The Spring 2018 of MAM Online includes several new enhancements designed to enable garages to increase upsell opportunities.

Transcription

1 KiS ONLINE Spring 2018 release Introduction The Spring 2018 of MAM Online includes several new enhancements designed to enable garages to increase upsell opportunities. One of the key additions in the release is the new Good Better Best feature. Designed to be an effective upsell tool, Good-Better-Best helps garages increase average job value by creating a range of estimates to present to customers. Service advisors can present up to three options to reflect differences such as price, quality, brand or warranty. Garage owners can run reports to view revenue gained from Good-Better-Best sales and monitor upsell performance from individual staff members. Additional reports provide a deeper insight into revenue gained from suggested jobs (from the Carside electronic vehicle health check app or service advisor recommendations) and recovered work (from previously deferred jobs). New functionality to clone and hide job groups works in conjunction with Good-Better-Best, and will provide greater flexibility when creating and presenting estimates to customers. In-line with new GDPR Regulations the release includes new features to help garages work towards compliance with the new rules. This includes setting customer contact details to be opted-out of communication by default and providing a new function to delete customer records on request. UI Improvements to the document screen simplify the job building process. Users can build jobs more efficiently by using a set of clear pop-up windows to link fault codes, symptoms, work descriptions and technician notes to individual job groups. A new print design generates modern professional looking estimates and invoices that are simple to understand. The new layout makes it easier for service advisors to communicate what repairs are required and the cost of each job, offering higher service levels and increasing upsell opportunities. Another new feature in the release allows garages to gain more control over their margins by adjusting the integrated manufacturer repair times. The OE Labour Matrix can be used to automatically increase or decrease labour times by a percentage or fixed amount, based on a range and customer account type. A new Returns Bin feature helps users save time while reliably tracking parts to be returned to suppliers. The feature streamlines the returns process by automatically recording the original purchase details for parts moved to the bin, where they are grouped by supplier ready for return. Return status and history can be easily checked and credits recorded, with full stock movement history.

2 Good Better Best Jobs Increase average job value by creating a range of estimates to present to customers. Present up to three options to reflect differences such as price, quality, brand or warranty. Benefits: Upsell opportunities for additional parts and services Good Better Best User Guide Good Better Best options allow you to present 2-3 similar jobs to a customer. This allows customers to easily see the difference in pricing for various tiers of parts or services. Examples: Brakes (Different brands, material types, etc.) Oil (Synthetic / non-synthetic, weights, etc.) Specials (Normal price vs. special pricing) Note To use this feature, you must enable Good Better Best in Setup >> User Options >> General

3 How to display Good-Better Best Options 1. Add 2-3 similar jobs (same job category) to a work document using one of the following methods: Add pre-created custom jobs. Manually add items to each job. Add or create a single job >> clone the job >> modify the items on the job. Add or create a single job that includes all part and labour options >> clone the job >> delete the extra items that are not needed for that job option.

4 2. Click add item (+ icon) next to one of the jobs you want to display Good Better Best options for >> select Good Better Best. 3. Select 2-3 jobs as Good, Better or Best >> click Okay. Note: All jobs on the document with the same job category will display as options 4. Use the Click to select Good Better Best jobs link to display the Select a Good/Better/Best Job screen.

5 5. Select the job the customer has agreed to >> click Finish. Note: The unselected jobs will be removed from work document New reports Analyse Good Better Best sales and monitor upsell performance. Report on suggested jobs (from evhc) and recovered work (from previously deferred jobs). Sales by Job Category, Value of Recovered Work, and Value of Suggested Work reports have been added. Benefits:

6 See what types of jobs you are completing to aide with business decisions like hiring, tool or parts purchasing etc. Keep track of the deferred jobs that are returning to you View the amount of work that has been upsold Clone and hide job groups Clone and hide job groups in conjunction with Good, Better, Best and gain greater flexibility when creating and presenting estimates to customers.

7 GDPR compliance To help users work towards achieving compliance, the Spring 2018 release introduces a number of changes to the software. These include: The right to be forgotten A new feature allows you to remove customers by masking data so that personal details are no longer identifiable. Due to tax requirements, you will not be able to delete customers with financial information that is under 7 years old. Consent The tick boxes against the various contact methods are no longer be checked by default and all changes are recorded in a log. It is your responsibility to obtain consent from any new or existing customers, using a form or other method that can be traced. You may be able to continue sending MOT/Service reminders without explicit consent under legitimate interests. Document prints The new estimate/invoice prints have a larger footer area allowing for more text to be added. This can be used to explain your approach to GDPR or ask for consent where required.

8 GDPR Features Introduction This document describes how KiS ONLINE satisfies General Data Protection Regulation GDPR requirements being introduced on 25th May In particular it addresses the requirement of consent and the right to be forgotten Consent Specifically, for KiS ONLINE, this relates to the customer contact preferences and the fact that customers must now have to opt in to receiving communications, rather than providing them with an opportunity to opt out. To assist in achieving this, new customers will be created with a default set of preferences, which can be defined on a per-tenant basis. In User Options & Settings, the following panel can now be found, displaying the new default values: Note that when upgrading to this software version, for UK systems these values will all to default to off (unchecked), and for others these values will all default to on (checked). Each new customer that is added to the system will automatically be given the preferences as set via User Options & Settings. As before, it is possible to check or uncheck the options based on the individual customer s preferences. The options can be found on the customer record, and also on the customer Contact Details popup.

9 If a customer does not have any contact preferences set, this is now indicated by an icon displayed next to the customer name: Right to be Forgotten Customers have the right to have their personal details removed or redacted from stored data. Records cannot simply be removed since they may be related to others, and those related records may be needed to be retained for finance purposes or reporting, for example. For this reason, when a customer requests to have their personal details removed from the system, those details will instead be redacted by being overwritten. This process will be referred to as being forgotten. It should be noted that this is a UK only feature, and a customer cannot be forgotten if there is an outstanding balance on their account, or if they have invoices or credit notes that are less than 7 years old

10 Forgetting a customer A customer can only be forgotten by using the Customer Database page. This allows access to the feature to be controlled by a password. To forget a customer, it is necessary to first find the customer record. A new action button, Forget Customer, has been added to the Customer Database page: Note that the CASH customer cannot be forgotten: When the Forget Customer action button is clicked, the currently displayed account is checked to determine if it can actually be forgotten or not. If a customer has an outstanding balance, the following message is displayed: In many cases the following message is likely to be displayed (based on the assumption that their invoice records will often be less than 7 years old):

11 If a customer can be forgotten, a warning is displayed: If the Forget button is clicked, the customer will be forgotten and the following confirmation is message displayed:

12 Below is an example of a customer record prior to be forgotten, and the same customer after being forgotten.

13 UI improvements Build jobs more efficiently by using a set of clear pop-up windows to link fault codes, symptoms, work descriptions and technician notes to individual job groups. Enhanced menus Redesigned Symptoms, Work Descriptions and Advisory Notes menus. Benefits: Streamlined predefined text section makes it easier to locate view and view required items from the menu Filter predefined text by keyword Assign selections to a specific job or to the main document Increased character count of Summary field to 30 and Description field to 1000 characters Technicians Notes Include Technicians Notes notes with each job group. Benefits:

14 Quickly see technicians notes that are applicable to a specific job group New print designs Generate modern professional looking estimates and invoices that are simple to understand. Communicate which repairs are required and the cost of each job. Benefits: Better organised work on printed documents OE labour time adjustments Gain more control over margins by adjusting the integrated manufacturer repair times. Automatically increase or decrease labour times by a percentage or fixed amount. Benefits: Make consistent adjustments to labour times for different customers

15 For more information, please see the Labour Guide Adjustment Guide. Labour Time Adjustment Guide Labour Time Adjustments are used to automatically increase or decrease repair times by a percentage or fixed amount, based on a range and account type. Benefits: Make consistent adjustments to labour times for different customers. 1. Click Setup >> User Options >> Labour Time Adjustments 2. Click the checkbox to Enable OE Labor Time Adjustments (repair times labour).

16 3. Select or fill in the following fields then click Add: Account Type Account Types can be added and modified in Setup >> Code >> Account Types. From The start of a repair time hour range. To The end of a repair time hour range. Value Type Choose whether to decrease or increase the repair time values that fall between the From and an To range. Unit (Hours or Percent) Choose to apply the adjustment as a percent of the original value or as a fixed amount. Value The numerical value for the percent or hours of adjustment. 4. Continue adding adjustments for any additional ranges or account types as necessary. 5. Click Update.

17 New Returns Bin Save time while reliably tracking parts to be returned to suppliers. Streamline the returns process by automatically recording the original purchase details for parts moved to the bin. Returns & the new Returns Bin user guide

18 Introduction The Returns process for parts has been improved, including the introduction of a Returns Bin. The Returns Bin records details of all parts awaiting return to each supplier until you are ready to return them. Returns can then be created quickly and easily for each supplier and tracked through to completion and credit. The aim is to simplify the returns process and save time, while maintaining an accurate audit to help keep track of parts and minimise losses. Adding parts to the Returns Bin Key to the returns process is recording which parts need to be returned by adding them to the bin. This can be done in 3 ways; When deleting a part from a job, directly from a GRN or manually. Other than the manual option, you can only return parts that have been ordered and received. Tip: If you are not ordering parts through the system you can still Receive them using the Order / Receive screen. This will create the Purchase order retrospectively and set up the supplier link needed to return parts and maintain a full part audit it s worth doing. Returning a part from the Job This is the simplest method to record parts for return. When a part has been received from a supplier, a green tick is shown on the Document screen When you delete a received part by clicking the X you will now be asked if you want to return it to Stock or to the Supplier. Choose Supplier if you want to return it.

19 The Add to Returns Bin pop up will open. Other details about the part to be returned will be filled in automatically from the Purchase order. Select a reason and click Add to add the part to the Bin. (Returns Reasons can be customised in the Codes screen). Returning a part from a GRN If the Job has already been completed, or you wish to return a stock order, find the GRN in the My Orders screen and click the green tick under return. The parts on that order will be displayed. Select which part you want to return by clicking on the tick, which will open the Add to Bin pop up. You can repeat this for each part on the GRN you wish to return without leaving the screen.

20 Adding a part to the bin manually From the Returns Bin screen itself (under the stock menu) simply click Add. The Add to pop up will appear so you can enter the part details manually. This pop up now also has a search facility for the part and supplier to make finding a stock part easier. Removing a part from the Returns Bin When a part is added to the bin it is removed from the On Hand stock value, a stock movement line will show the part being taken out of stock and put into the bin. A part can be removed from the Returns Bin by clicking the X next to it. To ensure parts can be audited, If a part is removed from the Returns Bin, it will be returned to stock. A stock movement record will be written The Returns Bin When you are ready to create a Return for a supplier, simply open the Returns screen from the Stock menu. The Returns Bin tab is displayed automatically. The Returns Bin screen shows you all the parts that should be awaiting return in your physical returns storage location. If you have a lot of parts awaiting return, or are returning parts for a specific reason (e.g. Warranty) you can use the drop down filters. You can print this list for stock checking if required. Creating a return Click on a supplier to select all their waiting parts, or select the ones you want to return individually. Note, you can only create a return for one supplier at a time.

21 Once the parts have been selected, simply click Create Return. On the New Return pop up, review the parts being returned, add any notes for the supplier then click created. A returns note will be generated for you to print and include with the parts, or ask the collection driver to sign. When a Return is created, the stock movement line created when the part was first added to the bin will be updated with the Return Note reference. Return Status Click on the Return Status tab to view your outstanding returns. You can search for a specific or a completed return using the search and filter options at the top. The print button will produce a report of the returns displayed according to the current filter options set. Complete or edit a return Click on the Edit icon to edit or complete an open return. Parts can be deleted (these will be put back into the Returns Bin) or can be marked as Complete. You don t need to complete all lines on a return at once. You can also edit the Credit value if it is different from the original cost. Click Update to save your changes.

22 Credit a return If the supplier has issued you a credit note and you wish to record this, enter the Credit number when prompted. You will then be taken to the Purchase Credit entry screen. The Supplier and Values will be auto populated, but you can amend these as required. You do not have to enter the credit, but doing so will link the credit to the return for future reference.

23 Customisable printouts Add or remove sections from printed documents Benefits: Less clutter on print outs Save paper and ink User Options Printing Printing options allow you to change print layouts, upload document logos, change margins, enable pop-up print previews, and consolidate lines. To set or update your printing settings select Setup >> User Options >> Printing

24 Print Output Options

25 Chose to display the following sections by checking the corresponding boxes: Discounts Labour Quantity and Rate Save Replacement Parts Proposed Completion Date

26 Barcode Show Payments Customer Contact Details Display line totals VAT inclusive

27 Print Symptoms Document Banner Image Upload Display the following sections by checking the corresponding boxes: Use banner image in documents Print banner on all pages Enabled (banner will print on all pages

28 Disabled (banner will only print on page 1) Print banner on customer statements

29 Miscellaneous changes and bug fixes Ability to clone jobs at the work document added Ability to hide a job from the work document / printout added Custom Jobs report improvements Fleet Owner Notes can now be added from the Fleet Details popup Quick Parts search filter added Bug fixes 404 error on vehicle lookup in MOT diary when invalid VRM entered Browser must be set to 100% zoom to assign jobs in the diary Customer and vehicle search sometimes not populating the side panel subject line incorrectly formatted Invoice margin report showing incorrect values for split invoices Issue entering opening balances against some accounts Previous customer details sometimes remembered in Chrome Print preview window not appearing at the front in Chrome SAGE export problem with VAT inclusive lines (1p rounding issue) Unable to add a single labour line with a value of over 1,000 Unassigned jobs causing performance issues in the diary Vehicle side panel not showing fuel type electrical unless forced