard Label Sizes from the side drop list and choose Sizes Letters Postcards or Labels from the side drop list 2 Select Letters Select Letters from the drop list to open the Letter Setup window 3 Click Add Letter Click the Add Letter button to open the Letter setup window and enter a description select the orientation and enter the paper size and margins then click the OK button to save the new letter settings 4 Click Edit Highlight a letter on the list and click the Edit button to open the Letter Setup window and edit as needed then click the OK button to save your changes 5 Click Delete Highlight a letter description and click the Delete button to permanently delete the letter setup description 6 Select Postcards Select Postcards from the drop list to open the Postcard Setup window 7 Click Add Postcard Click the Add Postcard button to open the Postcard setup window and enter a description select the orientation and enter the paper size and margins then click the OK button to save the new postcard settings 8 Click Edit Highlight a postcard on the list and click the Edit button to open the Postcard Setup window and edit as needed then click the OK button to save your changes 9 Click Delete Highlight a postcard description and click the Delete button to permanently delete the Postcard Setup description 10 Select Labels
459. om the Tool Bar click Daily Sales From the Tool Bar click the Daily Sales icon or from the Menu Bar click Manager and select Daily Sales and Cash Drawer Report from the drop list to open the Select Cash Drawer and Ending Date window 2 Select Cash Drawer Select a Cash Drawer by clicking on the down arrow and choosing from the drop list Note Most shops only have one cash drawer 3 Enter Start Date Enter the Start Date for the Daily Sales Report date range or click the Select button and choose from the calendar 4 Enter End Date Enter the End Date for the Daily Sales Report date range or click the Select button and choose from the calendar 5 Click OK Click the OK button to display the Daily Sales window on the Sales Summary screen for the selected date range The report includes paid repair orders and parts invoices listing the sales and returns for each grouped by category with totals for the categories and a grand total along with the repair order count for the specified time period 6 Click Change Drawer End Date Click the Change Drawer End Date button to open the Select Cash Drawer and Ending Date window again to reselect the date range if needed 7 Click Balance Drawer link Click on the Balance Drawer link in the left column to open the Cash Drawer Reconciliation screen where all payments received with totals are listed Count your actual payments received for the specified time period 8 Enter Counted Cash Count your ca
460. ommended Service 117 Repair Order 39 41 48 50 51 52 53 56 59 60 63 117 119 326 Reports 28 82 134 180 201 229 257 259 268 289 Restock Parts 164 WER Sales Tax 392 Sample Database 314 Search 10 22 53 127 128 152 177 179 228 285 Security 342 Setup 173 322 326 339 340 342 359 367 369 372 374 378 379 388 391 392 394 395 397 398 400 401 403 405 407 Statements 263 267 Sub Estimates 119 Sublet 84 86 88 296 Dr ei Task 304 Taxes 239 Time Clock 242 244 Tire 130 Transfer Money 211 U Unbalanced Transactions 312 Undelete 25 37 NN Vehicle Vehicle History Vendor 275 Vendor Invoices 169 W W 2s 241 Warranties Workstation Workstations WorldPac 30 33 37 38 80 110 302 303 347 350 315 319 100 372 2009 Scott Systems
461. on Deleted accounts can be reactivated Sub accounts cannot be created From the Menu Bar click From the Menu Bar click Accounting and select Chart of Accounting and select Accounts from the drop list to open the Chart of Accounts Chart of Accounts window listing all the default G L accounts including the account number account description whether the account is a debit or credit account and the account type 2 Select Show Accounts of Type Using the down arrow select the type of accounts to search from the drop list 3 Check Show Inactive Accounts Check the Show Inactive Accounts box to display previously deleted G L accounts Note To re activate an inactive account right click on the account and select Re activate Account from the drop list 4 Click Add G L Acct Click the Add G L Account button to open the G L Account window to create a new G L account 5 Enter G L Account Enter up to a ten digit alphanumeric account number As a suggestion to maintain a consistent numbering format enter a five digit number using the standard accountant numbering convention as follows 10000 Asset Accounts 20000 Liability Accounts 30000 Capital Owner s Equity Accounts 40000 Sales Accounts 50000 Cost of Goods Sold Accounts 60000 Expense Accounts Note A duplicate number cannot be entered 6 Enter Description Enter a Description for the G L Account that will label the type of accounting activity to be recorded
462. on 2 and Option 3 In the Option Text section customized the Option 2 and verbiage Option 3 verbiage to choose from for the inspected items Copyright 2012 MaxxTraxx User Manual 368 or use the default Options verbiage of Passed or Failed The Option 1 is fixed as Not Inspected and can be selected to print or not on the checklist 13 Enter Notes Enter Notes to print at the top of the checklist This note field can be left blank on the template to be completed by the technician to summarize findings or suggest repairs There is a spell check icon to the right of the entry field to perform a spell check of the Notes field 14 Click Add Checklist Item Click the Add Checklist Item button to open the Checklist Item window 15 Select Group Select a Group from the drop list to put the checklist item under on the new checklist Note The Checklist Groups need to be created in advance to appear on this drop list 16 Enter Description Enter the checklist item Description as it is to appear on the checklist up to 100 characters including spaces 17 Enter Priority Enter a Priority number or use the spin buttons to choose the order number the item will appear in on the checklist 18 Click OK Click the OK button to save your entries and exit the Checklist Item form 19 Click Edit Click the Edit button to open the selected Checklist Item form and edit as needed then click the OK button to save our entries 20 Click Delete Click th
463. on for Service line selected on the RO Items that can be added to a Reason for Service include a labor service kits additional reasons for service and quotes if available for this specific vehicle See Write A Repair Order for detailed instructions on how to use this feature These Add options can also be accessed by right clicking on the Reason for Service line in the RO or by clicking the Add RFS or VP Add Labors or Kits buttons 4 Select Return Credit and Labor The Return Credit of a Labor Service from List will open the Service from List Labor Search window to select the labor to be credited to the customer on the RO Select a Labor from the Labor List just as you would when you sell a labor on the RO and the Return Labor window will open to edit the labor time and labor rate to be credited to the customer The Add On Charges can also be credited in this window Copyright 2012 Select Return Credit and Free Form Labor Service Select Edit this Vehicle Problem Request for Service Select Delete this Vehicle Problem Request for Service Select View Edit and Reason for Service Master Record Select View Edit and Customer Master Record 10 Select View Edit and Vehicle Master Record 11 Select Print Vehicle History Report 12 Select Print Technician Worksheets MaxxTraxx User Manual e The Return Credit of a Free Form Labor Service will open the Labor Return window to enter the labor to be credited to
464. on the repair order 11 Check Apply Warranty Discount if Check the Apply Warranty Discount box to activate the applicable Warranty Discount fields If there is an Add On Charge a confirmation window will open asking if you want to also remove the add charges since this is a warranty operation Click Yes to keep the charges or No to have them cleared 12 From the Parts Search window click If the part is not listed in inventory click the Add Part Add Part button to add a new part to the inventory Part List 13 Click Change Vehicle Click the Change Vehicle button next to the specified year make and model to reselect the kit s vehicle specifications 14 Click Edit Click the Edit button to open the Part record window to edit as needed Note Edits made in this part window will permanently change the contents of the part record 15 Click Delete Click the Delete button to permanently delete the part record from the system 16 Click German Sort Click the German Sort button to open Search Parts in German Sort Order window and key in the German part number to display the parts in the read only field below With the part number highlighted click Select to open the Part Sales Detail Information window to enter the part quantity or click Edit Part Info to open the part record screen and edit as needed 17 Click Cross Reference Click the Cross Reference button to open Search Part by Cross Reference Number window and enter the p
465. on will be not be active 6 Click Go to Appointment Click the Go to Appointment button to return to the service counter with the appointment or repair order line highlighted on the service counter 7 Click Find Click the Find button to open the Search Appointments window again to search for another appointment 8 Click Cancel Click the Cancel button to exit the Appointments list without making a selection Copyright 2012 11 MaxxTraxx User Manual 1 6 Edit An Appointment The Edit An Appointment procedure explains how to open the Appointment window for a selected appointment and edit as needed There are three different ways to access the Appointment window The easiest and quickest way to open the Appointment window is to double click the gray Notes box at the bottom right of the Service Counter main screen if the Appointment view on the Service Counter is selected click the Appointment link in blue underlined type in the lower left of the Service Counter Highlight the Appointment to edit and Highlight the Appointment to edit on the service counter click Options on the Side Tool Bar and click the Options button on the Side Tool Bar or right click to display the drop list A third way to access the Appointment window is to highlight the appointment on the service counter click the Appointment View link at the bottom left of the service counter window which will display the appointment Notes field across the bottom of the s
466. ons procedure explains how to search edit and add a vehicle problem request for service or recommended serice From the Menu Bar click Manager From the Menu Bar click Manager and select Manage and select Manage VPs RFSs and VPs RFSs and Recommendations from the drop list to Recommendations open the Maintain Vehicle Problems Requests for Service and Recommended Services window 2 Select All or Select the All radio button to display the Vehicle Problems Requests For Service and Recommended Services 3 Select Vehicle Problems or Select the Vehicle Problems radio button to display only the vehicle problems 4 Select Request For Service or Select the Request For Service radio button to display only the requests for service 5 Select Recommended Services Select the Recommended Services radio button to display only the recommended services 6 Select Category Select a system category in the left column to display only the vehicle problems request for service and or recommended services for a specified system 7 Enter Key Word Enter a key word to activate the progressive search for that key word in the list below 8 Select repair and edit or delete Select a repair or service on the list by double clicking the line or highlight the line and click the Edit button to open the Request For Service window and edit the record as needed then click the OK button to save your edits Or with the record highli
467. ooked and red at 100 booked for that day Note As there will usually be work carried over from the previous day you might want to enter an available hours amount that for example is 80 of the shop s scheduling capacity From the Menu Bar click Setups and select Company Information from the drop list select Company Information 2 Click Display link Click the blue underlined Display link on the left side of the Program Setup window 3 Enter Amount of hours available Enter the Amount of hours available for appointments each for appointments each day day to designate the amount of quoted hours available to be scheduled on the Service Counter Note An appointment will not account for more hours than can be worked in a day i e if your shop is open from 8 am to 6 pm an appointment with a quoted hours amount of 12 hours will only book ten hours for that particular day the hours over the available hours for that day will not be carried over to the next day 4 Click OK Click the OK button to save your entry 5 From Side Tool Bar click From the Side Tool Bar click the Appointment Calendar Appointment Calendar button to view the number of scheduled appointments and the total quoted hours per day on a monthly calendar view Note Availability is noted by the color of each day on the calendar green at 0 35 booked yellow at 35 65 booked orange at 65 100 booked and red at 100 booked 6 Enter Quoted Hours on each Enter a Quoted
468. op list to open the Vehicle History Report Filter window to select number of months to include in the report to Use Printed Labor Service Descriptions to print the entire description not just the first line and to Show Technicians with Labors to include the employee code with each labor 16 Select Dial Customer s Phone Select Dial Customer s Phone from the drop list to open the Connect Using window Requires additional setup 17 Select Send Text Message to Select Send Text Message to Customer s Phone form the Customer s Phone drop list to open the new message window in the associated email program setup for use with MaxxTraxx Copyright 2012 MaxxTraxx User Manual 4 18 Select Print Technician Worksheets 19 Select Catalogs 20 Select Filter Schedule By 21 Select Sort Schedule By 22 Select Customize List Note If the customer for the highlighted repair order or appointment does not has text messaging set up in the customer record a Notice window wil open to that affect Select Print Technician Worksheets from the drop list to open the Technician Worksheet window to select to Print Recommended Services at the end of each tech worksheet and or Don t print extra lines on tech worksheet Select Catalogs from the drop list to view the available online ordering interfaces and click to open the Select Vendor window listing vendors with active catalogs Select a catalog from the list to view the vendor s online ca
469. open the Sublet Sales History window to view invoice number date sold status sort name quantity price and extension of previous sales Click the View Purchases button to open the Sublet Purchase History window to view received date status vendor name vendor invoice number quantity received and cost of previous purchases Click the OK button to save the sublet labor record and return to the Sublets list Copyright 2012 s MaxxTraxx User Manual 12 Click Edit Click the Edit button to open the Sublet record of the highlighted sublet labor to edit as needed Click the OK button to save changes made to the Sublet Labor record 13 Click Delete Click the Delete button to remove the highlighted Sublet Labor from the list Copyright 2012 MaxxTraxx User Manual s 1 42 Add A Sublet To A Repair Order The Add A Sublet to a Repair Order procedure explains how to add a sublet to an open Repair Order A labor operation has to be highlighted on the Repair Order to activate the Add A Sublet function There is a Status feature in the Sublet Sales Details window for tracking the Date Sent to Vendor and Time the Estimated Return Date and Time along with status buttons to note if the vehicle is Here Sent Back Closed or Installed This status feature can be set up to be Not Tracked Optional or Required 1 Select the Repair Order on the Double click the Repair Order or highlight the Repair Order Service Counter and press Ent
470. or Full Accounting Users Check the Allow Manager Override box to be able to close out an invoice without a cost entered for the buyout part Note If the invoice is closed out wthout a cost for the buyout part be sure to go back and repost the invoice with the buyout part cost to maintain accounting integrity Using the radio buttons select an action to take if the Cost on Repair Orders and Part Invoices for parts is not entered Don t warn Warn if no cost or Require cost NOTE Requires Recommended for Full Accounting Users Check the Allow Manager Override box to be able to close out an invoice without a cost entered for a part Note If the invoice is closed out wthout a cost for the part be sure to go back and repost the invoice wth the part cost to maintain accounting integrity Using the radio buttons select an action to take if the Cost on Repair Orders and Part Invoices for sublets is not entered Don t warn Warn if no cost or Require cost NOTE Requires Recommended for Full Accounting Users Check the Allow Manager Override box to be able to close out an invoice without a cost for a sublet Note If the Copyright 2012 MaxxTraxx User Manual 334 invoice is closed out wthout a cost for a sublet be sure to go back and repost the invoice wth a sublet cost to maintain accounting integrity Check Allow average cost to be Check the Allow average cost to be manually edited on manually edited on repair or
471. or Loan Repayment can only be deducted if the employee is also set up as a customer first 40 Enter Qty and Rate and Enter the Quantity and Rate for any additional payroll Copyright 2012 MaxxTraxx User Manual 226 Miscellaneous deductions 41 Click Commissions link 42 Select Calculated By 43 Enter Sales Commission Technician Service Writer 44 Click Benefits link 45 Click Contacts link 46 Click Notes link amounts the employee might receive on a regular basis other than hourly wages or salary Additional deductions can be entered here for regularly occurring items such as loan payback insurance uniforms 401K etc Amounts entered on this screen will appear on all subsequent paychecks however these amounts can be overridden when running payroll if necessary Click the blue underlined Commissions link in the left column to enter the flat rate or commission structure for technicians and service writers Note If the entry fields are not active on this screen click the Payroll link and select Commission in the How Paid field to activate this section Select the Calculated By method by clicking the down arrow and selecting from the drop list Select Flat Rate Hours to calculate total hours based on flat rate hours assigned to a labor service on completed repair orders performed by the technician Select Actual Hours to calculate total hours worked on jobs based on actual hours tracked by the Job Cloc
472. or Rate used is assigned to each customer in the customer s record Note The parts price level is assigned to each individual vehicle under the customer record Enter Avg Labor Cost Hr or Enter an amount to represent the Average Labor Cost per Hour used to calculate profitability on the repair order or use the Calculate a Month button to calculate the Average Labor Cost per Hour Click Calculate a Month Click the Calculate a Month button to enter the monthly expenses used to calculate the Total Shop Expenses ona monthly basis Enter the estimated monthly Part Profit and Flat Rate Hours below to calculate Average Labor Cost or Click the Calculate Flat Rate Hrs and Parts Profit button and select a month from the drop list to use a past month financial report Click the OK button and the calculated number will populate the Average Labor Cost per Hour field for calculating labor profitability Click Misc Charges link Click the Miscellaneous Charges link to set up the Supply Charges for both Repair Orders and Parts Invoices Note Shop supply charges figured as a percentage of parts and or labor sales are not legal in some states For the Repair Order Section Enter For the Miscellaneous Charge on a Repair Order enter the Miscellaneous Charge Description description of the miscellaneous charge that will print on the repair order 7 Enter Parts Charge Percentage Enter the percentage amount to be used to calculate the misc
473. or Warranty and click Assign G L Acct 14 Click Discounts Parts and click Assign G L Acct 15 Click Discounts Parts Warranty and click Assign G L Acct 16 Click Discounts Sublet Labor and click Assign G L Acct 17 Click Inventory Adjustments and click Assign G L Acct put on an invoice the full dollar amount of the sale before the discount is calculated is recorded on the appropriate Sales G L Account i e 40000 Sales Parts or 41000 Sales Labor The discounts are tracked in an expense account so your income and expense statement will reflect your total sales before any discounts were given in the gross sales number whereas the discount is taken into account in the net sales Click Discounts Labor Warranty and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 63410 Financial Warranty much the same as Financial Sales Discounts but in a separate account so you can track how much is discounted as a result of the sale whereas how much is discounted as a result of a warranty repair that had to be performed Click Discounts Parts and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 63400 Financial Sales Discount as it is set for
474. or right click on the Labor Senice line and select a part method from the Add drop list NOTE The Parts button will only be active if you have a Labor line highlighted Select Part from vendor Select Part from vendor with an Online Catalog set up in the vendor record to be taken to that vendor s online catalog to select and import those parts onto the repair order The parts displayed in the online catalog will be for the selected vehicle in the repair order using the AAIA number in the vehicle record The Labor Service that this part will be added to displays in the lower left corner Note Only vendors with online ordering setup in MaxxTraxx will appear on this list 4 Select Group Click the Group line of the parts to be displayed 5 Select Sub Group Click the Sub Group line of the parts to be displayed 6 Click Display Parts amp Labor Click the Display Parts or Display Parts amp Labor if available button to list the parts available for the selected Sub Group 7 Select part s to add to the RO Check the box next to the part s to be added to the repair order 8 Click Add to Order Click the Add to Order button to add the parts to the Order to be exported to the repair order in MaxxTraxx 9 Click Order Review Click the Order Review link underlined in the lower right corner to display those parts to be added to the repair order Copyright 2012 103 MaxxTraxx User Manual 10 Click Add Selected Items to RO
475. or service See applicable procedures for detailed instructions on how to use the Add A Labor To A Repair Order methods 14 Click Edit Labor Click the Edit Labor button with the labor highlighted or double click on the labor to open the Labor Sales Detail Information window to edit labor description hours billed hourly shop rate discount etc Changes made on this screen will only apply to the labor on this Part Invoice and will not affect the labor master record 15 Click Delete Labor Click the Delete Labor button to permanently delete the highlighted labor from this Part Invoice 16 Click Preview Parts Invoice Click the Preview Parts Invoice button in the lower left corner to view the Parts Invoice in printed format Click the Zoom icon on the Windows tool bar to increase the size of the document use the spin buttons to view multiple pages of the part invoice and click the Close icon to return to the parts invoice screen 17 Click OK Save Click the OK Save button and select from the drop list Copyright 2012 s MaxxTraxx User Manual 2 2 Write A Customer Invoice The Write A Customer Invoice on the Parts Counter procedure explains how to access the Parts Counter search for a customer name create a parts invoice for a customer enter shipping information add parts sublet and or labor to the invoice preview in printing format and save the parts invoice The Options button and Links on the Parts Invoice screen will
476. order Parts needed per Vendor Report Filter window 92 Select by Vendor Select All Vendors or Company Name or Last Name to activate the From and To entry fields and enter the search criteria 93 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 94 Select Inventory and select Parts Select Parts Reorder Parts needed regardless of Vendor Reorder Parts needed regardless under Report Name to generate a list of stocked parts that of Vendor are below their best quantity amounts without printing the primary vendor assigned to the part on the list 95 Click Run Report Click the Run Report button to generate the report 96 Select Inventory and select Parts Select Parts Reserved Detail under Report Name to Reserved Detail generate a report of parts that are currently listed on and reserved for an open repair order including Part Number Copyright 2012 MaxxTraxx User Manual 186 Description Quantity Customer Invoice Number Status Available Now or On Order Amount in Stock and Amount Reserved on an invoice 97 Click Run Report Click the Run Report button to generate the report 98 Select Inventory and select Parts Select Parts Reserved Summary under Report Name to Reserved Summary generate a report of parts that are currently listed on and reserved for open repair orders without the repair order detail information including the Customer Invoice
477. orldPac by double clicking on the vendor name If WorldPac is not on the list click the Add Vendor button to open a blank Vendor window and create a new vendor record for WorldPac 8 Click Catalog link Click the blue underlined Catalog link on the left column to select the Parts Catalog Assignment 9 Select Catalog Select a Catalog from the drop list to assign to the vendor in this case WorldPac 10 Enter User Name Enter your User Name up to 20 characters for WorldPac online access provided by your parts vendor 11 Enter Password Enter your Password up to 20 characters for WorldPac online access provided by your parts vendor 12 Click OK Click the OK button to save your entries and exit the WorldPac Vendor window 13 Click Close Click the Close button to exit the Vendors window 14 From the Menu Bar click Setups From the Menu Bar click Setups and select This and select This Workstation and Workstation from the drop list and select Printing and Copyright 2012 373 MaxxTraxx User Manual select Printing and Miscellaneous Miscellaneous Info from the side drop list to open the Info Workstation setup window 15 Check Enable WorldPac SpeedDial Check the Enable WorldPac SpeedDial on this on this Workstation Workstation box at the bottom of this window Note Once this box is checked only one instance of MaxxTraxx can be running on this workstation at a time 16 Click OK Click the OK button to save your entries and
478. ormation screen On the Appointment Information screen enter the Appointment Date or click the Select button to choose from the calendar 6 Enter Appointment Time Enter the Appointment Time or choose from the drop list by clicking the down arrow to the right 7 Enter Promised Date Enter the Appointment Date or click the Select button to choose from the calendar 8 Enter Promised Time Enter the Promised Time or choose from the drop list by clicking the down arrow to the right 9 Check Customer Waiting box if Click the Customer Waiting box to display WAITING in red applicable type in the Promised column on the Service Counter 10 Click Next and Next again 11 Click Add Vehicle Problem or Add Request or Add Free Form Note 12 Edit Request for Service Vehicle Problem Note and click OK 13 Click Finish Click the Next button to open the Select Recommended Services screen and then click the Next button again to open the Reason for Service screen Click the Add Vehicle Problem button to open the Select Vehicle Problem Request window and choose from the Select Vehicle Problem list or Add A Free Form Note Once a Request for Service Vehicle Problem or Note is selected a window opens to edit or add to the selection any notes from the customer about the problem requests the customer may have asked of the service writer etc Click the Finish button to save the Appointment to the Service Counter Copyright 2012 9 Max
479. ort Name to generate a list of paid repair orders for a specified time period including the RO number service writer customer vehicle parts net sales cost profit amount and percentage labors net sales cost profit amount and percentage any other costs and invoice total sales cost profit amount and percentage 37 Click Run Report Click the Run Report button to open the Profitability Report Filter window 38 Enter Starting Date Paid Enter the Starting Date Paid or click the Select button and choose from the calendar 39 Enter Ending Date Paid Enter the Ending Date Paid or click the Select button and choose from the calendar 40 Click OK Click the OK button to generate the report 41 Select Service Counter and select Select Service Counter under Category and select Paid Paid Repair Order Profit by Repair Order Profit by Vehicle under Report Name to Vehicle generate a list of paid repair orders for a specified time period including the RO number service writer customer vehicle parts net sales cost profit amount and percentage labors net sales cost profit amount and percentage any other costs and invoice total sales cost profit amount and percentage Copyright 2012 137 MaxxTraxx User Manual 42 Click Run Report Click the Run Report button to open the Vehicle Profitability Report Filter window 43 Enter Starting Date Paid Enter the Starting Date Paid or click the Select button and choose from the calendar
480. ose customers with that part in their history in the mass mailing Select Customer Marketing Tag and click Next to enter a Marketing Tag to include customers with that marketing tag in the mass mailing Select Customer Has Not Been In Since and click Next to enter the date to search for customers who have not been in on or since that date and But have not been in since dates by clicking the Select buttons and choosing from the calendars Select Customer Has Not Done Labor Service Since and click Next to open the list of labor services Select a labor service to search for in the customer records to select those customers with that labor service in their history for the mass mailing and click the Next button to select a date Enter dates to Include customers who have done this labor service on or after and But have not done this labor service since by or click the Select buttons and choose from the calendars Copyright 2012 193 MaxxTraxx User Manual 11 Click Finish Click the Finish button to open the Ready to print Mailing Labels window 12 Check Print all in capitals box if Check the Print all in capitals box to print the labels in all applicable capital letters 13 Click Print Click the Print button to print the labels Note If the paper size is not found a warning wil appear to reselect the paper size 14 Click Cancel Click the Cancel button to exit the Ready to print Mailing Labels window without printing
481. osed repair order 10 Click Print Repair Order Click the Print Repair Order button to print the highlighted repair order 11 Click Find Click the Find button to open the Search Repair Order window and search for the repair order again 12 Click Select Click the Select button to open the Job Clock window for the highlighted repair order and enter the clock in and clock out date and time hours flagged notes and click OK 13 Click Edit Click the Edit button to open the Job Clock window for the highlighted repair order and edit the clock in and clock out date and time hours flagged and notes and click OK Copyright 2012 MaxxTraxx User Manual z 14 Click Void Click the Void button to delete the highlighted job clock entry Note Voided entries can be restored by checking the Show Voided Job Clock Records box right click on the voided job clock entry and select Unvoid from the drop list 15 Click Close Click the Close button to save your changes and exit the Job Clock function Copyright 2012 247 MaxxTraxx User Manual Accounting The Accounting section includes procedures for managing the Chart of Accounts including how to view edit delete and add an account to the Chart of Accounts view an individual General Ledger G L account register and print a Trial Balance report create a general journal entry export to transactions to QuickBooks edit unbalanced transactions create and view a cash drawer transact
482. ox to display any Show Deleted Customers deleted customers in the search results Copyright 2012 MaxxTraxx User Manual z 1 11 Delete A Customer The Delete A Customer procedure explains how to search for a customer record and Delete A Customer From the Tool Bar click Customer Click the Customer Search icon on the Tool Bar or from Search the Menu Bar click Customer Svc and select Customer List to open the Customer Search window 2 Enter Search For criteria and click Enter customer information in whole or just the first few OK letters in the Search For criteria entry field and press the enter key or click the OK button 3 Highlight Customer Highlight the customer s name on the Customers list 4 Click Delete Click the Delete button at the bottom of the Customers list window 5 In Confirm Delete window click Yes When the Confirm Delete window opens to ask Are you sure you want to delete the highlighted record click Yes 6 Click Close Click the Close button to exit the Customer List Copyright 2012 25 MaxxTraxx User Manual 1 12 Undelete A Customer The Undelete A Customer procedure explains how to search for a customer record that has been deleted and restore the customer record to an active status From the Tool Bar click Customer Click the Customer Search icon on the Tool Bar or from Search the Menu Bar click Customer Svc and select Customer List to open the Customer Search window 2 Enter Se
483. p list to open the Parts Orders for Vendor window The listed parts are from purchase orders for this vendor Click in the Tag column on the line of the part to be added to the purchase order and then click the OK button That part s will be removed from the open purchase order Select Enter New Core Charge from the drop list to open the Parts Search window to select a new core to be added to the purchase order NOTE If the core feature is not active in the master part record a core charge cannot be added to the part in the received vendor invoice Double click a new core or highlight the new core and click the Select button to open the Items To Order Detail Copyright 2012 MaxxTraxx User Manual 166 Info window Enter the Quantity Received Cost per Item and select an Assign Items To radio button to assign the new core to stock a repair order or a parts invoice Click the OK button or the Add Another button to return to the Parts Search window Select Receive Credit for Returned Select Receive Credit for Returned Used Core from the Used Core drop list to open the Returnable Used Cores window and select the used core that was returned to the vendor and credited Click in the Return column and click Click in the Return column on the line of the used core OK that was credited by the vendor to be added to the incoming parts invoice then click the OK button Select Purchase Used Cores Select Purchase Used Cores
484. p from the drop list to open the Carfax Setup window 2 Check Send Data to Carfax Check the Send Data to Carfax check box and the Carfax Authorization screen will open Please read carefully the agreement before proceeding as this agreement will outline how repair data from your MaxxTraxx data will be uploaded nightly to Carfax for use in their products and services 3 Check I accept this Carfax Check the accept this Carfax agreement check box abd agreement and click I Accept the Accept button will become active Click the Accept button to accept the terms or Cancel to exit this screen and you will return to the Carfax Setup screen 4 Check Use Carfax QuickVIN to Check the Use Carfax QuickVIN to search new vehicles search new vehicles check box to set the search default in the Add a Vehicle wizard to search by license plate in the Carfax database to auto fill the year make model sub model if applicable engine AAIA number for online ordering VIN number and drive type if available for the vehicle Note If a vehicle is reselected by license plate in the vehicle record the Carfax information will replace any information already in the vehicle record for these fields if applicable available 5 Click Resend Carfax Data Click the Resend Carfax Data button to enter a date range if a Carfax upload did not process correctly Enter State Date and End Date or click the Select buttons to choose from the calendar and then click th
485. pair order 7 Enter Quantity The Part Sales Detail Information window will open with the quantity box highlighted Enter the part quantity be added to the repair order The default quantity is one Click OK or click Add Another Click the OK button to close the bart Gales Detail Part to return to the Part List Information window add the part to the repair order and return to the Repair Order or click the Add Another Part button to add the part to the Repair Order and return to the Part List Note Before the part is added to the repair order in the Sales Detail Information window enter Add On Charges Discount or Warranty Discount steps 9 11 Enter Add On Charges Per Item if Enter or edit a Hazardous Material or Tire Disposal fee if applicable applicable Parts may already have the Add On Charges tied to the part record so they are automatically entered on the repair order when the part is selected These Add On Charges can be edited or deleted The Add On Charges print as a subtotal on the repair order Copyright 2012 MaxxTraxx User Manual 96 10 Enter Discount if applicable Enter a Discount if applicable by either editing the Regular Price field which will not show a discount given on the repair order enter a percentage in the Discount field and the Adjusted Price will reflect the discounted price or edit the Adjusted Price and the Discount will be calculated for you discounts print on the part line
486. part Click the down arrow to the right of this field to view select Part Price A F Manufacture List or Cost for this part referencing the part master record Changes made to the part COST by restocking post a received vendor invoice this part with different cost would NOT update the selling price for this part as the price is NOT tied to cost and if the cost was selected from the down arrow the cost at the time the part was added to the repair order or parts invoice would be used not the updated part cost Click the up down spin buttons to the right of this field to increase decrease the selling price one percent 1 of profit at a time NOTE This field will be inactive if a Part Matrix is selected on this screen uncheck Use Matrix to activate this field for editing Enter a discount percentage to discount the regular price for this part and the resulting selling price will appear in the Adjust Price field below Entering a price in the Regular Price field resets would reset this Discount field to zero NOTE The discount entered in this section of the Part Sales Detail Information screen will print on the customer s repair order or parts invoice as a line item discount Edit the Adjusted Price field to discount the regular price for this part and the resulting discount percentage will be calculated and will appear in the Discount field Check the Apply Warranty Discount checkbox to activate the Warranty Discount and Warranty P
487. part number description or size to activate the progressive search to narrow the part list Click on the part as soon as it appears on the list or continue to enter the entire part number or description to narrow the list to the exact part number If the part has not been entered into the system before the list window will eventually list no parts Double click a part or highlight the part and click the Select button to open the Items To Order Detail Info window Enter the Quantity to Order Cost per Item Cost will be the last cost paid for this part regardless of vendor Weight if applicable Date Ordered Date Due and select an Assign Items To radio button to assign the part to Copyright 2012 165 MaxxTraxx User Manual Select Autofill from Lowstock Parts List Click in the Order column and click OK Select Receive Credit for Returned Part Select Choose From Sublet Labors List Select sublet Select Receive Credit for Returned Sublet Select Choose from any Open Parts Orders Click in the Tag column and click OK Select Enter New Core Charge Select new core stock a repair order or a parts invoice Click the OK button or the Add Another button to return to the Parts Search window NOTE If the average cost for the part is different on this received vendor invoice than the average cost in the part master record the master record wil be updated to reflect this new cost once t
488. part of the business the department is for i e Front Counter or Towing business 6 Click OK Click the OK button to add the department to the list 7 Click Delete Click the Delete button to remove the highlighted department from the list 8 Click Close Click the Close button to close the Departments Setup window Copyright 2012 379 MaxxTraxx User Manual 13 3 Default Account Posting The Default Account Posting procedure explains how to view and edit the default general ledger G L accounts used to record and report all transactions in the system Within the numerous functions of the software that you use every day i e receiving a payment for an invoice paying cash for a small part out of the cash drawer entering an incoming parts invoice into the system data is automatically processed in the background and collected and posted to the general ledger The general ledger is the tracking part of the software that records this data and generates the financial reports in the system like the income and expense statement and the balance sheet The default account posting settings direct the data gathered from a repair order or an incoming parts invoice into specific accounts on the general ledger Assigning a G L Account Number to each process in a function is how the tracking is managed Note that there are several reports in the system that are generated using the default account postings and making changes to the defaults can alte
489. parts and labor per invoice and in totals on the report 93 Check Include Warranty Check the Include Warranty box to include labor and part warranty per invoice and in totals on the report 94 Check Include RO Discounts Check the Include RO Discounts box to include discounts given off the entire RO per invoice and in totals on the report 95 Click OK Click the OK button to generate the report Copyright 2012 MaxxTraxx User Manual 236 6 4 Run Payroll The Run Payroll procedure explains how to generate and print Payroll Checks for Employees who are paid Weekly Bi Weekly Semi Monthly or Monthly 1 From the Menu Bar click Payroll From the Menu Bar click Payroll and select Run Payroll and select Run Payroll from the drop list to open the Select Account window 2 Select Bank Account Select a Bank Account on the list that this check is to be written from by double clicking the account or with the account highlighted click the Select button to start the Payroll Batch wizard 3 Select the Payroll Period to Use and Using the radio buttons select to run Weekly Bi weekly click Next Semi monthly or Monthly paychecks and click the Next button Note If you pay your employees on different intervals Le technicians weekly and managers monthly you wil need to select each pay period and run the Payroll Batch wizard separately A Notice wil appear stating that no employees were found for this pay interval if this inter
490. pen the Employees window 2 Click Add Employee Click the Add Employee button to open a blank Employee window on the General screen where the employee s personal information is entered Enter employee name address etc Enter the employee name spouse name and address Enter the Zip code and the city and state fields will be auto populated Select country from the drop list Entering a state and selecting a country activates the tax tables Enter the birth date or click the Select button and choose from the calendar the age field will be auto populated Enter their social security number Check Recall Last Check Check the Recall Last Check box to save the last amount paid with the corresponding disbursement in the check writing function so the next time you write a check to this employee from the check writing function the information is already filled in on the check Note Only the check data used in the check writing function will be auto filled any previous payroll check information is never auto filled Enter Employee Code Enter the Employee Code for the employee to use to log onto the system assign the employee to a repair order record their name for any data entry into the system that requires initials etc up to six letters numbers or symbols 6 Enter Password Enter the Password for the employee to use whenever they are asked to log on the system and use a password up to ten letters numbers or symbols Note Employee
491. ployee or click the down arrow and select from the drop list 28 Enter Default Clockout Time Enter the Default Clockout Time for this employee or click the down arrow and select from the drop list 29 Enter Email Web Address Enter the Email Address and personal Web Address of the employee if applicable Copyright 2012 225 MaxxTraxx User Manual 30 Click Payroll link Click the blue underlined Payroll link in the left column to enter the payroll withholding details for the employee Note Reference the employee s W 4 form for information needed to complete this section 31 Check Suspend Pay Check the Suspend Pay box to prevent the employee from being listed or selected in the Run Payroll Batch wizard 32 Select Pay Period Select the Pay Period by clicking the down arrow and choosing from the drop list Weekly Bi Weekly Semi Monthly or Monthly 33 Select How Paid Select How Paid method by clicking the down arrow and choosing from the drop list Salary Salary Commission Hourly Hourly Commission or Commission Only If you chose Salary enter the Annual Salary for this employee or if you chose Hourly enter the Hourly Rate Hours per Pay Period and check the Use Time Clock Hours box if this employee will be paid based on hours tracked by the system time clock Note The Gross Pay Per Period is generated by the system 34 Check Employee is Exempt from Check the Employee is Exempt from Overtime box to Overtime notate t
492. ployee to activate the entry field click the down arrow and select the employee from the list by double clicking the name or highlight the name and click the Select button Check the Show voided records box to include voided time card entries Check the Show items marked for review box to show time card entries that are incomplete that need to be reviewed and edited 64 Check Show Notes Check the Show Notes box to include notes regarding job clock entries that have been reviewed and edited 65 Click OK Click the OK button to generate the report 66 Select Employee and select Payroll Batch 67 Click Run Report 68 Enter number of payroll batches to view and click Refresh 69 Select a payroll batch to vew 70 Select Employee and select Payroll Register Select Employee under Category and select Payroll Batch under Report Name to view an employee payroll report including pay period start date time pay period end date time payroll batch date time employee information payroll setup earnings deductions and total check amount and effective labor rate for each employee in the selected payroll batch Click the Run Report button to open the Select Payroll Batch window listing the previous payroll batches in descending date order Enter a number to show that number of the last payroll batches on the list and click the Refresh button to display those payroll batches in the list box Select a payroll batch to view by
493. ply Finance Charges The default setting is to Use Program Setup which will apply Finance Charges automatically to all A R Statements however there is a function in the Post Automatic Finance Charges feature where the user can unselect certain customers at the time they Post Automatic Finance Charges to not apply Finance Charges to that specific customer this month IMPORTANT NOTICE Prior to posting finance charges you should apply all outstanding credits to each customer s current charges To view which customers hawe credit available please run the Accounts Receivable Aging Summary Report and in each customer account with credits AND invoices apply credits to open invoices From the Menu Bar click Customer From the Menu Bar click Customer Svc select Accounts Svc select Accounts Receivable Receivable Statements from the drop list and select Post Statements and select Post Automatic Finance Charges from the side drop list to Automatic Finance Charges open the Post A R Finance Charges window Enter Date to Post finance charges Enter the Date to Post finance charges for all open for invoices that have a due date invoices that have a due date listed before this date before this date which as of this date are now past due Note Finance Charges are applied to all customer accounts wth Use Program Setup selected in the A R Finance Charges section of their customer record under the Details link Check Show Accounts Receivable Check the S
494. port Name to Inventory Sales History generate a list of parts sold within a specified time period including the Part Number Description Product Code Location Has Core Quantity Sold Average Cost Total Cost Average Sales Price Total Sales Profit Amount and Profit Percentage on the Summary Report 57 Click Run Report Click the Run Report button to open the Inventory Sales History Report Filter window 58 Select Summary Report or Detail Select to generate the Summary Report or select the Report Detail Report to include date sold invoice number cost and price each in addition to the summary report information 59 Select by Part Information Select All Parts or select by Part Number Description Location or Product Code to activate the From and To entry fields and enter the search criteria 60 Select by Manufacturer Select All Manufacturers or select Manufacturer Line or Class to activate the From and To entry fields and enter the search criteria 61 Select by Category Group inactive This selection criterion is inactive for this report 62 Enter by Date Enter the Begin and End Date of the date range by keying in the dates or click the Select buttons and choose from the calendars Copyright 2012 MaxxTraxx User Manual a4 63 Click OK Click the OK button to generate the report 64 Select Inventory and select Select Inventory Valuation under Report Name to generate Inventory Valuation a report listing the tot
495. postcard is saved in a customer record for future mailing the scheduled letter or postcard will also be deleted from the customer record Click the Edit Letter Text button to open the selected letter or postcard in the word processor to make changes to the content 20 Click Close Click the Close button to exit the Letters window Copyright 2012 MaxxTraxx User Manual 200 4 9 MaxxBucks Review The MaxxBucks Customer Loyalty Rewards Program is designed to Increase repeat business Improve customer loyalty Demonstrate customer appreciation Rewards account set ups enrollments and trials Strengthen brand recognition The first step in utilizing the MaxxBucks program in MaxxTraxx CE is to activate the MaxxBucks Utility and set up your loyalty rewards program name and parameters See the MaxxBucks Setup procedure for details The second step is to activate MaxxBucks in the customer record on the Genereal screen by checking the MaxxBucks box Note When you enter a custom name for your loyalty rewards program that name will display in place of MaxxBucks in the system You may consider entering in an initial amount of MaxxBucks in the customer s MaxxBucks account to reward them for signing up for the program Once you have completed the setupprocess the program will accumulate points each time this customer has a service or repair performed at your shop The MaxxBucks program only accumulates points and pays out a discount on repair
496. previewed at the bottom of the labor search window before it is added to a repair order 7 Enter Billed Rate Hours for Menu Enter the number of Billed Rate Hours to be charged to Priced Labor skip to step 8 the customer for performing this labor service Hours can be described in tenths by using a decimal before the number 8 Enter Flat Rate Hours Enter the Flat Rate Hours to be paid to the technician for performing this labor service Hours can be described in tenths by using a decimal before the number 9 Select Product Code Select a Product Code from the list by clicking the Select button Product Codes are used to group labor services together for accounting purposes The default Product Code is GL for General Labor however you can create additional product codes to record and track your labor sales in separate accounts on the general ledger 10 Check Make taxable at current tax Check Make taxable at current tax rate box if labor in your rate box if applicable area is taxed and the system will automatically apply sales tax to these labor services on the invoice 11 Click Next for Menu Priced Labor Click the Next button to go to the pricing screen or click skip to step 14 Back at any point to review or edit your previous entries 12 For Flat Rate Labor Check Use Check the Use Shop Rates box to apply the standard Shop Rates box or Enter labor rates for the shop to the Billed Rate Hours for this Custom Labor Rates A
497. ption 11 Select by Labor Type Select All Labor Types or choose Flat Rate Labor Menu Priced labor or Free Form Labor to display on the report 12 Select by Date Select All Dates or select Selected Date to activate the Copyright 2012 s MaxxTraxx User Manual Begin and End entry fields enter the dates or click the Select button and choose from the calendars 13 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 14 Select Labor and select Labor Select Labor under Category and select Labor Services Services List List under Report Name to print a list of all Labor Services or a range of Labor Services by labor code or description and by labor type 15 Click Run Report Click Run Report or double click the report name to open the General Labor Report Filter window 16 Select by Labor Information Select All Labors or select Labor Code or Labor Description to activate the From and To entry fields to key in the labor services range for the report by code or description 17 Select by Labor Type Select All Labor Types or choose Flat Rate Labor Menu Priced labor or Free Form Labor to display on the report 18 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 19 Select Labor and select Sublet Select Labor under Category and select Sublet Sales Sales under Report Name to print a Summa
498. ption is for private chats ONLY Chat Room messages wll light up the MaxxChat icon in the tray whenever a message is received 17 Click OK Click the OK button to close the MaxxChat Options window 18 Click Time Clock Click the Time Clock icon on the Tool Bar or on the desktop if only the JobClock exe executable is installed on a work station to open the Time Clock Job Clock Login window 19 Enter Employee Code Enter your Employee Code to open the MaxxChat feature using the Job Clock instead of the icon on the Tool Bar 20 Click MaxxChat Click the MaxxChat button on the left to open activate the MaxxChat feature for this user on this workstation NOTE The MaxxChat button in the Time Clock Job Clock feature is active if ONLY the Job Clock executable is installed on the workstation This is just another way to access MaxxChat and works the same as noted above The button in the Time Clock is not necessary if MaxxTraxx is installed on the workstation just access from the icon on the Tool Bar Copyright 2012 319 MaxxTraxx User Manual 11 9 Logoff Current User The Logoff or Logout Current User procedure explains how to log out the current user and prompt another user to log into the system When the Security is active on MaxxTraxx each user is required to enter their employee code and password when they log into MaxxTraxx The logged in user has access to the sections of the system that correspond to their security level
499. purchase order number is formatted 67 Enter Prefix Enter a Prefix character to go on the front of the system generated purchase order number For example A1001 68 Enter Next Number Enter the Next Number for the system generated purchase order number to start at For example 1001 69 Enter Suffix Enter a Suffix character to go on the end of the system generated purchase order number For example 1001 A 70 Select Purchase Order Number Select one of the three Purchase Order Number Assignment Assignment options radio button to 1 Automatically assign an incremental number 2 Prompt the user to use the repair order number or 3 Always use the repair order number If option 2 or 3 are selected a suffix i e 1 2 3 is added to the repair order number to accommodate multiple purchase order per repair order 71 Click Inventory Setup link Click the Inventory Setup link set up the inventory tracking and parts labor and sublet cost and pricing management 72 Check Track Inventory Check the Track Inventory box to activate the inventory section where inventory records are created as new parts are added to repair orders via catalogs buyouts etc 73 Check Add Catalog Parts to Check the Add Catalog Parts to Inventory List box to add Inventory List a part that is added transferred to an invoice from a catalog to inventory as a permanent parts record This feature is automatically selected on the Part Sales Detail Information scree
500. r Labor from AllData procedure explains how to access search and export a labor service to an open repair order from the AllData Parts amp Labor Guide Once the labor service is exported to the repair order the Labor Sales Detail Information can be edited Select and open the Repair Order on the Service Counter Highlight the Reason for Service line and click Labors Select Labor from AllData Click on a vehicle system category link Click on a vehicle sub category link Double click the Repair Order RO or highlight the RO and press Enter to open the RO and highlight the Reason for Service line the Labor is associated with With the Reason for Service line highlighted click the Add Labors button below the Repair Order list box The Add Labor button will only be active if you have a Reason for Senice line to associate it with Select Labor from AllData from the drop list to open the AllData screen with the vehicle information listed on the title bar The labor times displayed will be for the listed vehicle s year make model and engine The Reason for Service that this labor will be added to displays below the labor services list box Click on the blue underlined link listing the vehicle system category with the labor service you want to add to the open repair order If there are sub categories for the system category selected the additional listings will appear in the list box Click on a vehicle sub categor
501. r INVOICE ege EdE E AER AER EENEG das 143 Parts Invoice Options Review 146 Parts Invoice LINKS Review 149 Edit Selected Parts INVOICG ue SEEENEEENENEEN inahan ainaani kanaa aieiaa aauina aia 150 Part Ill O AN o om RF WN ech sch kh OO N a O Part IV O OO NO oa FPF WN a Part V O ON o om P Go N a ch Parts Manager 151 Parts SO ANC T E E E E E ATT 152 Part Sales Detail Information and Pricitng cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeseneees 154 Create Parts Purchase Orders Order Parts cccccceeeeeeceeeeeeeeeeeeeeeeseeeeeeeeeeeeeeesaeeeeeeeanneeees 158 Order Parts from Low Stock Parts Notice cccecccceeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeesaeeeeeesaneeeees 162 Enter Incoming Parts Invoices Restock Parts cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeeeneees 164 Search View Closed Parts Orders cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeesaeeeeessaneeeeseaeeeeeesaneeeees 168 Search View Closed Vendor INVOICES cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeesaeeeessaeeeeeesaneeenes 169 Update Inventory Pricing scicciiccsvcccieiecccecccien csteutcbecpetive teeta ENNEN EES SEENEN EEEEK ENKE Enn 170 Update Parts Lists with Catalog PriceS 0ccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeneees 172 Part Price Matrix Setup edd iara aea EES eege EENS Eai 173 Take Physical Inve mtOny ss ess scien dve cence vex gee adeeces deve
502. r Order RO or highlight the RO and press Enter to open the RO and highlight the Reason for Service line the Labor is associated with With the Reason for Service line highlighted click the Labors button below the Repair Order list box The Labors button will only be active if you have a Reason for Service line to associate it with 3 Select Freeform Labor Service Select Freeform Labor Service from the drop list to open the Labor Service Sales Detail Information window 4 Enter Short Description Enter a Short Description of the labor service to appear on the screen when viewing the RO up to 25 characters 5 Enter Printed Description Enter a Printed Description of the labor service that will print on the repair order 6 Select Assigned Technicians if applicable 7 Allocate Flat Rate Hours and Billed Hours if applicable 8 Check Complete box if applicable In the Assigned Technicians section if a default technician was selected when the repair order was started that tech will appear as the Tech 1 on every labor that is added to the repair order automatically If a Labor is added before a default technician is selected a technician will need to be assigned to that existing labor Click the Select button to open the Select Technician window and double click or highlight a technician and click the Select button to assign that technician to the repair order There can be another technician assigned to the same labor
503. r and click the Select button to open the Labor Service Sales Detail Information window 6 Enter Edit Hours Billed to Customer Enter the Hours Billed to customer by keying in amount or using spin buttons Hours can be described in tenths by using a decimal before the number 7 Click OK Click OK to save this labor operation of the repair order Copyright 2012 MaxxTraxx User Manual 1 35 Add ALabor To A Repair Order Freeform Labor The Add A Labor to a Repair Order Freeform Labor procedure explains how to Add the Freeform Labor with verbiage to an open Repair Order This procedure is much like the Add A Labor to a Repair Order Labor Service from List procedure except that the description needs to be written and there is an option to mark this Labor service as taxable applicable in some states which is an included a part of the labor services on the list The Freeform Labor is a useful tool because of it being completely custom and not having to search for an existing labor however to increase service writing productivity overall and to maintain a standard protocol for performing and documenting that labor a Labor service record should be created as often as possible for any job that will be repeated in the shop keeping in mind they can be and are designed to be edited as needed Select and open the Repair Order on the Service Counter 2 Highlight the Reason for Service line and click Labors Double click the Repai
504. r customer account through a payroll deduction Conversely if your employee is also a customer and vendor for you you can pay his AR balance with AP charges you have on his vendor account Copyright 2012 MaxxTraxx User Manual 228 6 2 Search For An Employee The Search Employee procedure explains how to search for view edit or delete an employee record 1 From the Menu Bar click Payroll From the Menu Bar click Payroll and select Employee and select Employee List List from the drop list to open the Employees window 2 Enter Search For criteria Enter the employee s last name in whole or just the first few letters in the Search For entry field to activate the progressive search 3 Click Edit With the selected employee highlighted click the Edit button to open the employee record to view and or edit as needed or double clicking the name on the list to open the employee record 4 Click Delete Click the Delete button to remove the highlight employee record from the Employee list 5 Check Show Deleted Employees Check the Show Deleted Employees box to display deleted employee records on the Employee list in red type Note To reactivate a deleted employee record right click on the name and select Undelete Employee from the drop list 6 Click Close Click the Close button to close the Employees window Copyright 2012 229 MaxxTraxx User Manual 6 3 Employee Reports The Employee Reports procedure exp
505. r maximum MaxxBucks that can be earned for total part sales per RO paid with Credit Card Enter MaxxBucks percentage to be earned for total part sales per RO paid to Accounts Receivable Enter maximum MaxxBucks that can be earned for total part sales per RO paid to Accounts Receivable Enter MaxxBucks RO discount percentage to be applied to labor sales Enter maximum MaxxBucks that can be applied as a discount of labor sales on an RO Enter maximum MaxxBucks that can be applied as a discount of part sales on an RO Enter the maximum amount of MaxxBucks in dollars and cents that can be earned for total labor sales per repair order and applied to the customer s MaxxBucks account if they charged the repair order to Accounts Receivable Enter the percentage of part sales per repair order to be calculated and applied to the customer s MaxxBucks account if they paid the repair order with Cash and Checks Enter the maximum amount of MaxxBucks in dollars and cents that can be earned for total part sales per repair order and applied to the customer s MaxxBucks account if they paid the repair order with Cash and Checks Enter the percentage of part sales per repair order to be calculated and applied to the customer s MaxxBucks account if they paid the repair order with Credit Card Enter the maximum amount of MaxxBucks in dollars and cents that can be earned for total part sales per repair order and applied to the customer s
506. r on Printed Check the Show Customer on Printed Technician Tech Worksheet Worksheet box to print the customer s name under the vehicle information on the technician worksheets 127 Check Don t Print Extra Lines On Check the Don t Print Extra Lines On Tech Worksheet box Tech Worksheet to not print the two columns of lines and the area to enter Time Worked Hours Minutes on a technician worksheet under each labor for technicians to make notes and enter times 128 Check Print Recommendations Check the Print Recommendations on the Tech on the Tech Worksheet Worksheet box to include recommended services in the vehicle record on the technician worksheet to note whether the services have been completes or should be removed 129 Click Misc Defaults link Click the Miscellaneous Defaults link to select new entries as taxable or not to set Profit Percentage Targets select additional fees to include in Invoice Profit Calculation etc 130 Check Default New And Free Check the Default New and Free Form Labors As Taxable Form Labors As Taxable box to have the taxable sales tax applied box automatically checked on all new labor records and free form labor Copyright 2012 MaxxTraxx User Manual 338 131 Check Default New Parts and Check the Default New Parts and Buyouts As Taxable box Buyouts As Taxable to have the taxable sales tax applied box automatically checked on all new part records and buyout parts 132 Check Default New Sub
507. r selected accounts as needed 11 Click Delete Click the Delete button to remove the highlighted Product Code from the list 12 Click Close Click the Close button to exit the Part Product Codes list window 13 From the Menu Bar select Setups select Miscellaneous Accounting select Product Codes then select Labors 14 Repeat steps 2 12 15 From the Menu Bar select Setups select Miscellaneous Accounting select Product Codes then select Sublet Labors From the Menu Bar select Setups select Miscellaneous Accounting from the drop list select Product Codes from the side drop list and then select Labors from the secondary side drop list to open the Labor Product Codes window Repeat steps 2 12 with the exception of step 5 Select an Inventory Asset Account and 7 Select a Cost of Goods Sold Account since Labor is not inventoried nor does it have a cost of goods associated with it From the Menu Bar select Setups select Miscellaneous Accounting from the drop list select Product Codes from the side drop list and then select Sublet Labors from the secondary side drop list to open the Sublet Product Codes window 16 Repeat steps 2 12 Repeat steps 2 12 17 From the Menu Bar select Setups select Miscellaneous Accounting From the Menu Bar select Setups select Miscellaneous Accounting from the drop list select Product Codes from Copyright 2012 MaxxTraxx User Manual 300 selec
508. r the employee as a deduction or the employer as an expense The number of custom payroll items is unlimited Once created the custom payroll items paid by the employee should be selected in the Employee Record and are available in the Enter Beginning Payroll Record feature from the Other Deductions Edit button under the Deductions section in the bottom left corner Custom payroll items paid by the employer are applied automatically and are available in the Enter Beginning Payroll Record feature from the Other Taxes Edit button under the Deductions section in the Employer list of taxes in the far right column Other Payroll Items can be set to print on the W 2s From the Menu Bar click Setups From the Menu Bar click Setups select Accounting and select Accounting and Payroll Payroll from the drop list and select Other Payroll Items and select Other Payroll Items from the side drop list to open the Other Payroll Items window 2 Click Add Payroll Item Click the Add Payroll Item button to start the create an Other Payroll Items wizard 3 Select User defined tax and Next Select the User defined tax radio button to create a new payroll item or click the Pre defined tax from the list below radio button to activate the table below to select a pre defined tax to modify in the wizard as applicable for your tax authority Then click the Next button 4 Select Paid by the employee or Select the Paid by the employee radio button for a payroll paid by t
509. r the results generated by these reports i e payroll reports Most of the default posting setups do not need to be edited or changed unless your accountant would like to see a Specific process tracked differently with a different account name etc Some default accounts cannot be changed because they are integral to the system however the account selected to collect and store the information can be changed For some processes additional accounts can be created to track data using different accounts for example you can create a maintenance account for the office and a different maintenance account for the shop to track cash paid out of the cash drawer to maintain each section of the building separately Another example of creating an additional account would be to accept monthly rent for one bay of your shop that you sublet to a glass replacement technician Under the Misc Cash Income you would create a new income account name it Income from sublet rent and assign it a 40000 account to track and record these rent payments This income will then be recorded on your income and expense statement Note Be sure to edit or change the default account setup s before your first RO is paid in the system as changes made after transactions have been processed and recorded on the general ledger may affect the information reported on income and expense statements If in assigning a G L Account Number the account number you want cannot be found on the Chart of
510. r will display in the read only text box across the bottom of the window 10 Select Labor Select the Labor from the list by double clicking the labor or highlighting the labor and clicking the Select button at the bottom of the window 11 Enter Hours Billed to Customer Enter the Hours Billed to Customer by keying in amount or using the spin buttons 12 Click OK Click the OK button to save this labor service to the quote Copyright 2012 MaxxTraxx User Manual 1 4 13 Highlight Labor line and click Parts With the Labor line highlighted click the Parts button or right click the Labor line and select a Parts method from the drop list The Parts button will only be active if you have a Labor line to associate it with 14 Select Part from Part List Click on Part from Part List to display the Part Search window Selecting the Part List will display all parts that have been entered in the system and posted to inventory 15 Search for Part from the Part List Start to enter the part number and the progressive search will narrow the part list down Click on the part number as soon as it appears on the list or continue to enter the entire part number to narrow the list to the exact part number Ifthe part has not been entered into the system before the list window will eventually list no parts 16 Select a part from the list Double click the part or highlight the part and click the Select button to add the part to the quote 1
511. ranty Click in the Default column to add that warranty to all new part invoices Note Selecting new default warranties will not change default warranties on an existing repair order 3 Unselect Default warranty Unclick the Default column on the line of the warranties to be removed from appearing on a part invoice by default Note All warranties can be accessed from within a part invoice and added at anytime 4 Click Add Warranty Click the Add Warranty button to open a new Part Invoice Warranty window to create a new warranty record 5 Enter Warranty Code Enter a Warranty Code to search the warranty record by up to 20 characters including spaces 6 Enter Description Enter the description of the warranty as it should appear on the part invoice 7 Check Default Warranty 1 or Check the Default Warranty 1 box to designate this new warranty to be the first default warranty automatically added to all new part invoices 8 Check Default Warranty 2 Check the Default Warranty 2 box to designate this new warranty to be the second default warranty automatically added to all new part invoices 9 Click OK Click the OK button to save the new warranty record 10 Select warranty and click Edit Select a warranty on the list by double clicking the line or highlighting the line and click the Edit button to open the Warranty record and edit the record as needed then click the OK button to save your entries 11 Select warranty and click D
512. rd Defaults using the edit button with the letter or postcard size highlighted NOTE Letters and postcards CANNOT be deleted if they are selected to be sent ina customer or vehicle record From the Menu Bar click Marketing From the Menu Bar click Marketing and select Edit and select Edit Letters and Post Cards 2 Click Edit 4 Click Delete Click Edit Letter Text Edit Mail Merge field by highlighting the entire merge field From the Menu Bar click Mail Merge and Select Mail Merge field Select mail merge field From the Menu Bar click File then click Save and or Exit 10 Click Close Letters and Post Cards from the drop list to open the Letters window listing all the letter and postcards in the system Highlight a letter or postcard and click the Edit button to open the Letter Properties window to change the format rename the letter or postcard or edit the letter or postcard description Click the Delete button to delete the letter or postcard from the system Note Deleted letters and postcards are really inactive once they are deleted check the Show deleted Letters check box on the Letter list and right click on a deleted letter or post and select Undelete to reactivate the letter or postcard Click the Edit Letter Text button with the letter or postcard to be edited highlighted to open the Word Processor window and edit the content of the letter or postcard Edit a Mail Merge field by highlighti
513. rder and highlight the Reason for Service line the Labor is associated with 2 Highlight the Reason for Service line With the Reason for Service line highlighted click the and click Labors Labors button or right click on the Reason for Service line Note A Reason for Service line must be highlighted to activate the Add Labor button 3 Select Labor Service from List Select Labor Service from List from the drop list to open the Labor Search window 4 Enter Labor Code Enter the Labor Code to activate the progressive search function The Note The Printed Descriptions will display in the read only text box across the bottom of the window to preview the Labor content before selecting that Labor 5 Change Search By criteria if Click the radio button under the Search By criteria to applicable change the search criteria to 1 Labor Code or 2 Short Description The default search by criteria is Labor Code If the Labor is not listed click Add Click the Add Labor Service button to open the wizard to Labor Service if applicable add a new Labor service record to the system 7 Click Edit Click the Edit button to open the highlighted Labor record window to edit the Labor record as needed Editing this labor record will permanently change the Labor record in the system 8 Click Delete Click the Delete button to permanently delete the high lighted Labor record from the system 9 Select Labor Select the Labor from the list by dou
514. rder by selecting from a list of labor service records in the system The Quick Start version does not explain the peripheral features associated with this function A Request for Service Vehicle Problem or Freeform Note Reason for Service has to be highlighted on the Repair Order to activate the Add A Labor button Multiple labor services can be associated with a single Reason for Service This procedure will use the Labor Service from List method to search select and add a labor to a Repair Order Select and open the Repair Order on Double click the Repair Order or highlight the Repair Order the Service Counter and press Enter to open the Repair Order and highlight the Reason for Service line the Labor is associated with 2 Highlight Reason for Service line and With the Reason for Service line highlighted click the Add click Labors Labors button or right click on the Reason for Service line Note A Reason for Service line must be highlighted to activate the Add Labor button 3 Select Labor Service from List Select Labor Service from List from the drop list to open the Labor Search window 4 Enter Labor Code Enter the Labor Code to activate the progressive search function The Note The Printed Descriptions will display in the read only text box across the bottom of the window to preview the Labor content before selecting that Labor 5 Select Labor Select the Labor from the list by double clicking the labor or highlight the labo
515. re will be used to calculate the new price but the pricing will remain at that price REGARDLESS of cost unless a method is selected in the part record to override it 8 Click Next Click the Next button and do step 9 Select Criteria if the Select Parts radio button was selected or skip to step 10 if All Parts was selected on the previous screen Copyright 2012 171 MaxxTraxx User Manual 9 Enter Beginning With and Ending Enter Beginning With and Ending With criteria for either With criteria the Part Number Part Description Product Code OR Location to update inventory pricing for this select segment of parts on the Parts List 9 Click Next Click the Next button to the Enter Price Information to update inventory pricing 10 Enter Price Information Enter Price Information for pricing levels A through F using one of the four pricing methods note a combination of methods can be applied to update inventory pricing a different method and or amount for each level 11 Click Clear optional Clear the Clear Button if needed at any time to reset the pricing methods selected above to zero to start over 12 Click Finish Click the Finish button to apply the selected pricing information to the parts selected in the wizard 13 Click Yes to confirm or Click the Yes button to confirm your selection to update inventory pricing of the select parts to the selected pricing 14 Click No Click the No button to cancel your selection o
516. reate a new group name and click the OK button to add the name to the list 4 Click Edit Click the Edit button to open the selected group name window and edit as needed then click the OK button to save your entries 5 Click Delete Click the Delete button to delete the selected group name from the list Note Deleted checklist group names can be viewed by checking the Show inactive checklist groups box 6 Click Close Click the Close button once the checklist group names have been created to exit the Checklist Groups window 7 From the Menu Bar click Setups From the Menu Bar click Setups select Miscellaneous select Miscellaneous Lists then Lists from the drop list and then select Checklists to open select Checklists the Checklists Templates window listing the existing Checklists 8 Check Show inactive checklist Check the Show inactive checklist templates box to templates display previously deleted checklists templates 9 Click Insert Click the Insert button to open a new Checklist Template 10 Enter Checklist Name Enter a Checklist Name to be printed at the top of the Checklist Note The tab key can be used throughout this form 11 Check Print items that have not Check the Print items that have not been inspected box to been inspected display and print items on the checklist that have not been inspected These items will have a box with a check mark next to it denoting that the item has not been inspected 12 Enter Opti
517. record can be made active again by right clicking on the highlighted manufacturer record and selecting Undelete Manufacturer from the drop list Copyright 2012 179 MaxxTraxx User Manual 3 13 Search Catalogs The Search Catalogs procedure explains how to access online Catalogs from outside a repair order From the Menu Bar click Parts Mgr From the Menu Bar click Parts Mgr and select Catalogs and select Catalogs from the drop list to display the catalogs on the system Note These catalogs are also accessible by clicking the Options button F2 on the Service Counter 2 Highlight Catalogs and select a Select a catalog from the Catalogs selection drop list to catalog from the side list view available catalogs on the system 3 Select catalog Click on the catalog from the side list to open the online catalog Web page Copyright 2012 MaxxTraxx User Manual 10 3 14 Inventory Reports The Inventory Reports procedure explains how to generate various reports including part sales parts in inventory inventory level adjustments valuation pricing parts on order parts to be reordered parts purchased and parts sold as short sales When a report name is selected a description of the contents of that report will display in a text box below the Report Name list box The Report Preview window will display the report where the Windows functions can be used to Zoom In Print the report click the spin buttons to view reports
518. red in each individual tire s part record Click the OK button to save your entries and close the Tire Setup window Copyright 2012 MaxxTraxx User Manual 32 12 5 Security Groups Setup The Security Groups Setup procedure explains how to edit an existing security group or create a new security group adding the system areas to be accessible by the employees assigned to that security group New systems have four preexisting security groups accounting administrator service writer and technician already in the Security Groups Setup section These four security groups can be edited to include the system areas you would like that group to have access to or a new security group can be created Whenever an employee logs into the program the security rights they are assigned to take effect If a user in a particular security group attempts to access an area he or she has not been granted rights to MaxxTraxx will ask for an authorized person to log in to access that secure area After your security groups are created and you have assigned at least one employee to a group that has access to all sections of the system click on Setups select Company Information from the drop list and on the General link remove the checkmark in the Turn Off System Security box to turn on the security system NOTE DO NOT REMOVE THE CHECKMARK WITHOUT FIRST CREATING THE SECURITY GROUPS AND ASSIGNING AT LEAST ONE EMPLOYEE TO A FULL ACCESS GROUP OR YOU WON T BE ABLE
519. repair order can be paid Enter an amount in the Add On Charges entry field s if the field is active and the Add On Charge applies to this labor The Add On Charge is calculated based on the billed hours For example a 10 Add On charge based on a half hour 5 labor would add a 5 charge to the repair order Enter Shop Rate Adjustment by editing the Hourly Shop Rate or entering a discount percentage to calculate the amount charged to the customer If an amount is entered into the Adjusted Discounted Shop Rate entry field the percentage will be automatically calculated and applied The amount discounted will print on the repair order Check the Apply Warranty Discount box to activate the Discount percentage entry field Enter the percentage of the labor charge to be discounted This amount will be tracked under a warranty account on the general ledger Copyright 2012 MaxxTraxx User Manual 20 Click More Labor Service Click the More button in the lower left corner to open the Profitability Labor Service Profitability window This screen is a view only screen to view the profitability of the labor service 21 Click OK Click the OK button in the Labor Service Sales Detail Information window to save changes to the Labor service Copyright 2012 MaxxTraxx User Manual 1 34 Add A Labor To A Repair Order Quick Start The Add A Labor to a Repair Order Quick Start procedure explains how to add a labor to an open Repair O
520. results 3 Check Show Inactive Check the Show Inactive Manufacturer box to display Manufacturers box deleted manufacturers in the search results 4 Select manufacturer or Double click on the line of the manufacturer to open the manufacturer record and view and or edit as needed 5 Click Add Manufacturer Click the Add Manufacturer button to open the Manufacturer window to create a new manufacturer record 6 Select Company or Person Using the radio buttons select Company or Person for the type of manufacturer record Depending on which type you select the data entered will be the person s name or the company name which will be the search parameter when performing a manufacturer search 7 Enter Name Enter the First and Last Name if a person was selected for the type or enter Company Name and Contact Name if a company was selected Note The system wil not search on the Contact Person s Name 8 Enter Address 1 2 Enter the physical address of the manufacturer on one or two lines if needed up to 50 characters per address line 9 Enter Zip code Enter Zip code and the City State and Country fields will be auto populated These fields can be entered manually 10 Enter Email Enter the manufacturer s email address There is an email feature on the General screen of the Manufacturer Record 11 Enter Web Address URL Enter the manufacturers Web Address URL for reference 12 Click Phone link Click the blue underlined Phone link i
521. rice fields Entries in these fields will print the same on the repair order or part invoice the warranty column as a regular discount shown above however the discount amount will be tracked on the general ledger in a separate expense account NOTE The Warranty Discount defaults to 100 but can be edited The Stock On Hand amount is the total quantity of this part available not reserved on a repair order or part invoice tracked in MaxxTraxx in real time If this amount is negative that means that the part is entered on a repair order or a part invoice without having that part available in stock and that part needs to be ordered and restocked before being sold on a repair order or part invoice if inventory is tracked The Quantity On Order amount is the total quantity of this Copyright 2012 MaxxTraxx User Manual 156 12 View Need To Order 13 View Reserved 14 Enter Quantity 15 Click Profit Monitor percentage 16 View Average Cost 17 View Sales Price 18 View Profit part that has been ordered using a Parts Order Form Click the Details button to the right of the field to view the Parts Order Form that this Part has been ordered on The Need To Order amount is the total quantity of this part that is not in stock low stock parts that needs to be ordered and restocked in MaxxTraxx before the repair order or part invoice is posted to properly keep track of inventory and cost of goods sold parts T
522. right 2012 MaxxTraxx User Manual s 13 11 Beginning Payroll Balances The Beginning Payroll Balances procedure explains how to enter each employee s payroll information to date for the year including employees whom you have let go but have not issued a W 2 All employee records should be entered into the system with their payroll setup complete including method of pay pay frequency pay or commission schedule From the Menu Bar click Setup select Accounting and Payroll and select Enter Beginning Payroll Records 2 Click Add 3 Enter Pay Date 4 Enter payroll information 5 Click OK 6 Click Edit and tax table before entering beginning payroll balances From the Menu Bar click Setup select Accounting and Payroll from the drop list and select Enter Beginning Payroll Records from the side drop list to open the Browse Records window Note This window will list all beginning payroll entries in the system Click the Add button to open the Employee list and select the first employee by highlighting their name and clicking the Select button or double click on their name to open the Beginning Payroll Balance window for that employee You can enter payroll amounts year to date a quarter at a time or enter individual paychecks to have detailed payroll history for future reference As a suggestion for the year to date or quarter methods if you re beyond any end of quarter period enter one record for the year to t
523. rix Setup The Part Price Matrix is a central location used to set update and store values used for automatically calculating part prices Whether the part price is calculated using fixed sale price profit margin fixed dollar mark up cost multiplier or mark up down from list this matrix is the source for the calculation There are user definable ranges to step the price structure depending upon the part cost i e parts under 5 00 parts 5 01 to 10 00 etc There are six levels of pricing that can be set in each matrix and each level can use a different method of calculation i e Price A uses Profit Margin Price B uses Fixed Dollar Markup for example add 5 00 to the cost of every part in this range or Sales Price using the manually selected selling price for each part The number of part price matrices that you can create are unlimited From the Menu Bar click Parts From the Menu Bar click Parts Manager and select Part Manager and select Part Price Price Matrix from the drop list to open the Part Price Matrix Matrix window 2 Click Add Cost Click the Add Cost button to open the window to create a new price structure for a select cost range of parts i e 01 to 5 00 3 Enter Starting Part Cost Enter the Starting Part Cost or the lowest dollar amount the value will apply to The value will apply to all parts with this cost and higher unless there is another entry for a higher cost that will supersede this calculation Note
524. roll Tax Deposits on a weekly monthly or quarterly basis From the Menu Bar click Payroll From the Menu Bar click Payroll and select Make Payroll and select Make Payroll Tax Tax Deposit from the drop list to open the Payroll Tax Deposit Deposit Period window 2 Select Quarter for Deposit or Select Quarter for Deposit by clicking the down arrow and selecting from the drop list Note If you make quarterly deposits the current quarter in the program will add up ALL paychecks written and dated in the selected quarter 3 Check Use Manual Date Selection Check the Use Manual Date Selection box to activate the entry fields for calculating the tax deposit amount for a weekly or monthly tax deposit 4 Enter Beginning Tax Deposit Date Enter the Beginning Tax Deposit Date or click the Select button and choose from the calendar 5 Enter Ending Tax Deposit Date Enter the Ending Tax Deposit Date or click the Select button and choose from the calendar 6 Click OK and select payee Click the OK button to open the payee list for the deposit check and select the payee name Note If the payee for the tax deposit i e the IRS or your banking institution is not on the list click the Add Other Payee button to enter the payee name and information to the list 7 Click Add Other Payee If the payee name is not on the list click the Add Other Payee button to open the Other Payee window Select Person or Company using the radio buttons and en
525. rom Part list Click on Part from Part List to display the Part Search window Selecting the Part List will display all parts that have been entered in the system and posted to inventory by the Add A Part function the Buyout function and or the Parts Catalog function if the Add Buyout Catalog Parts to Inventory List was checked 4 Search for Part from the Part List Start to enter the part number and the progressive search will narrow the part list down Click on the part number as soon as it appears in the list or continue to enter the entire part number to narrow the list to the exact part number If the part has not been entered into the system before the list window will eventually list no parts 5 Select a part from the list Double click the part or highlight the part and click the Select button to add the part to the repair order 6 Enter Quantity The Part Sales Detail Information window will open with the quantity box highlighted Enter the part quantity be added to the repair order The default quantity is one 7 Click OK or click Add Another Click OK to close the Part Sales Detail Information Part to return to the Part List window add the part to the repair order and return to the Repair Order or click the Add Another Part button to add the part to the Repair Order and return to the Part List Copyright 2012 MaxxTraxx User Manual 98 1 47 Add A Part To A Repair Order Part From AllData The Add A Par
526. rts Invoice Disclaimer Enter Disclaimer Signature Enter Invoice Signature Check Print Disclaimer At The End Of The Parts Invoice Check Print in Standard Warranty Box address phone etc This option is selected for printing on a pre printed parts invoice as MaxxTraxx requires company information entered in the Company Information setup section of the program NOTE Company Information wil not print if a custom logo is set up in MaxxTraxx even if this feature is not selected Click the Use Windows Default box to have the computer print the invoices using the computer s default printer NOTE To select another printer uncheck the box and click the Select button to choose another printer from the list Check the Print pick labels when the parts invoice is paid box to select to print a pick label by default whenever the part invoice is printed NOTE This is the default setting and this feature can be unchecked or checked at the time of printing from the parts invoice print screen Click the Use Windows Default box to have the computer print the pick label using the computer s default printer NOTE To select another printer uncheck the box and click the Select button to choose another printer from the list Click the Part Invoice Disclaimers link to enter the verbiage to print on the part invoice to inform the customer of disclaimers and request a signature to acknowledge they have read and understand the disclaimer
527. ry Report generate a list of parts in inventory comparing sales for a given time and calculating excess inventory based on sales 19 Click Run Report Click the Run Report button to open the Inventory Adjustments Report Filter window 20 Select Parts to Include Select All Parts or select to generate a report based on Part Number Description Location or Size to activate the From and To entry fields and enter the search criteria 21 Select Sales Date Select All Dates or Selected Dates to activate the Begin and End Date entry fields click the Select buttons and choose from the calendars 22 Select Sales Quantity Select All or select Sales quantity less than or equal to and enter an amount to search for parts with a sales quantity equal to or less than the entered amount 23 Select Sort By Select to Sort the results by Part Number Excess Quantity or Excess Inventory Value 24 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 25 Select Inventory and select General Select General Inventory List under Report Name to Inventory List generate a list of parts including Part Number Description Product Code Location Vendor Code Best Quantity Minimum Quantity Need To Order Quantity On Hand Average Cost and Valuation with a Total Quantity of Parts On Hand and Total Parts Valuation 26 Click Run Report Click the Run Report button to open the General Inve
528. ry Report or Detail Report of all Sublet Labor Sales for a specified timeframe by sublet code or description 20 Click Run Report Click Run Report or double click the report name to open the Sublet Sales Report Filter window 21 Select Summary Report or Detail Select Summary Report or Detail Report by clicking the Report radio buttons 22 Select by Sublet Information Select All Labors or select Sublet Code or Sublet Description to activate the From and To entry fields to enter the labor services range for the report by code or description 23 Select by Date Select All Dates or select Selected Date to activate the Begin and End entry fields enter the dates or click the Select buttons to choose from the calendars 24 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over Copyright 2012 MaxxTraxx User Manual e 1 41 Add A Sublet The Add A Sublet procedure explains how to add a Sublet Labor to the list of Sublet Labors Sublet Labor can be created while in a repair order or ahead of time from the Manage Sublet Labor List section of the system Note The procedure is the same from either the RO or the Manage Labor Service List once you get to the Add Sublet Labor button From the Menu Bar click Manager and select Manage Sublet Labor List 3 Enter Sublet Code Enter Description Enter Price A F Check Taxable Select Product Code Select Prim
529. s Enter Parts Invoice Disclaimer verbiage to print in the upper left corner of the parts invoice in red type if invoices are color The disclaimer can be up to 850 characters and prints exactly as it appears on screen The spell check function icon is to the right of the window Enter Disclaimer Signature verbiage to print on the part invoice just below the signature line under the Part Invoice Disclaimer in red type if invoices are color The disclaimer signature verbiage can be up to 166 characters Enter Invoice Signature verbiage to print just below the signature line at the bottom of the invoice in red type if invoices are color The invoice signature verbiage can be up to 100 characters Check the Print Disclaimer At The End Of The Parts Invoice box to print the Part invoice Disclaimer and the Disclaimer Signature verbiage under the invoice total If the box is not checked the Estimate Disclaimer and the Disclaimer Signature verbiage prints in the upper left corner of the repair order Check the Print in Standard Warranty Box for the warranty that is created in this section to appear in warranty section of the part invoice If the box is not checked the warranty will not print on the part invoice Copyright 2012 337 MaxxTraxx User Manual 119 Enter Warranty Enter Warranty verbiage to print in the warranty section on all part invoices The Warranty verbiage can be up to 300 characters The spell check function icon is
530. s are not tracked in inventory the repair order may be completed with the part placeholder Part Placeholders do not have part numbers If the accounting section of the system is used the part cost will need to be entered in the Part Sales Detail Information window A labor service has to be highlighted on the Repair Order to activate the Add A Part function Multiple parts can be associated with a single labor service Select and open the Repair Order on Double click the Repair Order or highlight the Repair Order the Service Counter and press Enter to open the Repair Order and highlight the Labor service line the Part will be associated with 2 Highlight Labor line and click Parts With the Labor line highlighted click the Parts button below the Repair Order entry field and click on a Parts method from the drop list or right click on the Labor line and select a part method from the Add drop list The Parts button will only be active if you have a Labor line to associate it with 3 Select Part Placeholder Select Part Placeholder from the drop list to open the Part Sales Detail Information window 4 Enter Part Description Enter the Part Description to appear on the repair order up to 100 characters in length including spaces 5 Click Select Click the Select button to the right of the Part Description entry field to open the Buyout Descriptions window 6 Enter Lookup Enter a part name in the Lookup entry field and select a part des
531. s list of Options can also be accessed using right click when on the Service Counter screen or by pressing the F2 function key To select one of the features on the drop list press the key for the underlined letter for that feature There are hot keys for many of the features to access that feature without using the mouse Some of the features available from the Options button identified below with an asterisk are also available using the icons buttons on the Side Tool Bar on the Main Screen From the Side Tool Bar click Options Select Make New Appointment Select Write New Repair Order Select Search Appointments Select Edit Appointment Select Delete Appt Repair Order Del Click the Options button with the yellow dot at the top of the side Tool Bar to view the drop list of features accessible from the Main Screen also accessible using right click or the F2 function key Select Make New Appointment from the drop list to start the Appointment wizard or press the Insert key to activate the same feature by choosing Make New Appointment from the Appointment or Repair Order selection window Hot Key F2 P Select Write New Repair Order from the drop list to start the Repair Order wizard or press the Insert key to activate the same feature by choosing Write New Repair Order from the Appointment or Repair Order selection window Hot Key F2 W Select Search Appointments form the drop list to open the Appointment Search
532. s on the list 12 Click Unselect All Click the Unselect All button to untag all the letters and or postcards on the list 13 Click Close Click the Close button to close the Marketing Letters window Any tagged letters or postcards will not be tagged the next time the window is opened Copyright 2012 MaxxTraxx User Manual 190 4 3 Print Mass Mailing Letters and Postcards The Print Mass Mailing Letters And Postcards procedure explains how to select a letter or postcard to use in amass mailing and select search criteria to select the customer to include in the mass mailing From the Menu Bar click Marketing and select Print Mass Mailing Letters and Postcards Click Select Select Zip Code and Customer Name or Select Repair Order Date Range or Select Reason For Service or Select Labor or Select Part or Select Customer Marketing Tag or Select Customer Has Not Been In Since 10 Select Customer Has Not Done Labor Service Since and click Next From the Menu Bar click Marketing and select Print Mass Mailing Letters and Postcards from the drop list to open the Letters window listing all the letter and postcards Highlight the letter or postcard to use for the mass mailing and click the Select button to open the Filter Custom Letter Mailing By window Using the radio buttons select Zip Code and Customer Name criteria and click Next to enter the Beginning and Ending
533. s ordering options available combined with the powerful parts management features maximizes your profit on every part sold The Business Management Department not only seamlessly manages all of the financial transactions that occur in your business on a daily basis but with the fully integrated accounting you have access to reports for every aspect of your business You will have the information and power to make decisions and manage your business effectively and profitably in real time not once a month when you receive reports from your accountant MaxxTraxx tracks all cash flow including payments received banking accounts receivable accounts payable payroll and taxes in an easy to use and understand format All the mystery is removed once you can see the details of your income and expenses with comprehensive accurate financial reports These reports provide a complete financial picture of your business in real time allowing you to make informed business decisions on the spot to maximize your opportunities and profitability The MaxxTraxx User Manual is comprised of procedures grouped into logical sections that explain step by step every feature in the program Each procedure starts with a detailed explanation of the feature followed by a two column format that allows a user to follow the numbered steps outlined in the left column while reading an explanation for each step in the right column Once familiar with a procedure the left column can b
534. s this technician or service writer is assigned to An RO or invoice listed in red type indicates this employee was assigned to this RO or invoice which was completed and paid in a previous pay period however the employee was not paid commission on it yet Click in the Pay column to select the ROs or invoices to pay the commission on and click the OK button to save your selections Note When the invoice line is highlighted the vehicle details for that repair order display in the Vehicle text box below Click the Print Time Card button to open the Employee Time Card window select the Starting Date and Ending Date for the Time Card and click the OK button to display the Time Card in the Report Preview window View and or print the Time Card as needed to calculate any overtime 13 Edit Loan Repayment 401K or IRA Edit or enter any Loan Repayments 401K contributions if applicable 14 Click Cafeteria Plans Edit 15 Click After Tax Deductions Edit 16 Click Recalc 17 Click Employer Amounts or IRA contributions that may differ from the default settings for these deductions in the employee record Click the Cafeteria Plans Edit button to open the Cafeteria Deductions window and edit as needed Click the After Tax Deductions Edit button to open the Miscellaneous Deductions window and edit as needed Click the Recalc button to manually recalculate the payroll totals and deductions if you made any changes to the Payro
535. se accounts do not need to be edited unless you have a different G L account numbering system you want to use Click on Payroll Wages User Definable in the Transaction Category to display the user definable accounts used to track various payroll wage types used in the payroll section of the system i e Bereavement Pay Jury Duty etc Edit the transaction description by highlighting a payroll wage and click the Edit button to open the Automatic Posting Transaction Definition window and edit the description and or click the Select button to open the Chart of Accounts window highlight a G L account and click the Select button to save the selected account Note Payroll Wages edited in this section wil update the corresponding label of the entry field in the payroll section with the same Transaction Description Click on Payroll Deductions in the Transaction Category to display the accounts used to track various types of payroll deductions withheld from your employees in the payroll section of the system Each payroll deduction type has an individual entry field in the payroll section that may or may not flow to a separate G L Account Number There are four user definable payroll deduction types that can be edited To change the G L Account Number highlight the Payroll Deduction type and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected acco
536. sed for a particular job are entered onto the repair order and billed to the customer Part from Vehicle History select a part from vehicle history to be added to the repair order If the part is not in stock you will be prompted to order the part upon exiting the repair order creating a new purchase order Other functions involved in writing a repair order are discussed in the Write a Repair Order procedure The Hot Key to Write a Repair Order is F2 then W Copyright 2012 a MaxxTraxx User Manual 1 21 Write A Repair Order The Write A Repair Order procedure explains how to Write A Repair Order using the labor method Labor Service from List and the parts method Parts List The other methods used to add a labor or a part will be discussed in separate procedures Other features reviewed include adding a Sublet adding Add On Charges applying Discounts and selecting a technician for the labor operation The Hot Key to Write a Repair Order is F2 then W From the Side Tool Bar click Write Click the Write New Repair Order button to open the New New Repair Order Repair Order window to create a new repair order on the Service Counter Note If the customer wants to schedule an appointment click the Make New Appointment button instead to enter the customer and vehicle information with service requests in an appointment format 2 Enter Search By criteria in the Find The Customer Search can be performed on the customer s en
537. select Employee Employee Time Cards Company Time Cards Company Summary under Report Name to Summary generate a report listing all the employees and their hours worked with a company total of hours worked for a specified time period 45 Click Run Report Click the Run Report button to open the Employee Time Card window 46 Enter Starting Date Enter the Starting Date or click the Select button and choose from the calendar 47 Enter Ending Date Enter the Ending Date or click the Select button and choose from the calendar 48 Click OK Click the OK button to generate the report 49 Select Employee and select Idle Select Employee under Category and select Idle Time Time Details Details under Report Name to generate a report per employee listing idle time entries on the time clock including date clock in time clock out time actual hours reason clocked out total hours an employee sub totals by reason for idle time with a company total and sub totals by reason for a specified time period 50 Click Run Report Click the Run Report button to open the Employee Time Card window 51 Enter Starting Date Enter the Starting Date or click the Select button and choose from the calendar 52 Enter Ending Date Enter the Ending Date or click the Select button and choose from the calendar 53 Select All Employees or a specific Using the radio buttons select Include All Employees or employee Only For This Employee to activate the entry field
538. select from the Choose step a h to close the Repair Order screen drop list as follows a Save Only Select Save Only to save changes to the Repair Order and close the Repair Order window b Save amp Change Status Select Save and Change Status to select from the status drop list the status of the job to be displayed in the status column on Service Counter c Save amp Print Select Save and Print to print the Repair Order in estimate format d Save Print amp Change Status Select Save Print and Change Status to Print the Repair Order in estimate format and select the status from the drop list to be displayed in the status column e Complete Select Complete to convert the Repair Order to an Invoice preventing any changes to the invoice f Complete amp Print Select Complete and Print to convert the Repair Order to an Invoice and print it for the customer The completed printed copy will read inwice instead of a Repair Order Select Pay to convert the Repair Order to an Invoice and open the Cash Drawer window to enter a payment The Cash Drawer window will list if the customer has a credit available to apply to the invoice and whether the customer has a current balance due on their account h Pay amp Print Select Pay amp Print to pay the invoice and enter a payment post the payment received and print an Invoice marked paid with the payment details listed on the invoice Copyright 2012 MaxxTraxx User Manual
539. sh on hand and enter the total cash on hand amount into the Counted Cash entry field The amount should match the Computed Cash amount The system figures the Computed Cash amount by adding and subtracting cash received or cash paid out from the Beginning Cash In Drawer amount Click the Details button to open the Cash Drawer Items window to view a list of all the cash transactions for the specified time period including date transaction type description amount and notes In the Cash Drawer Items window click the View RO button with a cash payment line highlighted or any other payment method to view the repair order associated with that payment 9 View Checks repeat for all methods Complete your bank deposit slip listing checks received of payment Double click on the Check line or another method of payment in the Method list box to open the Reconcile Copyright 2012 221 MaxxTraxx User Manual 10 Select Checks to be deposited repeat for all methods of payment 11 Enter your Cash Drop 12 Click Cash Drawer 13 Click Reports 14 Click Post and Print 15 Click Cancel Items window for the selected method of payment You can also highlight the Check line and click the Details button below to open the Reconcile Items window Check in the Cleared column to select the checks to be deposited and click the OK button to enter the selected payments into the Counted Column and the Counted Amounts section on the right
540. so this time displays as the earliest hour available on the drop list to schedule an appointment or promised time available in half hour increments Select the End of Work Day time from the drop list so this time displays as the latest hour available on the drop list to schedule an appointment or promised time available in half hour increments Select the Appointment Time Increments from the drop list to display that time increment level for selecting an appointment or promise time i e 5 10 15 20 or 30 minute increments Select the Default Repair Order Promise Time to appear on all appointments and repair orders as the default time Copyright 2012 325 MaxxTraxx User Manual 26 Select Refresh Schedule and Part Invoice List Enter Amount of hours available for appointments per day Select Company Name Color on The Schedule Select Company Name Color on The Parts Counter Click Job Clock Setup link Click Cash Drawer link 32 Click OK Select to refresh the Schedule and Parts Counter on all the connected workstations every 10 seconds recommended The number of seconds can be reduced to less than 10 seconds to increase the timeliness of the schedule and parts counter to prevent overlapping scheduling however the more frequent the schedule is refreshed the more system processing bandwidth is required from the system Enter the Amount of hours available for appointments per day for setting a capacity
541. ss the enter key to open the customer record window Check the Show Deleted Vehicles box in the lower right of the customer window to display deleted vehicles in red type under the Vehicles section of the customer record Right click on the vehicle line to be undeleted and select Undelete vehicle from the drop list The vehicle will appear in black type once it has been restored to an undeleted status Copyright 2012 MaxxTraxx User Manual 3 1 19 View Edit A Vehicle The View Edit A Vehicle procedure explains how to view and or edit a vehicle master record from the customer record from the Service Counter or through an Appointment or Open Repair Order window Changes made to the Vehicle Master Record will apply to any open appointments or repair orders From the Tool Bar click Customer Use the Customer Search icon on the Tool Bar or from the Search Menu Bar click Customer Svc and select Customer List to open the Customer Search window 2 Enter Search For criteria and click Enter customer information in whole or just the first few OK letters in the Search For criteria entry field and click OK or press the enter key 3 Select Customer Select the customer from the list by double clicking the customer s name or with the customer name highlighted press the enter key to open the customer record window 4 Click Vehicle Options and select Highlight the vehicle to view edit click the Vehicle Options Edit Vehicle or butto
542. ssociated with this part click Advanced to skip the cores section 28 Click Track Cores for this Part Once the Track Cores for this Part box is checked the Core Tracking features will become active 29 Enter Core Cost The Core Cost is the amount added to the cost of a rebuilt part when it is purchased from a vendor The Core Cost is either charged to the customer or is credited back to the shop when the old core replaced part is returned to the vendor The system tracks both core costs as well as the old core itself in inventory until either the core is returned Copyright 2012 MaxxTraxx User Manual 2 hoo OO and credited or the customer is charged for the core cost 30 Enter Core Price to the Customer 31 Select New Core Product Code Select Used Core Product Code Enter Quantity of Used Cores in Stock Click Advanced available on either of the last two screens Click Select to Assign Primary Vendor Enter Vendor Part Number Enter Part Cost from Vendor Enter Cross Reference for the part The Core Price to the Customer is the amount charged to the customer if the core is not returned or is damaged Core Costs charges from vendors are tracked as a part in inventory under its own Product Code Once the Core Cost is either sold to the customer or the core itself old part is received and credited on a customer s invoice the Core Cost is removed from the New Core inventory and is ad
543. st 20 Enter Ending Date and Time Enter the Ending Date or click the Select button and choose from the calendar and Time in 24 hour notation or click the down arrow and select from the drop list 21 Check Display Labor Details Check the Display Labor Details box to include the Labor Codes and Labor Short Description on the report 22 Check Hide Billed Hours Check the Hide Billed Hours to remove the billed hours from the report 23 Click OK Click the OK button to generate the report 24 Select Employee and select Select Employee under Category and select Employee Employee Productivity Summary Productivity Summary under Report Name to generate a summary report of all employees listing employee ID employee name status invoice count billed hours flat rate hours flagged hours billed as a percentage of flat rate hours billed as a percentage of flagged hours flat rate hours as a percentage of flagged hours labor sales and parts sales per invoice with company totals and discount amount for a specified time period 25 Click Run Report Click the Run Report button to open the Employee Productivity Summary Report Filter window Copyright 2012 231 MaxxTraxx User Manual 26 Select by Employees Select All Employees or Employee Code or Last Name to activate the From and To entry fields and entry the employee codes or last names for the report 27 Enter Starting Date and Time Enter the Starting Date or click the Select button a
544. st and Last Name if a person was selected for the type or enter Company Name and Contact Name if a company was selected Note The system wil not search on the Contact Person s Name 5 Click Next Click the Next button to open the Address window You can click the Back button at any time to go back and change the information you entered in a previous screen 6 Enter Address 1 2 Enter the physical address of the customer on one or two lines if needed up to 50 characters per address line 7 Enter Zip code Enter Zip code and the City State and Country fields will be auto populated These fields can be entered manually 8 Enter Email Enter the customer s email address There is an emailing feature on the General screen of the Customer Record 9 Click Next Click the Next button to open the Phone window 10 Enter Phone Enter the telephone number including area code Note Text messaging cannot be added to a phone number in the Add a Customer wzard Edit the phone number after the customer record is saved to add text messaging 11 Enter Extension Enter an extension if applicable 12 Enter Type Select a type from the dropdown list or type the first letter of the entry to auto populate i e the letter H for Home the letter F for Fax etc 13 Click Add Another Phone Number Click the Add Another Phone Number button to highlight the phone number entry field to enter another number 14 Click Delete Click the Delete button to re
545. st per Core Date Ordered Date Due and select an Assign Items To radio button to assign the used core to stock a repair order or a parts invoice Click the OK button to add the used core to the purchase order 18 Select Return Used Cores To Select Return Used Cores To Vendor for Credit from the Vendor for Credit drop list to open the Returnable Used Cores window and select a used core to be returned to the vendor for credit 19 Select From Nexcat Select From Nexcat from the drop list to open the Nexcat Catalog and select a part to be added to the purchase order 20 Click Edit Line Item Click the Edit Line Item button to open the Items To Order Detail Info window for the highlighted part or sublet to edit the quantity due date etc 21 Click Delete Line Item Click the Delete Line Item button to remove the highlighted part or sublet from the purchase order 22 Click Assign PO Number Click the Assign PO Number button to generate a purchase order number for this purchase order without Copyright 2012 MaxxTraxx User Manual 160 having to save the purchase order first to generate the number If this button is not clicked a purchase order will be assigned automatically when the purchase order is saved There is an option in Setups to user the Repair Order or Parts Invoice Number as the Purchase Order Number automatically The Purchase Orders are succeeded by a 1 2 13 etc for multiple purchase orders for a single jo
546. st price NOTE If the selling price of the part on the part invoice is greater than the manufacture list the manufacture list price does not print next to the description 106 Check Include User Charges When Check the Include User Charges When Adding Parts box Adding Parts to apply any user charges for the selected part on the part invoice if user charges are set in the part master record NOTE User charges can be edited or removed from the parts invoice on the Part Sales Detail Information screen 107 Check Include User Charges When Check the Include User Charges When Adding Labor box Adding Labor 108 Check Print Customer Email On Part Invoice 109 Check Don t Print Company Address on Parts Invoice to apply any user charges for the selected labor on the part invoice if user charges are set in the labor master record NOTE User charges can be edited or removed from the parts invoice on the Labor Sales Detail Information screen Check the Print Customer Email On Part Invoice box to print the email address in the customer record on the part invoice above the customer s name and address Check the Don t Print Company Address on Parts Invoice box if you do not want to print the default company Copyright 2012 MaxxTraxx User Manual 336 Click Use Windows Default Check Print pick labels when the parts invoice is paid Click Use Windows Default Click Part Inv Disclaimers link Enter Pa
547. stomer List to open the Customer Search window Enter customer information in whole or just the first few letters in the Search For criteria entry field and press the enter key or click the OK button Select the customer from the list by double clicking the customer s name or with the customer name highlighted press the enter key to open the customer record window The customer record defaults on the General screen Most of the General information is entered when you Add A Customer however the information can be edited Click the General link to enter edit the customer name address and account info as needed Check the Accept Checks box to remove the No Checks alert on the payment screen when paying an invoice Check the Credit Hold box to apply the Credit Hold alert on the payment screen when paying an invoice Enter a Credit Limit for the customer on the payment screen a notification will appear if the customer is trying to charge an invoice to AR and they have exceeded their credit limit The Charges Credit Available and Balance Due are system generated Check the Earn MaxxBucks check box to activate the MaxxBucks program Click the Edit button to manually change the MaxxBucks Available amount Select the Preferred Method of Payment from the drop list The Customer Origin is system generated from the original customer source from the customer s first repair order or parts invoice Click the Details link to enter ed
548. system is set to use 47250 Income NSF Check Charges to track customer charges that you charge your customer for a returned check in the Bank Reconciliation section in the Customer Charges entry field of the Returned Check adjustment Click System Balance Initial Setup and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 19900 System Balance Initial Setup to track initial system setup entries into the accounting section of the system Once all components of the balance sheet are entered into the system this account should show zero Click on R O Sales and Cost of Goods Sold in the Transaction Category to display the accounts used to track Discounts Inventory Adjustments and Sales Tax Collected Note Only the G L account numbers for these transactions can be edited Typically these accounts do not need to be edited unless you have a different G L account numbering system you want to use Click Discounts Labor and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 63400 Financial Sales Discount to track as an expense all discounts given on invoices Note When a discount is Copyright 2012 MaxxTraxx User Manual 382 13 Click Discounts Lab
549. t Start typing the G L List account number to activate a progressive search or scroll through the list to select your G L account number 46 Highlight the G L account to disburse When the G L account number is selected the Account to and click Select or double click Name will be populated Verify the G L account selected the account number in the Account Name field is correct and the dollar amount in the Amount field is correct Enter notes in the Memo field as needed 47 Click OK Click the OK button to save and close to the disbursement window and return to the A R Credit form 48 For multiple disbursements To make multiple disbursements to the G L for a single credit select the first G L account edit the dollar amount to be allocated to that G L account and click OK Click the Add button at the lower left of the A P Credit window to select the second disbursement G L account number edit the dollar amount make note in memo field and click OK Repeat as needed until the Balance at the bottom is 0 00 49 Click Edit Click the Edit button to open the Disbursement window for editing the account amount disbursed or the memo 50 Click Delete Click Delete to remove the disbursement completely 51 Click OK and select Save and Close Select Save and Close to save and exit the A R Credit or Save and Add Another form or Select Save and Add Another to enter multiple A R credits for the same customer 52 From the
550. t 2012 389 MaxxTraxx User Manual 7 Select Income Account 8 Select Cost of Goods Sold Account Accounts you can create a new account in this window by clicking the Add G L Acct button enter the account information and click the OK button Note If you have questions about which account s to assign to this product code please see your accountant for assistance Click the Select button to open the Chart of Accounts and select an Income Account to track the sale of the products this product code is assigned to The Description will be auto populated with the corresponding account If the G L account is not listed on the Chart of Accounts you can create a new account in this window by clicking the Add G L Acct button enter the account information and click the OK button Click the Select button to open the Chart of Accounts and select a Cost of Goods Sold Account to track the cost of the sale of the products this product code is assigned to The Description will be auto populated with the corresponding account If the G L account is not listed on the Chart of Accounts you can create a new account in this window by clicking the Add G L Acct button enter the account information and click the OK button 9 Click OK Click the OK button to save the new product code to the list 10 Click Edit Click the Edit button to open the Part Product Code window for the highlighted product code to edit the product code description o
551. t Labor Service from List from the drop list to open the Labor Search window 29 Enter Labor Code Enter a Labor Code to activate the progressive search function and list the labor services with that code 30 Select Search By criteria Select the radio button under the Search By criteria to if applicable change the labor search criteria to 1 Labor Code or 2 Short Description Select Labor Select the Labor operation from the list by double clicking the labor or highlight the labor and click the Select button Note The Printed Description of the labor will display in the read only text box across the bottom of the window Enter Hours Billed to Customer Enter the Hours Billed to customer by entering in amount or use spin buttons The Flat Rate Hours Assigned to Techs in the field above can be changed to reflect a change in the tech hours to be paid for this operation if necessary Edit Printed Labor Service Edit the Printed Labor Service Description as needed in Description the entry field Any changes made to this field will only apply to this repair order and will not affect the Labor record Select Assigned Technicians if If a Default Technician was selected when the repair order applicable was created that technician will be assigned to every labor that is added to the repair order automatically If a Labor is added before a default technician is selected that name will not be applied to that existing labor so the
552. t Product Codes then select Cores the side drop list and then select Cores from the secondary side drop list to open the Product Codes window 18 Repeat steps 2 12 Repeat steps 2 12 19 From the Menu Bar select Setups select Miscellaneous Accounting select Product Codes then select Add On Charges 20 Repeat steps 2 12 From the Menu Bar select Setups select Miscellaneous Accounting from the drop list select Product Codes from the side drop list and then select Add On Charges from the secondary side drop list to open the Add On Charge Product Codes window Repeat steps 2 12 with the exception of step 5 Select an Inventory Asset Account and 7 Select a Cost of Goods Sold Account since Add On Charges are not inventoried nor do they have a cost of goods associated with them Copyright 2012 am MaxxTraxx User Manual 13 5 Payment Methods The Payment Methods procedure explains how to view activate and edit the payment method in the system A new system has cash check and various credit cards already listed as payment methods as well as a few not used records that can be edited The payment methods that have been activated are displayed on the drop list of payment options when paying an invoice From the Menu Bar click Setups From the Menu Bar click Setups select Accounting and select Accounting and Payroll Payroll from the drop list and select Payment Methods and select Pay
553. t Type of Labor and click Next Using the radio buttons select the Type of Labor Service Most labor services are Flat Rate Labor whereas Menu Priced Labors are for jobs where the labor price is specific and unassociated to the flat rate times Examples would be maintenance operations season specials and other competitively priced labor services like brake jobs 4 Enter Labor Code Enter a Labor Code for the Labor Service that follows an established labor coding convention The convention you come up with should be easy to follow and to remember You wouldn t want your codes to begin with R for repair as a search would just bring up every repair For example make the first letter of the code be the first letter of the component of the car being worked on such as B for brakes Make the second letter represent a description of the component So the code for replace the front brakes would be BFR representing the component worked on first the description next and the labor operation last 5 Enter Short Description Enter a Short Description of the labor service to appear when searching for and or when viewing the repair order Copyright 2012 e MaxxTraxx User Manual LH This description can be up to 25 characters 6 Enter a Printed Description and Enter a Printed Description of the labor service that will click Next print on the repair order In the Labor Search window the highlighted labor printed description can be
554. t selected Note Depending on the G L Account selected the increase could be a debit or credit as well a decrease could be a debit or credit If you are not sure which to select please consult your accountant 9 Enter Memo if applicable Enter a memo if applicable Note The Description you entered if any will automatically populate this Memo field however it can be edited as needed 10 Click OK Click the OK button to save your entries and return to the General Journal Entry window 11 Repeat steps 5 through 10 Repeat steps 5 through 10 to enter the balancing Journal Entry disbursement Note An Out of balance by warning in red type will appear at the bottom of the Journal Entry window This warning alerts you to enter another disbursement to balance your Journal Entry 12 Click Edit Click the Edit button to open the disbursement window for the highlighted line and edit as needed Copyright 2012 MaxxTraxx User Manual 252 13 Click Delete Click the Delete button to delete the highlighted line 14 Click Post and Add Another or Click the Post and Add Another button to post the General Journal Entry and open a blank General Journal Entry window to create another Note If this button is not active the Journal Entry is out of balance and must be disbursed correctly to balance and post the General Journal entry 15 Click Post and Close Click the Post and Close button to post the General Journal En
555. t technician worksheets when worksheets when saving and saving and print an RO box to automatically check the printing an RO Print Tech Worksheets box in the Print window whenever you save and print a repair order from this workstation 10 Check Do Not Display Tips and Check the Do Not Display Tips and Hints In MaxxTraxx Hints In MaxxTraxx box to deactivate the automatic information bubble that appears when you mouse over a button 11 Check Do not print RO and part This feature is no longer active for printing an RO or a part invoice totals at the bottom of the invoice on the system Note Checking or unchecking last page of the printed invoice this box wll not affect how repair orders or part invoices print 12 Check Enable WorldPac Speedial Check the Enable WorldPac Speedial on this Workstation on this Workstation box to provide access and functionality to the WorldPac Speedial online parts ordering feature When this box is checked only one version of MaxxTraxx can be open on this workstation at a time The WorldPac Speedial feature cannot operate with more than one version of MaxxTraxx open at a time according to WorldPac usage specifications 13 Check Do not show Hot News or Check the Do not show Hot News or info messages from info messages from Scott Systems Scott Systems all critical messages will be displayed box to not display messages sent from Scott Systems in the format of a Hot New or a Message notification on this
556. t the complete labor descriptions on the report not just the first line of the labor descriptions Select Vehicle Technical Service Bulletins TSBs from the drop list to open the TSBs window to view TSBs for the selected vehicle with a subscription provided by InfoTraxx Select Transfer Vehicle from the drop list to open the Confirm window to verify the vehicle selected The vehicle transfer will move the vehicle s record history and any scheduled marketing letters to another customer record Click Yes to Confirm that the selected vehicle is the correct vehicle to transfer and open the Select Customer window 43 Select Customer Highlight the customer in the Select Customer window to move the vehicle record to and click the Select button 44 Click Yes 45 Click Vehicle Options and select Merge with Another Vehicle 46 Select Customer 47 Select Vehicle 48 Click Yes Click Yes to confirm the customer name and address that the selected vehicle record history and marketing letters will be transferred to Select Merge with Another Vehicle from the drop list to open Select Customer window The Merge with Another Vehicle function allows a vehicle record to be merged with another vehicle record in case a vehicle is duplicated in the system Note The source vehicle first one selected is deleted after all its information is merged with the destination vehicle second one selected Select the Customer with the other ve
557. t the various parts available to order for that part 6 Select part s to add to the RO Click in the Product column on the part s to be added to the repair order 7 Click MaxxTraxx link Click the blue underlined MaxxTraxx link in the very bottom right comer of the screen to export the selected parts into MaxxTraxx NOTE A green dot should appear in the lower right corner next to the MaxxTraxx link if this button is red the connection to MaxxTraxx has been lost Copyright 2012 101 MaxxTraxx User Manual Connect to WorldPac again from Parts Add a Part from WorldPac 8 Click Add Selected Parts To RO Click Add Selected Parts To RO button on the WORLDPAC to MaxxTraxx Import Utility screen add the parts NOTE If the imported part is already on the Parts List a Update Parts Cost screen may appear noting if there is a different part description base cost and or manufacture list price for that part being added to the repair order versus the information in the part master record Select to update any or all of the information in the part master record MaxxTraxx will also verify the vendor name in the part record as well and if there is not one listed the vendor name is updated Matches are not made with deleted part records 9 Click OK Save Click the OK Save button to close the repair order screen Copyright 2012 MaxxTraxx User Manual 12 1 49 Add A Part To A Repair Order Part from Online Catalog The Ad
558. t to a Repair Order Part From AllData procedure explains how to access search and export a part to an open repair order from the AllData Parts amp Labor Guide Once the part is exported to the repair order the Part Sales Detail Information can be edited A labor service has to be highlighted on the Repair Order to activate the Add A Part function Multiple parts can be associated with a single labor service Select and open the Repair Order on the Service Counter Highlight Labor line and click Parts Select Labor from AllData Click on a vehicle system category link Click on a vehicle sub category link Click Back Select part s to be added to RO Enter quantity if applicable Click Remove 10 Click Edit Quantity Double click the Repair Order RO or highlight the RO and press Enter to open the RO and highlight the Reason for Service line the Labor is associated with With the Labor Service line highlighted click the Parts button below the Repair Order list box The Parts button will only be active if you have a Labor Service line to associate it with Select Part from AllData from the drop list to open the AllData screen with the vehicle information listed on the title bar The parts displayed will be for the listed vehicle s year make model and engine The Labor Service that this part will be added to displays below the parts list box Click on the blue underlined link listing the vehicle system
559. t you to confirm the average yearly mileage driven or to manually enter the average miles driven based on the current driver s Copyright 2012 32 MaxxTraxx User Manual 35 Check Don t Print Part Number On Check the Don t Print Part Number On RO box to print RO Check Ask For a New Appointment After Paying an RO Check Print Manufacture Mfg List Price on RO Check Print Time Next to Date on RO Check Print Customer Email On RO Check Don t Print Company Address on RO Check Always Add Default Reason For Service To RO only the part descriptions on the invoice not any part numbers Check the Ask For a New Appointment After Paying an RO box to open a window after paying a repair order that lists the date a particular mileage interval will be reached depending on the average miles driving in the vehicle record to schedule the next service and if applicable listing the recommended servces for the vehicle Select Yes to schedule a new appointment from the Appointment screen in the Make New Appointment wizard with the customer and vehicle already selected Check the Print Manufacture List Price on RO box to print the manufacture list price if available from the part master record next to the part description on the repair order ONLY if the selling price is equal to or less than the manufacture list price NOTE If the selling price of the part on the repair order is greater than the manufacture list
560. talog Hot Key F2 T Select Filter Schedule By from the drop list to open the side drop list to select which criteria to filter which appointments and or repair orders to display on the Service Counter click one to select Hot Key F2 F Select Sort Schedule By from the drop list to open the side drop list to select which criteria to sort appointments and repair orders by on the Service Counter click one to select Select Customize List from the drop list to open the Customize List window and select which column of information to display on the Service Counter Select which items to display by placing a green check in the box next to that data type Note Each workstation can have different columns displayed on its Service Counter Each column s wath on the Service Counter can be resized and the settings will be held that column wath on each work station after closing MaxxTraxx Copyright 2012 5 MaxxTraxx User Manual 1 2 Make New Appointment The Make New Appointment procedure explains how to schedule an appointment for a customer on the service counter and sell recommended services as well as review any quotes for the customer while you are scheduling the appointment In this procedure you can add a customer or vehicle if needed enter the details about the appointment to include drop off date and time due date and time reasons for service quoted prices and hours assign a service writer and or technician s enter
561. tart to type the name to activate the progressive search function When the name is found select the payee by double clicking on the name or highlight the name and click the Select button and the check form window will open with the selected payee name filled in the Pay to the order of section If the payee has the Recall Last Check feature selected in their record the check may be already filled out with the previous check information just edit as needed Note Customers and Vendors names are automatically added to this list when their records are created 4 Click Add Other Payee Click the Add Other Payee button to open the Other Payee window to add a new payee if their name does not appear on the list Select Person or Company using the radio buttons and enter the name and any additional contact information and click the OK button Note Once a payee is added the payee information is saved to the list but cannot be edited or deleted from the Write A Check feature See Edit Other Payees for detailed instructions on how to edit payee records 5 Enter Date Enter the Date of the check or click the Select button and choose from the calendar Note The system wil enter today s date by default 6 Enter amount of the check Enter the amount of the check 7 Enter Memo if applicable Enter a Memo to print on the check in the memo field of the check if applicable 8 Enter Disbursement Press the tab button after the Memo field or click
562. tation or click the down arrow and select from the drop list 15 Enter Ending Date Paid and Time Enter the Ending Date Paid or click the Select button and choose from the calendar and Time in 24 hour notation or click the down arrow and select from the drop list 16 Click OK Click the OK button to generate the report 17 Select Financial and select Weekly Select Financial under Category and select Weekly Franchise Reconciliation Franchise Reconciliation under Report Name to generate a Weekly Remittance Report listing sales by day including Service Code totals Sales Total Shop Supply Taxes and Day Totals Last Year s Sales and Percentage Change and Royalty National and Co op Ad remittance amounts if applicable Weekly Summary Information is provided by day with the total for the week including Start Sales Order Number Ending Sales Order Number Total Number of Sales Orders Voids Ticket Average Car Count Number of Refunds and Total Refund Amount A section is provided on the printed report where your payment information can be hand written in for reference 18 Click Run Report Click the Run Report button to open the Franchise Summary Report Filter window 19 Enter Begin Enter the Begin date or click the Select button and choose from the calendar 20 Enter End Enter the End date or click the Select button and choose from the calendar 21 Enter Royalty National and Co op Enter the Royalty National and or Co op Rate
563. te double time amounts on time cards Note This field is for reference only 4 Enter Hours per week before Enter the Hours per week before overtime starts to record overtime starts when to calculate overtime amounts on time cards Note This field is for reference only 5 Select Technician Commission This section is under development Overtime Formula 6 Select Service Writer Commission This section is under development Overtime Formula 7 Enter SUTA Percent Enter the SUTA percent for your state unemployment tax amount Note California users add the ETT Employment Training Tax rate percentage to their SUTA percentage here 8 Enter SDIF Percent if applicable Enter the SDIF Percent for your state disability insurance fund amount 9 Enter Misc Employee Withholding The Miscellaneous Employee Withholding Rate is used for Rate custom payroll rates please contact Scott Systems Technical Support at 800 996 6777 for assistance in using these fields 10 Enter Misc Employer Withholding The Miscellaneous Employer Withholding Rate is used for Rate custom payroll rates please contact Scott Systems Technical Support at 800 996 6777 for assistance in using these fields 11 Click OK Click the OK button to save your entries Copyright 2012 395 MaxxTraxx User Manual 13 8 Other Payroll Items Setup The Other Payroll Items Setup procedure explains how to use the wizard to create a custom payroll item paid by eithe
564. te from the master disclaimer and warranty From the Menu Bar click Manager and select Manage Repair Order Warranties 2 Select Default warranty 3 Unselect Default warranty 7 Check Default Warranty 1 or 8 Check Default Warranty 2 9 Click OK 10 Select warranty and click Edit 11 Select warranty and click Delete 12 Click Close From the Menu Bar click Manager and select Manage Repair Order Warranties from the drop list to open the Repair Order Warranties window Click in the Default column to add that warranty to all new repair orders Note Selecting new default warranties will not change default warranties on an existing repair order Unclick the Default column on the line of the warranty to be removed from appearing on a repair order by default Note All warranties can be accessed from within a repair order and added at anytime if applicable 4 Click Add Warranty Click the Add Warranty button to open a new Repair Order Warranty window to create a new warranty record 5 Enter Warranty Code Enter a Warranty Code to search the warranty record by up to 20 characters including spaces 6 Enter Description Enter the description of the warranty as it should appear on the repair order Check the Default Warranty 1 box to designate this new warranty to be the first default warranty automatically added to all new repair orders Check the Default Warranty 2 box to designate this new warranty to be the
565. te the report 77 Select Employee and select Payroll Select Employee under Category and select Payroll Tax Tax Report Report under Report Name to generate a report for the specified time period listing Federal Tax State Tax Local Tax SDIF Employer SUTA Employer FUTA Employee FICA Employer FICA Total FICA Employee Medicare Employer Medicare and Total Medicare for remitting tax payments 78 Click Run Report Click the Run Report button to open the Report Filter window 79 Enter Start Date Enter the Start Date or click the Select button and choose from the calendar 80 Enter End Date Enter the End Date or click the Select button and choose from the calendar 81 Click OK Click the OK button to generate the report 82 Select Employee and select Select Employee under Category and select Quarterly Quarterly Federal Tax for 941 Federal Tax form 941 under Report Name to generate a 941 report for a specified quarter 83 Click Run Report Click the Run Report button to open the 941 Quarterly Tax Deposit Report window 84 Enter Beginning Report Date Enter the Beginning Report Date or click the Select button and choose from the calendar 85 Enter Ending Report Date Enter the Ending Report Date or click the Select button and choose from the calendar Copyright 2012 235 MaxxTraxx User Manual 86 Click OK Click the OK button to generate the report 87 Select Employee and select Service Select Employee under Category a
566. te the report Select Service Counter under Category and select Cash Drawer Details under Report Name to generate a list of cash drawer transactions for a specified time period including the transaction type and number date check number if applicable appointment date and time Copyright 2012 135 MaxxTraxx User Manual customer name and phone number vehicle and license information invoice number status and promised by time with technician service writer and labor performed 12 Click Run Report Click the Run Report button to open the Report Filter window 13 Enter Starting Date Paid Enter the Starting Date Paid or click the Select button and choose from the calendar 14 Enter Ending Date Paid Enter the Ending Date Paid or click the Select button and choose from the calendar 15 Click OK Click the OK button to generate the report 16 Select Service Counter and select Select Service Counter under Category and select Daily Daily Summary Summary under Report Name to generate a sales and payment summary report for a specified time period including parts labor add on charges and sales tax subtotals along with payment method subtotals 17 Click Run Report Click the Run Report button to open the Report Filter window 18 Enter Starting Date Enter the Starting Date or click the Select button and choose from the calendar 19 Enter Ending Date Enter the Ending Date or click the Select button and choose from the calendar
567. technician needs to be selected for that labor specifically There can be another technician assigned to the same labor Copyright 2012 MaxxTraxx User Manual a 35 Allocate Flat Rate Hours and Billed The Flat Rate Hours and Billed Hours can be allocated Hours if applicable between the two technicians by using the spin buttons for each of the entry fields If one technician s hours increase the other technician s hours will automatically decrease Note The total amount of hours can only be increased in the Labor Sale section at the bottom of the window 36 Check Complete box if applicable Check the Complete box once the labor is completed to enter the labor time for the assigned technician s payroll If the Job Clock is used the complete box is automatically checked complete by the job clock Once payroll is run the completed labor will not be calculated again for the next pay period 37 Enter Add On Charges Per Billed Enter an amount in the Add On Charges entry field s if Hour if applicable the field is active and the Add On Charge applies to this labor The Add On Charge is calculated based on the billed hours For example a 10 fee based on a half hour 5 labor charged to the customer would add 5 to the repair order 38 Enter Shop Rate Adjustment if Enter a Shop Rate Adjustment by charging the Hourly applicable Shop Rate or entering a discount percentage to calculate the amount charged to the customer
568. ted Copyright 2012 MaxxTraxx User Manual 330 44 Check Mileage Check the Mileage box to prompt you to enter a starting mileage when a repair order is started 45 Check When The Form Opens Check the When The Form Opens box to prompt you to enter a Technician Customer Source and Mileage when a repair order is started 46 Check When Marked As Complete Check the When Marked As Complete box to prompt you to enter a Technician Customer Source and Mileage when a repair order is completed 47 Check When The Form Closes Check the When The Form Closes box to prompt you to enter a Technician Customer Source and Mileage when a repair order is closed 48 Check When Paid Check the When Paid box to prompt you to enter a Technician Customer Source and Mileage when a repair order is paid 49 Check Use Windows Default Check the Use Windows Default box to have the computer print the invoices using the computer s default printer NOTE To select another printer uncheck the box and click the Select button to choose another printer from the list 50 Select Printed Invoice Style Select a Printed Invoice Style by clicking the down arrow and selecting an invoice style from the drop list 51 Check Print For Window Envelope Check the Print For Window Envelope box to print the customer name and address on the repair order formatted to be sent in a window envelope The vehicle information is printed in a single column moved to the right
569. ted enter number of days 38 Select A P Account The A P Account is where all purchases liabilities entered for this vendor is recorded on the general ledger 39 Click Use Default Account or Click Use Default Account to have all transactions flow into the general A P account typically 20000 Payables Trade 40 Click Use Special Account then Click Use Special Account to select another account other than the default The Chart of Accounts window will open 41 Click Select for Use Special Click the Select button to bring up the Chart of Accounts Account to change the designated Special Account number 42 Click Catalog link Click the blue underlined Catalog link on the left column to set up an online catalog and or ordering system Copyright 2012 MaxxTraxx User Manual 278 43 Select Price Matrix Select a Price Matrix form the drop list to apply a parts price matrix to all catalog parts imported from this vendor 44 Select Catalog Select a Catalog from the drop list to assign to the vendor to access online ordering and or lookup functionality Note Credentials requested should be for online ordering from an SMS Shop Management System i e MaxxTraxx 45 Enter User Name Enter a User Name up to 20 characters for the catalog access 46 Enter Password Enter a Password up to 20 characters for the catalog access 47 Enter Additional Information Enter Additional Online Ordering Information if required for if
570. ter Kit Name Enter a Kit Name to start a progressive search using the letters entered that match the kit name 9 Select kit and edit or delete Select a kit on the list by double clicking the line or high light the line and click the Edit button to open the Kit record window and edit the record as needed then click the OK button to save your edits To delete a kit with the record highlighted click the Delete button 10 Click Add Click the Add button and select to Create a kit for a range of vehicles to start the Select a Vehicle wizard or select create a generic kit for any vehicle to open the Kit window to create a new kit See the Add A Kit procedure for detailed instructions on how to use the feature 11 Click OK and click Close Click the OK button to save the new kit record and click the Close button to exit the Manage Kits section Copyright 2012 am MaxxTraxx User Manual 10 5 Update Kit Pricing The Update Kit Pricing procedure explains how to update the prices of parts and labors in kits using the current labor rate and prices in inventory Kits that have the checkbox set to skip when updating inventory pricing will not be updated using this feature From the Menu Bar click Manager and select Update Kit Pricing 2 Check Update Labor Prices 3 Check Update Part Prices 4 Check Update Sublet Prices From the Menu Bar click Manager and select Update Kit Pricing from the drop list to open the Update K
571. ter the name and any additional contact information and click the OK button and the payee information will be entered on the check Note Once a payee is added to the list the payee information cannot be edited or deleted from this section of the program See Edit Other Payees for detailed instructions on how to edit the payee information 8 Click Add Disbursement Click the Add Disbursement button below to open the if applicable Check Disbursement window and edit the disbursement entries if applicable Note The system wil disburse the payroll tax deposit payment automatically 9 Enter Account Number Enter the G L account number or click the Select button if applicable to open the Chart of Accounts window and select an account from the list or start entering the G L account number to activate the progressive search When the G L account number is selected the Account Name will be populated 10 Edit Amount if applicable Edit the amount of the disbursement Copyright 2012 MaxxTraxx User Manual 240 11 Enter Memo if applicable Enter a memo if applicable 12 Click OK 13 Click Edit 14 Click Delete 15 Select bank account 16 Click Post Check Click the OK button to save the disbursement entry and close the disbursement window returning to the check Note Repeat the Add Disbursement steps until the full amount of the check is completely disbursed if applicable Click the Edit button to open the Disburse
572. ter the Web Address for reference use only 10 Enter Credit Limit Enter the credit limit established by the vendor The Credit Limit entered is for internal reference use only 11 Check Recall Last Check Check the Recall Last Check box to save the last amount paid with the corresponding disbursement in the check writing function so the next time you write a check to this vendor that information is already filled in on the check 12 Click Phone link Click the blue underlined Phone link in the left column to enter the telephone information for the vendor 13 Click Add Phone Click the Add Phone button to open the Enter Telephone Number window 14 Enter Phone Enter the telephone number including area code Copyright 2012 MaxxTraxx User Manual 22 15 Enter Extension Enter an extension if applicable 16 Enter Type Select phone type from the drop list or type first letter of the entry to auto populate i e B Business F Fax etc Note The telephone Type is a required field 17 Check Default Phone 1 2 Check the Default 1 or 2 boxes to select the phone number entered as the primary or secondary number 18 Click OK Click the OK button to save changes to the new Phone Number record and return to the phone screen of the manufacturer record 19 Click Mailing Address link Click the blue underlined Mailing Address link in the left column to enter the mailing address for the vendor Ha Mailing Address is entered ch
573. that RO s labor services the vehicle mileage and or the customer source Enter the information in the entry fields in the notification 12 Notice Parts Without A Cost or are The Parts Without A Cost notification asks that you go short sold back to the part without the cost to enter a cost This ensures that the Cost of Goods used to calculate the profitability of the RO and the expense for purchasing the part is accurate on the General Ledger This screen can be bypassed if you are not using the accounting portion of the system or if the invoice must be paid and printed right away The invoice should be re opened to enter the costs at a later time 13 Click Post With Current Costs or Click the Post With Current Costs button to continue without entering a cost for the parts 14 Click Go Back and Change Costs Click the Go Back and Change Costs button and double click that part on the RO click the profitability button in the lower left of the Part Sales Detail Information window enter a cost for the part and click the close button Click the OK button to close the Part Gales Detail Information window 15 Notice Repair Order Buyouts and The RO Buyouts and Low Stock Parts notification asks Low Stock Parts that you tag the Low Stock part and order the part That part order will then be converted to a Restock Invoice when the part is received that will add the part to inventory and reflect a part in stock ensuring that the
574. the Report Manager window 2 Select Labor and select Best Sellers Select Labor under Category and select Best Sellers under Report Name to print a list of labor services in the order of those labors that have sold the most down to those labors that have sold the least or vice versa 3 Click Run Report Click Run Report or double click the report name to open the Labor Sales Volume Report Filter window 4 Select Purchase Dates Select the Purchase Dates range for the report by clicking the Select button and choosing from the calendars 5 Under Options select Best Sellers Under the Options section choose to list the Best Sellers or Slow Sellers or the Slow Sellers Labor Services using the radio buttons 6 Enter Limit Number Printed To Enter the number of labor services to print on the report 7 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 8 Select Labor and select Labor Sales Select Labor under Category and select Labor Sales under Report Name to print a list of Labor Sales for a specified timeframe by labor type and or labor code description 9 Click Run Report Click Run Report or double click the report name to open the Labor Sales Report Filter window 10 Select by Labor Information Select All Labors or select Labor Code or Labor Description to activate the From and To entry fields to key in the labor services range for the report by code or descri
575. the Add Copyright 2012 20 MaxxTraxx User Manual Disbursement button below to open the Check Disbursement window 9 Enter Account Number Enter the G L account number or click the Select button to open the Chart of Accounts window and select an account from the list or start entering the G L account number to activate the progressive search When the G L account number is selected the Account Name will be populated Note A check written to an Other Names payee cannot be disbursed to an AR or AP account A check written to vendor can only be disbursed to the AP account selected in the vendor s record not another AP account 10 Edit Amount if applicable Edit the amount of the disbursement if not the entire amount of the check There are notations as to whether the credit or debit selected will increase or decrease the G L account selected 11 Enter Memo if applicable Enter a memo if applicable Note If you filled in the Memo field on the check it will automatically fill in the same description here however you can also edit this field 12 Click OK Click the OK button to save and close the disbursement window and return to the check 13 For multiple disbursements For multiple disbursements to the G L for a single check select the first G L account edit the dollar amount to be allocated to that G L account and click the OK button Click the Add Disbursement button again to enter another disbursement G L account n
576. the Vehicle Details window Check the Remind me to reselect this vehicle box to have a prompt ask for the vehicle year make model and engine the next time the repair order is opened to verify the vehicle information Enter the vehicle License plate number Note The tab key can be used throughout the Vehicle Details window Enter the state the vehicle is registered in required Click the Lookup button to reselect the vehicle information year make model sub model if applicable engine AAIA umber and VIN using the Carfax QuickVIN lookup feature Enter the mileage on the odometer when the vehicle first arrived at the shop The As Of will auto populate with today s date The average mileage will be auto populated by by dividing current mileage by the vehicle age Enter the Average Mileage manually if needed to override the average mileage calculated by the system Enter the Fleet Unit Number up to 20 characters to be printed on the repair order and technician worksheet The First Serviced at Mileage and Date are auto populated the first time the vehicle is entered into the system Select the Labor Price Level to be assigned to the vehicle All invoices created for the vehicle will use this price level Enter the Vehicle Identification Number The VIN prints on the repair order Click the Lookup button bring up a printable data sheet of this Vehicle s Information based on its VIN number Note The Lookup button
577. the labor times will be divided equally between the two unless it is allocated The Flat Rate Hours and Billed Hours can be allocated between the two technicians by using the spin buttons for each of the entry fields If one technician s hours increase the other technician s hours will automatically decrease Note The total amount of hours can only be increased in the Labor Sale section at the bottom of the window Check the Complete box once the labor is completed to enter that labor time for the assigned technician s payroll If you are using the Job Clock feature for the assigned Copyright 2012 Enter Add On Charges Per Billed Hour Enter Shop Rate Adjustment if applicable Check Apply Warranty Discount if applicable Enter Flat Rate Hours Assigned to Tech Enter Hours Billed to Customer Click More Labor Service Profitability Check Apply current Labor Tax Rate box if applicable MaxxTraxx User Manual technician the Job Clock function will automatically check the Complete box Note If the Job Clock feature is used the Complete box must be checked before the repair order can be paid Enter an amount in the Add On Charges entry field s if the field is active and the Add On Charge applies to this labor The Add On Charge is calculated based on the billed hours For example a 10 Add On charge based on a half hour 5 labor would add a 5 charge to the repair order Enter Shop Rate A
578. the manufacture list price does not print next to the description Check the Print Time Next to Date on RO box to print the time next to the date on the repair order this date time is set by default to the exact date and time the repair order was created and saved To change the date and or time on the repair order click the Miscellaneous link in the repair order and edit the RO date and or time Check the Print Customer Email On RO box to print the email address in the customer record on the repair order under the customer s address Check the Don t Print Company Address on RO box if you do not want to print the default company address phone etc This option is selected for printing on a pre printed repair order as MaxxTraxx requires company information entered in the Company Information setup section of the program NOTE Company Information will not print if a custom logo is set up in MaxxTraxx even if this feature is not selected Check the Always Add Default Reason For Service To Ro to have a reason for service with the default feature activated on the reason for service add to every repair order started in addition to any other reasons selected for the repair order 42 Check Technicians Check the Technicians box to prompt you to assign a technician to a repair order when a repair order is started 43 Check Customer Source Check the Customer Source box to prompt you to enter a Customer Source when a repair order is star
579. the part added to an invoice to calculate profitability Since the average cost would multiply the quantity on hand times the last cost the resulting amount would always be zero dollars and would result in a 100 profit margin so this feature is recommended to have a base to set pricing on Select Default Part Search Select one of the five options as the default to search the part list in MaxxTraxx 1 Part Number 2 Description 3 Size 4 SKU or 5 Compact Part Number NOTE The Compact Part Number search option will search for a part on the list regardless of the spaces dashes slashes that are in the part number in the part record This option is selected for users that have a lot of part records created from online parts catalogs which typically include spaces dashes etc 94 Click Physical Inventory link Click the Physical Inventory link to select which part records print on the physical inventory worksheets 95 Check Show Current Stock Check the Show Current Stock Quantity On Printed Quantity On Printed Physical Physical Inventory Pages box to print the inventory level Inventory Pages currently in the system Copyright 2012 335 MaxxTraxx User Manual 96 Check Include Buyouts Check the Include Buyouts box to print buyout parts that are not stocked in inventory on the inventory worksheets 97 Check Include Parts That Show Zero Stock On Hand 98 Check Include Parts With No Minimum or Best Quantities Check the I
580. the percentage amount the vendor is offering if an days invoice is paid within a designated enter number of days 34 Select A P Account The A P Account is where all purchases liabilities entered for this vendor is recorded on the general ledger 35 Click Use Special Account then Click Use Special Account to select another account other than the default The Chart of Accounts window will open 36 Click Select for Use Special Click the Select button to bring up the Chart of Accounts Account and select account to change the designated Special Account number to 20300 20300 Payables Credit Cards 37 Click Edit to open the G L Account Click the Edit button at the bottom if the Chart of Record Accounts window to open the G L Account record to edit the Type of Credit Account 38 Click Type and select Credit Card Click the down arrow to the right of the Type drop list box Liability Select Credit Card Liability from the drop list to have this vendor s charges flow to the General Ledger under Credit Card Liability and enable the vendor name to appear as a method of payment when paying an A P invoice 39 Click OK Click the OK button to save your entries and return to the Chart of Accounts screen 40 Click Close Click the Close button to exit the Chart of Accounts 41 Click Catalog link Online parts ordering does not apply to company credit card vendor accounts skip this section 42 Click Notes link Click the blue underlined Notes
581. the radio buttons 11 Click in the Order column and click Click in the Order column on the line of the part to be OK added to the purchase order and then click the OK button 12 Select Return Item to Vendor for Select Return Item to Vendor for Credit from drop list to Credit open the Parts Search window to select a part to be returned to the vendor for a credit 13 Select From Sublet Labors List Select From Sublet Labors List from the drop list to open the Sublets window to select the sublet to be ordered 14 Select sublet Double click a sublet or highlight the sublet and click the Select button to open the Items To Order Detail Info window Enter the Quantity to Order Cost per Item Date Ordered Date Due and select an Assign Items To radio button to assign the sublet to stock a repair order or a parts invoice Click the OK button or Add Another button to return to the Parts Search window 15 Select Return Sublet to Vendor for Select Return Sublet to Vendor for Credit from the drop list Credit to open the Sublets window to select a sublet to be returned to the vendor for credit 16 Select Used Core from Parts List Select Used Core from Parts List from the drop list to open the Used Cores on Hand window and select the used core to be added to the purchase order 17 Select used cores Double click a used core or highlight the used core and click the Select button to open the Purchase Used Core window Enter the Quantity Co
582. the worksheet Starting Page and Ending Page in the Filter by Page window and click the OK button 10 Select Inventory Sheets for All Select Inventory Sheets for All Pages from the drop list to Pages print all the worksheet pages in the list box to the left 11 Highlight page and click Enter Qty s Highlight the worksheet Page in the list box to the left to from Completed Worksheet open that worksheet and enter the counted inventory quantities in the New Qty column Copyright 2012 MaxxTraxx User Manual 176 12 Enter Counted By Enter the Counted By initials in the entry field to record the person who actually counted the inventory 13 Enter Entered By Enter the Entered By initials in the entry field to record the person who entered the data into the system This field is auto populated with the user initials of this computer 14 Check Page is Completed Check the Page is Completed box if the counted inventory quantities have been entered into the worksheet 15 Click OK Click the OK button to save the changes to the worksheet 16 Click Post All Worksheets and Click the Post All Worksheets and Close Inventory button Close Inventory to close the inventory worksheets list box and post the new inventory quantities entered into the worksheets and update the part records in the system Note Once this Inventory is Posted and Closed it cannot be edited 17 Click Close but Don t Post Click the Close but Don t Post Worksheets bu
583. ther My Company Data or Sample Company Data 3 Click OK Click the OK button to open the Confirm window asking if you would like to exit MaxxTraxx now and begin using your Company Data or Sample Data if you are currently using Company Data 4 Click Yes or Click the Yes button to exit MaxxTraxx now and MaxxTraxx will automatically restart using your Company Data or Sample Data if you are currently using Company Data 5 Click No then click Cancel Click the No button if you do not want to switch data and restart MaxxTraxx at this time then click the Cancel button to exit the Select Company window and continue working with the currently selected data Copyright 2012 315 MaxxTraxx User Manual 11 7 View Logged In Workstations The View Logged In Workstations procedure explains how to view any computer logged into MaxxTraxx on the network from any workstation The computer names are listed in the Workstation list box indicating which physical computer is logged into MaxxTraxx it does not list which user is logged on From the Menu Bar click Utilities From the Menu Bar click Utilities and select View Logged and select View Logged In In Workstations from the drop list to open the Logged In Workstations Workstations window The workstation computers logged into the network will appear in the Workstation list box 2 Click Close Click the Close button to exit the Logged In Workstations window Copyright 2012 MaxxTraxx
584. tion about this feature 56 From the Options drop list select Select History to open the Parts Invoice History window to History view the Parts Counter transactions for this customer 57 Click Labor History Click the Labor History button to view a list of all labor services sold through the Parts Counter Click the Details button to view the Labor History Details including the labor code description status RO invoice date date paid quantity and price 58 Click Parts History Click the Parts History button to view a list of all parts sold through the Parts Counter Click the Details button to view the Part History Details including the part number description RO date status and pricing information 59 Click View Parts Invoice Click the View Parts Invoice button to view the actual parts invoice and print from the Preview Report button if needed 60 Click Close Click the Close button to close the Parts Invoice History window 61 From the Options drop list select Select Customer History to open the Customer History Customer History Report Report filter and select the number of months to include in the report from the spin buttons Check the Use Printed Labor Service Descriptions check box to print the entire description not just the first line on the report From the Options drop list select Select the Customer Sales by Year Report to view the Customer Sales by Year Report Repair Order Repair Credits Parts Invoices Par
585. tion of parts in a physical inventory The Condition of the part New Used or Rebuilt prints on the repair order to the right of the part number stating the condition of the part on the estimate and repair order The parts condition disclosure is a legal requirement for estimates and invoices in most states The Product Code is set to default to general inventory There are two functions for the product code inventory reports and financial accounting Reports are generated based on product codes that may or may not be assigned to different G L accounts For example create a product Copyright 2012 MaxxTraxx User Manual 90 code Tires using the same G L accounts as the general inventory account or create a product code with a new G L account that will track and account for tires separately on financial reports To change the G L account click Select to view the list of Product Codes 11 Highlight Product Code and click Choose the Product Code from the list click Select and Select the Product Code is entered into the Parts Detail window If the product code is not listed click the Add Product Code button 12 Enter Part Tire Size Enter a part or tire size to be used for the search function For example a tire size 205 70R15 or nut size 9 16 13 For stocked parts enter Best The Best Quantity amount is used to calculate the amount Quantity to be ordered on a parts reorder report Enter the amount that should
586. tion to be recorded on the general ledger and disburse that transaction to the general ledger on a specified date From the Menu Bar click From the Menu Bar click Accounting and select Create Accounting and select Create General Journal Entry from the drop list to open the General Journal Entry General Journal Entry window 2 Enter Date Enter the Date that the General Journal Entry is to be reflected on the General Ledger or click the Select button and choose from the calendar 3 Enter Description Enter the Description of the Journal Entry to be used as a search criterion to search for this General Journal Entry at a later date 4 Enter Notes Enter Notes about this General Journal Entry to use for reference in reviewing this General journal entry as needed in the future 5 Click Add Click the Add button or press tab after entering Notes to open the Disbursement window 6 Enter Account Number Enter the G L account number or click the Select button to open the Chart of Accounts window and select an account from the list When the G L account number is selected the Account Name will be populated Note Start entering the G L account number in the Chart of Accounts window to activate the progressive search 7 Edit Amount Edit the amount of the disbursement of the General Journal Entry 8 Select Increase or Decrease Using the radio buttons select to increase the amount of the account selected or decrease the amount of the accoun
587. to edit the invoice number and preview the parts invoice as it will look when it is printed From the Side Tool Bar click Edit Selected Invoice Highlight a Parts Invoice on the Parts Counter and from the Side Tool Bar click the Edit Selected Invoice button or double click the Invoice on the Parts Counter to open the main Invoice window 2 Edit invoice Edit the invoice as needed 3 Edit Invoice Number 4 Click Preview Parts Invoice Click on the blue underlined Parts Invoice Number to open the Invoice Number window Enter the new parts invoice number and click the OK button to save the change Click the Preview Parts Invoice button to open the Report Preview window to view the parts invoice in the printing format Click the Zoom icon on the Windows Tool Bar to increase the size of the document click the spin buttons to view multiple pages of the invoice and click the Close icon to return to the parts invoice 5 Click OK Save Click the OK Save button and select from the drop list to save your entries Copyright 2012 151 MaxxTraxx User Manual 3 Parts Manager The Parts Manager section includes procedures to perform a parts search create a parts purchase order enter incoming parts invoices including converting a purchase order into an incoming parts invoice reducing the data entry update inventory pricing update parts lists with catalog pricing parts price matrix setup generate physical inventory sheets and input
588. tructure of the repair order Complaint Cause and Correction This Complaint Cause Correction CCC format is designed to be entered on the repair order for each repair operation performed on the customer vehicle A Reason for Service Complaint is entered to capture the needs or requests of the customer whether it be a service or a repair to which the labor operations are attached A Labor Cause explains the problem and defines what needs to be done to fix the problem as well as explain exactly what was done to the vehicle to correct the problem or perform the service Correction to which the parts used are attached The Part is attached to the labor operation that explains how and why the part was used This approach effectively captures and communicates the customer s expectations and in turn provides a communication tool to clearly communicate the work to be performed to the technician document the work performed and parts used and articulate the value of the repairs or services performed on the vehicle to the customer This unique approach facilitates better communication between the service writers and the technicians increasing productivity while ensuring the customer understands what has been done on their vehicle and why creating value There are different methods to add a labor service or a part to a repair order depending upon the integrated databases available the accounting methods used and the level of parts tracking desired
589. try and close the General Journal Entry window 16 Click Cancel Click the Cancel button to close the General Journal Entry window without saving any entries or changes Copyright 2012 253 MaxxTraxx User Manual ZA Export To QuickBooks The Export To QuickBooks procedure explains how to view and select transactions to be exported to an IIF QuickBooks file to be then imported into From the Menu Bar click Accounting and select Export To QuickBooks Enter Show transactions from and to Check Show cash drawer transactions Check Show vendor invoices Check Show items previously exported Select Sort Order 7 Select items to export 8 Click Select All 9 Click Un Select All 10 Check Export cash drawer items as a single QuickBooks transaction 11 Click Export Selected Items 12 Click Cancel QuickBooks as an individual or grouped transaction From the Menu Bar click Accounting and select Export to QuickBooks from the drop list to open the Export Transactions window Enter the Show transactions from and to dates or click the Select buttons and choose from the calendars to display all transactions in the system for the selected date range Check the Show cash drawer transactions box to display cash drawer transactions for the selected time period Check the Show vendor invoices box to display vendor transactions for the selected time period Check the Show items previously exported box to display it
590. try field Last Name First Name Company Name Vehicle License Number Unit Number VIN Phone Number or by entering two of the four vehicle criteria of Year Make Model and Color to narrow the search by the vehicle description 3 Click the Search By radio button Click the Search By radio button to change the type of criteria used in the search The system will default to search on the Last Name First Name or Company Name 4 Click Next Click the Next button to display the results of the search in a customer list window 5 Select Customer and click Next or Select the customer on the customer list by double clicking the customer name or highlight the customer name and click the Next button 6 Click Add Customer or Click the Add Customer button to open the New Customer wizard to add the new customer information if they are not already in the system 7 Click Edit Customer Click the Edit Customer button to open the customer s record to make changes as needed to their record 8 Select Vehicle and click Next or Select the Vehicle on the vehicle list by double clicking the vehicle or highlight the vehicle and click the Next button 9 Click Add Vehicle or Click the Add Vehicle button to open the New Vehicle wizard to add the new vehicle information if it is not in the system 10 Click Edit Vehicle Click the Edit Vehicle button to open the vehicle record to make changes as needed to the record 11 Quotes Avai
591. try field entry field to search for the customer record The Search By criteria defaults to Last First Company Name 3 Click Next Click the Next button to display the results of the search in a customer list window 4 Select Customer and click Next Select the customer on the customer list by double clicking the customer name or highlight the customer name and click the Next button 5 Select Vehicle and click Next Select the Vehicle on the vehicle list by double clicking the vehicle or highlight the vehicle and click the Next button 6 Click Add Vehicle Problem or Click the Add Vehicle Problem button to select from a list of vehicle problems describing the reason the vehicle is in the shop All services and repairs must be associated with a Reason for Service to be able to add labor and parts to the Repair Order Each labor and associated part and or sublet labor will have its own Reason for Service to be associated with on the Repair Order 7 Click Add Request or Click the Add Request button to select from a list of requested services to be performed on the vehicle 8 Click Add Free Form Note Click the Add Free Form Note button to write a custom reason the vehicle is at the shop 9 Select the Reason for Service Select the Reason for Service either a Vehicle Problem or a Request for Service by double clicking the selection or highlight the selection and click the Next button 10 Click OK Click the OK button
592. ts Credits and Totals Purchases for each year and the account totals From the Options drop list select Select the Core Banking Report to view a list of cores this Core Banking Report customer has been charged for including the part number RO the core charge was billed to the customer the invoice date original quantity quantity to return and the sales price From the Options drop list select Select Change Person to a Company or vice versa if the Change Person to a Company customer is a company to enter the Company name for the customer record and a contact if applicable which will also change the search criteria from a person to a company Note The First Name and Last Name will not be saved the Contact Name wil need to be entered if applicable Copyright 2012 MaxxTraxx User Manual 22 1 10 Customer Search The Customer Search procedure will explain how to search for a customer and the various Search By criteria used to perform that search along with the results for each type of search criteria used From the Tool Bar click Customer Click the Customer Search icon on the Tool Bar or from Search the Menu Bar click Customer Svc and select Customer List to open the Customer Search window 2 Select Search By criteria To change the Search By criteria click the corresponding radio button or skip to step 11 to search by the vehicle year make model and color 3 Enter Search For criteria Enter customer information in
593. ts using the radio buttons to update prices for range of parts by part number part description product code or location Only parts on the Parts List with the Allow Auto Update check box selected in the part record in the Price section will be updated using this feature 3 Enter Filter By criteria optional Enter the criteria to filter your parts to segment which part records to Update Inventory Pricing 4 Select Vendor optional and or Click the Select button to select a vendor from the list to update inventory parts pricing for those parts with this vendor assigned as a primary vendor The Vendor Name will be auto filled once a vendor is selected in the vendor code field 5 Select Manufacturer Line Class Click the Select button to open the Manufacturer Line optional and or and Class selection window and select the Manufacturer Line and Class parts to update inventory pricing 6 Enter Size optional Enter a size to select parts of a particular size to update inventory pricing 8 Select Update Checkmarks box Select the Update Checkmarks box to save the pricing method entered in this wizard in the part record to apply that pricing method to all future purchases This will move the red arrow in the Pricing Section of the part record from the default of Sales Price which is a fixed price to the Pricing Method selected in Update inventory Pricing If this box is NOT SELECTED the selling price method entered in this featu
594. ts window 2 Enter Date Enter the Date of the transfer or click the Select button and choose from the calendar 3 Select Transfer From Click the down arrow and select the Transfer From bank account that the transferred funds will be withdrawn from 4 Select To Click the down arrow and select the To bank account that the transferred funds will be deposited into 5 Enter Amount Enter the Amount of funds to be transferred in dollars and cents 6 Click OK Click the OK button to complete the funds transfer Copyright 2012 MaxxTraxx User Manual 212 5 6 View Edit Check Register The View Edit Check Register procedure explains how to view the check register and edit delete and void checks deposits and adjustments as needed The parts of a check that has been written that can be edited include the check number date payee memo field disbursement and deposit dates Note Checks that have not been printed are listed on the check register and the bank reconciliation screen From the Menu Bar click Banking From the Menu Bar click Banking and select View and select View Check Register Check Register from the drop list to open the Select Account window 2 Select bank account Double click a bank account on the list or highlight a bank account line and click the Select button to open the check register for that bank account 3 Check Show Deleted Transaction Check the Show Deleted Transaction box to display any transactions th
595. tton and select a part or a part placeholder to add to the Menu Priced Labor The value of the parts or placeholders will be added to the Total Menu Price 21 For a Placeholder complete the To add a Part Placeholder to the Menu Priced Labor enter Linked Placeholder form or a Description Quantity and Price for the part placeholder Click the Select button next to the Description entry field to display a list of part descriptions to select from Note The placeholder wil need to be replaced wth a stocked part on the RO before the RO can be completed and paid When the placeholder is being replaced the system will ask if you want to use the stocked part or placeholder price Copyright 2012 295 MaxxTraxx User Manual 22 For a Part select from Part Search Select a part from the list to be entered on the RO as a Linked Part whenever this Menu Priced Labor is selected Regardless of the cost the Linked Part price is the amount listed in this Menu Priced Labor service record 23 Click Edit or Click the Edit button to open the highlighted Linked Part record and edit as needed 24 Click Delete Click the Delete button to delete the highlighted Linked Part record 25 Click Finish Click the Finish button to save the new labor service record and return to the Labor Search window Copyright 2012 MaxxTraxx User Manual 296 10 2 Manage Sublet Labor List The Manage Sublet Labor List procedure explains how to s
596. tton to Worksheets close the Inventory Worksheet window without posting the new quantities to the inventory section of the system Note Use this button to be able to return to and enter more numbers on the inventory work sheets 18 Click Edit Click the Edit button to open the highlighted Physical Inventory and edit the inventory worksheets and or save and post the physical inventory counted to the system Note Posted Work sheet can only be viewed not edited 19 Click Delete Click the Delete button to delete the highlighted Physical Inventory worksheets from the system Note Only Open Work sheets can be deleted 20 Click Close Click the Close button to close the Physical Inventory Worksheets window Copyright 2012 177 MaxxTraxx User Manual 3 12 Search Manufacturer List The Search Manufacturer List procedure explains how to search view edit and or add a manufacturer record When a Manufacturer Name is added to an existing part record the Line and Class options can be added to the system Manufacturer names with lines and classes can be imported from a catalog From the Menu Bar click Parts Mgr From the Menu Bar click Parts Mgr and select and select Manufacturer List Manufacturer List from the drop list to open the Manufacturer Search window 2 Enter Manufacturer Name and click Enter the Manufacturer Name or a portion of the name and OK click the OK button to open the Manufacturer list window displaying the search
597. tup alerts that prompt to order parts for a repair order if the parts are not in stock and or to enter received parts assigned to a repair order setup to print technician worksheets whenever printing the repair order display Hints and Tips enable the WorldPac Speedial feature and select which printer to use for the various forms and reports printed from this workstation From the Menu Bar click Setups select This Workstation and select Printing and Miscellaneous Info From the Menu Bar click Setups select This Workstation from the drop list and select Printing and Miscellaneous Info from the side drop list to open the Workstation Setup window 2 Click General link Click the General link default link for this window 3 Enter Workstation Description or Location Enter the Workstation Description or Location to denote where the workstation is located what primary function it is used for or by whom Note The Workstation Name above is auto populated using the computers name 4 Check Use Department This feature is under development as of MaxxTraxx 6 0 5 Select Cash Drawer 6 Click Add Cash Drawer 7 Check Warn me if I have parts on the RO that need to be ordered 8 Check Warn me if I have parts that have been ordered or received but have not been put on an RO Click the Select button and choose the Cash Drawer from the drop list to appear by default whenever a there is a cash transaction on this workstation NOTE
598. ulated There is a Reason for Revision entry field for details and or notes 12 Click OK Click the OK button to save the changes and return to the Revisions list 13 Click Edit Click the Edit button to open the highlighted Revision and make changes as needed Only the most recent revision can be edited 14 Click Delete Click the Delete button to permanently delete the most recent revision on the RO 15 Click Notes link Click Notes link to open the Repair Order Notes window Check the Show Notes on Printed RO box to print the notes under the Notes section on the RO 16 Click Marketing link Click Marketing link to open the list of marketing letters postcards scheduled to be sent to this customer If there are no marketing letters listed there are none to be sent 17 Click Assign Followup Letter Click the Assign Followup Letter Postcard button to open Postcard the Letters window listing the marketing pieces 18 Select a Letter or Postcard Double click or highlight a letter or postcard and click the Select button to open the Marketing Letter window select a send Parameter using the radio buttons and click OK Once a send parameter is chosen it cannot be changed To select a different date to send the letter delete the letter and reselect it with a different send parameter 19 Click Add Letter Postcard Click the Add Letter Postcard button to open the Letter Properties window Choose to create a letter or postcard and enter
599. umber edit the dollar amount and click the OK button Repeat as needed until the balance equals zero 14 Click Edit Click the Edit button to open the Disbursement window for the highlighted line to edit the disbursement account or amount 15 Click Delete Click the Delete button to remove the disbursement entry completely and re enter the disbursement 16 Select Bank Account At the top of the form click on the down arrow next to the bank account entry field to select a Bank Account from the drop list that this check is to be written from Note The bank account the last check was written from will automatically be selected 17 Check To Be Printed Check the To Be Printed box to activate the Post Check button below and have the system generate the check number to be printed on this check Note This box is checked by default 18 Check Memorize Check the Memorize box to save the amount and the disbursement information for the next time you write a check to this Payee The Memorize selection should be used for those checks that are the same amount each time you write them such as rent checks 19 Click Post Check Once the check form is complete click the Post Check Copyright 2012 MaxxTraxx User Manual 206 20 Click Batch Print button select to Post and Close or Post and Add Another to write another check then select to Print Now to verify or change the Check Number or select Print Later to add this check to the Pr
600. un Report button to open the A R Activity Filter window 4 Enter Start Date Enter the Start Date or click the Select button and choose from the calendar 5 Enter End Date Enter the End Date or click the Select button and choose from the calendar 6 Click OK Click the OK button to generate the report 7 Select Acct Receivable and select Select Accounts Receivable under Category and select Accounts Receivable Aging Detail Accounts Receivable Aging Detail under Report Name to generate a report of all outstanding invoices and credits grouped by customer including the transaction number transaction description invoice date due date beginning balance of the invoice balance due on that invoice total charges and credits in categories of Current 30 Days 60 Days 90 Days and 120 Days and amount owed through the specified date 8 Click Run Report Click the Run Report button to open the Accounts Receivable Aging Detail Filter window 9 Select by Customer Select All Customers or Last Name or Company to activate the From and To entry fields and enter the search criteria 10 Enter by Date Enter the date to view Accounts Receivable Aging as of date on the report or click the Select button and choose from the calendar 11 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over Copyright 2012 om MaxxTraxx User Manual 12 Select Acct Receivable and select
601. un Report button to open the Accounts Receivable History Filter window 19 Select by Customer Select All Customers or Last Name or Company to activate the From and To entry fields and enter the search criteria 20 Enter by Date Enter the date to vew Accounts Receivable History as of date on the report or click the Select button and choose from the calendar 21 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 22 Select Acct Receivable and select Select Accounts Receivable under Category and select Finance Charges Posted Finance Charges Posted under Report Name to generate a list of reports for each billing cycle date time with the Customers charged a finance charge for that billing cycle and the amounts posted to their accounts for that period 23 Click Run Report Click the Run Report button to open the Finance Charges Postings window 24 Highlight report date time and click Highlight a Finance Charges Postings report to be viewed Select and click the Select button to generate that report 25 Select Acct Receivable and select Select Accounts Receivable under Category and select Copyright 2012 MaxxTraxx User Manual 270 Open Accounts Receivable Open Accounts Receivable Statements under Report Statements Name to generate outstanding accounts receivable statements to be printed through a specified date Note Accounts Receivable Statements can be access
602. unt number Note Only the G L account numbers for these transactions can be edited The default G L account numbers are integral to the system and the automated tax calculation functions and it is strongly recommended that the default account posting not be edited once you have posted a transaction in the system Click on Payroll Deductions User Definable in the Transaction Category to display both pre tax and after tax user definable accounts used to track various payroll deduction types Edit the transaction description by highlighting a payroll deduction and click the Edit button to open the Automatic Posting Transaction Definition window and edit the description and or click the Select button to open the Chart of Accounts window highlight a G L account and click the Select button to save the selected account Note Payroll Deductions edited in this section wil update the corresponding label of the entry field in the payroll section with the same Transaction Description Click the Close button to save your entries and exit the Automatic Transaction Posting Defaults window Copyright 2012 MaxxTraxx User Manual 388 13 4 Product Codes The Product Codes procedure explains how to view add edit and delete Product Codes for Parts Labors Sublet Labors Cores and Miscellaneous Supplies All these products parts and cores and services labor sublet labor and add on charges are sources of income for the company When a product or
603. unt will display in the list box to the right and the Remaining Balance below will be 0 00 30 Edit Amount to Post Edit the Amount to Post to enter more than one method of payment to pay the selected invoice To pay only a part of an invoice click the Back button and click the Edit Payment Amount button to select the amount of the invoice to pay 31 Select Date Paid if applicable Select Date Paid and Time Paid by clicking the Select buttons and choosing from the calendar and or drop list 32 Click Finish and Print Receipt if Click the Finish button and when prompted click Yes to applicable or print a Receipt for the payment if applicable 33 Click Close Click the Close button to cancel the payment and retum to the customer record screen 34 From the Options drop list select Select Create New Invoice to open the A R Invoice form Create New Invoice and complete and enter the invoice amount note and edit the Invoice Copyright 2012 19 MaxxTraxx User Manual the form using the tab button Date and or Due Date by clicking Select and choosing from the calendars Most customer A R invoices are created by converting a repair order to an invoice and then charging the invoice to the customer s A R account However this feature can be used to set up beginning balances or for non inventory sales such as a vehicle used shop tool etc 35 Tab to Disbursement window or After you enter a dollar amount for the invoice you m
604. unts window highlight a G L account number and click the Select button to save the selected account number The system is set to use 68500 Tax Sales to track sales tax entered on an incoming parts invoice in the Sales Tax entry field as an expense Click on Payroll Wages in the Transaction Category to display the accounts used to track various types of wages you pay to your employees in the payroll section of the system Each payroll wage type has an individual entry field in the payroll section that may or may not flow to a separate G L Account Number The individual entry fields collect data separately for payroll reports to print payroll wages separately on paystubs and allow you to assign separate G L Account Numbers if you want the general ledger and income and expense statements to list payroll wage types separately You cannot add a wage type in this section however there are four user definable wage types that can be edited To change the G L Account Number highlight the Wages type and click the Assign G L Acct button to open the Chart of Accounts window highlight a G L account number and click the Select Copyright 2012 387 MaxxTraxx User Manual 44 Click Payroll Wages User Definable 45 Click Payroll Deductions 46 Click Payroll Deductions User Definable 47 Click Close button to save the selected account number Note Only the G L account numbers for these transactions can be edited Typically the
605. urns edit part details and save and submit online orders When adding parts to a repair order or an invoice if the parts are not in stock upon exiting a repair order or invoice the Repair Order Buyouts and Low Stock Parts window will open to create a purchase order to order the parts listed This procedure will explain the various ways to add parts to a new purchase order then explain how to add parts to a new purchase order when prompted after exiting a repair order or invoice Note Purchase Orders can be generated for returning parts or cores to a vendor for credit and can be converted to an Incoming Parts Invoice From the Tool Bar click Order Parts Click the Order Parts icon on the Tool Bar or from the Menu Bar click Parts Mgr and select Create Parts Purchase Orders to open the Browse Parts Orders window Click Create New Parts Order Click the Create New Parts Order button to open the Vendors window to select the vendor for whom the purchase order is to be written Check Show Inactive Vendors box Check the Show Inactive Vendors box to display vendors if applicable that have been deleted in red type NOTE An inactive vendor must be reactivated to use that vendor right click on vendor name and select Undelete Vendor Select vendor Double click a vendor or highlight the vendor and click the Select button to open the Parts Order Purchase Order Form Click Add Line Item Click the Add Line Item button and select a method from t
606. use the stocked part or placeholder price 17 For a Part select from Part Search Select a part from the list to be entered on the RO as a Linked Part whenever this Menu Priced Labor is selected Regardless of the cost the Linked Part price is the amount listed in this Menu Priced Labor service record 18 Click Edit Click the Edit button to open the highlighted Linked Part record and edit as needed 19 Click Delete Click the Delete button to delete the highlighted Linked Part record 20 Click Finish Click the Finish button to save the new labor service record and return to the Labor Search window Copyright 2012 MaxxTraxx User Manual 1 33 Add A Labor To A Repair Order Labor Service From List The Add A Labor to a Repair Order Labor Service From List procedure explains how to Add A Labor to an open Repair Order by selecting from a list of labor service records in the system A Reason for Servce in the form of a Request for Service Vehicle Problem or Freeform Note must be highlighted on the Repair Order to activate the Add A Labor function Multiple labor services can be attached to a single Reason for Service however the format of Cause Complaint Correction that the Repair Order format is based on recommends that each labor have its own Reason for Service if applicable Select and open a Repair Order on Double click the Repair Order or highlight the Repair Order the Service Counter and press Enter to open the Repair O
607. ustomer from the list by double clicking the needed or customer s name or with the customer name highlighted press the enter key to open the customer record window and view and or edit the record as needed Note Many features in the Customer Record under the Options button can be accessed by right clicking on the customer name on the list 4 Select the Appointment or Repair Highlight the appointment or repair order for the selected Order on the Service Counter customer record on the Service Counter to view or edit 5 Click Options or right click the repair Click the Options button on the Side Tool Bar or right click order on the highlighted appointment or repair order 6 Select View Edit Customer Master Select View Edit Customer Master Record from the drop Record or list to open the customer record 7 From a Repair Order click customer From the Repair Order click on the customer name name underlined in blue type or underlined in blue type in the upper left corner of the repair order to open the customer record 8 From a Repair Order click Options From the Repair Order click on the yellow Options button and select View Edit Customer select View Edit from the drop list and click the left arrow Master Record to select Customer Master Record from that drop list 9 Edit as needed and click OK View and edit the customer record as needed and click the OK button to save your changes and close the window
608. utton to close the Cash Drawer window Copyright 2012 255 MaxxTraxx User Manual 7 6 Create Cash Drawer Transaction Non Invoice Cash In The Create Cash Drawer Transaction Non Invoiced Cash In procedure explains how to record a cash payment received and put in the company cash drawer in the Daily Sales and Cash Drawer Report Note Non Invoice Cash transactions are so named when they are not a payment for an invoice on the Service Counter or Parts Counter or taken as a Deposit on Account to pay a future invoice From the Tool Bar click Cash From the Tool Bar click the Cash Drawer icon or from the Drawer Menu Bar click Manager and select Create Cash Drawer Transaction from the drop list to open the Cash Drawer window 2 Select Non Invoiced Cash In Using the radio buttons select Non Invoiced Cash In and the wizard will open the Non Invoiced Cash In screen Note The tab key can be used throughout this wizard 3 Enter Reason for Cash In Enter the Reason the Non Invoiced Cash or any other method of payment is being received for reference 4 Enter Amount Enter the Amount of Non Invoiced Cash or any other method of payment received in dollars and cents 5 Select Payment Method Select the Payment Method by clicking on the down arrow and selecting from the drop list 6 Select G L Account Select the G L Account from the drop list that the cash received is to be disbursed to Note Ifthe account is not listed see Default
609. uttons to start the selection process over 12 Select Customer and select Select Customer under Category and select Customers Copyright 2012 2 MaxxTraxx User Manual Customers with Vehicles List with Vehicles List under Report Name to print a list of customers with their contact information and their vehicle information 13 Click Run Report Click Run Report to open the Customer amp Vehicle Report Filter window 14 Select By Customer Name Select All Customers or select Last Name or Company to activate the From and To entry fields Key in the customer names for the range 15 Select by Zip Code Key in the Begin Zip Code for the report to start with and an End Zip Code for the report to run through The Zip Code selection can be left blank to include all zip codes 16 Click OK Click the OK button to generate the report or click the Reset Filters buttons to start the selection process over 17 Select Customer and select Inactive Select Customer under Category and select Inactive Customer Report Customer Report under Report Name to print a list of inactive customers with their contact information and the date last visited 18 Click Run Report Click Run Report to open the Customer Activity Filter window 19 Select Date Since Last Visit Click on the Select button to choose from the calendar the Date Since Last Visit to generate a list of customers with no appointment or RO s since the date for the report 20 Select
610. val is not used 4 Enter Payroll Period Begins Date Enter the Payroll Period Begins Date or click the Select button and choose from the calendar The date entered by default in this field is system generated based on the last payroll run date for employees with this pay interval 5 Enter Pay Employees Through Date Enter the Pay Employees Through Date or click the Select button and choose from the calendar The system will pay the employees for work through and including this date 6 Enter Payroll Pay Date Enter the Payroll Pay Date to be printed on the checks or click the Select button and choose from the calendar 7 Review Notice in red type and click Review the following Notice All hours worked will be Next put into the regular time field If the employee has overtime you will need to move the overtime hours from the regular time field into the overtime or double time fields Varying laws regarding overtime between states and municipalities require that you make a manual entry to allocate overtime hours worked from the hourly field into the appropriate overtime 1 5 and 2 0 fields Timecards will be available for viewing and printing on the Employee Payroll screen Click the Next button to open Select the Employees To Pay screen 8 Select verify employees to pay and There is a green checkmark next to the employees to be click Next paid If applicable unselect an employee to be excluded from this payroll batch by clicking in the S
611. vehicle 16 Click Add Free Form Note Click the Add Free Form Note button to write a custom reason the vehicle is at the shop 17 Select the Reason for Service Select the Reason for Service either a Vehicle Problem or 2 a Request for Service by double clicking the selection or highlight the selection and click the Next button Enter additional information The Request for Service Vehicle Problem Note window will as needed open to make any changes to the selected Reason for Service or enter additional information about the vehicle i e description of the failure or sounds the vehicle makes 19 Click OK Click the OK button to save changes and entries made to the Reason for Service There is a spell check button to the right of this entry field to spell check your entries 0 Click Finish Click the Finish button to close the Repair Order wizard save the new Repair Order to the Service Counter and update the Repair Order with a current mileage reading assign a technician to the repair order and note the Customer Source for marketing purposes Enter Starting Mileage Enter the Starting Mileage of the vehicle when it was dropped off or towed in to the repair shop This window to Update Repair Order Information can be skipped by clicking the Cancel button A prompt asking that you enter this information later can be set to open When the Repair Order opens closes is marked complete or when paid Click Select to view Tec
612. vice and the associated labor and parts below it to a sub estimate 3 Click Delete Click the Delete button to open Confirm window to select what to do with the reason for service and associated labor and parts below the reason for service NOTE The delete key on the keyboard performs the same action or right click on the reason for service 4 Select Save asa sub estimate Select the Save as a sub estimate radio button on the Confirm window 5 Click OK Click the OK button to save your selection This sub estimate is now available from the Sub Estimate button below with a number in parenthesis denoting how many sub estimates are available for this vehicle 6 Click Sub Estimate Click the Sub Estimate button to open the Sub Estimates window listing the Reason for Service line and Total of the Sub Estimates for this vehicle 7 Click View Details Click the View Details button to open the Sub Estimate window view the labor and parts in the Sub Estimate and both the Saved price of parts and labor when the Sub Estimate was created and Actual prices 8 Click Close Click the Close button to close the Sub Estimate window 9 Click Print Click the Print button to open the Report Preview window listing the Sub Estimate report that can be printed using the Windows Print button 10 Click Delete Click the Delete button to permanently delete the highlighted sub estimate from the list Copyright 2012 MaxxTraxx User Manual 12
613. vide access to Print Technician Worksheets Select Print Technician Checklists to print checklists that have been selected on the RO Ifa checklist is selected on an RO the checklist can be printed to be completed by the technician The technician checklist shows boxes to check to indicate the condition of an item Completed checklists printed for the customer when their invoice is printed lists each item checked and the status of those items Select Print Job Clock Details to print the Job Clock Details report listing the technician date RO clock in out time flagged actual hours reason clocked out year model and customer name The report includes an individual report for each technician who worked on the job and a company report totaling the hours worked on the job This report can be used to compare hours worked versus billed on the RO as a notification that additional time may need to be billed to the customer or to track the technicians actual hours compared to billed hours for productivity purposes Select Dial Customer s Phone to open the Call Status window and initiate the Phone Dialer feature this requires additional setup contact Scott Systems Technical Support for additional information about this feature Select Edit Repair Order Number to open the Repair Order Number window and key in any alpha numeric you want to change it to The RO Number can also be accessed by clicking the blue underlined RO Number
614. viewed Note The system defaults to display all transactions for the specified time period in the list box below Highlight a transaction in the list box and the payment details will display in the Payment Details list box to the right Note If there is any Additional Transaction Information such as the Vendor Invoice Number Vendor Names and or Notes associated with the highlighted transaction this information wil display above the Payment Details list box Click the Void Payment button to wid the highlighted transaction The if voided transaction was a payment for a repair order or part invoice voiding the repair order or part invoice put it back on the Service Counter or the Parts Counter to re apply the payment to again correctly A confirmation screen will ask you to verify that you want to void the transaction select Yes or No Click the View R O or Invoice button to view the actual repair order of the highlighted transaction Note The View R O or Invoice button will be inactive if there is not a repair order or part invoice associated wth the highlighted transaction Click the Close button to exit the Cash Drawer Transactions window Copyright 2012 257 MaxxTraxx User Manual 7 8 Financial Reports The Financial Reports procedure explains how to generate the Check Received Report Sales Summary Report Tax Summary Report to complete sales tax forms and a Weekly Franchise Reconciliation Report When a report name is sele
615. voided and notes 72 Click Run Report Click the Run Report button to open the Voided Repair Orders window 73 Enter Starting Date and Time Enter the Starting Date and Time or click the Select button and choose from the calendar and click on the down arrow and choose from the drop list 74 Enter Ending Date and Time Enter the Ending Date and Time or click the Select button and choose from the calendar and click on the down arrow and choose from the drop list 75 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over Copyright 2012 MaxxTraxx User Manual 140 2 Parts Counter The Parts Counter is the dashboard of MaxxTraxx where part invoices are displayed and managed When the Parts Counter is selected the Tool Bar remains the same however the Side Tool Bar now displays buttons pertaining to part invoices instead of repair orders The Part Counter section of the user manual explains how to write and edit parts invoices for cash customers as well as existing customers Copyright 2012 Kum MaxxTraxx User Manual 2 1 Write A Cash Invoice The Write A Cash Invoice on the Parts Counter procedure explains how to access the Parts Counter create a parts invoice for a cash customer without a customer name on the invoice add parts sublet and or labor to the invoice preview in printing format and save the parts invoice The Options button and Links on the
616. w 12 Enter Labor Code Enter the Labor Code to activate the progressive search function Note The Printed Description of the labor will display in the read only text box across the bottom of the window Copyright 2012 MaxxTraxx User Manual 122 13 Select Labor Select the Labor from the list by double clicking the labor or highlighting the labor and clicking the Select button at the bottom of the window 14 Enter Hours Billed to Customer Enter the Hours Billed to Customer by keying in amount or using the spin buttons 15 Click OK Click the OK button to save this labor service to the quote 16 Highlight Labor line and click Parts With the Labor line highlighted click the Parts button or right click the Labor line and select a Parts method from the drop list The Parts button will only be active if you have a Labor line to associate it with 17 Select Part from Part List Click on Part from Part List to display the Part Search window Selecting the Part List will display all parts that have been entered in the system and posted to inventory 18 Search for Part from the Part List Start to enter the part number and the progressive search will narrow the part list down Click on the part number as soon as it appears on the list or continue to enter the entire part number to narrow the list to the exact part number If the part has not been entered into the system before the list window will eventually list no parts 19 Sel
617. w 15 Enter Report Date Enter the Report Date or click the Select button and choose from the calendar 16 Check Include accounts with no Check the Include accounts with no balances box to print balances all G L accounts in the chart of accounts on the Trial Balance Report even if the account balance is zero 17 Click OK Click the OK button to generate the report Copyright 2012 MaxxTraxx User Manual 250 7 2 Add A General Ledger Account The Add A General Ledger G L Account procedure explains how to create a G L account and assign a G L number to the new account The General Ledger is the main accounting tool of a business which uses double entry bookkeeping to record financial transactions The double entry method records where a transaction is coming from and going to noting the change in one account and corresponding effect in another account Virtually all transactions are automated to record on the general ledger seamlessly in the background with only a few transactions requiring a manual general journal entry From the Menu Bar click From the Menu Bar click Accounting and select Chart of Accounting and select Accounts from the drop list to open the Chart of Accounts Chart of Accounts window listing all the existing G L accounts in the system 2 Click Add G L Acct Click the Add G L Account button to open the G L Account window to create a new G L account 3 Enter G L Account Enter a five digit number for the new G
618. ween 2 4 and 3 inches MaxxTraxx will print only on 2 4 inches of the label leaving additional space off either edge in the amount of the setting above 2 4 inches to ensure all the label information prints Select the orientation of the Bin Labels the size is fixed to print on a 3 1 2 x 1 1 7 label by clicking either the Portrait or landscape radio button Select the Default Printer for Bin Labels by checking the Use Windows Default box or uncheck the box and select a printer from the drop list Select the Style for the Bin Labels from the drop list Select the Check Style Default from the drop list Select the Default Printer for Business Checks by checking the Use Windows Default box or uncheck the box and select a printer from the drop list Note Checks on Top are Deluxe style 881064 or DLT104 and Checks in Middle are Deluxe style 881013 or DLM061 Scott Systems recommends Check on Top style DLT104 for a more universal check format that will typically fit in standard window envelopes Click the Display link to set the beginning and ending times of the workday use for making appointments the increments to display on the time drop lists the default repair order promised time required in some states frequency to refresh the schedule and part invoice list on all the workstations and amount of hours available for appointments per day for the Appointment Calendar feature Select the Beginning of Work Day time from the drop list
619. when creating the tire quote Enter Service Pressure Monitor Enter the Service Pressure Monitor charge per tire in charge and check Apply dollars and cents and check the Apply Service Pressure Monitor Charge By Default box to have the service pressure monitor charge automatically applied to all tire quotes If this box is not checked to be applied by default the service pressure monitor charge can be added when creating the tire quote Copyright 2012 aa MaxxTraxx User Manual 7 8 9 Check Apply User Charge 2 By Default Check Apply User Charge 1 By Default Check Apply User Perc Charge By Default 10 Click OK Check the Apply User Charge 2 By Default to always apply the User Defined Part Charge 2 to the Tire Quote User charges are setup in the RO and Part Invoice Setup section under the Add On charges link The dollar amounts to be charged are entered in each individual tire s part record Check the Apply User Charge 1 By Default to always apply the User Defined Part Charge 1 to the Tire Quote User charges are setup in the RO and Part Invoice Setup section under the Add On charges link The dollar amounts to be charged are entered in each individual tire s part record Check the Apply User Perc Charge By Default to always apply the User Perc Part Charge to the Tire Quote User charges are setup in the RO and Part Invoice Setup section under the Add On charges link The percentage to be charged is ente
620. where applicable View edit Part From an open repair order or parts invoice highlight and click the Edit button or just double click on a part to view the Part Sales Detail Information screen 2 Edit Part Description Edit the Part Description for this repair order only Edits made to this field will not affect the part master record 3 Edit Add On Charges per Item Edit the Add On Charges per Item fields up to three can be active for this part The Add On Charges are multiplied by the quantity of this part entered on the repair order or parts invoice on this screen Add On Charges can be entered in the part master record and are automatically entered on this Sales Detail Information screen when the part is added The default Add On Charges can be edited at any time NOTE Add On Charges wil appear on the printed repair order or parts invoice in an Add On Summary section 4 Check Use Matrix and select Check the Use Maxtrix checkbox to activate the Parts Price Matrix drop list to select a matrix to apply to this part The matrix selected with be applied to the cost or list whichever is set up in the matrix of the part and entered in the Regular Price field The Regular Price field will be inactive unable to edit price whenever a Price Matrix is selected Changes to this part COST by entering a restock parts invoice entering a received vendor invoice with a different cost than in the part master record when the part was put on this i
621. whole or just the first few letters of the information except phone in the Search For criteria entry field at the bottom of the window that corresponds to the selected Search For criteria as follows 4 Select Last First Company The default Search By criteria is by Last Name First Name or Company Name The results of this search will display customers by their last name or by company name Note When a customer record is started the record is set up as either a person or company If you chose company the search does not search on the contact person s name 5 Select Last Name Select Last Name to search for customer records entered as a person with matching Last Name search criteria 6 Select First Name Select First Name to search for customer records entered as a person with matching First Name search criteria 7 Select Company Name Select Company Name to search for customer records entered as a company with matching Company Name search criteria 8 Select Vehicle License Number Select Vehicle License Number to search all customer records with matching vehicle license numbers The search may be on the first few alphanumeric characters i e a search for 399 would bring up license 399GBD 9 Select Unit Select Unit to search all customer records with matching unit numbers The search may be on the first few characters i e a search for 1 would bring up unit 12A Note Character such as a sign can be part of the unit
622. window Enter new beginning balance and The Beginning Balance window displays the account you click OK selected the current balance in that account on the date you selected and a field to enter the balance it should be as of that date Enter the balance from your balance sheet and click the OK button to create the transaction Note If there is currently a balance in the account you are setting up when you enter the beginning balance amount from your balance sheet MaxxTraxx looks at the amount you want it to be and the amount it currently is and makes an adjustment of the difference Therefore should you look at the transaction immediately afterwards as it may not be for the amount you entered for the Copyright 2012 309 MaxxTraxx User Manual 5 Repeat steps 3 amp 4 as needed beginning balance however the transaction it creates will take your balance for that account on that date to the amount you entered Repeat steps 3 amp 4 for each account with a balance on your balance sheet Verify when you are done there are no balances in the MaxxTraxx G L accounts that are zero balances in your original balance sheet Once you have entered all account balances click on the Trial Balance button to verify all balances Verify the 19900 G L account shows a zero balance If not either you ve entered one or more balances incorrectly or the financials you are using may not have been in balance to begin with Copy
623. workstation only Hot News and Message notifications appear if Scott Systems has published a Hot News or Message when logging into MaxxTraxx if an Internet connection is available NOTE Scott Systems has the ability to override this work station setting to send a critical message to all workstations with MaxxTraxx 14 Check Do not show me warnings Check the Do not show me warnings about data backups about data backups box to not show when a local backup has not run in the last 24 hours on this workstation only This backup missed warning will still appear on the server computer 15 Click Printer Setup link Click the Printer Setup link to select the printers to be used for this workstation 16 Check Use Company Setup or Check the Use Company Setup box es to utilize the printer setup selected in the RO and Part Invoice Setup section for the corresponding document s 17 Uncheck Use Company Setup and If you unchecked the Use Company Setup box the down select a printer for this workstation arrow and drop list will be activated to select a printer for if applicable the corresponding document s i e Repair Orders Part Invoices Letters Postcards Labels Tech Worksheets Reports and Checks Double click to select a printer from the drop list to use that print for this document on this workstation 18 Select RO Part Invoice Detail area Using the spin buttons select the alignment adjustment s Printing Adjustment if applicab
624. xTraxx User Manual 1 4 Delete An Appointment Repair Order The Delete An Appointment Repair Order procedure explains how delete an appointment or repair order from the Service Counter and select a Reason Canceled and Notes about the cancellation Highlight the Appointment or Repair Order and press Delete or Select Delete Appt Repair Order Click Yes Select Reason Canceled Enter Notes 6 Click OK Highlight the Appointment or Repair Order and press the Delete key or with the appointment highlighted click the Options button on the Side Tool Bar or right click on the appointment to display the drop list Select Delete Appointment Repair Order from the drop list to open the Confirm window Are you sure you want to remove the following appointment Click the Yes button to confirm that you want to delete the appointment for the customer and date time listed in the Confirm window Select the Reason Canceled from the drop list using the down button to the right of the entry field Note See Setup Lists Cancellation Reasons to add additional reasons canceled to the drop list Enter any Notes about the canceled appointment The notes entered in this window will appear on the Company Report of Voided Appointments Click the OK button to delete the appointment and save the reason for the cancellation and notes Copyright 2012 MaxxTraxx User Manual 10 1 5 Search For An Appointment The Search For An
625. y Summary to activate Year entry field to enter the year for the Quarterly report which includes the annual total 14 Check Show Suspended Employees Check the Show Suspended Employees box to include suspended employee information on the report 15 Click OK Click the OK button to generate the report or click the Reset Filters button to start the selection process over 16 Select Employee and select Select Employee under Category and select Employee Employee Productivity Detail Productivity Detail under Report Name to generate a report for each employee listing open and closed repair orders with date paid repair order number status vehicle description billed hours flat rate hours flagged hours billed as a percentage of flat rate hours billed as a percentage of flagged hours flat rate hours as a percentage of flagged hours labor sales and parts sales per invoice and totaled per technician with company totals and discount amount for a specified time period 17 Click Run Report Click the Run Report button to open the Employee Productivity Detail Report Filter window 18 Select by Employees Select All Employees or Employee Code or Last Name to activate the From and To entry fields and entry the employee codes or last names for the report 19 Enter Starting Date and Time Enter the Starting Date or click the Select button and choose from the calendar and Time in 24 hour notation or click the down arrow and select from the drop li
626. y link if applicable to find the labor service list to select a labor service from Note A category may have multiple sub categories Select labor service to be added to RO Select the labor service s to be added to the RO by checking the box on the far right for the desired labor service The Labors You Have Selected to Add to Your Repair Order will appear in the box at the bottom of the AllData screen Click Remove 8 Click Add Selected Labors To RO 9 Click Back 10 Click Cancel 11 Click OK Save Click the Remove button to remove the highlighted labor service from the Labors Selected You Have Selected to Add to Your Repair Order list box Click the Add Selected Labors To RO button to export the selected labor services to the repair order Click the Back button above the labor services list box at anytime while searching for a labor time to return to the group or sub group heading to reselect a labor service Click Cancel to close the AllData screen without exporting any labor services to the open RO Click the OK Save button to close the repair order screen Copyright 2012 MaxxTraxx User Manual 1 37 Add ALabor To A Repair Order Labor from Online Catalog The Add A Labor To A Repair Order Labor from Online Catalog procedure explains how to access search and export a catalog labor to an open repair order Once the labor service is exported to the repair order the Labor Sales Detail Information can be e
627. y name and click the OK button to save the new country 51 Click Edit Click the Edit button to make changes to the highlighted country 52 Click Delete Click the Delete button to permanently delete the highlighted country from the list Copyright 2012 s MaxxTraxx User Manual 53 Click Close Click the Close button to exit the Countries Setup window 54 From the Menu Bar click Setups From the Menu Bar click Setups select Lists from the select Lists and select Time Clock drop list and select Time Clock Reasons from the side Reasons drop list to open the Time Clock Reasons window Whenever an employee clocks out using the Time Clock feature they are required to select a reason for clocking out i e At Lunch Gone Home etc Note The Time Clock Reasons with a gray background are the system defaults that cannot be edited or deleted 55 Check Show inactive Reasons Check the Show inactive Reasons box to display deleted Time Clock Reasons in red type Note Right click on the deleted reason and click Undelete Reason from the drop list to re activate the deleted reason 56 Click Add Reason and enter Click the Add Reason button to open a blank Time Clock Reason For Clocking Out Reason window enter a Reason For Clocking Out for the new reason and click the OK button to save the new reason 57 Click Edit Click the Edit button to make changes to the highlighted reason 58 Click Delete Click the Delete button to remove t
628. your entries and close the Work Station Setup window 26 Click Cancel Click the Cancel button to exit the Workstation Setup window without saving any of your entries Copyright 2012 MaxxTraxx User Manual 350 12 10 This Workstation Spellcheck The This Workstation Spell Check procedure explains how to activate the spell check feature select the dictionary to use when spell checking on this workstation add or delete words to the dictionary assign actions to be performed when a word is encountered in a spell check session on this workstation and select edit options to be used while performing a spell check i e autocorrect phonetic suggestions etc From the Menu Bar click Setups select This Workstation and select Spell Check Check Turn Spell Checking On For This Workstation Click Edit The Dictionary Select dictionary to use in the Files List Box Enter or select a word in the Words List Box Click Add Word with an Action selected Select Action Ignore skip or Select Action Auto change use case of checked word and enter Other word or Select Action Conditionally change use case of other word and enter Other word or From the Menu Bar click Setups select This Workstation from the drop list and select Spell Check from the side drop list to open the Spell Checking Setup window Check the Turn Spell Checking On For This Workstation box to activate the spell check featur
629. your fiscal year state date to calculate the balance sheet and statement for retained earnings as well as how to display Retained Earning on financial reports The Fiscal Year feature allows you to change your end of year in the middle of the year in the case you incorporated your business mid year The Fiscal Year Start Date entered here is used to calculate year to date reports From the Menu Bar click Setups From the Menu Bar click Setups select Accounting and select Accounting and Payroll and Payroll from the drop list and select Fiscal Year and select Fiscal Year and Retained Retained Earnings from the side drop list to open the Earnings Accounting Setups window for these features 2 Select Fiscal Year Month Enter the Fiscal Year Month from the drop list The Fiscal Year Start Date will be the first of the month selected 3 Select Assign accounts for each Click the radio button to select to Assign accounts for year or each year to automatically create a new general ledger account number to track and display each year s Retained Earnings in their own account or 4 Select Use a single account and Click the radio button to select to Use a single account to group and add together all retained earnings into a single general ledger account to track and display as a single amount 5 Enter Account Type in the general ledger account to be used for grouping retained earning on your general ledger and in all financial reports
630. ype Note Right click on the deleted checklist template and click Undelete from the drop list to re activate the deleted checklist template 80 Click Insert and enter data for the Click the Insert button to open a blank Checklist Template Checklist Template window and fill out the form to create a new Checklist See the Add A Checklist procedure for detailed instructions on how to create a new checklist 81 Click Edit Click the Edit button to make changes to the highlighted checklist 82 Click Delete Click the Delete button to remove the highlighted checklist from the list Note If a checklist is deleted from this list that checklist will not appear under the Checklist link from within an open repair order to be attached printed and completed for that repair order 83 Click Close Click the Close button to exit the Checklist Templates window 84 From the Menu Bar click Setups From the Menu Bar click Setups select Lists from the select Lists and select Tasklist drop list and select Tasklist Categories from the side drop Categories list to open the Task Categories window When adding a task to your Tasklist a category must be selected before the task can be saved as tasks can be sorted by category 85 Check Show inactive task Check the Show inactive task categories box to display categories deleted Task Categories in red type Note Right click on the deleted task category and click Undelete from the drop list to re activat
631. yping either the Vendor Invoice Number Packing Slip Number Vendor Name or Date Received to find that vendor invoice this is a progressive search Select the invoice to view by highlighting the invoice on the list and clicking the Edit button below or double click on the invoice to open and view NOTE No changes can be made to a posted vendor invoice nor can it be voided Copyright 2012 3 8 MaxxTraxx User Manual 170 Update Inventory Pricing The Update Inventory Pricing procedure explains how to update the pricing method or calculation amount on all or on a selection of parts This feature will update part pricing ONLY for those parts that have the Allow Auto Update check box selected in the part record in the Price section IMPORTANT NOTE If you open and view a part record that has been updated using this feature and the Use Price Matrix box is selected in that part record MaxxTraxx will update the pricing to use the selected price matrix upon exiting the part record Uncheck the Use Price Matrix box to retain the updated inventory pricing before exiting the part record From the Menu Bar click Parts Mgr From the Menu Bar click Parts Manager and select and select Update Inventory Update Inventory Pricing from the drop list to start the Pricing Update Inventory Pricing wizard 2 Select All Parts or Select Parts Select to Update Prices For All Parts from a particular vendor manufacturer and or size or select the Select Par
632. ystems have three preexisting rates DEF Default Sales Tax NT Non Taxed and RES Resale already in the Sales Tax Setup section These three sales tax rates can be edited with your local sales tax rates or a new sales tax rate can be created Each sales tax rate can be comprised of one single tax type or up to four tax types with their respective percentages if breaking sales tax components in your region is required For example Canadian shops are required to calculate and list the various sales tax amounts separately on invoices Each sales tax type and amount would be labeled separately on the invoice with a total sales tax charge To have this multi level sales tax rate print on invoices see the RO and Part Invoice Setup procedure to select to Print Tax Breakdown under the R O Setup link From the Menu Bar click Setups From the Menu Bar click Setups select Accounting and select Accounting and Payroll Payroll then select Sales Tax Rates from the side drop list and select Sales Tax Rates to open the Sales Tax Rate Definitions window 2 Select Default Sales Tax to edit Select the Default Sales Tax to edit by double clicking on the line or highlight the line and click the Select button to open the Sales Tax Rate Definitions window 3 Enter Tax Code Enter a Tax Code for this rate for example DEF for Default 4 Enter State Province District Enter a Description for this rate to expand on the code for example DEF for Default or SD for Sa

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