POINT OF SALE REFER TO RELEASE DOCUMENTS FOR NEW/UPDATED INFORMATION

Transcription

1 POINT OF SALE REFER TO RELEASE DOCUMENTS FOR NEW/UPDATED INFORMATION Introduction This documentation covers the point of sale software for use at the store level. This assumes that all setup, such as adding parts, customers, and other necessary items, has already been performed by your system administrator. This chapter covers documentation standards, information on how to get help, and some basics of using software in Microsoft Windows. If you don t have a lot of computer experience, don t worry. This software was designed just for you. Review the Windows Standards section, later in this chapter, for some tips on getting started. If you re already familiar with Windows applications, feel free to skip that section and only refer to it if you are unfamiliar with a reference in the documentation. Documentation Standards This section covers some basic standards on how information is displayed in the documentation. In general, if you only need to know how a particular field on a screen is used, it is recommended that you open the screen and press F1. A list will appear of all of the fields on that screen and their usage. If you need an overview of an entire feature, use this documentation. At the back of this guide, you will find a glossary containing definitions of terms used in the documentation and the software (plus a few computer terms that you may find helpful), an index where you can quickly locate the page on which any feature is discussed, and two appendices, one containing a list of all of the instruction headings in the guide and the second containing a list of all of the pictures of program screens contained in the guide. Throughout the documentation, this icon: indicates supplemental information. This includes notes and additional hints on the feature being discussed. While it is recommended that you review this information, it is not essential. This icon: indicates a cautionary statement. You should carefully read and observe the information following the icon. Throughout the documentation, you may be instructed to select an item. How to select each type of item found in the program is covered in detail in the Windows Standards section, later in this chapter. References to items on the screen will appear in bold face font. For example, you may be told to enter information into the Company field. You should locate that text on the screen and enter the information in the edit region next to it: 1

2 1 - Field Name Information that you should type or that may appear in a field will be in bold face, italic font. For example, you would enter Navex Inc into the Company field: 2 - Entering Information in a Field If you need to press a key on your keyboard, the instructions will reference it by the name that appears on the key. For example, if you should press the escape key, you will be instructed to press Esc. If a key has a picture on it instead of a word, the key will be described. For example, the key that looks like this: will be referred to as the right arrow key. Sometimes you will need to hold down two or more keys at the same time. In this case the key names will appear separated by a plus sign. Shift+End indicates that you should simultaneously hold down the Shift and End keys. There are several dialog boxes available in the software that provide a menu of options. These are centered in the main work area and available when you are not currently working in a screen. These generally have Menu in the screen name. When you need to select something from one of these menus, the instructions will use the full screen name followed by dialog box. For example, you may be instructed to select an option from the Parts Menu dialog box. If the instructions are referring to the menu that runs along the top of the screen below the title bar, you will be instructed to select from the menu bar:

3 3 - Menu Bar The first time a new dialog box is talked about in the documentation, a picture of it will appear. If a dialog box is referenced and there is no picture, check Appendix B at the back of this guide for the page number on which the picture appears. Instructions will include all of the steps necessary to perform the function. There may be occasions where part of a set of instructions has been documented previously. For example, you may find stepby-step instructions on how to open the Repair Shop System. From that point on, whenever you need to do something in the Repair Shop System, the instructions will just tell you to open it, without including the details. If you are instructed to do something without being given details, refer to Appendix A at the back of this guide for the page number on which the related instructions appear. Step-by-step instructions will appear in the following format: To Use the Instructions: The steps will contain some general information about the procedure, followed by instructions. If there is more than one option for a step, they will each be discussed using the following format: You may follow the first instruction. - or Continue reading for the second option. Read and follow each of the steps until the procedure is completed. Windows Standards If you are not at all familiar with Windows applications, you may find it helpful to review the information in this section. It covers some very basic information on using a mouse, the parts of a dialog box, and other Windows standards that may be referred to in the documentation. This section also covers some technical information about the data structure of the application that may help you understand what s happening as you use the software. Using Windows Applications The Windows operating system opens each software application in a separate pane, or window. Generally, the window will consist of a title bar, a menu bar, a toolbar, and a work area. Screens, also called dialog boxes, open in the main work area. 3

4 4 - Window Title bar The Title Bar is the band at the top of a window or dialog box that shows its name. For example, you may be given instructions to open the Repair Shop System screen. Repair Shop System will be displayed in the title bar of the screen. Check the title bar to make sure that the correct screen opened. Menu A menu is a list of options from which you may select. The menu bar is the area directly below the title bar. Each word on the menu bar is a menu pad. When you select a menu pad, a menu opens: 5 - Menu Bar If an option on the menu has an arrow next to it, this means that option opens a sub-menu: 6 - Sub Menu

5 For a discussion of the options on the menu in DST/Navex CARS, refer to Chapter 3 Overview of the Software. Toolbar The toolbar is the row of buttons at the top of the screen: 7 - Toolbar These buttons give you quick access to the most commonly used areas of the software. These will generally only be available if you don t already have a screen open in the main work area. For a discussion of the buttons on the toolbar in DST/Navex CARS, refer to Chapter 3 Overview of the Software. Main Work Area Most of the window is devoted to the work area. When you open dialog boxes, they will appear here. Dialog Box Dialog boxes are the screens where data is viewed and work is performed. Whenever you need to interact with the program, you will be presented with a dialog box: 8 - Dialog Box Dialog boxes generally serve one of two purposes: 1. Some dialog boxes let you make selections before performing some action. Most of the time, you are just working with existing data; no data is being changed or saved in these dialog boxes. The Tire Lookup screen, shown above, is an example of this type. 5

6 2. The other type of dialog box allows you to add and maintain records. A record is a group of information about a particular item. For example, all of the information about one customer is a customer record. In these dialog boxes, you will be able to make changes to the data. Most of the time when a dialog box is open, other features of the application will be unavailable. You must close the current dialog box in order to open another. There are some exceptions to this when you can open two dialog boxes at the same time. In this case, only one will be considered the active dialog box. This is the dialog box that gets affected when you type or otherwise interact with it. The active dialog box will be in front of the second dialog box. As you work in a dialog box, only one object at a time will be the currently active object. That object is said to have focus. The object with focus will be highlighted in some way, depending on the type of object. Some options on a dialog box may be unavailable. This will occur if the option is not applicable at the current time. In this case the option will be dimmed with the text and any graphics grayed out: 9 - Options Grayed Out In the above dialog box example, everything but the Add and Close buttons is dimmed. In this cased, you must start a new record before having access to the detail level fields. Following is a list of the objects you will encounter in dialog boxes: Prompts The text next to an object on a dialog box is called a prompt. This tells you what to expect when you select an item or what information is contained in a field:

7 Fields A field contains a single piece of data from a record: When a field has focus, it will be highlighted in red and contain a blinking cursor: To enter or edit text in the field, start typing. Text will appear at the cursor point. If you cannot edit a field, the background will appear blue. This may be because the field is unavailable at the current time, or because it is a display only field. Display only fields display information that is actually maintained at a different dialog box. For example, the customer s name is maintained by the system administrator in the Customer File, but may be displayed when you add a repair order for the customer. Drop-down lists Drop-down lists are fields where the possible valid entries for the field have already been established. You enter data into the field by selecting from the list: Drop-down lists have a red background when they have focus. Combo boxes Combo boxes combine a regular field with a drop-down list to give you the option of typing in the entry, or selecting from a list of available options: If you select from the list, the value you select will be entered in the field. You can open the list by pressing Alt + the down arrow key on your keyboard, or by clicking on the arrow next to the field with your mouse. 7

8 Some combo boxes are validated against the list. If you type in a validated combo box, you must type an entry that appears in the list for the value to be saved. Combo boxes display focus in the same way as fields, with a red background and a blinking cursor. Combo boxes can be distinguished from drop-down lists in that they contain a cursor. Check boxes Check boxes provide an on/off switch. If it is marked, the statement in the prompt is true. If it is not marked, the statement is false: The above example shows a check box with a prompt for Active Charge Installed. If the check box is marked (as in the picture), you are telling the program that you use the Active Charge system for credit card and check processing. If it is not marked, you are telling the program not to use this feature. When a check box has focus, it will appear with a dotted line around the prompt: Browse lists Browse lists are found anytime you need to select from or view multiple records at once. For example, the main Repair Shop System screen shows a record for each repair order; the Repair Order screen shows a record for each part in the repair. A browse list lets you view several records at the same time by displaying multiple fields from each record across rows: 10 - Records Each row is a record. Each column is a field in the record. You can view more records by scrolling the list with the scrollbar:

9 By clicking on the arrows at the top and bottom of the bar, you can move the list up or down by one record. The button in the middle of the bar is called a scroll box. You can click on it and slide it up or down to move directly to a particular spot on the list. For example, if you know the record you re looking for is toward the end of the list, you can move the scroll box near the bottom of the bar, then scroll up or down as necessary until you locate the record. You can also scroll the list using the up and down arrow keys on your keyboard to move one record at a time, or the PgUp and PgDn keys to move a page at a time. If there is a horizontal scrollbar along the bottom of the browse list, there are more fields available than you can currently see. Use the scrollbar to view additional information on each record. A record in the browse is selected when it is highlighted. Highlighted records in a browse have a red background. The selected field will have a blue border with a white background: 11 - Highlighted Record In the above example, the third record is highlighted, and the Brand field is selected. In most browse windows, you can only have one record highlighted at a time. In this case, anytime you move to a record, either by clicking on it or using the keyboard to scroll to it, the record will be highlighted. In some browse lists you may need to select more than one record at a time. For example, you may be returning multiple cores to a particular vendor and need to select all of the applicable core records. In this case, when you click on or scroll to a record, it will just have a blue border around the selected field instead of a highlight on the entire record. When you double-click or press enter on the record it will become highlighted. If you double-click or press enter a second time, it will be deselected. 9

10 Buttons Buttons are used to perform an action. They include text and/or a graphic that indicates what action is associated with the button: 12 - Buttons Activate a button by clicking on it with the mouse, or pressing Enter if the button has focus. If a button has focus, it will have a slightly darker border around the edges: Some buttons may also show focus by including a dotted line around the edge: Function Keys Sometimes buttons also contain a function key shortcuts Function Keys To access these short cuts press the function key at the top of your keyboard corresponding to your selection. Memo fields Most fields have a set number of characters that can be entered in them. Memo fields can contain unlimited amounts of text: 14 - Memo Field

11 If there is more text than can be displayed in the field, the scrollbar will become active. (See the Browse lists item, earlier in this section, for a discussion of scrollbars.) When a memo field is active, a blinking cursor will appear in the field. Start typing at the cursor point to enter and edit text in the field. Radio buttons Radio buttons are used to select between a set of options. The radio button is a circle, followed by text indicating the option: 15 - Radio Buttons Only one option in the set may be selected at a time. The selected radio button is filled in with a black mark. In the example above, By Brand is selected. When an option has focus it will be surrounded by a dotted line: In the example above, By Group Code has focus. Use the up and down arrow keys to move the focus between the radio buttons. Page tabs Some dialog boxes contain multiple pages of information. In this case, a row of tabs will appear across the top of the pages: 11

12 16 - Tab Example When a tab is selected, the corresponding page will open. When a page has focus, a dotted line will appear around the page name on the tab. In the above illustration, Customer Info has focus. Using a Mouse A mouse has a small ball in the bottom that pushes against sensors inside the mouse when you move it. These sensors are used to move the mouse pointer: on your screen. This pointer is used to interact with the software. On the top of the mouse are two buttons, a left and a right mouse button. The left-hand button is more commonly used. Whenever you are told to click or double-click with the mouse, you should use the button on the left. If you are supposed to use the button on the right, you will be told to rightclick. Some mice come with a third button or a wheel between the left and right mouse buttons. Refer to the documentation that came with your mouse for information on how this button is used. For the purposes of this documentation, we will only use the buttons on the far left and far right. It is possible to configure the mouse in Windows to be more comfortable for left handed people. In this case, the button functions are switched and the right button is more commonly used. If your mouse has been configured this way, use the button on the right when you are told to click or double click, and the button on the left if you are told to right click. The mouse is used to click buttons, open menus, enter a field so you can start typing, and select items in a list. To use the mouse, position the pointer over the item and click. Let s look at an example screen:

13 17 Drop Down Example You may be instructed to click the arrow next to the Lookup By: field. Place your cursor over the arrow and click once with the left mouse button: 18 - Drop Down Example 2 From there you can select an item in the list by moving the mouse over your choice and clicking once with the left mouse button: 19 - Drop Down Example 3 If you are instructed to type something in a field, you can click in the field to bring focus to it. Position your mouse over the field. When your mouse is over a text edit region, it will change from a standard pointer to a text select bar: 13

14 20 - Field Example Click once with the left mouse button to put the focus in the field so you can start typing: If you are instructed to select a button, you should place your mouse pointer over the button and click once with the left mouse button: 21 - Button Example If you are instructed to select an item in a browse list, you must double click on it. Position your mouse anywhere on the row containing your selection and quickly press twice on the left mouse button: 22 - Double-Click Example Using the Keyboard If you double click and nothing happens, it may be that you are not clicking fast enough. It is possible to control how fast you have to click in your mouse configuration. Practice clicking faster, or talk to your system administrator for help with adjusting the double click speed. Most options that can be accessed using a mouse can also be accessed using the keyboard. Move focus through a screen by pressing the Tab key. Once the desired object has focus, press Enter to select it. For a complete discussion on identifying which object has focus, refer to the Dialog Box section earlier in this chapter. If you tab past the desired option, you can use Shift+Tab to tab back to the previous object. If you are in a browse list, pressing Tab will move you through the columns in the browse. To move out of the browse, press Ctrl+Tab.

15 You will not be able to tab to a disabled or display only object. If you find you cannot tab to an item that is not disabled, it is probably part of a set. For example, if there are radio buttons or page tabs on a dialog box, when you tab to them only the first one will be selected. Pressing Tab again will move you to a different object. When this occurs, tab to the first item, then use either the left and right arrow keys if the objects are aligned horizontally or the up and down arrow keys if the objects are aligned vertically to move through the individual items in the set. The up and down arrow keys can also be used to scroll through the items in a drop-down list. Place focus in the list, then press the arrow key. Each item in the list will appear in the field in order. You can move quickly through the items in a drop-down list by typing the first character of the desired item. The list will jump to the first item that begins with that letter. You can then use the up and down arrow keys to scroll the list. For example, if you want to enter TX (Texas) in a State field, enter the field and press T. TN (Tennessee) will appear in the field. Press the down arrow key once to move to TX. If you would like to open a drop-down or combo box list, enter the field and press Alt+ the down arrow key. The entire list will appear. Use the up and down arrow keys to scroll the options on the list. Additionally, if an object has a hot key, you can activate the object directly rather than tabbing to it and pressing Enter. A hot key is the underlined key on the prompt of an option: On this button, the hot key is A. Hot keys are activated by holding down the Alt key on the keyboard at the same time you press the hot key. For example, to activate this Add button and add a new record, you would press Alt+A on your keyboard. Getting Help Your first resource if you encounter a problem should be the system administrator in your own company. The system administrator is the person who is responsible for setting up and maintaining the software. In most cases, you will have an administrator or manager for your location who is in contact with the overall system administrator at the corporate office. If you have a question or need technical help from DST/Navex, you may call us at (901) Telephone support with DST/Navex is available to the system administrator at the corporate office. 15

16 CHAPTER 2 Starting the Day

17 Launching the Software and Logging In When you first arrive in the morning, you should launch, or start, the software. It is possible to have multiple computers set up to run the software. If you have multiple computers set up using DST/Navex, you must start each of them. One will be the A, or primary system. The A system is responsible for maintaining the local data and primary communication with the home office. The A system must perform certain functions that aren t necessary for the other systems. Because of this, the A system should be launched first. To Launch the Software from the A System: Step 1 Locate this icon on your Windows desktop: Step 2 Double-click on the icon to open the software. If you have not yet launched the software today, a reindex routine will run, which will optimize your data tables. This will take anywhere from a few seconds to several minutes, depending on your data. If you are using the Active Charge program for credit card and check verification, the Active Charge software will be launched. If your system has been configured to run any internal updates, they will be performed. You will be at the Login screen Login Screen Logging in requires that you enter a valid User ID and password to identify yourself as an authorized user. Your User ID and password should be assigned to you by your system administrator. Step 3 Step 4 Step 5 Enter your ID in the User ID field. Tab and enter the password that corresponds to the selected User ID in the Password field. Tab or press Enter in the Password field to launch the program. If the program starts, skip to Step 8. 17

18 Step 6 Step 7 Step 8 If you enter an invalid password, the Try Again button will have focus. Click this button to automatically return your cursor to the User ID field and try again. If you decide you do not want to log in at this time, select the Log Out button to close the software. If this is the first time you have launched the software in the current business day, you will be required to run the start of day process. Review The Start of Day Process section below for instructions. Or If you have already launched the software in the current business day, you will be at the main work area. The Start of Day Process The software defines a business day as the span of time between when the start of day and end of day processes are run. When you leave at the end of each day, you should close out the day by running the end of day process. The next time you log in from the A system, the start of day process will automatically run. If it does not, it means the start of day process has already been run since the last end of day process. If the date has changed since the last start of day without running the end of day process, a message will appear informing you of this. You must run end of day before you can log in. Refer to Chapter 7 Ending the Day for instructions. The start of day process consists of counting the cash on hand and a data exchange with the home office. To Run Start of Day: Step 1 You must have a connection to the home office to run start of day. Launch the software on the A system. After login, the Start of Day Cash Count screen will open: 24 - Start of Day Cash Count

19 Each store can be set to retain a certain amount of cash for the petty cash fund. When the end of day process is run, the system will calculate the total cash received during the day, and tell you how much should be deposited and how much should remain in the cash drawer to make up this petty cash fund. The Last Cash Count field will display how much money was calculated to remain in the drawer at the end of the previous day. This screen is used to compare the actual cash on hand against the expected total. Step 2 Count the actual cash on hand. Enter the total cash on hand in the Current Cash Count field. Skip to step 5. Or Click the button to open the Start of Day Cash Count screen where you can log the contents of the cash drawer, broken down by size of bill, and have the total calculated automatically: Step 3 Step Start of Day Cash Breakdown Count how many you have of each denomination of change and bills and enter it in the corresponding field. For example, if you count 5 10-dollar bills, enter 5 in the 10 Dollar Bills field. The system will calculate and display the dollar value (in this case, 50.00) when you tab out of the field. As you tab through the fields, the total cash on hand will be displayed at the Total field at the bottom of the screen. When you have counted all of the money in your cash drawer, click Post Total to post the total counted to the Current Cash Counted field on the Start of Day Cash Count screen. The current cash counted should match the amount displayed in the Last Cash Counted field. If the actual funds do not balance with the expected total, the difference will be displayed in the Difference field. If a negative number appears in this field, the drawer was short. A positive number indicates that the drawer was over. 19

20 Step 5 Click OK to save the cash count and continue launching the program. There will be a pause before the program opens while this information is sent to the home office, and the start of day updates are downloaded. You are ready to begin working in the software. If you need to launch any additional systems, you may do so at this time. To Launch the Software from the Secondary Systems: Step 1 Step 2 Step 3 Make sure that the A system has been launched and has performed all start of day functions. Locate this icon on your desktop: Double-click on the icon to open the software. You will be at the Login screen. Logging in requires that you enter a valid User ID and password to identify yourself as an authorized user. Your User ID and password should be assigned to you by your system administrator. Step 4 Step 5 Step 6 Step 7 Enter your ID in the User ID field. Enter the password that corresponds to the selected User ID in the Password field. Press Tab or Enter in the Password field to launch the program. If the program starts, you will be at the main work area. Or If you enter an invalid password, the Try Again button will have focus. Click this button to automatically return your cursor to the User ID field and try again.

21 Step 8 If you decide you do not want to log in at this time, select the Log Out button to close the software. If you receive a message: Cash Count Process has not been run on System A You have not yet logged onto the A system. Click OK to close this message and launch the A system to continue. Return to this system after the start of day process has been run. Logging Employee Time Every day, each employee should clock in at the beginning of his or her shift, and clock out at the end. The time between clocking in and clocking out is the total time worked for the day, which is sent to the home office and reflected in reports locally. Clocking in is not the same as logging in. Logging in just identifies you as a user to the system. It does not affect the record of your hours worked. Even if you were the one who started the software and logged in, you still need to clock in to record your time. To Clock In: Step 1 Select Time Clock from the Time Clock menu on the menu bar. The Clock In / Clock Out screen will open: Step Clock In/Clock Out Screen Select your Employee ID from the drop-down list in the Employee ID field. As soon as you select the Employee ID, buttons for Clock In, Edit, and Detailed Display will appear on the screen. 21

22 Step 3 Step Clock In Make sure that Work is selected in the Type of Hours field. Select Clock In. The next time you access this screen and select your Employee ID, the button will read Clock Out, allowing you to end your shift. There may be occasions when you need to log time when you are not in a position to clock in and out. For example, you may need to log time you were out sick, or plan to be away on vacation. In this case, you will need to log the total hours instead. To Log Non-Work Hours Step 1 Select Time Clock from the Time Clock menu on the menu bar. The Clock In / Clock Out screen will open. Step 2 Step 3 Step 4 Step 5 Step 6 Select your Employee ID from the drop-down list in the Employee ID field. From the Type of Hours list, select the option that best matches the type of hours you are logging. As soon as you select a type of hours other than Work, the Clock In button will change to Save. Enter the date on which the selected type of hours should be applied. For example, if you are logging sick time, enter the date on which you were out sick. Enter the amount of time that should be applied to the selected Type of Hours. Enter the number of hours before the colon, and the number of minutes after the colon. For example, if you were taking a full day off, you may enter 8:00. On the other hand, if you would normally work until 6:00, but need to leave at 2:30, you may enter 3:30 for three and a half hours. Click Save.

23 CHAPTER 3 Overview of the Software 23

24 Features of DST/Navex CARS Following is a list of the features you will find when using the software: 24 Multi-user support. Security at module, screen, and field level. Unlimited Customers. Distinguishes between business and individual customers. Quick customer lookup by customer number, name, or phone number. Optional support for customer lookup via Internet with automatic address entry. Multiple vehicles per customer. Interface to Microsoft Word. On-line, context sensitive help. Extensive, feature-based reporting throughout the software. Communication with the home office at key points throughout the software. Easy navigation through a centralized menu system. User-friendly interface with optional mouse or keyboard navigation throughout. Time Clock. Cash drawer. User defined lookup selections throughout. Petty cash payout tracking. Check cashing reconciled with petty cash. Inventory Fully Integrated with all modules. Unlimited Inventory items. Part groupings for sales analysis. Unlimited Service items with customer-defined line codes. Cost fields for parts and services. UPC codes for parts and services. User-defined vendor files. Vendor information tied to parts. User-defined tax indicators applied to individual parts and services. User-defined commission percentage levels for individual parts and services. Selection of warranty statements for individual parts and services. Supplemental warehouse inventory files for special order parts. Automatic inventory updates with new parts and services added at the home office. Inventory integrated with MacDonald Part Select (tm) catalog for vehicle-specific part selection. Access parts catalog as stand-alone, or automatically using data from the vehicle file. Quick stock check by part number or description. Stock status at all locations in lookup domain. Tire lookup by vehicle or width, ratio, and rim. Tire lookup displays front air, rear air and torque specifications.

25 Inter-store transfers. Manual adjustment of quantities on hand for defective parts. Inventory counts with user-defined cycles or other groupings. Count sheets for physical inventory count. Count entry and Variance Report. Unlimited history of past inventory counts. Quantity on hand updates with reporting back to the server for parts received, with or without purchase orders. Prints complete receiving report to reconcile supplier invoice for purchase orders. Core Return tracking. Salvage return tracking. Service / Repair Add customers and vehicles on the fly. Schedule future repairs. Promised date in repair order. Quotes check inventory and document the quoted price. Quotes can be converted to work order/estimate. Access to Quick Quote feature from anywhere in the application. Track counter sales and repairs with no vehicle. Repair status and workflow of each order is tracked. Quick view of pending work with status indicators. Deposits and down payments on invoices. Pop-up notes on creation of a repair order for specified customers. Enforce PO requirements. Fully integrated with Inventory module. Quick stock check for needed parts shows local quantity with access to supplier and other branches. Part description automatically entered on repair order from inventory file. Automatic access to tire guide and parts catalog. Catalog lookups indicate if part is in stock, special order, or non-stocked. Automatic outside purchase requests generated from selection of non-stock, special order, or out of stock items. Outside Purchase module tracks vendor and quoted cost. Outside purchase matched to customer ticket/repair. Outside purchase module automatically creates a second OP request when partial orders are received. Automatically updates work orders waiting for items received on outside purchases. Indication in repair if outside purchase is not received. Catalog integration with labor guide. Option to have items related to tire sales automatically added to ticket with selection of tires. Job packages can be predefined with parts and services. Automatic catalog lookup on selection of job package. Real time inventory and accounting updates.

26 Job assignments per line. Preventative maintenance recommendations for current vehicle mileage. Track Mechanic/Installer commissions. Automatic price calculation. Management defined pricing levels stored in customer files. Option to apply corporate discounts to individual repair work. Automatically calculates adjustment for work done under warranty. Records original warranty information with ticket for replacement parts. Manually discount individual line items. Promotional pricing with start and end dates. Promotional and discounted items indicated on repair order screen. Automatic tax calculation based on part and customer tax indicators. Taxable and non-taxable sales on same ticket. Automatic FET calculations. Hazardous Waste charge calculations. Core charge handling. Price breakdown displayed for parts, labor, and various fee totals. Declined work is remembered and can be offered on subsequent visits. Business Rule Enforcement Cannot close a ticket unless it complies Examples 1 Before and after specifications for rotor turn 2 Reason for replacing part 3 Department of Transportation tire serial number 4 Service agreement number 5 Ball Joint wear comparison to manufacturer s specs 6 Air conditioning fluid replaced California BAR compliance. Estimate, work order, and invoice reports. Customer special instructions print on estimate and invoice. User defined customer authorization on Estimate. Optional support to print bar codes on invoices. Unlimited user-defined tender types. Ability to have separate customer and bill to accounts on each invoice. Optional credit card and check verification. Optional credit card reader support. Sales paid by check captures check number and name on check. Automatically report sales to server. Automatically report customer information and vehicle information to server. Detailed Repair and invoice history stored locally and at remote host indefinitely; may be retrieved by any branch location. All details are retained in invoices to allow a reprint from history. Track voids and no-sale transactions. Vehicle history includes mileage at time of repair. 26

27 System Administration and Reporting Sales and profit analysis. Cash Drawer reconciliation. Manual home office updates at any time. End of day process to send sales details to the home office. Data validation prior to running end of day. Resend past end of day totals to the server. End of day reports: Daily Store Sales Summary Daily Sales by Group Daily Store Sales by Invoice Daily Store Receipts Detail Daily Store Receipts Journal Daily Petty Cash Detail Daily Discounted Items Daily Outside Purchases Received Daily Outside Purchases Deleted Daily Store-to-Store Transfer Summary Inventory Adjustments Negative Inventory Open Estimates Daily Voided Invoices Used Cores Returned Navigation through the Software When the software opens, you will be at the Main Menu dialog box:

28 28 - Main Menu This screen provides quick access to the most common areas of the program. Whenever you are not working in a dialog box, this screen, or one of the other menus that are opened from this screen, will appear at the center of the main work area. This allows you to quickly move through the software. The 1 Repair Shop button takes you into the Repair Shop System where you can access all of the features related to creating repair orders and invoicing work. The 2 Inventory button takes you into the Parts Menu screen. This screen provides access to some of the most common features related to inventory. The rest of the inventory-related features are accessed from the Inventory menu on the menu bar. The 3 Customers button opens the Customers screen where customer records are created and maintained. The 4 System Files button opens the System Maintenance Menu screen. This screen provides access to administrative functions. In addition to the center menus, the toolbar provides quick access to the most commonly used features. Some of these tools perform the same function as buttons on the Main Menu dialog box, but offer the convenience of being accessible from almost anywhere in the software The Parts tool: opens the Parts Number Lookup screen where you can quickly locate stock and price information on any part in your inventory. The Serv Items tool: opens the Service Items Lookup screen where you can view labor and related items. 28

29 The Customers tool: opens the Customers screen where you can view and maintain your customer list. The Quick Quotes tool: lets you quickly create a quote for work from anywhere in the system that can later be converted to a repair order. The Catalog tool: lets you access the MacDonald Part Select Catalog to look up parts and labor information for a selected vehicle. The Repair Shop tool: opens the Repair Shop System. The Tire Lookup tool: opens the Tire Lookup screen where you can quickly determine proper tire sizes for a vehicle and provide price quotes. The Report Menu tool: opens a Report List screen. This screen will provide a list of available reports related to the feature you are currently using. The Website tool: opens the DST Inc web site. The final main navigation area is the menu bar. The menu bar primarily contains administrative features, but there are some additional options that you may need to access The File menu contains an option to exit the program. The End of Day menu contains options for running the end of day process, reprinting end of day reports, resending information to the home office, and performing system backups. The Administration menu gives access to features related to tracking incoming and outgoing cash, printing word processing documents, setting up your general ledger, viewing the list of employees set up at your location, and running updates that transfer information to and from the home office. The Time Clock menu gives you access to time logging and reporting, and administrator access to maintenance of employee commissions. The History menu gives you access to the Invoice History Lookup screen where you can search for and view past invoices and voided repairs. The Inventory menu gives you access to a number of options related to viewing and maintaining information on your parts. Open Cash Drawer The Help menu gives you access to on-line help, the DST web site, and an About screen where you can view system information. Warehouse

30 The Chain Status menu allows you to view sales by store (for multi-store installations), view sales by salesman, production amounts by mechanic, and general service productions by employee. The All Data option takes you to the AllData Online login screen. When the Repair Shop System is open, a slightly different menu is available. This menu gives you access to some features that are available even when another dialog box is open. This lets you access these features without closing out of the Repair Shop. The Quick Quote menu opens the Quick Quote screen where you can create price quotes that can be converted to repair orders. The Catalog menu lets you access the Activant Catalog to look up parts and labor information for a selected vehicle. The Time Clock menu opens the Clock In / Clock Out screen where employees can log their time. The Part Lookup menu opens the Part Number Lookup screen where you can look for parts and view quantities on hand. The Service Item Lookup menu opens the Service Item Lookup screen where you can view a list of labor and related service items. The Tire Lookup menu opens the Tire Lookup screen where you can quickly determine proper tire sizes for a vehicle and provide price quotes. The Open Cash Drawer Menu The Help menu gives you access to on-line help, the DST web site, and an About screen where you can view system information The All Data option takes you to the AllData Online login screen. The Chain Status menu allows you to view sales by store (for multi-store installations), view sales by salesman, production amounts by mechanic, and general service productions by employee. Chain Wide History Previous System History allows you to look up Invoices generated in your previous point of sale program (ie Tire Master). You will use a combination of the menu dialog boxes, the toolbar, and menu bars to navigate through the program. Feel free to get familiar with the flow of the system by using these features to explore the software. 30

31 CHAPTER 4 The Repair Shop

32 Workflow Overview This section provides a quick reference with generic information on the features that have been provided in the software to handle various customer requests. It includes cross-references to the sections where each option is discussed. Your manager or system administrator will probably provide more extensive training on the procedures that should be followed at your location. What to Do When a Customer Calls 1) If the customer is calling for a price quote, refer to the Giving Price Quotes section. 2) If the customer would like to schedule an appointment, refer to the Scheduling Repair Orders section. When given the option in the instructions, select to schedule the appointment for a later time rather than starting a repair order immediately. What to Do When a Customer Comes in 1) Find out if the customer needs repair work performed, or just needs to purchase parts over the counter. If the customer would like to make an over-the-counter purchase, refer to the Carry Out Sales section. 2) If the customer needs repair work performed, determine if the customer is ready to have the work performed now, or would just like a price quote. If the customer would just like a price quote, refer to the Giving Price Quotes section. 3) If the customer is ready to have the work performed, refer to the Scheduling Repair Orders section. When given the option in the instructions, save the repair order as an estimate. This will print the Estimate of Work with an authorization for the customer to sign, and the detailed Work Order that should go to the installer. 4) When the work has been completed, save the repair order with the status Complete. This will indicate on your schedule that the work is no longer pending. 5) When the customer returns for his or her vehicle, invoice the repair. Refer to the Invoicing Work section. Opening the Repair Shop The Repair Shop is the main work area in DST/Navex CARS. From here you can create quotes and estimates, view the day s workload, and invoice work that has been performed. To Open the Repair Shop Step 1 From the Main Menu dialog box, click 1 Repair Shop. Or Click the Repair Shop tool on the toolbar: The Repair Shop System screen will open. 32

33 Parts of the Repair Shop Screen 29 - Repair Shop The Repair Shop System screen displays a browse list of repair orders with summary information. To change the order in which the repair orders are listed, click on any of the browse list headings. For example, to view the repairs sorted alphabetically from A-Z by the customer names, click Customer. The Customer text in the browse will appear in a light blue font. To view the repairs sorted alphabetically from Z-A by the customer names, click Customer a second time. The Customer text in the browse will appear in a yellow font. You can view full order details by double clicking on any of the lines in the browse list, or by highlighting a line and pressing Enter. You can quickly view details on the customer and vehicle for each order using the Detail button. To View Customer and Vehicle Details for a Repair Order: Step 1 Step 2 Highlight the item whose details you would like to view. Click the Detail button at the top of the screen: 30 - Repair Shop Details The Customer / Vehicle Information screen will open:

34 Step Customer / Vehicle Details When you are done viewing customer details, click Close to return to the Repair Shop System screen. The Repair Shop System screen breaks the repair orders into five different groups contained on separate pages. Tabs along the top of the screen allow you to change between the pages: 32 - Repair Shop Tabs Each of these tabs opens a page with a different list of repairs: 1) Open Repairs displays the current workload. This page includes repair orders with the status EST (Estimate), and COM (Complete). The Start Time column shows date and time that this repair order record was first accessed. The Promised column displays the date and time the customer was told the work would be completed. The Order column displays the unique order number for the repair order used by the system to identify each record. The Sales column gives the employee ID of the salesperson who started the repair. 34

35 The Status column shows the current status of the item. The status Estimate indicates that the customer has been given the final price and has authorized the work. Opening an estimate will allow you to view and modify repair details, change the status to Complete, or invoice the work. The status Complete indicates that work has been done, but it has not yet been invoiced. Opening a completed item will allow you to view details or invoice the repair. The Customer column shows the customer for whom the work order was created. The Vehicle column provides the year, make, and model of the vehicle being worked on. This will be blank for repair orders with no vehicle. The License column shows the license plate number of the vehicle. This will be blank for repair orders with no vehicle. The Total column gives the estimated repair total. 2) Quotes displays items with the status Quote and Quick. The Quoted column gives the date and time the quote was generated. If the item is a quick quote, the Scheduled column shows the date the customer intends to come in for the work, if known. The Order column displays the unique order number for the repair order used by the system to identify each record. The Status column provides the status of the item. The status Quote indicates that a repair order was started, but the customer has not yet given the approval to proceed with the work. Opening a quote will allow you to view and modify repair details or convert it to an estimate. The status Quick indicates the item was added through the Quick Quotes interface. The Quick Quote feature allows you to create a price quote with minimal information. If the customer comes in to have the work performed, the quick quote can be converted to a full repair order. When you open a quick quote, you will be asked to select or add the customer and vehicle for the item. A new repair order will be created with the part and service item details from the original quote. The Customer column shows the customer for whom the quote was created. In the case of quick quotes, this will be the customer name that was recorded when the quote was made. This may or may not correspond to an existing customer and may change when a customer record is selected. The Vehicle column provides the year, make, and model of the vehicle for which the quote was generated. This will be blank for repair orders with no vehicle. This will also be blank for quick quotes unless vehicle information was entered when the quote was made. This may change when a customer and vehicle are selected. The License column shows the license plate number of the vehicle. This will be blank for repair orders with no vehicle. The Total column gives the amount that was quoted to the customer. 3) Scheduled displays appointments that have been set for repair work. Appointments that are past will be highlighted in green. The customer and vehicle have been selected for these items, but the repair details have not yet been entered. Double clicking or pressing Enter on an item will start a new repair order. The Scheduled for column shows the date and time for which the appointment was made. The Customer column shows the customer who scheduled the appointment. The Home Phone column provides the home phone number from the customer s record, if known.

36 The Work Phone column provides the work phone number from the customer s record, if known. The Vehicle column provides the year, make, and model of the vehicle for which the appointment was scheduled. The License column gives the license plate number of the vehicle. 4) Invoiced displays the work that has been billed during the current business day. Opening an invoice will enable you to view, but not change, the details of the repair If you would like to view details on repair work that was invoiced prior to the current business day, refer to the section Viewing Invoice History, later in this chapter. The Invoiced column shows the date and time the repair order was invoiced. The Order column displays he unique order number for the repair order used by the system to identify each record. The Customer column shows the customer for whom the work was done. The Vehicle column provides the year make and model of the vehicle on which the work was done. This will be blank for repair orders with no vehicle and carry outs. The License column gives the license plate number of the vehicle. This will be blank for repair orders with no vehicle and carry outs. The Total column shows the total dollar amount of the invoice. 5) Voided displays all repair orders and carry outs that have been voided during the current business day. This page provides a Reprint button that allows you to print a copy of the voided repair order. The Voided column shows the date and time the item was voided. The Order column displays the unique counter number that identifies each repair order to the system. The Invoice column gives the invoice number that was assigned by the system to the transaction. This column will only contain a value if you void a repair order that was invoiced. Depending on your configuration, you may or may not be able to void invoiced work. The Status column displays the status of the item at the time it was voided. The Customer column shows the name of the customer for whom the repair order or carry out was originally created. The Vehicle column provides the year, make, and model of the vehicle for which the repair order or carry out was originally created. The Total column shows the total dollar amount of the voided order. Customers Customer records can be accessed from several locations within the program. To avoid duplicates, be sure to locate the exisiting customer record before adding addional records. To Access the Customer Records From the Main Menu 36

37 Step 1 Select Customers from the Main Menu Step 2 Scroll through the records by clicking the next or prev buttons - or Click Find to search for the customer. The Customer Lookup Screen will open Step Customer Lookup If you would like to search for the customer by name, enter the customer s name in the By Customer Name field. If the customer is an individual, enter it in the format last name, comma, first name and press Enter. If this is a business account, enter the company name and press Enter. You can perform partial searches using this field. For example, if you enter the letter M, the Customer Look Up screen will open to the first person with a last name starting with M. You can scroll the list to select the appropriate person. Or If you would like to search for the customer by phone number, enter the phone number in the By Telephone No. field and press Enter. The Customer Look Up screen will open to the nearest match. The list will open to the closest matching record to your search criterion. If you searched by name, the records will be in order by

38 the Customer column. If you searched by phone number, the records will be sorted by the Phone No. column. If the record for which you are searching is not already displayed, you can scroll the list, or search for it using the By Cust. No., By Cust. Name, or By Phone No. fields. Place your cursor in the field you would like to use. As soon as you enter a field, the browse list will be sorted by that value. Enter the value you would like to search for. The list will move to the closest match as you type. If there is no matching record, the highlight will disappear from the browse. Step 4 Once you have located the desired record, highlight your selection and enter, doubleclick, or press the OK button to view the record. The customer screen will open Customer Step 5 You can make any changes that are necessary and click the Save button to keep the changes. Or From the Toolbar Step 1 Click the close button to exit Customers. Select Customers from the Toolbar 38

39 Follow the instructions above to locate your customer record. From a New Repair (when the Repair Shop System is open) Step 1 Select New Repair at the bottom left of the dialog window. The Start New Repair / Lookup Screen will open (for details on starting repairs, please refer to the section titled Creating Repair Orders). Step New Repair Customer Lookup Enter your customers last name or the company name if it is a business in the field By Customer Name. - and / or - Enter your customer s phone number in the field in the By Telephone No. field - and / or - Enter your customer s license plate number in the field in the By License Plate No. field.

40 You may enter only one of these fields or all three. If you enter the customer s name and the phone number and the phone number is incorrect (or any other combination of the three), you will not be able to locate your customer. Step 3 Step 4 Press enter to pull up the Customer Lookup screen. Follow the instructions in the preceding section titled, To View or Edit an Existing Customer From the Main Menu or From the Toolbar step # 3 through step # 4. Highlight your customer and press enter or OK to select. Parts of the Customer Screen The Customer Info Tab 36 - Customer Screen The Customer ID field is a number that is automatically generated. The Individual box is defaulted to be checked. If you have a company instead of an individual, click once to take the check out. First and Last name is replaced by Company Name and an extra address field. The Active box is defaulted to be checked. If your customer is no longer an active customer, click here to remove from the active customer lising. This does not delete your customer, only marks them as inactive The Cust. Type drop down list denotes the customer type. The Contacts button opens up the Contacts window 40

41 37 - Contacts Window This is where you can add the names and phone numbers of other people who can be contacted when regarding work to be performed on the customers vehicle. The Notes button is for any accompanying information that should be read before creating a repair order for the customer. Example: 38 - Customer Notes The Vehicle button adds or views your customer s vehicle(s). Please see the instructions following this walkthrough of the Customer Screen to add, view, and edit vehicles. The fields listed are not all required, but recommended. The more information gathered when setting up your customer, the less likely you are to have duplicate records. First Name State Work Phone Last Name Zip Fax Number Address1 Country Mobile

42 Address2 Salesman City Home Phone Reason The first three of your fields change change if you remove the check box next to individual notating your customer as a company Company Name State Work Phone Address1 Zip Fax Number Address2 Country Mobile Address3 Salesman City Home Phone Reason The Reason drop down menu selects how your customer heard of you Customer Reason The buttons at the bottom of your dialog box enable you to your choice of tasks Customer Buttons Prev and Next allows you to scroll through customer records. Find brings up the Customer Lookup screen Add allows you to add a new customer Save allows you to save the changes you have made to a particular customer record. Cancel allows you to reverse any changes that you have made to a customer s record before saving. After you click the save button, the changes cannot be automatically reversed, you must manually make the changes. Delete allows you to delete a customer from the customer database. Close takes you out of the Customer dialog box completely and returns you to the main menu. 42

43 The Account Info Tab 41 - Customer Account Information Tab The blue colored fields cannot be changed at the store. These are set up by your home office, but you are able to view them. If your customer has an account with your company, the basic accounts receivable information is listed. For new customers that are set up at the store, the default terms are Cash Sale. The Discount Code drop down box enables you to set a particular discount pricing for a customer. The codes are set up by your home office and you may select one of the codes listed Customer Discount Codes In the example listed above; Employees, Fleet Accounts, Franchise, and Govt. Employee Accounts all get special discount pricing. Some customers, such as businesses, may require a purchase order number to be able to pay the repair invoices. Check the Require PO box and if you have the purchase order number available, key it in here.

44 When a new repair is started for this customer, a box will come up to advise you that this customer requires a purchase order number. The repair order can proceed until invoicing, when the purchase order number will be required. Tax Exempt should only be completed for customers that do not pay taxes, such as government offices or churches (in some states). Contact your system administrator to determine if this customer qualifies for tax exemption status. The Account Status Tab 43 - Customer Account Status Tab This tab will show the customers that have a balance with your company. This information cannot be changed from this screen. It is for your information only. After a repair order has been charged or a payment is made on account, this screen will update. To add a new customer Follow the instructions above in the section titled, To Access the Customer Records to open your customer records. From a New Repair Step 1 Step 2 After confirming the customer is not a current customer and has no record on file, click the Cancel button on the customer lookup screen. Click New Customer on the Start New Repair / Lookup Screen. 44

45 44 - Add New Customer The Add New Customer screen will open. Your cursor automatically is set to the home phone field. Step 3 To have the program search for the customer records automatically via the internet, key in the customer s phone number in the Home Phone field and press the Search button. The Phone Search screen will open with the customer s information:

46 Step 4 Step Phone Search If this is the correct customer, click OK. Or If no record is found, click cancel to return to the Add New Customer screen to manually add your customer. Unmark the Individual check box if this is a corporate or business customer. Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 If your customer is a business, you can still key the phone number in the home phone field without un-marking the Individual check box. When the internet finds the company s address, the program will automatically un-mark the individual check box when you click OK. Select your customer s Discount Code (if applicable). Verify the address information with the customer. If any of the information is incorrect, edit the appropriate field. If applicable, enter the customer s work number in the Work field, cellular phone number in the Cell Phone field, and the fax number in the Fax field. If applicable, enter the customer s address in the field. Select the drop down Reason of how your customer heard of you. The Customer Type field will allow you to select the customer type from the Customer Codes that were set up by the system administrator. This is a user-defined code that helps you further classify your customers. Click the arrow next to the field to select the type from the drop-down list, or use the up and down arrow keys on your keyboard to scroll the list. The tax exempt field defaults to N. This cannot be changed from this screen. To change the tax expempt status, you must go to edit your customer from the main menu or the toolbar. 46

47 Step 13 If you wish to stop here and save the customer without adding a vehicle, click the Save Without Vehicle button. Or If you want to add your customer s vehicle, clck New Vehicle. The Vehicle Selection screen comes up. Step 14 Step 15 Step 16 Step 17 Step Vehicle Selection The lists that are available for the Make, Model, and Engine fields are determined from your selection in the previous field. (For example, the manufacturer Saturn will not appear on the Make list if the selected year is prior to 1991.) Because of this dependency, you will not be able to change a selection once you move to the next field and load that list. Verify your selection prior to tabbing from one field to the next. Select the year of this vehicle from the Year drop-down list and press Tab. The selected year will display in the field to the right. The Make field will check the catalog and list all vehicle manufactures that were available in the selected year. Select the make of the vehicle from the drop-down list and press Tab. When you Tab out of the Make list, the selected manufacturer will appear in the field to the right. The Model list will include all vehicle models produced by the selected manufacturer in the selected year. Select the model and press Tab. When you press Tab, the selected model will appear in the field to the right. The Engine field will list all engine types available for the selected model in the selected year. Select the engine from the list and press OK. The vehicle information will be completed. Enter your customer s License plate number in the License field.

48 Step 19 Step 20 Step 21 Enter your customer s vehicle s color in the Color field. If applicable, enter the Unit number and/or the VIN number. This information is only needed if your customer requires this information. Click Save to save your new customer. From The Main Menu or the Toolbar. Step 1 After confirming the customer is not a current customer and has no record on file, click the Cancel button on the customer lookup screen. Step 2 Click the Add button Customers The fields in the current record will now be cleared and avaliable for you to enter your new customer information. Step 3 Step 4 Step 5 Step 6 Unmark the Individual check box if this is a corporate or business customer. The Customer Type field will allow you to select the customer type from the Customer Codes that were set up by the system administrator. This is a user-defined code that helps you further classify your customers. Click the arrow next to the field to select the type from the drop-down list, or use the up and down arrow keys on your keyboard to scroll the list. Enter your customer s first and last name or company name in the corresponding fields. Complete the form in the same manner as the previous section titled To Add a New Customer From a New Repair, steps 8 through

49 Step 7 To add your vehicle(s), press the button next to Vehicles. Step 8 Click Add. Complete the form in the same manner as the previous section titled To Add a New Customer From a New Repair, steps 14 through 20. Click close to return to the customer record. Step 9 Step 10 If you have manually entered or edited the vehicle information so it no longer matches the catalog, a message will appear warning you that you will not be able to perform catalog functions with this vehicle and giving you the option to save it anyway. Click Yes to save the vehicle anyway. Click No to return to the Add New Customer screen and select the vehicle from the catalog. For more information on the Account Info tab and the Account Status tab, see the previews section titled, Parts of the Customer Screen. Click Save when finished. You may delete a customer if no repairs have been started for them by clicking the Delete button. Giving Price Quotes There will be occasions when a customer calls or comes in for a price quote, but has not yet decided to go ahead with the repair work. There are two methods for handling this, depending on whether the quote is for tires or other repair work. In either case, the quotes you create can be easily transferred over into a full estimate. Giving Tire Quotes Tire quotes are generated using the Tire Lookup screen. A tire quote can be generated from almost anywhere in the program. You can access the Tire Lookup screen from any of the following places: The Tire Lookup tool on the toolbar: The Tire button on the Quick Quote menu from the menu bar. The Tire Lookup menu on the menu bar when the Repair Shop System is open. The Tire button from a New Repair. Selecting any of these options will bring up the Tire Lookup screen:

50 Tire Size Vehicle Info Phone Script Features and Benefits 48 - Tire Lookup On the right hand you have a phone script to help remind your sales staff of the things to ask and say to help sell the visit to the prospective customer. This screen allows you to enter vehicle information and by clicking on the Tire Guide Button You will get the sizes of tires that were offered on that vehicle. Pick the corresponding vehicle model and then click enter, and you have a list of compatible tires automatically generated. Once you highlight a tire, the features and benefits for that tire are shown bellow. Once a tire is selected, a price quote can be created, including the tire and all related parts and services necessary for installation. To Create a Tire Quote: Step 1 Open the Tire Lookup screen as discussed above. Step 2 Follow the instructions below titled To Add a Tire to a Repair Order steps 3 through 20. Step 3 If you are in Tire Lookup from the toolbar click OK to bring up the Tire Package screen with the tire you have selected. return to the Tire Lookup Screen and Close to return to the previous screen. Or If you are in Quick Quote, press Tire Package or Tire Only as needed to return to the Quick Quote screen. Enter your employee number, the customer s name and phone number. You will be given the opportunity to search and locate the customer s record when you convert the Quick Quote to a Regular Quote or an Estimate. Or 50

51 If you are in Tire Lookup from a New Repair, click Tire Package. to add the tires with the package to the new repair order or click Tire Only to skip the package and just add the tire(s). Giving Quotes for Non-Tire Related Repair Work There are two ways to provide price quotes for non-tire related repair work, depending on how extensive a quote is required. If the customer requires a quote for complete repair work, including multiple parts and services, you should create a new repair order and save it as a quote. Review the instructions Creating Work Orders later in this chapter. When you exit the repair in step 23 of the instructions Creating Repair Orders, select the Quote option to save the repair order as a quote. If you just need to provide a price quote for one or more parts, you can look up the parts in the Part Select Catalog. This will allow you to quickly locate a part in your inventory that is compatible with the customer s vehicle and view retail price information. To Give a Quote Using the Catalog: Step 1 Click on the Catalog button on the toolbar: Step 2 Select your vehicle s year, make, and model. The Parts and Labor Catalog screen will open:

52 Step 3 Step 4 49 Parts and Labor Catalog The Category list helps you narrow down your search by categorizing parts into groups. This will contain a list of the major part groupings as established in the catalog. Highlight the appropriate group to update the Parts Groups list and the Labor Groups list for the secondary groupings. Highlight the appropriate secondary grouping (Parts or Labor) to update the Components list to become Parts Components or Labor Components. It will list the available part types in your selected sub group. It will also include an option for * ALL * in case you do not want to further filter the part list. Step 5 The catalog will only show brands you carry. If there are no parts that meet your search criteria listed in the Activant Catalog for the specified vehicle, you will receive a message that No parts were found with the filter set. If you would like to search for the part in brands you do not normally carry, click the All Brands button to turn off the filter and repeat the search. Highlight an item and press Enter or double click to view the individual parts available within that classification. If you select * ALL *, all parts in the selected sub group will be listed. The Select Part from Catalog screen will open with all matching parts from the catalog that are compatible with the selected vehicle: 52

53 50 - Select Part from Catalog If the part from the catalog matches a part in your inventory file, the On Hand field will tell you how many units of the part you have in stock. If the part is in the catalog but you don t carry it, the On Hand field will read **NS** for Non Stock. It is also possible to install a supplementary catalog of parts that are available for special order from a supplier. If this catalog is in use, parts that are not in your local inventory, but were found in the special order list will contain **S/O** in the On Hand field. If the part is currently on sale, it will appear in bold and the sale price will be listed in the Sale field. Step 6 Select the part you would like by double-clicking or highlighting it and pressing Enter. You will be returned to the MacDonalds Catalog screen. The part information will be added to the browse list at the bottom of the screen. Step 7 Step 8 If you would like to add another part from the catalog, repeat steps 6 through 9. Each part you add will appear in the browse. The price for each part will be displayed in the Each field of the browse. When you are done adding parts, click OK to close the screen. Scheduling and Creating Repair Orders The following sections review a number of different options for scheduling and creating repair orders. It is recommended that you familiarize yourself with the various alternatives so you ll know how to deal with different situations. Scheduling Repair Orders The first step in creating a repair order is to associate the repair order with a customer and vehicle record. Determine if the customer has previously had repair work performed in your location. If so, you will need to locate the customer record and start the repair with that record. If the customer has not had previous repair work performed at your location, you will need to create a new customer record. See instructions

54 for locating current customers and entering new customers in the previous sections titled To Access Customer Records and To Add a New Customer. To Schedule a Repair: Step 1 Step 2 Open the Repair Shop System. Click the New Repair button. The Start New Repair Screen will open: Step Start New Repair Search for your customer or click New Customer as needed. Step 4 For detailed instructions to access your customer records see the previous section titled, To Access Customer Records. For detailed instructions to add a new customer see the previous section titled, To Add a New Customer. If there is a vehicle record and you are ready to add parts to the repair now, select the vehicle on the list and press Enter or click Start Repair with Selected Vehicle. The Repair Shop screen will open. See Creating Repair Orders, later in this section for instructions. Or If there is no vehicle record and you are ready to add parts to the repair now, click Start Repair with No Vehicle. The Repair Shop screen will open. See Creating Repair Orders, later in this section for instructions. Or If there is no vehicle record and you want to add a vehicle, click New Vehicle and follow the instructions to add a new vehicle in the previous section titled To Add a New Customer steps 13 through 17. Or 54

55 If you are not yet ready to start the repair, click Schedule for Later. The Date / Time to Schedule screen will open: Step 5 Step 6 Step Date / Time to Schedule Enter the date on which the customer would like the repair performed in the Date field. Enter the time when the customer would like the repair performed in the Time field. Click OK. You will be returned to the Repair Shop System screen. A record will be added for the customer with the status New. See Creating Repair Orders, later in this section for instructions. Creating Repair Orders A repair order is a record with the details on work that will be or has been performed during a particular job. Repair orders are created and maintained at the Repair Order screen. To Open a Repair Order: Step 1 Step 2 Step 3 If you do not already have a record for the repair order at the Repair Shop System screen, follow the steps under Scheduling Repair Orders, earlier in this chapter. When given the option, start the repair rather than scheduling for later. Skip to step 3. Or If you would like to open an existing record, locate it in the Repair Shop System browse. Highlight the repair and press Enter, or double-click on it. It is possible for the administrator to include special notes in the customer s record. This will contain information that you should read before creating a repair order for the customer. If this is the first time someone has opened this repair order and there are any notes associated with this customer, a Customer Notes screen will open:

56 53 - Customer Notes Review the notes. When you are done, click Close to open the repair order. The Repair Order screen will open with details of the repair: 54 - Repair Order Screen The customer and vehicle information will appear at the top of the screen. If this is a repair order that already has items entered, the individual items in the repair will appear in the browse list and price totals will appear along the bottom of the screen. If this repair was started without a vehicle, a slightly different screen will open: 56

57 This is the same as the Repair Order screen with a vehicle, except that inapplicable items are unavailable or do not appear. Once you have opened the repair order, you are ready to start entering the details of the work that needs to be performed. To Enter Repair Details: Step 1 Open the Repair Order, as described above. The Repair Order screen will contain information for the customer and vehicle selected in the Start New Repair screen. The fields with the blue background contain display only information from the customer record. Use this to verify that you are viewing the correct record before proceeding. Step 2 Click the tab for Vehicle if not already selected. If this is a repair order with no vehicle skip to step # 7

58 Step 3 Step 4 Step 5 Enter the mileage from the vehicle s odometer in the Mileage field. This information is required in order to create an estimate. When parts are replaced, the customer has the option of having the used part returned to him. Ask the customer if he would like to save his used parts. Enter a Y in the Save Old field if the customer would like to save the parts. Enter an N in the field if the customer would prefer you dispose of the used parts. Enter the expected completion date of the repair work in the Promised field. This will default to today s date. Click the button next to the field to select a different date from the calendar. The time can be entered manually by clicking in the fields or clicking the up and down button while you are in each field. Step 6 Step 7 In this example, the minutes are selected. By clicking on the up or down arrow next to the AM, you can adjust the minutes. Tab to go to the next field. Click Select when finished. Verify with the customer that the license plate information on file is correct. If the license plate has changed, edit the License fields to contain the correct data. Enter the state in which the license plate was issued in the first field. Enter the license plate number in the field to the right of the state field. This information will be saved with the vehicle record for future repairs. Click the tab for Customer. Step 8 Verify the customer s address information. If the customer indicates that his or her address has been changed, you may edit the customer s address information directly in the repair order by clicking the Edit Cust. button. Any changes to the address information will be made to the customer s permanent record. If another user makes changes to the customer s record while the repair order is open, you will not be able to save edits to the customer data. 58

59 Step 9 Step 10 If the customer has a purchase order for the repair, enter the PO number in the P.O. No. field. When a customer record is added, it is possible to specify that the customer must have a purchase order for repairs to be performed. In this case, you would have received notification of this when you started the repair. You will not be able to save the repair order without a purchase order number entered in this field. It is possible to include special instructions from the customer with the repair order. The customer instructions will be printed on the Estimate, Work Order, and Invoice. If there are any special instructions from the customer, the Cust. Instr. field will display Yes. If no instructions have been entered, this will display No. If there are no special instructions, skip to step 15. Or If you would like to enter special instructions, click the Cust. Inst button. The Repair Order Customer Instructions screen will open: 55 - Customer Instruction If there are existing instructions, they will be displayed in the memo field. Step 11 Step 12 Step 13 Step 14 Type the customer s comments or instructions in the memo field. This field can contain any amount of text. The browse list provides a number of common comments for quick entry. Highlight any comments you would like included for this repair order and click Move to transfer the highlighted comments to the memo field. Comments will be preceded by a comma to facilitate quick selection of multiple items. You may delete the comma or edit the text if necessary by clicking in the memo field and typing. Click Save to save the text in the memo field. Click Close to close this screen and return to the repair order.

60 Step 15 Step 16 Step 17 If this customer s record contains any notes, a Notes button will appear next to the Cust. Instr. field. Click the button to access the Customer Notes screen where you can view the notes. These are the same notes that appeared when you first opened the repair order for the customer. If the customer s record does not contain notes, the button will not appear on the screen. You are now ready to start adding parts and services to the repair order. Add the necessary parts and service items using the instructions found in the following section, Adding Items to a Repair. When you have added the appropriate items, return to step 17. If necessary, you can adjust the quantity for any part or service item in the repair. The QTY / Hrs field in the browse list contains how many units of the item are currently in the repair order. Place your cursor in this field and edit this amount if necessary. The extended price of the item will be automatically adjusted. If a part has a core charge associated with it, a second line for the core will be added to the browse directly below the part. The part number for the core will be the same as the associated part, but it will contain CORE CHARGE in the description. If there is a core charge in the repair, refer to the entry in the Save Old field. If the customer would like to keep his used parts, leave the core record as is. If the customer would like you to dispose of the part, leave the core charge line in the repair, but change the quantity to zero. Refer to the section on Core Returns in Chapter 5 of this guide for more information and instructions on dealing with the used parts Step 18 Step 19 Step 20 If you enter zero for the quantity, the core will be tracked by the system. If for some reason there is not a core part that needs to be tracked, but you do not wish to apply the core charge, change the price to zero rather than changing the quantity to zero. It is possible to discount an individual item in the repair order using the Dsc field in the browse list. If a price has been discounted, this field will display Y. If a price has been adjusted, for example because a part is under warranty, this field will display A. If a price represents a sale or promotional price, this field will display P. If you need to discount an item, refer to the Changing Prices in a Repair Order section, later in this chapter for details. If you know which employee will be installing the part or performing the service, enter that person s employee number in the Empl No. field in the browse. As soon as you click in the field, an arrow will appear allowing you to select the employee number from the drop-down list. This information will be used to determine which employee should receive the commission if the item has been set up as a commissionable part or service. It is possible for the system administrator to indicate that an item requires an explanation of why the work is being performed whenever it is included in a repair. If a reason is required, the R field in the browse will contain Y and be highlighted in yellow, indicating you must document the reason before the repair order can be invoiced. Press Enter or double-click in the field to open a Reason for Replacement screen: 60

61 56 - Reason for Replacement Enter the reason for replacement in the field, or select one from the drop-down list of presupplied reasons. Click O.K. to save the selection and return to the Repair Order screen. If the field contains Y, but is not highlighted in yellow, the reason for replacement has already been entered. You may double-click or press Enter again to view the previous entry. If the field contains N, it is not necessary to enter a reason. Step 21 It is possible for the system administrator to configure a part or service to require that additional information be entered whenever it is added to a repair (for example, the DOT numbers for tires or a service agreement number). If the O field in the browse contains Y and is highlighted in yellow, you must enter additional information. Press Enter or double-click in the field to open the appropriate information entry screen. Press F1 at the screen to view instructions for that particular screen. If the O field contains Y, but is not highlighted in yellow, the additional information has already been entered. You may press Enter or double-click in the field to view or edit the previous entry. If the field contains N, there is no special information necessary for the item. Step 22 Step 23 If you add a part in error, highlight it in the browse and click Delete. You will be asked to verify your decision to delete the part. Click Yes. A second message will appear asking if you would like to add the item to the rejected items file. If you select Yes, the next time you create a repair order for this vehicle, you will be given the opportunity to add the item again. Refer to the Suggesting Repair Work section, later in this chapter for details. Or If you have added a package to a repair order and wish to delete the entire package, highlight the task line and click Delete. You will be asked to verify your decision to delete the package. Click Yes. A second message will appear asking if you would like to add the package to the rejected items file. If you select Yes, the next time you create a repair order for this vehicle, you will be given the opportunity to add the package again. Refer to the Suggesting Repair Work section, later in this chapter for details. When you are satisfied with the repair, click Save as Estimate

62 Available statuses for repairs include Quote, Estimate, Complete, and Invoice. Click the Save as Quote button to make the new repair a quote. This is used when you have given a price quote, but the customer has not yet committed to having the work done. This will only be available if the current status is New or Quote. When you click Save as Quote, the Repair Order screen will close and you will be returned to the Repair Shop System screen. Click the Save as Estimate button to indicate that the work is ready to be performed. Once this is selected, two copies of the estimate will print. One will be the detailed estimate that the customer will sign, authorizing you to perform the work. The second will be the work order that will go to the installer. Once a repair order has been made into an estimate, changes cannot be made without authorization from the customer. Once the estimate has printed, the Repair Order screen will close and you will be returned to the Repair Shop System screen. Refer to the section Creating Estimates, later in this chapter for further details on creating estimates. Click Complete to change the status to Complete. This status is used to indicate that the work has been completed, but the repair has not yet been invoiced. This will only be available if the current status is Estimate or Complete. When you click Complete, the Repair Order screen will close and you will be returned to the Repair Shop System screen. Click the Invoice button when you are ready to print out a final invoice on the repair and receive payment. This is available for repair orders where the status is Estimate or Complete, and for carry outs. When you click Invoice, the Mechanic / Installer screen will open where you can select the employees for commissionable items. Refer to the section Invoicing Work, later in this chapter for instruction on completing the invoice process. Select the Save button to leave repair order at the current status. This will be available for any status except New. Click the Cancel button to return to the repair order without changing the status. Click Exit again when you are ready to close the screen. Adding Items to a Repair There are a number of options for adding parts and services to a repair order: You may add information from pre-created packages. Packages are created by the system administrator and contain everything necessary for a particular job, including all parts and labor. This lets you select just one package item, instead of locating each item individually. 62

63 . You may add tires to the repair. All of the necessary parts and labor for installing the tire will be automatically added as well. You may access the Part Select Catalog and select parts from there. This provides the advantage of only showing parts that will work on the selected vehicle and gives you access to special order and non-stock parts. If you know the part you would like to add, you may select it directly from your parts inventory file. Service items include anything that you may need to add to a repair order other than parts, such as labor and fees. If there is a specific service item you would like to add, you may select it directly from your service items file. To Add A Package to a Repair When a job is performed, that job generally has multiple items associated with it. For example, an oil change may require the oil, an oil filter, waste disposal, and labor. Rather than having to select each of these items individually, packages group all of these items together and allow you to just select the package Step 1 Step 2 Open the repair to which you would like to add the package following the instructions under To Open a Repair Order, earlier in this section. Click the Package button: The Package Look Up Screen will open:

64 Step 3 Step 4 Step Package Lookup If you had existing customer records prior to installing DST/Navex CARS that were imported into the system, you may receive a Unit not Found message when you click Pack. Every vehicle has a catalog number saved with it to facilitate catalog lookups. If you receive this message, it means that the record was created outside of DST/Navex CARS and a catalog reference has not been saved with this vehicle record. A Get Catalog ID screen will appear when you click OK at this message allowing you to select the vehicle from the catalog. Once you have saved this information, the Unit not Found message will not appear again. For instructions on selecting the vehicle, press F1 at the Get Catalog ID screen. When the package is created, it is assigned a unique ID. If you know the ID, you can use it to search for the package by entering it in the Package ID field. The browse list will display the nearest match as you type. If there is no matching package ID, the browse will go to the bottom of the list. Or If you know the descriptive name that was given to the package, you can use it to search for the package by entering it in the Description field. The browse list will display the nearest match as you type. If there is no matching description, the browse will go to the bottom of the list. Once you have located the desired package, highlight it in the browse and press Enter or double click. At the time a package is created, the administrator had the option of entering a catalog reference to a part instead of selecting a specific part from the inventory file. This is useful if the part that is required will be different for different vehicles. If there are no catalog parts in the package, skip to step 7. Or If a catalog part was entered in the package, the Select Part from Catalog screen will open with the parts that fit the catalog specifications and are compatible with the vehicle being repaired: 64

65 In the above illustration, when the package was created, a catalog reference was made to an oil filter. When the package was selected, a catalog lookup was performed for all oil filters that are compatible with the vehicle being worked on. If the part from the catalog matches a part in your inventory file, the On Hand field will tell you how many units of the part you have in stock. If the part is in the catalog but you don t carry it, the On Hand field will read **NS** for Non Stock. It is also possible to install a supplementary catalog of parts that are available for special order from a supplier. If this catalog is in use at your location, parts that are available from that supplier will display **S/O** for Special Order in the On Hand field. If the part is currently on sale, it will appear in bold and the sale price will appear in the Sale field. In the above example, the Fram PH3387A oil filter is on sale. Step 6 Step 7 Select the part you would like to use by double-clicking, or highlighting it and pressing Enter. If more than one catalog reference was added to the package, the Select Part from Catalog screen will appear again. Repeat these steps until all parts have been selected. Once all catalog parts have been selected, a Package Total screen will appear giving a breakdown of everything in the package: 58 - Package Total The Description field will display the package name, preceded by Task 1 if this is the first package selected in the repair order, or numbered sequentially for each additional package selected in the repair order. The Package Total field will display the total price of the entire package. Step 8 When you are satisfied with the selections, click O.K. to add the package to the repair order and close this screen. A line will be added to the Repair Order browse with the contents of the Description field on the Package Total screen. The package parts will be added below it.

66 To Add Tires to a Repair: Step 1 Step 2 Open the repair to which you would like to add the tire following the instructions under To Open a Repair Order, earlier in this section. Click the Tire button: Step 3 If you already know the Width, Ratio, and Rim size of your tire, enter those in the appropiate fields and your tires will be listed. Or Step 4 Step 5 Step 6 Step 7 Step 8 Click the Tire Guide button. Select the year of the vehicle the tires are for from the Year drop down list. Select the manufacturer of the vehicle from the Make drop-down list. Select the vehicle model from the Model drop-down list. This will only display models from the selected manufacturer. Select the engine size from the listing and click OK. The Options list will display the tires that were available for the selected vehicle. Select the tire that is in use on this vehicle from the drop-down list. The front air, rear air, torque, and alternate torque specifications for the selected tire will be filled into the appropriate fields Tire Lookup The selected tire size will be filled into the Width, Ratio, and Rim fields. All compatible tires in your inventory will appear in the browse list. 66

67 If a tire in the list is currently on sale, it will appear in bold face font and the sale price will appear in the Sale field. Step 9 Click any of the column headings if you would like to sort the list by that value. For example, to see the tires in order by price, click the Retail heading: Step 10 Step 11 Step 12 Step 13 If you would like to select a different tire, enter the width at the cross section for the desired tire in the Width field. Enter the aspect ratio (i.e., overall tire diameter on flotation sizes) for the tire in the Ratio field. Enter the rim diameter of the tire in the Rim field. Click Check Stock. The browse list will update with all tires in the catalog of the specified size. Or Click the Miscellaneous button to access a list of any tires in your inventory that do not have the width, ratio, and rim information available. Or It is possible to install a supplementary catalog of parts that are available for special order from a supplier. If this catalog is in use at your location and you do not see the desired tire in your inventory, click Special Order to update the list with tires from the special order catalog that match the current width, ratio, and rim settings. This is an optional, add-on feature. Contact your system administrator to determine if it is in use at your location. If the customer would like to review the list of compatible tires, click Print to print the tires that appear in the browse. Or If the customer knows which tire he would like, highlight it on the list. The Features and Benefits field will display any supplemental information that is stored with the tire record. Enter how many of the selected tire are needed in the Qty field. If you do not have the selected tire in stock, you can click the Locator button to open the On Hand Quantities screen with a list of all stores that have the tire in stock:

68 60 - On Hand Quantities This list will include the store number and the number of units of the tire in stock. It will be sorted with the stores having the most in stock at the top of the list. When you are done reviewing the quantities on hand, click Close to return to the Tire Lookup screen. Step 14 The stock on hand is based on the last time the store transferred its inventory count to the server. This screen can be used to locate a store that is likely to have the part, but you should still verify that they are able to transfer the part before continuing. Click OK to select the highlighted tire and open the Related Tire Items screen: 68

69 This screen will display the parts and services that your system administrator determined should be included with the tire sale. Step 15 Step 16 The Related Tire Items screen only comes up if your system administrator has configured the system to automatically include these parts and services when a tire is sold. If your system administrator has opted not to use this feature, this screen will not appear. The quantity for each item in the Related Tire Items screen will be based on the quantity that was selected at the Tire Lookup screen. If you need to change the quantity on any item, click in the Qty field and edit the quantity. If necessary, you may edit the price for the item in the Each field. The Extended and the Total Not Including Taxes and Fees fields will be updated automatically with the new price multiplied times the quantity. This screen will list the related tire items plus the tire, giving the final total price for everything. Step 17 Step 18 If necessary, you can use the Qty field to change the quantity for all items in the list. For example, if the customer originally wanted a quote to just replace the front tires, then asked for the price to replace all four, you would change the quantity from 2 to 4. As soon as you tab out of this field, the Qty and Extended fields for all items will be updated in the browse and the Total field will be recalculated with the new total price. Be aware that this will change all items in the browse to the new quantity. If you have edited some items so they have a different quantity than others, they will all be reset to this figure. To add the tires with the package, click Tire Package. Or To add the tires without the package click Tire Only. Step 19 The tire and related tire items will be added to the repair order. To Select Parts from the Catalog: The Part Select Catalog integrates with DST/Navex to allow you to filter your inventory based on parts that are compatible with a selected vehicle. For example, if you are adding an oil filter to the repair, rather that selecting it from the list of all oil filters in your inventory, this will only show the oil filters that are compatible with the vehicle being worked on, reducing the chance of error. Step 1 Step 2 Open the repair order to which you would like to add the part following the instructions under To Open a Repair Order, earlier in this section. Click the Cat button:

70 The Parts and Labor Catalog screen will open: Step 3 Step 4 If you had existing customer records prior to installing DST/Navex CARS, you may receive a Unit not Found message when you click Cat. Every vehicle has a catalog number saved with it to facilitate catalog lookups. If you receive this message, it means that the record was created outside of DST/Navex CARS and a catalog reference has not been saved with this vehicle record. When you click OK at the message, a Get Catalog ID screen will appear allowing you to select the vehicle from the catalog. Once you have saved this information, the Unit not Found message will not appear again. For instructions on selecting the vehicle, press F1 at the Get Catalog ID screen. The Parts Group list helps you narrow down your search by categorizing parts into groups. This will contain a list of the major part groupings as established in the catalog. Highlight the appropriate group to update the Sub Group list with the secondary groupings. Once you have highlighted a major grouping, the Components list will help further narrow your search by providing secondary groupings within it. Highlight a sub group and press Enter or double click. The Part Type Picker screen will open with the final part classifications to complete your search: 70

71 This will list the available part types in your selected Parts Group. It will also include an option for * ALL * in case you do not want to further filter the part list. In the above example, Ignition & Engine Filters was selected as the Category, and Engine Filters & PCVwas selected as the Parts Group. This screen provides the list of all of the different types of filters and PCV valves in the catalog. Step 5 The catalog will only show brands you carry. If there are no parts that meet your search criteria listed in the MacDonald Catalog for the specified vehicle, you will receive a message that No parts were found with the filter set. If you would like to search for the part in brands you do not normally carry, click the All Brands button to turn off the filter and repeat the search. Highlight an item and press Enter or double click to view the individual parts available within that classification. If you select * ALL *, all parts in the selected sub group will be listed. The Select Part from Catalog screen will open with all matching parts from the catalog that are compatible with the selected vehicle. If the part from the catalog matches a part in your inventory file, the On Hand field will tell you how many units of the part you have in stock. If the part is in the catalog but you don t carry it, the On Hand field will read **NS** for Non Stock. It is also possible to install a supplementary catalog of parts that are available for special order from a supplier. If this catalog is in use at this location, parts that are not in your local inventory, but were found in the special order list will contain **S/O** in the On Hand field. If the part is currently on sale, it will appear in bold and the sale price will appear in the Sale field. Step 6 Select the part you would like to use by double-clicking or highlighting it and pressing Enter. You will be returned to the MacDonalds Catalog screen and the part information will be added to the browse list at the bottom of the screen. Step 7 In the QTY field of the browse, enter the number of units of the part that are required.

72 Step 8 Step 9 If you would like to add another part from the catalog, repeat steps 3 through 7. Each part you add will appear in the browse. When you are done adding parts, click OK to close the screen. All parts appearing in the browse will be added to the repair order. If you have selected a non stock or a special order part, an outside purchase transaction will automatically be created when you save the repair as an estimate. Refer to Chapter 5 Working with Inventory for help with outside purchases. To Add Parts to a Repair from the Inventory File: Step 1 Step 2 Open the repair order to which you would like to add the part following the instructions under To Open a Repair Order, earlier in this section. Click the Part button: The Part Number Look Up screen will open: 61 - Part Number Lookup This list will include the parts in your inventory. The On Hand column indicates how many units of the part are currently in stock. If the part has been selected for another repair estimate, it will be reserved in the inventory file. The Committed column will display how many units of the part have been reserved. If the part is currently on sale, it will appear in a bold face font and the sale price will be displayed in the Sale field. 72

73 Step 3 Step 4 Step 5 Tires will not appear on this list. If you wish to add a tire to a repair, it can be selected from the Tire Lookup screen, accessed by clicking the Tire button on the Repair Order screen. If you would like to locate a part by brand and part number, select the manufacturer of the part from the Brand field and enter the part number in the Part No. field. As soon as you enter the Part No. field, the parts in the list will be sorted by the line codes, then sub sorted by the part numbers under each line code. The system will search the available parts from the manufacturer selected in the Brand field for the part number you enter. The browse list will update as you type with the nearest match. If there is no match, the browse will go to the bottom of the list. Or If you would like to locate a part by the description, enter it in the Description field. As soon as you enter the field, the parts in the list will be sorted by the Description. The system will search the available parts for the description you enter. The browse list will update as you type with the nearest match. If there is no match, the browse will go to the bottom of the list. Once you have located the desired part, highlight it if it is not already highlighted, and enter how many units of the part you need in the Qty field. If the part is not in stock at your location, or there are not enough units of the part in stock, you have the option of requesting to transfer the part from another shop in your system, or performing an outside purchase from an external supplier. The Supplier and Locator buttons on this screen allow you to check stock at external locations to determine where you can obtain the part. To search for the part with your supplier, highlight the part in the browse window, enter the desired quantity, then click the Supplier button to open the Check Supplier Availability via Internet screen. This feature may or may not be enabled in your version of DST/Navex CARS. Contact your system administrator or DST/Navex CARS representative for more information. Or To search for the part from another store in your system, highlight the part in the browse and click the Locator button to open the On Hand Quantities screen with a list of all stores that have the part in stock. This list will include the store number and the number of units of the part in stock. It will be sorted with the stores having the most in stock at the top of the list. When you are done reviewing the quantities on hand, click Close to return to the Part Number Look Up screen. Step 6 The stock on hand is based on the last time the store transferred its inventory count to the server. This screen can be used to locate a store that is likely to have the part, but you should still verify that they are able to transfer the part before continuing. Click OK to add the highlighted part to the repair order and close the Part Number Look Up screen.

74 To Add Service Items to a Repair: Service items include anything that you may need to add to a repair order other than parts, such as labor and fees. Step 1 Step 2 Open the repair order to which you would like to add the service item following the instructions under To Open a Repair Order, earlier in this section. Each service item is assigned a unit of measure when it is set up. Some service items may be billed at one fixed price; others may be billed according to some other unit of measure, such as how many hours they take to perform. If the service item is not based on number of hours, or you already know the estimated number of hours it will take to perform the service, click the Serv button: Step 3 The Service Item Look Up screen will open: 62 - Service Item Lookup This screen will allow you to locate existing service items that have been set up by the system administrator. If you know the part number that was given to the service item you would like to locate, select the item s line code from the drop-down list. Move to the Part field and enter the part number. As soon as you click in the Part field, the browse list will be 74

75 Step 4 Step 5 sorted by the line codes, then the service items under each line code. The software will search the items in the selected line code for the part number you enter and update the browse list with the nearest match as you type. If there is no match, the browse will go to the bottom of the list. Or If you know the description of the service item you would like to locate, enter it in the Description field instead. As soon as you enter the field, the service items will be sorted by the description. The software will search the items for this description and update the browse list with the nearest match as you type. If there is no match, the browse will go to the bottom of the list. If you have accessed this screen from the labor guide, the estimated hours from the Total Hours field on the Labor Lookup dialog box will appear in the Qty field on this dialog box. If you have accessed this screen from the Serv button, or you need to adjust the estimated hours from the labor guide, highlight the desired part and enter how many units of the part are required for this repair in the Qty field. Click OK or press Enter to add the highlighted service item to the repair order. The Service Item Look Up screen will close and the service item will be added to the browse list. Suggesting Repair Work When a customer brings a vehicle in for repair work, you will generally make an inspection of the vehicle to determine if any additional work is needed. For example, when changing a tire, you may discover that the customer s breaks need work. In this case, you should add the needed work to the repair order. This will allow you to keep a record of the suggested repairs, even if the customer decides against having the work performed at the current time. To Record Declined Recommendations: Step 1 Step 2 Add a repair order for the customer and include the requested repair work. Inspect the customer s vehicle and determine if any additional work is needed. Step 3 Step 4 Step 5 Depending on your configuration, an inspection sheet may print when you create an estimate. Contact your system administrator if you are unsure of the procedure for performing inspections. If any additional work is needed, add those items to the repair order. Contact the customer and make a recommendation for the additional work. If the customer agrees to the additions, these items will be included in the estimate and work order. Or If the customer declines the work, highlight the added items on the repair order screen and click the Delete button. When you delete the items, you will be given the opportunity to add the deleted item to the rejected items file. Click Yes.

76 The item will be removed from the repair order, but a record will be made noting the recommendation. The deleted items will be included on the printed estimate, indicating that the work was recommended, but declined by the customer. When a repair order is started for a vehicle, you will be able to view a list of any repair recommendations that were made previously and give the customer the option of proceeding with the work at the current time. To View Previously Declined Items: Step 1 When a repair order is opened for the first time, note whether there is a Declined button at the bottom of the screen: If there is not a Declined button, there are no declined items on file. Or If the declined button appears on the screen, click it to open the Previously Quoted screen with a list of the declined items for this vehicle: 63 - Previously Declined Items This list will display all past items that were recommended and declined which have not yet been added to a subsequent repair order. Step 2 Review the list of the previously declined items with the customer. If the customer would like to have any of the items performed at this time, highlight it in the list and click Add to Ticket. If the item is an individual part or service, it will be added to the repair order. If it was a package, all parts and services in the package will be added. Repeat this step for any additional items you wish to add. Or 76

77 If the customer does not want to add any of the items to the current repair order, click Cancel. You will be returned to the repair order. The items will be available in the browse list the next time you start a repair order for this vehicle. Make careful note of the date on which the item was previously declined, especially in the case of items that are critical to safe operation of the vehicle. You should emphasize to the customer if a needed repair could present a safety hazard if not addressed. Changing Prices in a Repair Order Each part is given a retail price when it is added. Additionally, it is possible to set up parts with a second, discounted, retail price that gets applied to special customers. For example, a large corporate customer may get discounted pricing on tires. There may also be times when the price of an item needs to be adjusted on a particular ticket, for example to match a competitor s price. Finally, parts may be on sale and have a temporary promotional price. If a customer is eligible for special pricing on a part that is on sale, the lower of the two prices will be used. For the most part, pricing is set up by the system administrator. The software will automatically take care of applying the appropriate price. There are three occasions where the price may need to be adjusted manually: You may need to manually adjust a price for some reason, such as matching a competitor s price. A price adjustment may need to be made if a part is being purchased to replace a part that is under warranty or defective. A customer may be eligible for special pricing from another customer s record. For example, and employee of a corporate account may be allowed to use the corporation s discount. The following sections will walk you through each of these situations. It is assumed that you already have started a repair order. If not, refer to To Open a Repair Order, earlier in this chapter for instructions. Manually Changing Prices There are two ways of manually adjusting pricing: You can adjust the current price to a specific amount. For example, the current price may by $100 and you would like to change it to $85. You can adjust the price by a specific amount. For example, the current price may be $100 and you would like to give a $15 discount, or reduce the price by 15%. To Discount a Price to a Fixed Amount: Step 1 Step 2 Open the Repair Order screen and highlight the part you would like to discount. Click in the Each column in the browse and type in the desired price.

78 When you enter or tab out of the field, the Change Price screen will open: 64 - Change Price This screen will display the unit price that was originally in the repair order for the item in the Default Customer Price field. If you have previously accessed this screen and applied a discount to this item, the Current Discount field will display the dollar amount of the discount. Step 3 The New Price field will display the price that was entered at the Repair Order screen. Edit this amount if necessary. The New Discount field will calculate the default customer price less the new price, giving the total discount. Step 4 Step 5 Select the reason a discount is being applied from the Reason for Discount dropdown list. Click O.K. to save this information and return to the repair order. To Discount a Price by a Specific Amount: Step 1 Open the Repair Order screen and highlight the part you would like to discount. Step 2 Type Y in the Dsc field in the browse. The Discount Line Item screen will open: 78

79 65 - Discount Line Item This screen will display the unit price that was originally in the repair order for the item in the Default Customer Price field. If you have previously accessed this screen and applied a discount to this item, the Current Discount field will display the dollar amount of the discount. Any additional discount you enter will be off the adjusted price displayed in the Current Price field, rather than the default customer price. Step 3 Step 4 Use the Disc. from Current Price drop-down list to specify whether you are discounting by a percentage (%) or a dollar amount ($). Enter the amount by which you wish to discount this item in the Discount from Current Price field. If you are discounting by a dollar amount, enter the amount that should be taken off the current price. For example, if the current price is $86.00 and you enter 10 in the field, the new price will be $ Or If you are discounting by a percentage, enter the percentage that should be taken off the current price. For example, if the current price is $86.00 and you enter 10 in the field, the system will take off 10%, or $8.60, for a new price of $ If you are discounting by a percentage, the current price will be rounded to the nearest dollar before calculating the discount. The total amount that the item has been discounted, including the current discount and any past discounts, will be displayed in the New Discount field. The New Price field will display the current price after all discounts have been applied. Step 5 Step 6 Select the reason a discount is being applied from the Reason for Discount dropdown list. Click O.K. to save this information and return to the repair order. If you need to access this screen again, simply press Y in the Dsc field for this item.

80 Automatically Adjusting Prices You can use the price adjustment feature to have the system automatically calculate a new price based on information you enter. You will need to enter slightly different information depending on whether you are adjusting the price for a tire or other type of part. To Adjust the Price of a Tire: This feature is used when you want to have the system automatically calculate an adjustment for reasons such as a defective tire or a tire under warranty. Step 1 Step 2 Highlight the tire that you would like to adjust in the Repair Order browse. Type A in the Dsc field in the browse: The Tire Adjustment screen will open: Tire Adjustment This screen will calculate the adjusted price of tires that are under warranty, are covered by a service agreement, or were defective. Step 3 Step 4 Step 5 Step 6 Step 7 Enter the store number where the original tire was purchased in the Original Invoicing Store field. Enter the invoice number from the sale of the original tire in the Original Invoice Number field. Enter the date of the original purchase in the Original Invoice Date field. Enter the current price of this tire in the Current Price field. This will default to the price in the Each field on the repair order. Select the adjustment type from the Adjustment Type drop-down list. Select: Workmanship if the tire is being replaced due to manufacturer defect.

81 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13 Step 14 Step 15 Step 16 Step 17 Step 18 Step 19 Road Hazard if the tire is under a service agreement and is being replaced due to road hazard damage. Policy to make a customer satisfaction adjustment. When selected, a message will appear informing you that you can now manually override the price. For all other adjustment types, the new price will be calculated automatically. Mileage if the original tire is under a mileage warranty. Enter the employee number of the manager who authorized the adjustment in the Authorized by field (applicable only if the Adjustment Type of Policy was chosen). If your company requires an authorization code for adjustments, you may enter it in the Authorization Number field (applicable only if the Adjustment Type of Policy was chosen). Enter the percentage that the original warranty covered for the given time period in the Policy Percentage field (applicable only if the Adjustment Type of Policy was chosen). Pick who the Adjuster is from the drop down menu of the Adjusted By field. Pick the tire s Vendor from the drop down menu of the Vendor field. Enter the claim number from the top of the claim form in the Claim Number field. Enter the number of miles covered for the tire in the original warranty in the Mileage Warranty field (applicable only if the Adjustment Type of Mileage was chosen). Enter the beginning mileage when the tire was installed in the Start Mileage field (applicable only if the Adjustment Type of Mileage was chosen). Enter the current vehicle mileage in the End Mileage field. The program will calculate the mileage used based on the starting mileage and ending mileage and display it next to this field. It will also calculate the percentage of the mileage warranty that has been used based on this figure (applicable only if the Adjustment Type of Mileage was chosen).. Enter how many 32 nd of an inch of tread were on the original tire when purchased in the 32 nd Starting field. Enter how many 32 nd of an inch of tread are on the tire currently in the 32 nd Remaining field. The program will calculate how many 32 nd of tread have been used and the percentage of the total tread this represents. It will display these figures next to the 32 nd Remaining field. Enter the Department of Transportation numbers for the original tires in the Original DOT Number(s) fields. Once you enter the first DOT number, the 2) field will become available. If more than one tire was purchased, enter the original DOT for the second tire in this field. When you tab out of this field, a 3) field will appear. Continue entering all DOT numbers for the original tires. Step 20 The program will use the mileage used or tread used calculations to determine the adjusted price of the tire, depending on what type of adjustment you selected. As you tab through the fields, the adjusted price will be calculated based on your entries and displayed in the Adjusted Price field.

82 If you are making a policy adjustment, the Override check box will be available. If you would like to override the calculated price and manually enter a price in the Adjusted Price field, mark this check box. Enter the desired price in the Adjusted Price field. Step 21 Click O.K. to save the adjustment and return to the Repair Order screen. The Each and Extended fields in the repair order will be updated to reflect the adjusted price. An A will appear in the Dsc field. If you need to view or edit this information again, enter the Dsc field and type A again to open the Tire Adjustment screen. To Adjust the Price of a Non-Tire Part: This feature is used when you want to have the system automatically calculate an adjustment for reasons such as a defective part or a part under warranty. Step 1 Step 2 Highlight the part that you would like to adjust in the Repair Order browse. Type A in the Dsc field in the browse: The General Adjustment screen will open: 82

83 67 - General Adjustment This screen is used to automatically adjust the current price for parts being purchased to replace a part still under warranty, parts that are being exchanged due to manufacturer defect, or policy price adjustments for customer satisfaction. Step 3 Step 4 Step 5 Step 6 Step 7 If this adjustment is for a part under warranty or to replace a defective part, enter the store number from the invoice for the original purchase in the Original Invoicing Store field. If this adjustment is for a part under warranty or to replace a defective part, enter the invoice number from the original purchase in the Original Invoice Number field. If this adjustment is for a part under warranty or to replace a defective part, enter the date the original invoice was created in the Original Invoice Date field. The Current Price field will display the current price of the item. Any adjustment made at this screen will be taken off this price. If a previous adjustment was applied, this will display the adjusted price. If you would like to base the current adjustment off the original price instead of a previously adjusted price, you may edit this amount. Select the adjustment type from the Adjustment Type drop-down list. Select Workmanship if the adjustment is because you are replacing a part still under warranty, or this is an exchange due to manufacturer defect or another problem with

84 Step 8 Step 9 the part. If you select workmanship, the price will automatically be adjusted to zero. Skip to step 10. Or Select Policy for all other discount types. If you select Policy, a message will appear informing you that you can now override the price, and the Authorized by, Authorization Number, and Override fields will become available. If you have selected Policy as the adjustment type, the Authorized by field will become available. Enter the employee number of the manager who authorized the adjustment. If you have selected Policy as the adjustment type, the Authorization Number field will become available. If your company requires an authorization code for adjustments, you may enter it here. If the part did not include a warranty, skip to step 15. Step 10 Step 11 Step 12 Step 13 Step 14 Step 15 Step 16 Step 17 Step 18 Mark the Lifetime Warranty check box if the part is under lifetime warranty. If marked, the price will be adjusted to zero. Skip to step 17. Or Creating Estimates Unmark this check box if you would like to enter the terms of the warranty. If this is not marked, the Warranty Period, Mileage Warranty, Start Mileage, and End Mileage fields will be available. Enter the number of months that the warranty covered in the Warranty Period field. Enter the number of miles covered by the warranty in the Mileage Warranty field. Enter the mileage that was shown on the original invoice in the Start Mileage field. Enter the current mileage in the End Mileage field. The program will calculate the mileage used based on the starting mileage and ending mileage and display it next to the End Mileage field. It will also calculate the percentage of the mileage warranty that has been used based on this figure. If you have selected Policy as the adjustment type, the Override check box will become available. Mark this check box if you would like to manually enter in the price, rather than accepting the price calculated by the system. If you have selected the Override check box, the Adjusted Price field will be available. Enter the new price for the item. The Adjusted Price field will display the discounted price, based on your previous entries. Click O.K. to save the adjustment and return to the repair order. The price adjustment will be reflected in the unit price of the item. If you need to view or edit this information after it has been saved, simply enter the Dsc field for this item on the repair order and press A. No and the customer s default pricing will be used. Once the repair order has been finalized and the customer is ready to proceed with the work, you should create an estimate. 84

85 To Create an Estimate: Step 1 Step 2 Step 3 Create and finalize the repair order, following the instructions earlier in this chapter. At the Repair Order screen, click Exit. The Repair Status screen will open. Click Estimate. If any information required for the estimate has not been completed, a message will appear informing you of this fact. Enter the required information and repeat steps 2 and 3. Step 4 If you do not currently have the required information, save the repair order as a quote. You can return and create the estimate when you have gathered the required information. At this point, the software will verify the parts that were selected in the repair order and make sure they are in stock. If any non-stock or special order parts were selected from the catalog, an outside purchase request will automatically be generated. Refer to Chapter 5 Working with Inventory for help with ordering outside purchase parts. If any of the parts in the repair are in your inventory file, but not currently in stock, a Back Order screen will open: 68 - Out of Stock Est. Qty will display how many units of the part are reserved for the current repair order. In Stock will display how many units of the part will are in your current stock to fill the order. OP Qty will display how many additional units of the part are needed to fill this order. For example, if you have two units of an item in stock and need three, Est. Qty will display 3, In Stock will display 2, and OP Qty will display 1, indicating you must order one additional unit of the part to fill the order.

86 You must specify where you will get the part before completing the estimate. If you intend to order this part from another vendor, click the Outside Purchase button. Refer to Chapter 5 Working with Inventory of this guide for help with outside purchases. Or If you know you have received the part, or are about to receive it, but it hasn t yet been entered into the inventory, click the Sell Negative button. You will show a negative quantity of the part in stock until it is received into the inventory. If the part is in stock, but the quantity on hand the system calculates is zero, use the Stock Check option on the Parts Menu to adjust the inventory to reflect the actual count. Refer to Chapter 5 Working with Inventory for details. Or If your system administrator has established a relationship with an outside supplier, you can click the Supplier Stock button to access the supplier s inventory and order the part over the Internet. This feature may or may not be enabled in your version of DST/Navex CARS. Contact your system administrator or DST/Navex representative for more information. Or You can click the Locator Request button to access a browse list displaying any stores in your system that have the part on hand. (Refer to step 5 under the instructions To Add Parts to a Repair from the Inventory File earlier in this chapter for help with locator requests.) If you locate the part at another store, select the Sell Negative button. Once you have exited the repair, you can use the Transfer feature available on the Inventory menu to perform a transfer of the part into your store. Refer to Chapter 5 Working with Inventory for details on performing a transfer. Step 5 Step 6 Step 7 The stock on hand is based on the last time the store transferred its inventory count to the server. This screen can be used to locate a store that is likely to have the part, but you should still verify that they are able to transfer the part before continuing. If more than one out of stock part was added to the repair, the Back Order screen will appear again. Repeat step 4 until all parts have been resolved. By default, the catalog is filtered on the brands that you carry. It is possible to turn off the filter to view parts in other brands. You may only sell parts within the brands you carry. If a part was selected from the catalog in a brand you do not carry, a message will appear informing you the part was not found. When you close the message, the Part Number Look Up screen will appear. Choose a valid part from your inventory file to continue. Once all parts have been resolved, either a Windows Print dialog or an Estimate dialog box will appear, depending on your configuration: 86

87 Windows Print Dialog Box Estimate Dialog Box Adjust the printer and number of copies if necessary and click OK. The Estimate will print. This authorizes you to perform the repair work. The customer must sign the estimate before the work can proceed. Step 8 Once the Estimate prints, a second printer dialog box will appear for the Work Order. Adjust the printer and number of copies if necessary and click OK to print. Once the customer has signed the estimate, the Work Order should be delivered to the mechanic or installer who will be performing the work. You will be returned to the Repair Shop System screen. The repair order will have the status ESTIMATE. Once an estimate has been saved, you cannot make any changes without first obtaining authorization from the customer. If you make a change to an estimate, you will be given the opportunity to record the approval and reprint the Estimate and Work Order. To Revise an Estimate: Step 1 Open the Estimate by doudle clicking on it.

88 Step 2 Step 3 Make the necessary changes. Click Save. The Revise Estimate screen will open: 69 - Revise Estimate This will display the dollar amount that was given to the customer on the original printed estimate and the current revised amount. Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Enter the reason for the revision in Revision Details field. Enter the name of the person who authorized the change in the Authorized By field. This should either be the customer or someone sanctioned by the customer to give approval. If you are obtaining approval by phone, you must enter the phone number you dialed to contact the customer in the Call Back Phone No field. Select how approval was obtained by highlighting the applicable option in the Approval Method list. Select By Phone (Default setting) if you called the customer and informed him of the revision. Select In Person if the customer was in the store when it became necessary to change the estimate and approved the changes then. Click O.K. to save and exit this screen. Either a Windows Print dialog or an Estimate dialog box will appear, depending on your configuration. Adjust the printer and number of copies if necessary and click OK. A copy of the revised Estimate will print. This will display a revision history with the original estimate amount, the revised amount, and the authorization information. If the estimate is changed more than once, the estimate will print the two most recent revisions. Once the Estimate prints, a second printer dialog box will appear for the Work Order. Adjust the printer and number of copies if necessary and click OK to print. The updated Work Order should be delivered to the mechanic or installer performing the work to advise him of the changes. 88

89 When the estimate is invoiced, a full revision history will print listing the amount, date, time, authorized by, authorization method, and phone number information for each time the estimate was changed. Creating Quick Quote The quick quote feature is provided to allow you to quickly create a quote with minimal information. The quote can later be accessed from the Repair Shop System s Quotes page where it can be turned into an estimate with full details. To Create a Quick Quote: Step 1 From the menu bar, click on the Quick Quote button. The Quick Estimate screen will open: 70 - Quick Quote This screen allows you to enter the minimum information required for a quote. Step 2 Enter your Employee ID in the Employee # field. Step 3 Enter the customer or company name in the Customer field. -or-

90 Step 4 Step 5 If this is an existing customer, click on the find button to bring up the customer lookup window. Type the last name and choose the correct customer from those listed. Enter the customer s phone number in the Phone field (if the customer is not in your system). If you click on the Customers Instructions button, this will bring up the Customers Instruction screen. Step Customer Instructions In the Customer Instruction field you can either type in the customers instructions or pick from a list of common comments. You can also add to the list of comments available by going into Home Office and under The Administration drop down choose Lookup Codes. (In the Lookup File dropdown choose Customer Comments). Once you have the comments down click on the save button nad they will be applied to the quote. If you would like to select from a package, click the Package button: or F3 on your keyboard, The Package Look Up Screen will open. 90

91 Step 7 Step Package Lookup When the package is created, it is assigned a unique ID. If you know the ID, you can use it to search for the package by entering it in the Package ID field. The browse list will display the nearest match as you type. If there is no matching package ID, the browse will go to the bottom of the list. Or If you know the descriptive name that was given to the package, you can use it to search for the package by entering it in the Description field. The browse list will display the nearest match as you type. If there is no matching description, the browse will go to the bottom of the list. You can also narrow down the packages in the browse list by Clicking on the Services Packages or Tire Packages buttons. These will populate the browse list with the packages available for the type selected. Once you have located the desired package, highlight it in the browse list and click on the OK button or double click on the description. You will be taken to the Package Total screen. The browse list will display all of the items in the package. Step 9 If you are satisfied with the package and want to apply it to the estmate, click OK.

92 Step 10 Step 11 Step 12 When you have added all of the items for the Quick Quote, the Subtotal field will contain the total of the Extended column plus applicable taxes. Verify that the subtotal is correct, then click Save to save and print the quote. Before the work can begin, the quote will need to be converted into a full repair. Open the Repair Shop System following the instructions in To Open the Repair Shop at the beginning of this chapter. Click on the Quotes tab at the top of the screen: Step 13 Highlight the desired estimate in the browse and double-click or press Enter. The Quick Quote box will appear. Click on Yes to convert to repair or No to view. Step 14 Step 15 Step 16 If this is a new customer, follow steps 3 through 24 in the instructions under To Start a New Repair for a New Customer in the Scheduling Repair Orders section, earlier in this chapter. Or If this is an existing customer, follow steps 6 through 16 in the instructions under To Start a New Repair for an Existing Customer in the Scheduling Repair Orders section, earlier in this chapter. Once you have matched the quick estimate to a customer and vehicle record, doubleclick on the vehicle, or highlight it and press Enter. A message will appear informing you that items from the quick estimate will be added. If no catalog parts were included in the quick estimate, the Repair Order screen will open. The parts and services selected in the quick estimate will appear in the browse. Refer to Invoicing Work, later in this chapter for instructions on invoicing this repair order. Or If a catalog part was included in a package in the Quick Estimate, the Select Part from Catalog screen will open with the parts that fit the catalog specifications and are compatible with the vehicle being repaired. If the part from the catalog matches a part in your inventory file, the On Hand field will tell you how many units of the part you have in stock. If the part is in the catalog but you don t carry it, the On Hand field will read **NS** for Non Stock. It is also possible to install a supplementary catalog of parts that are available for special order from a supplier. If this catalog is in use at this 92

93 location, parts that are not in your local inventory, but were found in the special order list will contain **S/O** in the On Hand field. If the part is currently on sale, it will appear in bold and the sale price will appear in the Sale field. Step 17 Step 18 Invoicing Work Select the part you would like to use by double-clicking, or highlighting it and pressing Enter. If more than one catalog reference was added to the package, the Select Part from Catalog screen will appear again. Repeat these steps until all parts have been selected. Once all catalog parts have been selected, the Repair Order screen will open. The parts and services selected in the quick estimate will appear in the browse. Refer to Invoicing Work, later in this chapter for instructions on invoicing this repair order. When the repair work has been completed and the customer is ready to make a payment, you need to invoice the repair order. To Create an Invoice: Step 1 Step 2 Step 3 Open the repair order you would like to invoice. Click Exit. The Repair Status screen will open. Click Invoice. The Invoice button is only available if the current status is Estimate or Complete. If the Invoice button is unavailable, you must first save the repair order as an estimate. The Mechanic / Installer screen will open: 73 - Mechanic/Installer The Empl No. field in the browse list on the Repair Order screen is used to credit an employee with the commission for work performed on the repair. When you add items to a repair order, you can select the employee who will perform the work for each line item. This is useful if multiple people will be working on the vehicle, since it allows you to specify the employee for each line. You also have the option of leaving the Empl No. field blank in the repair order browse and selecting an employee at this screen. The selected employee will be applied to all items in the repair order that do not currently have an employee number assigned.

94 Step 4 Step 5 Step 6 Step 7 The employee selected in the Mechanic field will be applied to all non-tire related labor and part items that do not currently have an employee number entered. Select an employee from the drop-down list. This will not affect items in the repair that are in the TIR, LAT, or MSC group codes. The employee selected in the Installer field will be applied to all tire related part and labor items that do not currently have an employee number entered. This includes everything in the TIR, LAT, and MSC groups. Select an employee from the dropdown list. Click O.K. to save the mechanic and installer and continue to invoice the repair. When customer records are added at the home office, it is possible to specify that the customer will be allowed to carry a balance. If the customer is allowed to carry a balance, the message Credit Available will appear in red at the top of the Pay on Invoice window informing you that this is a charge customer. It is possible for a customer to pre-pay for repair work by making a deposit against future repairs. If the customer has previously made a deposit, you will be given the opportunity to apply it to the current invoice. If the customer has not previously made a deposit against future repair work, skip to step 10. Or If the customer has previously made a deposit against future repair work, the Deposits on File screen will appear: 74 - Apply Deposit to Invoice This screen will list all deposits the customer has made that have not yet been applied to an invoice. Step 8 To apply a deposit to this invoice, double-click on it, or highlight it in the list and press Enter. Or If the customer does not wish to apply the deposit to this invoice, click Cancel. The next time a repair is invoiced for this customer, you will again be given the opportunity to apply the deposit. 94

95 Step 9 The Pay on Invoice screen will open: 75 - Pay on Invoice If you selected to apply a deposit, it will appear in the browse list. The Total field will display the total amount of the invoice. The Applied field will display any amount that has been applied to the balance. This will be the total of the payments in the browse, up to, but not exceeding the invoice total. The Balance field will display what is still owed. If there is a balance on the invoice, enter the customer s payment in the data entry field and press Enter. If the customer intends to break the payment into multiple payment types, for example paying a certain amount in cash and writing a check for the remainder, enter the amount that should be applied to the first payment method in the field. When you press Enter, the Payment Type screen will open:

96 76 - Payment Type This screen will let you specify the method of payment. Step 10 Select the method of payment from the list by highlighting it and pressing Enter or double-clicking. There are a number of payment types that were pre-designed to perform special functions when selected. Selecting any of the following payment codes will perform the specified function: CORPORATE CHARGE This only appears if the customer is a charge customer, and his account has been setup to carry a balance in Home Office. GIFT CERTIFICATE This is were you redeem giftcertificates that have been created in Home Office, under Administration>Gift Certificates. CHECK Opens the Verify Check screen where you can enter account information and obtain check verification. This works with the Active Charge program. If Active Charge is not running, you will only be able to enter a manual authorization. Refer to To Process a Check Payment, later in this section for instructions. CCD Opens the Credit Card Verification screen where you can enter account information and obtain authorization. Active Charge must be running to process a credit card payment. Refer to To Process a Credit Card Payment, later in this section for instructions. (If you do not have Active Charge, select BFS for credit card payments instead. See below.) BFS Opens a screen where you can enter an externally obtained authorization number for credit cards not directly supported by Active Charge. Refer to To Process a Credit Card Payment with Manual Authorization, later in this section for instructions. RCF Opens a Redemption Certificate screen where you can apply a previously issued credit certificate to the invoice. You must have security rights to use this feature. Refer to To Process a Redemption Certificate, later in this section for instructions. Once you have completed all necessary information for the payment method selected, you will be returned to the Pay on Invoice screen with the payment entered. The payment will be listed in the browse. The full amount of all payments will appear in the 96

97 Tendered field. If the amount tendered exceeds the amount applied, the difference will appear in the Change field. This is the amount of change that should be given to the customer. Step 11 Step 12 If a balance remains on the ticket, repeat steps 10 and 11 until the full amount has been received. If you make a payment in error, highlight it on the browse list and click the Delete button. Step 13 Step 14 For help with deleting credit card payments, refer to the instructions To Void a Credit Card Transaction, later in this section. When you are satisfied with the payments, click the O.K. button to apply the payments and leave this screen. Either a Windows Print dialog box or an Invoice dialog box will appear, depending on your configuration. Adjust the printer and number of copies if necessary and click OK. The Invoice will be printed. If there are any parts in the repair that have a warranty, a Warranty report will print. This should be given to the customer. If there were any changes to the repair after it was first made an estimate, an Estimate Revision History report will print detailing the previous and current prices for all revisions. If the full invoice amount has not been received, you will be notified and required to clear the balance before leaving the screen. To Process a Check Payment: Step 1 Invoice a repair order following the steps under To Create an Invoice. Select CHECK at the Payment Type screen in step 10. The Verify Check screen will come up:

98 77 - Verify Check This screen works with the Active Charge program to verify account information when a customer pays by check. Step 2 Step 3 The MICR/Checks on Delivery/Drivers License/Double ID radio button set corresponds to the type of check service your company has been set up to use. The fields on the screen will change based on this selection, allowing you to enter the verification information required by your service. Select the type of service configured at your location. If you are unsure, contact your system administrator for assistance. If the MICR or Double ID radio button is selected and you have a card reader, make sure your cursor is in the Transit Number (ABA) field and scan the check. The Transit Number(ABA), Account Number, and Check Number fields will be filled in. Verify the information and skip to step 6. Or If you have selected the MICR or Double ID radio button, the first field will read Transit Number (ABA). Enter the bank s routing number from the check. Or If you have selected the Checks on Delivery radio button, the first field will read Phone Number. Enter the customer s phone number. Or If you have selected the Driver s License radio button, the first field will read State Code. Enter the state in which the customer s driver s license was issued. 98

99 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 If you have selected the MICR or Double ID radio button, the second field will read Account Number. Enter the customer s account number from the check. Or If you have selected the Checks on Delivery radio button, the second field will read Zip Code. Enter the customer s ZIP code. Or If you have selected the Drivers License radio button, the second field will read Drivers License. Enter the customer s driver s license number. If you have the MICR, Checks on Delivery, or Double ID radio button selected, the third field will read Check Number. Enter the check number in the field. Or If you have selected the Drivers License radio button, the third field will read Birth Date. Enter the customer s birth date. The Amount field will default to the amount entered on the Pay on Invoice screen. This may be edited if necessary. If you wish to record the order number with the check payment transaction, enter it in the Ticket field. If you have the Double ID radio button selected, a Drivers License field will appear below the Ticket field. Enter the customer s driver s license number. If you have the Double ID radio button selected, a State field will appear above the Authorization No. field. Enter the state in which the customer s driver s license was issued. Click Process to access Active Charge and have the checking account verified. Skip to step 12. Or If you are unable to use the automated check verification, for example, if you are not using Active Charge, you should manually call for check approval. Click the Call Approval button. The Call for Approval screen will open: Step Call for Check Approval Enter the authorization number that was obtained when you called for check approval in the Call for Check Approval field and click O.K. You will be returned to the Verify Check screen.

100 Step 12 If you processed the check through Active Charge, the account will be verified and an authorization and reference number will be returned and displayed in the Authorization No. and Reference No. fields. If you called for approval, the Authorization No. field will read APPROVED and the Reference No. field will read APPROVED plus the approval number entered in step 11. Once you have processed the verification, click O.K. to close the Verify Check screen. You will be returned to the Pay on Invoice screen with the check payment applied to the invoice. To Process a Credit Card Payment: Step 1 The Active Charge program must be running to use this feature. Invoice a repair order following the steps under To Create an Invoice. Select CCD at the Payment Type screen in step 10. The Credit Card Verification screen will open: 79 - Credit Card Verification This screen works in conjunction with the Active Charge program to allow you to process credit card purchases. Step 2 If you have a credit card reader, swipe the customer s card. Skip to step 5. Step 3 Step 4 Or Enter the credit card number without spaces in the Credit Card Number field. The card issuer will be entered automatically based on the card number. Enter the cardholder s name as displayed on the credit card in the Card Member Name field. Enter the expiration date displayed on the credit card in the Expiration Date field. 100

101 Step 5 Step 6 Step 7 Step 8 The ZIP Code and Street fields allow you to enter the address information where the cardholder s statement should be sent. Depending on how the Active Charge program is configured, these fields may or may not be available. (This is not generally used in a retail environment.) If necessary, enter the ZIP code and street. Click the Process Charge button to complete the charge transaction. This will send the charge amount to the Active Charge program. The payment amount will be deducted from the cardholder s available credit limit. This transaction will be included in the batch of transactions that is settled during the end of day process. The funds will be transferred to your account at that time. Skip to step 8. Or If you are unable to use Active Charge to automatically process the charge, for example, if you are temporarily unable to connect, you can call and manually obtain an authorization number. Once you have obtained the authorization number, click the Post Authorization button. The Call for Approval screen will open. Enter the approval number in the Call for Credit Card Approval field and click O.K. When you process the charge, a result code will be returned in the Result field, indicating whether or not the transaction was approved. If the transaction was approved, an authorization number will be returned and displayed in the Authorization No. field and a reference number may be returned and displayed in the Reference No. field. Click O.K. save this transaction to the batch that will be settled at the end of the day. Step 9 Step 10 A Windows Print dialog box will appear. Adjust the printer and number of copies if necessary and click OK to print the credit card receipt. Give the receipt to the customer to sign. You will return to the Pay on Invoice screen. On occasion, you may need to delete a credit card payment. If you have already completed the invoice process, you will need to access the Active Charge program directly to credit a payment back to the customer s account. If you have not yet completed the invoice process and are still at the Pay on Invoice screen, you can delete the payment directly in DST/Navex CARS. Refer to Active Charge s documentation for help with crediting a payment that has already been invoiced. To Void a Credit Card Transaction: Step 1 Step 2 At the Pay on Invoice screen, highlight the credit card payment in the browse. Click Delete. The Credit Card Verification screen will open. Step 3 If you have a credit card reader, scan the customer s card. This must be the same card that was used for the original transaction. Skip to step 5. Or

102 Step 4 Step 5 Step 6 Step 7 Step 8 Enter the credit card number in the Credit Card Number field. The card issuer will be entered automatically based on the card number. Enter the cardholder s name as displayed on the credit card in the Card Member Name field. Enter the expiration date displayed on the credit card in the Expiration Date field. If necessary, enter the ZIP code and street. Click the Process Credit button to credit the charge amount back to the customer s credit card account. The transaction will be removed from the batch of transactions that is settled during the end of day process. Click O.K. to open the Windows Print dialog box. Adjust the printer and number of copies if necessary and click OK to print a credit receipt. Give the receipt to the customer to sign. You will return to the Pay on Invoice screen. The original transaction will remain in the browse, but the type will be changed from CCD to CCX. A second line will be added deducting the payment amount. To Process a Credit Card Payment with Manual Authorization: Step 1 Invoice a repair order following the steps under To Create an Invoice. Select BFS at the Payment Type screen in step 10. The Firestone Credit Card screen will open: 80 - Firestone Credit Card This screen allows you to enter credit card information for cards that are not recognized using the regular credit card verification process. In this case, you can use the ZON machine for authorization, and use this to record the authorization information with this transaction. Step 2 Step 3 Enter the credit card number that appears on the card, without spaces, in the Credit Card Number field. Enter the name that appears on the credit card in the Card Member Name field. 102

103 Step 4 Enter the authorization number that was returned by the ZON machine in the Authorization No. field. Step 5 Click O.K. to open the Windows Print dialog box. Adjust the printer and number of copies if necessary and click OK to print a credit receipt. Give the receipt to the customer to sign. You will return to the Pay on Invoice screen. To Process a Redemption Certificate: Step 1 Certificates are issued from the home office. When a certificate is applied, the record at the home office will be accessed to verify that the certificate is valid. There must be a previously existing certificate at the home office and you must have an Internet connection to the server to use this feature. Invoice a repair order following the steps under To Create an Invoice. Select RCF at the Payment Type screen in step 10. The Redemption Certificate screen will open: 81 - Gift Certificate This screen allows a customer to apply a previously issued certificate, for example, a gift certificate, to the balance on the repair. Step 2 You must have security rights to use this feature. If you have administrative security access, enter your employee ID number in the Employee field.

104 Step 3 Enter you password in the Password field. The program will verify your security access level and either allow you to proceed, or inform you that a manager must log in to authorize the transaction. Step 4 The Cert Number field will become available when you have entered a valid password for the selected Employee ID and the security level has been verified. Certificates are assigned an ID number when they are created at the home office. Enter the unique ID of the certificate in this field. When you Enter or Tab out of the field, the software will access the home office and gather information on the certificate and certificate holder and display it in the display fields on the screen. The Avail Balance field will display the unused amount on the certificate. The amount being applied may not exceed this amount. The Exp Date field will display the expiration date of the certificate. You may not apply an expired certificate. The status of the certificate is maintained at the home office. The Status field will display whether the certificate is currently ACTIVE, INACTIVE, or VOID. You may only apply a certificate to an active account. Verify the above information to make sure the customer is able to apply the certificate to this invoice. Step 5 Step 6 Step 7 Step 8 To verify that the customer is authorized to use this certificate, the customer must be able to provide the last four digits of the certificate holder s social security number. Enter it in the Last 4 Digits SS# field. Enter the state in which the current customer s driver s license was issued in the DL State field. Enter the current customer s driver s license number in the DL # field. The Process button appears on the screen as soon as you Enter or Tab out of the DL # field. Click this to connect with the server and obtain authorization for this transaction. The amount in the Amount field will be deducted from the certificate balance at the home office. When you click Process the transaction will be authorized and an authorization number will be returned in the Auth # field. Step 9 Click O.K. to apply this transaction to the invoice and return to the Pay on Invoice screen. Voiding Repair Orders Repair Orders that have not yet been invoiced will stay on the Repair Shop System screen until they are invoiced. If the customer cancels the order, you should void the repair order to clear it off the screen. Once an estimate has been invoiced, it will stay on the Invoiced Work Orders page until the end of day process is run. If the customer requests a refund, you should void the transaction so your accounts will balance at the end of day. To Void an Invoice or Repair Order: 104

105 Step 1 Step 2 Step 3 Step 4 Find the item you would like to void on the Repair Shop System screen. Open repair orders will be on the Open Work Orders page. Invoiced repair orders will appear on the Invoiced Work Orders page. Highlight the item and click Void. You will be asked to confirm the decision. Click Yes. A Windows Print dialog box will open. Select the printer and number of copies and click OK. A copy of the repair order with a void indicator will print. The repair order or invoice will move to the Voided page. Carry Out Sales The Carry Out Sale feature is used when you sell a part directly to a customer over the counter, rather than installing the part on the customer s vehicle. This allows you to create a quick invoice for the sale without requiring vehicle information or printing an estimate and work order. To Create a Carry Out Sale: Step 1 Step 2 Open the Repair Shop System. Click the Carry Out button found at the bottom of the screen: The Carry Out Sale screen will open: 82 - Carry Out Sale Step 3 If you would like to add a new customer, skip to step 6. Or If the customer already exists in the system and you would like to search for him or her by name, enter the customer s name in the Name field in the format last name, comma, first name, and press Enter. Or If the customer already exists in the system and you would like to locate him or her by a telephone number rather than a name, enter the telephone number in the Telephone field and press Enter.

106 Step 4 Step 5 Step 6 The Customer Look Up screen will open to the nearest match. If the record for which you are searching is not already displayed, you can search for it using the By Cust. No., By Cust. Name, or By Phone No. fields. Place your cursor in the field you would like to use. As soon as you enter a field, the browse list will be sorted by that value. Enter the value you would like to search for. The list will move to the closest match as you type. If there is no matching record, the highlight will disappear from the browse. Once you have located the desired record, highlight it and click the OK button or press Enter on your keyboard. You will return to the Carry Out Sale screen. Skip to step 15. If you would like to add a new customer, click New Customer at the Carry Out Sale screen. The Add New Customer screen will open. Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13 The Individual check box lets you specify whether this is a private individual or a business customer. If this is a corporate or business customer, unmark the Individual check box. If this is an individual, leave it marked. Select the customer type from the Type field. This field gives a list of codes that were set up by the system administrator to further classify your customers. Talk to your manager if you are unsure how this field is used in your organization. Enter the customer s name and address information in the appropriate fields. Enter the customer s phone number in the Phone field. The area code will default to your location s area code. If you need to change the area code, you can use the back arrow key or mouse to move your cursor into the area code section of the field. If applicable, enter the customer s fax number in the Fax field. The Reason field contains information on how the customer heard of you, or the reason your business was chosen. Enter the reason in the field, or click the arrow next to the field to select the reason from the drop-down list. If you type the reason in manually, it must match one of the entries on the list. When completing an order for this customer, tax will automatically be calculated based on the Tax Exempt field and the presence of an exemption number in the Exempt No. field. If the customer is tax exempt, enter the exemption number in the Exempt No. field. The Tax Exempt field will default to N for No, meaning the customer is not tax exempt. Once you have entered an exemption number, change this to Y for Yes. Step 14 Step 15 Step 16 Step 17 Click Save to save the new customer and return to the Cary Out Sale screen with the customer s name filled in the Name field. Once a customer has been selected, click OK. If there are any notes associated with the customer s record, the Notes screen will open. Review the notes and click Close. The Repair Order screen will open. Options that are not applicable to carry outs will be dimmed or will not appear on the screen: 106

107 Add the part or parts being sold following the instructions under To Add Parts to a Repair from the Inventory File, earlier in this chapter. For help with any of the options on this screen, refer to the instructions under To Enter Repair Details or press F1 on the screen for help. Step 18 When you are satisfied with your selections and ready to cash out the customer, click on the Invoice button to complete the sale. Refer to the section Invoicing Work if you are unfamiliar with the invoice process. Or If the customer decides not to complete the sale, click Cancel. Viewing Invoice History There are three ways of viewing invoice history: You can view the current invoices from today. You can view past invoices that were created at your location. You can view past invoices that were created at any store in your system. Viewing Invoices Created Today Once a repair has been invoiced, a record of it is kept on the Invoiced Work Orders tab of the Repair Shop System screen until the next end of day process is run. To Access the Current Day s Invoiced Work Orders:

108 Step 1 Step 2 Open the Repair Shop System. Click on the Invoiced Work Orders tab: The Repair Shop screen will open. You will be able to view, but not edit the information on the screen. Step 3 If you need to print another copy of the invoice, click the Reprint button: Step 4 To close the invoice, click Close. Viewing Past Invoices Created Locally If the end of day process has already been run, you can access past invoices using the Invoice History Lookup feature. To Look Up Past Invoices: Step 1 From the menu bar, select Invoice History. The Invoice History Lookup screen will open: 83 - Invoice History Lookup This screen allows you to quickly locate a record of repair orders that have been invoiced or voided. 108

109 Viewing Invoice History Step 2 Step 3 Step 4 This screen only includes invoices that have already been posted during an end of day process. Any invoices that have been created since the last end of day process will be available on the Invoiced Work Orders tab of the Repair Shop System screen. Under View Select Invoices or Voided to choose which type you are looking for. Select the type of information you will use to locate the invoice in the Lookup By field. You can search by Customer Name, Customer Number, Customer Phone Number, Invoice Date, Invoice Number, License Plate, or Order Number. Enter the information you would like to use to search for the invoice in the text field to the right of the Lookup By field. The information you enter should correspond to your selection in the Lookup By field. For example, if you selected License Plate, enter the license plate number here. If you are searching by the customer s name, enter it in the format of last name, comma, first name. If you are searching by date, enter the date in the format MM/DD/YYYY. If you enter an invalid date, you will not be able to leave the field until you correct the entry. If you are searching by customer name or license plate number, you may enter in partial information for the search. For example, if you know the first three characters of the license plate were 4DX, you may enter just that portion. The search will return all license plates that begin with those characters. Step 5 Step 6 The Lookup button will become available as soon as you enter a search criterion in the text field. Once you have entered the appropriate search criterion, click this button to locate the matching invoices. All applicable invoices will be listed in the browse list. If there are multiple invoices listed, scroll the list to locate the appropriate item. Once you have located the correct invoice, you can highlight it and press Enter, or doubleclick to open the Repair Order screen with further details on the invoice. Click Exit on the Repair Order screen to return to the Invoice History Lookup screen. Or If you were using another system to track invoices prior to DST/Navex CARS, it is possible that your older invoices have been converted into this program. If you select an invoice that was generated outside of DST/Navex CARS, the Legacy Invoice Detail screen will open instead of the Repair Order screen:

110 Each line item from the invoice will be displayed in the browse. If an outside purchase was necessary for any parts in this invoice, outside purchase details will be displayed when you highlight the associated item in the browse. When you are done viewing the details, click Close to return to the Invoice History Lookup screen. Step 7 Click Close to close the Invoice History Lookup screen. Viewing Past Invoices from Another Location If necessary, you have the ability to access the home office and view a history of past repair work that was made on a particular vehicle at any store in your system. To View Past Invoices at the Server: Step 1 Step 2 Open or start a repair order for the vehicle whose history you want to view. At the Repair Order screen, click the History button: The software will access the Internet and connect to the home office. If there is repair history on file for the vehicle, the Repair History from Master File Via Internet screen will open: 110

111 Viewing Invoice History 84 - Repair History From Master File via Internet This screen will provide a history from the home office of all repairs that have been done for this customer at any store in the system. The browse list will display a record for each repair. The store number where the repair occurred will precede the order number in the Repair Order field. Step 3 To view the details on any of the invoices, highlight the desired invoice in the browse and click Detail. The Repair History Detail screen will open: 85 - Repair History Detail

112 This screen will list the items that were included in the selected invoice. Step 4 Step 5 Click Close when you are done reviewing the details. You will return to the Repair History from Master File Via Internet screen. Click Close to close the screen and return to the repair order. 112

113 CHAPTER 5 Working With Inventory

114 Receiving Parts DST/Navex CARS automatically keeps track of the inventory that goes out of your store whenever you make a sale. In order for the inventory counts to be accurate, you need to tell the software when inventory comes into your store. There are a number of ways that inventory may be received: Most incoming inventory will be shipped as a result of a purchase order created at the home office. POs are transferred automatically from the home office to the store. Simply acknowledging receipt of the parts listed in the PO at the store will cause your inventory to be updated with the new parts. Refer to the Purchase Orders section of this chapter. On occasion you may receive a shipment of parts without a purchase order from the home office. You will need to manually select the parts that were received to update the inventory counts. Refer to the Receiving Parts without a PO section of this chapter. If you need a part for a repair but it is not in stock at your store, you can request the part from another store. Similarly, another store may request a part from you. In both cases, you need to update your parts inventory with the change. Refer to the Inter-Store Transfers section of this chapter. If you need a part for a repair that is not in stock at your store or available from another store, you can request it from an outside vendor. In this case, you will need to acknowledge receipt of the part before being able to close out the repair order. Refer to the Outside Purchases section of this chapter. Purchase Orders The DST/Navex CARS software at the home office provides a feature to allow the administrator to generate purchase orders for inventory shipments to the stores. When inventory is ordered from a vendor for a particular store, the administrator creates a purchase order. The purchase orders are sent by the server software to the store. You can use these to preview expected shipments and inform the home office when shipments have been received. Purchase orders are downloaded to the store during the start of day process. If you need to retrieve a purchase order that was generated later in the day, or if you did not receive an expected PO during the start of day, you can manually retrieve them at any time from the Inventory Updates screen To Retrieve Purchase Orders: Step 1 Select the Updates option from the Administration menu on the menu bar. The Home Office Updates screen will open: 114

115 Step 2 Step 3 Step Shop System / Control System Data Transfers Select Expected PO s Click the Begin Transers box The program will access the home office and download any pending purchase orders. Click OK, and then Close. To View Purchase Orders: Step 1 To view the purchase orders that have come in, select Purchase Order Receive from the Inventory menu on the menu bar. If there are pending purchase orders, the Purchase Order Receive Form will open: Step Purchase Order Recieve The PO Number/Vendor Name/Vendor # list will include all pending purchase orders that have been received from the home office. It will display the purchase order number, the vendor name from your vendor file, and the vendor number from the home office. If the vendor name displays Name NOT Found in Vendor File, the vendor number at the home office does not exactly match the vendor number at your location.

116 Select the purchase you would like to view. As soon as you click or tab out of the field, the screen will expand to include a browse list with the purchase order details: The browse list will allow you to view information on the parts as they were entered at the home office. Step 3 Step 4 Step 5 If you would like a printout of the details, click Print. This will create a copy of the Vendor Receipt listing the parts in the purchase order. This receipt will also print automatically when the order is completed. If you would like to complete the purchase order at this time, refer to the instructions under To Complete Purchase Orders. Or If you are only viewing the purchase order, click Cancel. The Complete button will change to Exit. Click Exit to close the screen. When the inventory shipment arrives, you should access the purchase order record and note what parts were received. This information will be sent to the home office and indicate that the purchase order is no longer pending. To Complete a Purchase Order: Step 1 Step 2 Open the purchase order as detailed under To View a Purchase Order, earlier in this section. Enter your User ID in the By field. The Complete button will become available. Focus will move to the Qty Rec (quantity received) field of the browse. 116

117 Step 3 Step 4 The Qty Rec field will default to the quantity ordered. Count the parts that came in with the shipment. If you did not receive what was ordered, enter the actual quantity for each part in this field. Once you have finished entering the quantities, click Complete to close out this purchase order. A record will be sent to the home office with the received quantities and a vendor receipt will be printed. This purchase order will be removed from the PO Number list. Receiving Parts without a PO On occasion, you may receive parts at your store without having a purchase order created at the home office. In this case, you will need to update the inventory counts to reflect the new parts. To Receive Parts without a Purchase Order: Step 1 From the Main Menu screen, select Inventory: The Main Menu screen appears in the center of the work area when nothing else is open. If you do not see this screen, close out of all open dialog boxes. The Parts Menu will open:

118 Step 2 Select 7 Receive Parts. The Receive Parts W/O PO screen will open: 88 - Parts Menu 89 - Receive Parts without Purchase Order This screen will allow you to enter the parts directly into the inventory file and notify the home office of the transaction. Step 3 Click Add to add a part to the list. The fields in the browse will become available. 118

119 Step 4 Step 5 Step 6 Step 7 Step 8 In the Vendor Code field, enter the code for vendor from whom you obtained the part. In the Brand field, enter the line code identifying the manufacturer of the part. In the Part field, enter the part number of the part. Or Press the Enter key in this field to select the part from a Part Number Look Up screen. If you selected a line code in the Brand field, the Part Number Look Up screen will open showing parts for that brand. If you change the brand at that screen, the Brand field in this browse will be updated based on the selected part. Enter how many units of the part you received in the Receive field. Repeat steps 3 through 7 for each part you receive. If you add a part in error, highlight it in the list and click Delete. You can click Print to print the list of parts currently displayed in the browse. Step 9 When you have entered all of the parts for this vendor, click Post to add these parts to your inventory and record the transaction at the server. You will be prompted to print and then you will be returned to the Parts Menu. Inter-Store Transfers Inter-store transfers let you transfer a part from one store in your system to another. When performing a transfer, the sending store must first process the transaction to create a Transfer ID. When the receiving store receives the part, it must then enter the Transfer ID to complete the transfer. The quantity on hand for the part will be updated at both stores and information on the exchange will be recorded at the home office server. This process accesses the home office server. You will need an Internet connection to the server to proceed. Transferring Parts to Another Store When another store requests a part from your store, use the Outgoing Transfer feature to create a transfer record and deduct the part from your inventory. To Perform an Outgoing Transfer: Step 1 Select Transfer from the Inventory menu to open the submenu. Select Out Going Transfer from the submenu. The Inter-Store Transfer screen will open:

120 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step Inter-Store Transfer Select your employee number from the Employee No. drop-down list. Enter the store number of the store to which you are transferring the part(s) in the Receiving Store field. Enter the employee number of the person who requested the transfer at the other store in the second Employee No. field. Click Add. The Part Number Lookup screen will open. If you would like to locate a part by brand and part number, select the manufacturer of the part from the Brand field and enter the part number in the Part No. field. As soon as you enter the Part No. field, the parts in the list will be sorted by the line codes, then the part numbers under each line code. The system will search the available parts from the manufacturer selected in the Part Number field for the part number you enter. The browse list will update as you type with the nearest match. If there is no match, the browse will go to the bottom of the list. Or If you would like to locate a part by the description, enter it in the Description field. As soon as you enter the field, the parts in the list will be sorted by the Description. The system will search the available parts for the description you enter. The browse list will update as you type with the nearest match. If there is no match, the browse will go to the bottom of the list. When you locate the desired part, highlight it and click OK, or double-click. You will return to the Inter-Store Transfer screen. The selected part will be added to the browse. Enter how many units of the selected part should be transferred to the other store in the Qty field in the browse. 120

121 Step 9 Step 10 Step 11 If the store has requested additional parts, repeat steps 5 through 8 for each part. If you add a part in error, highlight it in the browse and click Delete. When you are satisfied with the parts selected in the browse, click O.K. to proceed with the transfer. A Windows Print dialog box will open. Verify the printer and number of copies, then click OK. Your inventory will be updated with the new quantities on hand, a record of the transfer will be written to the home office server, and a copy of the transfer information will be printed locally. This printout will contain a Transfer ID for each part that the receiving store will need to complete the exchange. Step 12 Include a copy of the printout with the Transfer ID with the parts being sent to the receiving store. Transferring Parts from Another Store When you receive a part from another store through an inter-store transfer, it should include a printout with a list of parts and a Transfer ID for each. This ID references a record that was created at the home office when the sending store performed the outgoing transfer. To Perform an Incoming Transfer: Step 1 Select Transfer from the Inventory menu to open the submenu. Select In Coming Transfer from the submenu. The Inter-Store Transfer screen will open: Step 2 Select your employee number from the Employee No. drop-down list.

122 Step 3 Step 4 Step 5 Step 6 Step 7 Enter the store number of the store from which you received the parts in the Sending Store field. Enter the employee number of the person handling the transfer at the other store in the second Employee No. field. This information will be available on the transfer report. Click Get. The parts you are receiving will be listed Click OK to receive the parts as listed. If the items do not match, you should contact the sending store to find out where the discrepancy is. A Windows Print dialog box will open. Verify the printer and number of copies, then click OK. Your inventory will be updated with the new quantities on hand, the home office server will be updated with the information that the transferred parts were received, and a copy of the transfer information will be printed locally. Outside Purchases When you create an estimate that contains a part that is not currently in stock, a Back Order screen will appear, giving you the option to create an outside purchase request: When you select to create an outside purchase, an outside purchase record is added with the part information. Additionally, an outside purchase record is added automatically if you select a non-stock or special order part from the catalog. You must record when you order the part, and again when the part is received. To Order an Outside Purchase: Step 1 These instructions assume that you have already made the outside purchase request at the Back Order screen. For help with creating estimates, refer to Chapter 4 The Repair Shop. From the Repair Shop System, select the Outside Purchase button: 122

123 Or From the Main Menu screen, select 2 Inventory, then 6 Outside Purchases from the Parts Menu screen:

124 The Outside Purchases screen will open: 91 - Outside Purchases This screen will display a list of all pending outside purchase requests, as well as any outside purchases that have been received since the last end of day process. If a part has not yet been 124

125 ordered, it will be highlighted in yellow and display NOT ORDERED in the Status field of the browse. If a part has been ordered, but not yet received, it will be highlighted in green and display ORDERED in the status field. If a part has been ordered and received, it will have no highlight and display RECEIVED in the status field. Step 2 Step 3 Locate the part that needs to be ordered from the browse list. It will have the status NOT ORDERED and will be highlighted in yellow. Contact the appropriate vendor and order the part. If you need help with determining the proper vendor or internal procedures for ordering parts, contact your system administrator or manager. Once you have ordered the part, highlight in the browse and click Order. The Order Outside Purchase screen will open: 92 - Order Outside Purchase This screen allows you to record information on the vendor from whom you are ordering the part. Step 4 Step 5 Step 6 Enter the vendor code for the vendor from whom you are ordering the part in the Vendor Code field. When you press Tab or Enter to leave the Vendor Code field, the Vendor Name field will fill in automatically with the name of the vendor, based on the selected vendor code. You may edit this information if necessary. - or Press the down arrow in the combo box to select your vendor. If you wish to make any reference notes on the order, enter them in the Comment field. This may include a tracking number or shipping information. Generally, when you contact the vendor to order the part, you will be given an estimated cost. Enter the cost that was quoted at the time of ordering the part in the Order Cost field.

126 Step 7 Step 8 Step 9 Highlight the part and press enter to order mark this item as ordered. Click O.K. to record the order and close this screen. A Windows Print dialog box will open. Adjust the printer and number of copies if necessary and click OK to print an Outside Purchase of Parts report with details on the order. You will be returned to the Outside Purchase screen. The status of the item will be change to ORDERED. Step 10 Click Close to exit the Outside Purchase screen. Once you receive the parts from an outside purchase, you must close out the outside purchase record before you will be able to invoice the related repair order. To Receive an Outside Purchase: Step 1 From the Repair Shop System, select the Outside Purchase button. Or From the Main Menu screen, select 2 Inventory, then 6 Outside Purch from the Parts Menu screen. The Outside Purchase screen will open. Step 2 Step 3 Locate the record for the parts you have received. It should have the status ORDERED. Highlight the part and click Receive. The Receive Outside Purchase screen will open: 93 - Receive Outside Purchase 126

127 This screen will display information about the part that was ordered, based on what was added to the repair order. You must enter information on what was actually received. Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13 The Vendor Code field will contain the code for the vendor from whom the part was ordered. If a different vendor filled the order, enter the correct vendor code. The Vendor Name field will be filled in automatically based on the selected vendor code. This may be edited if necessary. Enter how much was paid to the vendor for the part in the Cost field. If more than one unit of the part was received, enter the cost of a single unit. Enter how many units of the part were actually received in the Rec Qty field. The retail price of the part will be calculated based on the amount paid to the vendor. The price of the part on the repair order will be updated to reflect this price. If you wish to retain the price that was quoted in the estimate, or the customer is eligible for special pricing, edit the amount in the Retail field to reflect the amount that should be charged to the customer. If the vendor charged you a core charge for the item, enter it in the Core field. This information is for this transaction only. It does not affect the core amount set up for the part in the Inventory File. By default, this core charge will not be reflected in the amount that is charged to the customer. Edit the Retail field to include this charge, if necessary. Enter the invoice number on the invoice that was received from the vendor in the Vendor Invoice # field. Enter the condition of the part that was received in the Part Condition field. Select NEW if the part has never been owned; Select REB if the part is a reconditioned used part. Select REM if the part has been Remanufactured. Select USED if was previously owned. When you are satisfied with your entries, click OK to save this information, print your Outside Purchase Order Receive Report and return to the Outside Purchase screen. The status of this part will change from ORDERED to RECEIVED. The outside purchase record will remain in the browse until the next end of day process is run. Click Close to exit the Outside Purchase screen. Using AP Voucher If you have set up in Home Office to use AP Vouchers, the AP Voucher window will open up right after you receive and print your outside purchase.

128 94 - AP Voucher Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Enter invoice number in the Vendor Invoice No field. Enter total dollar amount of invoice in the Invoice Total field. Enter date in the Vendor Invoice Date field. Enter the reference number in the Reference field. Enter the name of the employee who received the parts in the drop down next to By: In voucher detail it shows the items that were received. If there were any extra fees such as shipping, fuel seurcharge, or convention fee you can put it in here by clicking on the Add button and choosing from the drop down in the code field what you want to add in. If you pay your vendor for an outside purchase from your petty cash, please see the section Petty Cash Payouts in Chapter 7 Administration. Deleting Outside Purchases There are two ways an outside purchase may be deleted: You may void the repair that included the outside purchase part. You may delete the part from the repair. 128

129 Core Returns For more information regarding voiding a repair or deleting a part, please refer to Chapter 4 The Repair Shop. When you install a part that replaces another part, the used part is a core. You may have vendors who are willing to pay a set price for certain types of cores. In this case, the system administrator can credit the customer the value of the core by reducing the price of the part itself in the inventory file and setting a core charge for the item. For example, part ABC is normally $ Vendor XYZ is willing to pay $3.00 for the used part that comes off the car when ABC is installed. In this case, the system administrator would set the price for the part at $17.00 and add a core charge of $3.00. When part ABC is added to a repair order, two line items will be created, one for part ABC at $17.00, and one for the core charge for part ABC at $3.00. The total charge to the customer is the retail price of $ If the customer says he doesn t want to keep his old parts and is willing to let you dispose of them, you would change the quantity of the core item in the repair order to zero. In this case, you will get $17.00 from the customer, and $3.00 from the vendor, for the total retail price of $ If you set the quantity for a core item to zero, a core record will get written so you can track it and make sure the vendor picks up the part. The list of cores on hand will be sent to the home office at the end of day. You may also print the list locally. To Print the List of Cores On Hand Step 1 Step 2 From the Inventory menu on the menu bar, select Cores on Hand Report. A Windows Print dialog box will open. Verify the printer and number of copies and click OK. When the vendor retrieves core parts, you need to note that the core was returned. This will remove it from the list of cores on hand and send a record to the home office detailing what the vendor received. To Return Cores: Step 1 From the Inventory menu bar, select Core Return. The Core Return screen will open:

130 95 - Core Return This screen allows you to keep track of the cores that are on hand, and record the transaction when a vendor picks up your used cores. The browse list will display the cores that are currently on hand. If there were multiple cores on one invoice, each core will be on its own line in the browse. Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Enter the vendor code for the vendor who received the cores in the Vendor field. In the Reference field, enter the invoice or reference number on the receipt provided to you by the vendor when they picked up the cores. Use the browse to select the cores that are being returned to this vendor. You may select multiple items in this browse. Double-click or press Enter on each item in the browse to select it. The selected core will be highlighted in red. If you select a line in error, press Enter or double-click a second time to deselect it. By default, the program will assume you have a core part for each unit of the part that was invoiced. For example, if you sold two units of a part, the Qty field in the browse for the core will be 2. Verify that this is correct and edit the Qty field if necessary. When you are satisfied with your selections, click Post to indicate that the selected vendor has received the highlighted cores. A Windows Print dialog box will open. Verify the printer and number of copies, then click OK. A list of the highlighted cores will be printed, the core record at the store will be updated, and the item will be removed from the pending cores list. Information on the core return will be sent to the server. 130

131 Adjusting Inventory Counts DST/Navex CARS keeps track of how many units of each part you should have on hand, based on the incoming parts you receive through the system, minus the parts you sell. There may be occasions when the inventory on hand does not match the system count. For example, a part may be defective and need to be removed from stock, or the quantity that was entered when the part was received was incorrect. There are two ways of adjusting the inventory count: DST/Navex CARS provides a facility to log your periodic inventory counts. The inventory on hand is automatically adjusted based on these counts. You can select to adjust the stock on hand for a single part. Taking Inventory Counts Taking inventory counts at the store is a three-step process: 1. Generate a list of parts that need to be counted with the quantities calculated by the program. When generating the list of parts, you will need to know how your inventory is counted. You may be counting all parts or only parts within a particular brand, a particular group code, or an inventory cycle. Make sure you know which parts need to be counted before proceeding. 2. The second step is to print the list and physically count the inventory on hand. 3. The final step is to access the inventory log again, enter in the counts, and update the quantities on hand in the program s inventory file. To Generate an Inventory List: Step 1 From the Inventory menu on the menu bar, select Physical Inventory. The Physical Inventory Log screen will open: 96 - Physical Inventory Log

132 If you have performed any previous inventory counts, the most recent will be displayed in the browse. Step 2 Step 3 Under Inventory, select the New radio button. A pop-up screen will ask if you are sure you want to create a new inventory set, click yes to select. Under Inventory Type, select the group of parts that should be included in the inventory count. Select: By Brand if you will be counting all of the parts from a specific manufacturer. By Group Code if you will be counting all of the parts in a specific group code. Cyclic if you will be counting all of the parts in a specific inventory cycle. All if you will be counting your entire inventory. All Tires if you will be counting tires only. All Non Tires if you will be counting the entire inventory minus tires. When you make a selection, the corresponding drop-down list or field will become available where you can specify which brand, group code, or cycle you wish to count. Step 4 Step 5 If you selected By Brand as the Inventory Type, the Brand field will be available. The list will include all part-specific line codes in your system. Enter the appropriate brand in this field. Any parts with that line code will be included in the count. Or If you selected By Group Code as the Inventory Type, the Group Code field will be available. The list will include all of the group codes in your system. Enter the appropriate group code in this field. Any parts that have been assigned to that group code will be included in the count. Or If you selected Cyclic as the Inventory Type, the Cycle ID field will be available. Enter the inventory cycle for the parts you will be counting. Any parts that have that code in the Inv Cycle field in the Parts Inventory File will be included in the count. Enter your Employee ID in the Starting Employee field. As soon as you leave this field, the Create Inv button will become available: Step 6 Step 7 Step 8 Click Create Inv to generate the inventory list. The browse list will populate with the parts that meet the specified filter. If you want to report on more than one filter selection, repeat steps 3 through 6 for each group of parts you would like included. The new parts will be added to the list. Once you are satisfied with the list of parts, click Print to print out a Physical Inventory Check Sheet. This will include the selected list of parts, how many units are calculated to be on hand, and a space for the actual count. This check sheet should be used to note how many units of the parts are actually in stock when the count is performed. 132

133 Step 9 Click Exit to close this screen. Once you have generated the Inventory Check Sheet, you are ready to perform the inventory count. When all of the parts have been counted, you will need to return to the Physical Inventory Log screen to record the counts. To Record Inventory Counts: Step 1 Step 2 Step 3 Step 4 Step 5 From the Inventory menu on the menu bar, select Physical Inventory. The Physical Inventory Log screen will open. The most recent inventory log will be displayed in the browse. Select the Existing radio button under Inventory. Select the ID of the past inventory log you would like to view in the Inventory ID field, if it is not already displayed. Enter your Employee ID in the Completing Employee field. Select the Post radio button: Step 6 Step 7 Step 8 Step 9 You will be asked to confirm your decision to start the posting process. Select Yes. Focus will move to the Physical Count field in the browse. The Physical Count field will default to the system-calculated amount. Review the actual counts noted on the Inventory Check Sheet. If any of the counted amounts are different than the calculated amount, enter the counted amount in the Physical Count field. Any differences will be displayed in the Discrep (discrepancy) field. When you have finished entering the counts, you may print a report summarizing the inventory counts for this log, or just a report of any items in the inventory file where the counted amount did not match the calculated amount. To print the full report, select the Post Inv Rpt button. To print the discrepancy report, click the Discrepancies button. When you have finished entering the counts, click Update. You will be asked if you would like to modify the actual counts in your computer inventory file. By selecting Yes, this will update the program s inventory file with the actual inventory on hand for all parts that have been entered so far. You will also be asked if the completing employee information is correct. You can change the employee number by selecting No at this time. - or

134 If you need to leave this screen without completing the entry, click the Exit button and you will be returned to the Main Menu. Repeat these instructions when you are ready to resume entering the counts. The Physical Inventory Log screen will close. Adjusting Inventory for a Single Part If you have a part that displays a different quantity on hand in the system than you actually have in stock, you can use the stock check feature to quickly locate the part and adjust the quantity. This feature should only be used if your inventory on hand does not match what the system calculates should be on hand, or a defective part must be removed from inventory. If you have received a shipment of parts, use the Purchase Order Receive or Receive Parts W/O PO feature to take in the new inventory. To Adjust the Quantity of a Single Part: Step 1 Step 2 From the Main Menu screen, select 2 Inventory. The menu screens appear in the center of the DST/Navex CARS work area when no other screens are open. If you do not see the Main Menu screen, close out of any other screens. If a different menu is presented, click Exit to Main to return to the Main Menu screen. From the Parts Inventory Menu screen, select 2 Stock Check. The Part Number Lookup screen will open: Step 3 This screen will list all parts in your inventory. If you know the part number of the part you wish to find, select the brand from the Brand field and enter the part number in the Part field. As soon as you enter the 134

135 Step 4 Part field, the parts in the list will be sorted by the line codes, then the part numbers under each line code. The browse list will update as you type with the nearest match. If there is no match, the browse will go to the bottom of the list. Or If you know the description of the part you wish to find, enter it in the Description field. As soon as you enter the field, the parts in the list will be sorted by the description. The browse list will update as you type with the nearest match. If there is no match, the browse will go to the bottom of the list. When you locate the part, highlight it and click Adjust. The Adjust Inventory screen will open: 97 - Adjust Inventory This screen will display the brand code and the part number for the selected part. Verify that this is the correct part before proceeding. Step 5 Step 6 Step 7 Step 8 Step 9 Enter how many additional units of the part should be added to the inventory in the Adjustment Qty field. To remove parts from the inventory, enter a negative number. As soon as you leave the Adjustment Qty field, the New On Hand field will be updated to display how many units of the part will be on hand after the adjustment. This will be the total of the Current On Hand and Adjustment Qty fields. Verify this is correct and edit the adjustment quantity if necessary. If you are removing a part from the inventory because it was defective and cannot be sold, enter a Y in the New Defect field. If the adjustment is for any other reason, leave this field as N. When you are satisfied with the quantities, click Approve to send information to the home office server and obtain approval. When the home office receives the adjustment, an approval code will be returned and displayed in the Approval Code field. Once an approval code has been generated, the OK button will become available. Click this to save the change to the inventory count and close this screen. You will be returned to the Part Number Look Up screen. Click OK to close the screen. A Windows Print dialog box will open. Verify the printer and number of copies, then click OK. An Inventory Adjustment report will print detailing any adjustments that have been made in the current business day.

136 136

137 CHAPTER 6 Administration

138 Administration Most administrative duties will be handled by the system administrator or manager. There are some duties that may need to be handled by whomever is available. This chapter discusses some of these areas. Check with your manager to determine which, if any, areas you may be responsible for. Sharing Information with the Home Office Many features throughout the software exchange data with the home office automatically. For example, when a shipment of parts is received, information is sent to the home office detailing what was received. In addition to feature-related data exchange, information is exchanged with the home office at three points: During the start of day process; During the end of day process; Using the home office updates feature. Start of Day Information Exchange During the start of day process, the following information is sent from the home office to the store: Customer record updates; Purchase orders for the store; Updates to the parts inventory file; New and changed service items; New and changed line codes; New and changed group codes New and changed parts warranties. End of Day Information Exchange During the end of day process, the following information is sent from the store to the home office: All of the repair orderrs that were invoiced during the business day; All of the payments that were received during the business day; All of the petty cash expenses that went out during the business day; The cash drawer totals from the start of day process; The counted receipts and other information entered during the end of day process; Any payments received using the Receive Payment on Account screen; The current quantities on hand for all parts in your inventory. Home Office Updates In addition to the automatic data transfers, it is possible to send and receive data when needed using the home office updates features. To Access the Home Office Updates Feature: Step 1 From the Administration menu on the menu bar, select Updates. The Home Office Updates dialog box will open: 138

139 The options on this menu fall into three categories: 6) Information that is retrieved from the home office. This includes: Customer Updates Discount Updates Employee Updates Expected PO s GL Account Updates Group Updates Inventory Updates Line Codes Updates Lookup Codes Updates Packages Updates 7) Information that is sent to the home office from the store. This includes: Cores Error Log AP Vouchers Outside Purchases Customer Update Reports Updates Service Item Updates Remove Deleted Parts Updates Stores Updates Tire Features Updates Tax Exeptions Updates Vendors Updates Warranties Updates Control File Updates Deleted PO s Purchase orders received at the store Quantities on hand Store to Store Transfers Customer Changes Customers are set up at the store. Additionally, DST/Navex CARS allows you to maintain your existing customer relationship management system at the home office. The customer update feature will convert those external customer records into a format that is compatible with the software. Additions and changes to the customer file that have been made at the home office are retrieved automatically during the start of

140 day process. If you need to retrieve any additional changes that have been made at the server since the start of day process, select the E Get Customer Update button. This is an optional feature. Contact your DST/Navex representative for more information. Line Code Update Line codes are a classification for grouping parts and services. For parts, it is the manufacturer code (also know as the brand). For service items it is a user-defined group that indicates the type of service, such as labor or fee. In addition to line codes set up at the store, new and changed line codes that have been set up at the home office are retrieved automatically during the start of day process. If you need to retrieve any additional changes that have been made at the server since the start of day process, select the A Get Line Code Update button. Service Item Update Service items include any billable items you might need to add to a repair order other than parts. For example, labor and waste disposal fees would be considered service items. In addition to service items that are set up at the store, new and changed service items that have been set up at the home office are retrieved automatically during the start of day process. If you need to retrieve any additional changes that have been made at the server since the start of day process, select the B Service Item Update button. Inventory Update In addition to parts that are set up at the store, new and changed inventory items that have been set up at the home office are retrieved automatically during the start of day process. If you need to retrieve any additional changes that have been made at the server since the start of day process, select the C Get Inventory Update button. Expected POs Purchase orders are created at the home office and sent to the store during the start of day process. If you need to retrieve any additional purchase orders that have been created since the start of day, select the D Get Expected PO button. They will be available in the Purchase Order Receive Form screen the next time you access it. Special Instructions It is possible to add notes to your customer file. These notes will appear anytime a repair order is started for the customer. Notes that have been made at the home office are retrieved automatically during the start of day process. If you need to retrieve any additional changes that have been made at the server since the start of day process, select the F Get Special Instruct button. Group File Update Group codes are used to group related parts and services for reporting and sales analysis. For example, you may create a grouping for all tire related items, and another for all brake related items. Group codes are maintained at the server and passed to the store during the start of day process. If you need to retrieve any additional changes that have been made at the server since the start of day process, select the G Get Group File Update button. 140

141 Update Server Quantities on Hand The home office keeps a record of the inventory at all stores. The quantities on hand at your store are passed to the server automatically during the end of day process. If you need to update the information at the server during the day, select the H Update Server QOH button. It is possible that the administrator at the home office will review your inventory requirements during the day based on the assumption that the quantities on hand were as of the last end of day process. It is a good idea to notify the administrator when using this feature. Update Server Transfers When a transfer of parts is made either to your store or from your store to another store, a record is sent to the server as the transfer is performed. If for some reason this information was not received by the home office, select the I Update Server Xfers button to update the server records. Update Server Purchase Order Records When you receive the parts from a purchase order from the home office, selecting Complete at the Purchase Order Receive Form will update the server with the information that the part was received. In the event that the home office did not receive this data, you can select the J Update Server PO Rec button to send the information again. Update Server Cores When a core is returned, information on the transaction is sent to the server. Additionally, a list of all pending cores is passed to the server at the end of day. If the home office requires this information prior to the end of day, you can select the K Update Server Cores button to update the server records with the current data. Warranty File Update The warranty feature allows you to have pre-established warranty text created at the home office, then matched to applicable parts at the store. The warranty information will print with the invoice whenever a matching part is sold. Part warranties are sent to the store during the start of day. If you need to receive any additional changes that have been made at the server since the start of day, select the L Warranty File Update button. Local Updates When your installation of DST/Navex CARS was configured, the system administrator at the home office may have identified special data that needs to be integrated with the system. As an optional add-on feature, it is possible to have an update program configured to accommodate this. This update program will look for files located in a specified download directory and merge it with your local data. If this feature is being used, select the M Get Local Updates button to run the update program. Contact your system administrator to determine if this feature is in use at your location. Printing Reports and Documents Printing Documents DST/Navex CARS integrates with Microsoft Word for Windows to allow you to access word processing documents from within the software. This is useful for printing documents such as customer rain checks or employee handbooks.

142 To Print Word Processing Documents: Step 1 From the Administration menu on the menu bar, select Documents. The Microsoft Word Document List screen will open: 98 - Microsoft Word Document List This list will include all of the documents that have been set up by the system administrator. Step 2 Printing Reports Highlight the document you would like to print on the list and click Print. Microsoft Word for Windows will open with the selected document. Refer to the documentation that came with your word processor for help with printing. Many reports are printed as a result of what you are currently doing in the software. For example, reports are printed when you create estimates and invoices, order parts through an outside purchase, perform stock adjustments, and in many other areas throughout the application. These reports are discussed in the related sections of the documentation. Additionally, there are certain reports that you can select to print at any time. The following sections discuss these reports and how to access them. 142

143 End of Day Reports At the end of each business day, the end of day process is run. This process closes out the financial information for the day and sends summary information to the home office. During the end of day process, the following summary reports are printed: Daily Sales by Group This report lists every part that was sold broken down by master group, then further divided by subgroup. It includes the number of units sold, average sales, gross profit, and the total profit margin for the parts, group, and master group. Daily Store Sales Summary This report provides summary information for the sales within each group. It includes the quantity and amount for parts and for labor within each group, and the total sales for the group. Daily Store Sales by Invoice This report lists every work order that was invoiced in the current business day. It gives a breakdown of the amount of each sale that was for labor and the amount that was for parts, and shows the payment method that was used for each sale. Daily Store Receipts Detail This report shows the invoices for the day broken down by payment method and displays the overall totals for each payment type. Daily Store Receipts Journal This report shows all incoming and outgoing money for the day. It includes the gross sales less outgoing cash and has a breakdown of the receipts by payment method. Daily Petty Cash Detail This report lists all petty cash payouts that were reconciled in the current business day. It includes the amount of the payout and the vendor who received it. Daily Store to Store Transfer Summary This report shows all parts that were transferred from your store to another store, or transferred to your store from another store. It includes the part, quantity, and employees involved at both stores. Daily Discounted Items This report shows all parts that were discounted using the Discount Line Item feature. It includes the part, original price, discounted price, total discount, and the reason the discount was given. Daily Outside Purchases Received This report lists all outside purchase parts that have been received in the current business day. It includes details on what was ordered compared to what was actually received. Daily Outside Purchases Deleted This report lists any outside purchase requests that were deleted directly in the Outside Purchase screen, removed by deleting the original part from the repair order, or where the repair order itself was voided. It includes details on the part that was ordered, and information on whether the part was received. Inventory Adjustments This report includes any manual adjustments that were made to the stock on hand during the current business day through either the check stock feature or the physical inventory log. It includes details on the part, when and by whom it was adjusted, previous and current quantity information, and the cost of the part. Negative Inventory When a part is sold that is not currently in stock, the user processing the estimate has the option of selling the part anyway and creating negative inventory. This report lists all parts with a negative count. The inventory for these parts should be reconciled. Open Estimates This report shows all estimates that were not completed and invoiced by the end of the day. It provides customer and vehicle information, when the estimate was started, and the estimate amount. Daily Voided Invoices This report includes all repair orders and carry outs that were voided during the current business day. Used Cores Returned This report provides a summary of all core return transactions that have been processed during the current business day. It includes the part, invoice information, vendor information, and the quantity and dollar value of the parts.

144 Previous End of Day Reports It is possible to reprint the end of day reports from a previous day. This feature will include all end of day reports with the exception of the Negative Inventory Report. To Print the Previous End of Day Reports: Step 1 From the End Day menu on the menu bar, select Previous EOD Reports. The Previous End of Day Reports screen will open: 99 - Print Previous End-of-Day Reports This list includes all past end of day postings displayed by the date and the unique posting number. Step 2 Step 3 Locate the posting you would like to print and highlight it. Click Print. There will be a pause as the report information is generated. The reports will be sent to your Windows default printer. Daily Sales Summary The Daily Sales Summary report provides summary information on the day s sales broken down by your part groupings. It includes the quantity and amount for parts and for labor within each group, and the total sales for the group. This report is included during the end of day process. You can also print this report separately if you want to view the current status at any point during the day. To Print the Daily Sales Summary Report: 144

145 Step 1 From the End Day menu on the menu bar, select Daily Sales Summary. There will be a pause as the system generates the data, then the report will be sent to your Windows default printer. Time Cards The Weekly Time Sheet report provides a printout of employees time cards for the week. It will print a separate page for every employee with the times he clocked in and out each day, plus the total hours worked. If the employee is a mechanic, it will also include total commissionable sales for the week. Employees should review and sign off on the time sheet each week, verifying that the hours they are credited with are correct. To Print a Single Time Card: Step 1 From the Time Clock menu on the menu bar, select Time Clock. The Clock In / Clock Out dialog box will open. Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Select the Employee ID of the employee whose time card you would like to print from the Employee ID field. As soon as you leave the Employee ID field, the Detailed Display button will appear on the screen. Click Detailed Display. The Employee Time Summary screen will open. If you wish to print time cards from a previous week, select the week from the View Week Starting on radio buttons. Click Print Time Sheet. The timesheet for the selected week will be sent to your Windows default printer. When you are done printing, click Back to return to the Clock In / Clock Out screen. Click Exit to close the screen. To Print All Time Cards: Step 1 Step 2 From the Time Clock menu bar, select the Reports sub-menu, and the Print All Time Cards option. A Windows Printer dialog box will open. Verify the printer and number of copies and click OK. The time sheets will print for all users who are not managers. Weekly Production Report When a repair order is invoiced, you have the option of assigning an employee to each item in the repair. If the item has an associated commission, the selected employee will be eligible to receive the commission. The Weekly Production and Commission by Mechanic report prints the commissions that each employee is eligible for from work performed during the current week. A separate page will be printed for each eligible employee listing the applicable parts with the total dollar values and the total commission amounts.

146 To Print the Weekly Production Report: Step 1 Step 2 From the Time Clock menu on the menu bar, select the Reports sub-menu, and the Weekly Production option. A Windows Print dialog box will open. Verify the printer and number of copies and click OK. Weekly Sales Commission Report When a tire is added to a repair order, you have the option of selecting the sales person who made the sale. This information can be used to calculate sales commissions. The Weekly Sales Commission report prints a separate sheet for each eligible employee with the part, invoice number, and amount from the sale. To Print the Weekly Sales Commissions Report: Step 1 Step 2 From the Time Clock menu on the menu bar, select the Reports sub-menu, and the Weekly Sales Commissions option. A Windows Printer dialog box will open. Verify the printer and number of copies and click OK. Negative Inventory Report When a part is sold that is not currently in stock, the user processing the estimate has the option of selling the part anyway and creating negative inventory. This is useful if the part has been received as part of a shipment but not yet logged into the system, or if there is a discrepancy between the internal count and what is actually on hand. If a part is sold this way, you should reconcile the inventory as soon as possible. The Negative Inventory report lists all parts that show a negative count. This report prints during the end of day process. If you need to print it during the day, you may do so from the menu. To Print the Negative Inventory Report: Step 1 Step 2 From the Inventory menu on the menu bar, select Negative Inventory Report. A Windows Print dialog box will open. Verify the printer and number of copies and click OK. Inventory Control Report The Unit Inventory Control Report shows the movement of parts broken down by groups. It lists each group, the number of units of parts that were in the group at the start of day, how many units have been received that day, how many units have gone out, the total units now in the group, and how many units are currently committed on estimates. To Print the Inventory Control Report: Step 1 Step 2 From the Inventory menu on the menu bar, select Inventory Control Report. A Windows Print dialog box will open. Verify the printer and number of copies and click OK. 146

147 Adjustment Report The on hand counts for inventory can be manually adjusted using either the stock check feature to adjust the count for a single part, or the physical inventory log feature to adjust multiple parts. (See Chapter 5 Working with Inventory for more information.) The Adjustment report will list any adjustments that were made to the stock on hand during the current business day. It will include details on the part, when and by whom it was adjusted, previous and current quantity information, and the cost of the part. This report is included during the end of day process. You can also print it at any time from the menu. To Print the Adjustment Report: Step 1 From the Inventory menu on the menu bar, select Adjustment Report. The report will be sent to your Windows default printer. Cores on Hand Report When a part is sold that has a core value, the customer has the option of keeping the part that was replaced off his vehicle, or allowing you to dispose of it. The software keeps a record of all cores that you have retained that have not been returned to a vendor. You can print this list at any time from the menu. To Print the List of Cores On Hand: Step 1 Step 2 Receiving Payments From the Inventory menu bar, select Cores on Hand Report. A Windows Print dialog box will open. Verify the printer and number of copies and click OK. Most payments that are received will be associated with an invoice. There may additionally be occasions when you receive money from a customer when you are not in a repair order. For example, you may be taking a deposit against future repair work, or receiving a non-sufficient funds payment for a bounced check. Your system administrator will have set up transaction types for the payments you can accept at your location. To Receive a Payment Outside of a Repair Order: Step 1 From the Administration menu on the menu bar, select ROA/Deposit. The Receive Payment on Account screen will open:

148 Step 2 Step 3 Step 4 Step 5 Step Receive Payment on Account If you know the Customer ID of the customer for whom you are posting the payment, enter it in the Customer field and press Tab or Enter. Skip to step 14. Or If this is a new customer, click New Customer. Skip to step 5. Or To locate an existing customer, click Find. Continue with step 3. If you click Find, the Customer Lookup screen will open. You can search for the customer record using the By Cust. No., By Cust. Name, or By Phone No. field. Place your cursor in the field you would like to use. As soon as you enter a field, the browse list will be sorted by that value. Enter the value you would like to search for. The list will move to the closest match as you type. If there is no matching record, the highlight will disappear from the browse. Once you have located the desired record, highlight it and click the OK button or press Enter on your keyboard. You will return to the Receive Payment on Account screen with the customer record selected. Skip to step 14. If you click New Customer, the Add New Customer screen will open. The Individual check box lets you specify whether this is a private individual or a business customer. If this is a corporate or business customer, unmark the Individual check box. If this is an individual, leave it marked. 148

149 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Select the customer type from the Type field. This field gives a list of codes that were set up by the system administrator to further classify your customers. Talk to your manager if you are unsure how this field is used in your organization. Enter the customer s name and address information in the appropriate fields. Enter the customer s phone number in the Phone field. The area code will default to your location s area code. If you need to change the area code, you can use the back arrow key or mouse to move your cursor into the area code section of the field. If applicable, enter the customer s fax number in the Fax field. The Reason field contains information on how the customer heard of you, or the reason your business was chosen. Enter the reason in the field, or click the arrow next to the field to select the reason from the drop-down list. If you type the reason in manually, it must match one of the entries on the list. When completing an order for this customer, tax will automatically be calculated based on the Tax Exempt field and the presence of an exemption number in the Exempt No. field. If the customer is tax exempt, enter the exemption number in the Exempt No. field. The Tax Exempt field will default to N for No, meaning the customer is not tax exempt. Once you have entered an exemption number, change this to Y for Yes. Step 13 Step 14 Step 15 Step 16 Step 17 Step 18 Step 19 Click Save to save the new customer and return to the Receive Payment on Account screen. When you select a customer, the customer s name will appear in the display field next to the Customer field. The customer s address information will appear in the Address 1, City, State, and Zip fields. Use this information to verify that this is the correct customer. Enter the date on which the payment was received in the Pay Date field. This will default to today s date. If necessary, enter the correct date in the field. If you enter an invalid date, you will not be able to leave the field until you enter a valid date. Enter the dollar amount of the payment that was received in the Pay Amount field. Select how the payment was received from the Payment Type drop-down list. The CCD Credit Card payment type has been designed to work with the Active Charge program. Active Charge must be running to select this option. The Reference field contains the pre-established description of the payment type code. If you would like to modify or add to this description, you can make edits to this field. If this transaction is for a deposit, this information will display when the deposit is applied. Select the type of transaction from the Trans Type drop-down list. These are created by the system administrator and should include all of the payment types you may accept at your location. The transaction type called DEP Deposit is a system-defined type. It will allow customers to make a down payment against planned work. If this is selected, the software will automatically give you the option to apply the payment to the next repair order for this customer when it is invoiced.

150 Step 20 Step 21 Step 22 The Description field contains the description of the transaction type code. If you would like to modify or add to this description, you can edit this field. If this transaction is for a deposit, this will display when the deposit is applied. Click Post to post the payment. A Windows Print dialog box will open. Verify the printer and number of copies and click OK. A receipt will be printed. If this is a credit card payment, the Credit Card Verification screen will open. Refer to To Process a Credit Card Payment in Chapter 4 The Repair Shop for instructions. Posted payments will be available for reconciliation during the end of day process and included in the daily reports locally and at the home office. Cashing Checks There may be occasions when you need to cash checks at your location. For example, you may give employees the option of trading their payroll checks for cash. In this case, the original check holder would be given cash out of the day s receipts or petty cash. The check would then be included in the deposit that night. When you cash a check, you need to log the transaction so your cash drawer will balance at the end of the night. To Log a Check Cashing Transaction: Step 1 From the Administration menu on the menu bar, select Check Cashing. The Check Cashing Transaction Processing screen will open: Step 2 Click Add Check Cashing Transaction Tracking 150

151 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Select the source of the check being cashed from the Type of Check radio buttons. You are able to cash either corporate checks or a check for one of your employees. Enter the date on which the check was cashed in the Date field. This field will default to today s date. If you wish to change the date, you can either type the date directly in the field, or click the calendar icon next to the field to select the date from the Calendar screen. If you enter an invalid date, you will not be able to leave the field until you correct the entry. Enter your employee ID in the Processor (Emp No.) field. If this transaction is to cash an employee s check, enter the employee number of the check-holder in the Employee # field. Enter the bank s routing number from the check in the Routing Number (ABA) field. Enter the amount of the check in the Amount field. If this check was for an employee s regular payroll, mark the PayRoll Check? check box. Click Save to save this transaction. The amount of the check will be deducted from the day s cash receipts during the end of day process. The check will be listed with any other checks that were received during the current business day and included in the nightly deposit. Click Close to exit the screen. Petty Cash Payouts Whenever money is taken from your cash drawer or daily receipts, it should be logged so the cash on hand can be balanced at the end of the day. To Log Cash Expenses: Step 1 From the Administration menu on the menu bar, select Pay Out. The Cash Payouts screen will open:

152 Step Cash Payouts Click on the Add button, and the Petty Cash Payout screen will open: Step 3 Step 4 Step Petty Cash Payout Choose the vendors name from the drop down in the Name field. Enter the amount of money paid out in the Amount field. The Payout Date field contains the date of the payout. This will default to the current date. You can edit the contents of this field, with the exception of the date formatting characters (in other words, the / characters). If you change the date and cannot leave the field, you have made an invalid entry. The date should be entered in the format mm/dd/yyyy. 152

153 Step 6 Step 7 Step 8 Step 9 Step 10 Enter the vendor to whom the petty cash was paid out in the Vendor Code field. When you enter or select a vendor, the code will appear in this field, and the vendor name will appear in the field to its right. Enter the invoice number or receipt number for the money that was paid out in the Invoice # field. Select the General Ledger account code for the expense from the Gl Acct drop-down list. Enter any necessary supplemental comments or notes on the expense in the Reference field. This is used to help identify the payout when it is reconciled during the end of day process. When you are satisfied with your selections, click Post to post this payout. A record of the payout will be written to the Petty Cash file. This transaction will be available for reconciliation the next time the end of day process is run.

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155 CHAPTER 7 Ending the Day

156 Clocking Out At the end of your shift, you should clock out. This will inform the system that you are done working for the day. The time span between when you clocked in and when you clocked out will be the total working time credited to you for the day. To Clock Out: Step 1 Step 2 Step 3 Select Time Clock from the Time Clock menu on the menu bar. Select your Employee ID from the drop-down list in the Employee ID field. Make sure that Work is selected in the Type of Hours field. Step 4 If you are not performing the end of day process or the bank deposit, skip to step 7. If you are an assistant manager, the Till Closeout and Deposit check boxes will appear on the screen: Step 5 Step 6 Step Clock Out Once the end of day process is run, the system will shut down automatically. The Till Closeout check box allows the user who is running the end of day process to clock out and still count the time it takes for the process to run. Marking this will automatically add 15 minutes to the clock out time to allow for performing the end of day process. Mark this check box if you are running the end of day process. Marking the Deposit check box will automatically add 15 minutes to the clock out time to allow for making the bank deposit. Mark this check box if you are making the bank deposit. Select Clock Out. If this button reads Clock In, you did not clock in today. Contact your manager for assistance. You will be clocked out. The next time you access this screen, the button will read Clock In, allowing you to start your next shift. 156

157 Running the End of Day Process The end of day process is used to close out the day and reconcile the day s receipts and expenditures. During the process, extensive reports will be printed detailing the activity for the day, and data will be sent to the home office server. When you start the software, it will compare your current system date to the date you last ran the start of day process. If the date is different, it will verify that you ran the end of day process. If you did not run the end of day process on that date, it will automatically be launched. You must close out the previous business day before accessing the software. To Run the End of Day Process: Step 1 You should make sure you have an Internet connection before proceeding. Select the EOD Process option from the End Day menu on the menu bar. During the end of day process a data backup will be performed. If no backup directory has been specified by the system administrator, a message will appear informing you of this fact and giving you the option of continuing. If you proceed with the end of day with no backup directory specified, data will not be backed up. Contact your system administrator for assistance. The system will run a data integrity check to make sure that no data is missing before proceeding. If the software was not shut down properly at any point during the day, for example if there was a power outage, it is possible that data will not have been properly saved. This can result in missing data. If any data is missing, a screen will appear warning of out of balance records and the end of day process will abort. Contact your system administrator at the home office for assistance. If there are no out of balance records, a message will appear informing you of any employees who did not work during the current business day. Step 2 Click OK to acknowledge the message. The End of Day screen will open:

158 105 - End of Day The first page will display all of the invoices that were generated during the current business day. Step 3 Click on the Reconcile Pay Outs tab. A page will open displaying any cash that has gone out of the store during the day: This page will display the total cash receipts for the day. This includes all invoices where the customer paid with cash and any cash received using the receive payment on account feature. It will also show the total amount of any checks that have been cashed using the check cashing 158

159 transaction tracking feature. The software will calculate the cash receipts, less the money used to cash checks, and display the total cash available. The browse list displays additional cash expenditures and allows you to select which should be covered with the cash on hand. Step 4 Select the payouts you would like to reconcile from the browse list by highlighting them and pressing Enter, or double-clicking on them with your mouse. Selected items will be highlighted in red. If you select an item in error, press Enter or double-click a second time to deselect it. Items that are not selected during today s end of day process will be offered for selection each day until processed. The total dollar value of the payouts that have been selected will appear in the Pay Outs to Reconcile field. The Cash to Deposit field will display the cash available for deposit once the payouts have been deducted. Step 5 Step 6 Whenever possible, payouts should be reconciled from the day s receipts. If not enough cash came in to cover an expense, the money must be taken from petty cash. In this case, the expense should be left unreconciled. It will appear on the list the next time the end of day process is run and should be reconciled as soon as there is sufficient cash income to cover it. If a known expense does not appear on the list, click Add to open the Petty Cash Pay Out screen and add it. Refer to Chapter 6 Administration for help with petty cash payouts. When you are satisfied with the payouts, click Post to post the Cash to Deposit total to the Cash Count page. You will be unable to edit the payouts once the totals have been posted. Verify that this information is correct before proceeding. As soon as you click Post, the Cash Count page will open:

160 This page is used to count the day s receipts and compare the counts to the system s calculations from the day s invoices. It will also calculate the cash drawer and deposit amounts. The browse list will display revenue totals for the day, broken down by payment type. The payment types are based on the types that were set up by the system administrator and may be different in your installation than those shown. Step 7 Step 8 Step 9 Count the actual cash on hand. Enter the total in the Total Cash Counted field. Skip to step 11. Or Click the >> button to open the Cash Count screen where you can log the contents of the cash drawer broken down by size of bill and have the total calculated automatically Count the how much money you have in change and enter the total value in the Coin field. Count the number of bills in each denomination in your cash drawer and enter it in the corresponding Dollar field. For example, if you count 5 10-dollar bills, enter 5 in the 10 Dollar field. The system will calculate and display the dollar value as 50 when you tab out of the field. As you tab through the fields, the total cash on hand will be displayed at the bottom of the screen. Step 10 Step 11 When you have counted all of the money in your cash drawer, click Post Total to post the total counted to the Total Cash Count field on the End of Day screen. Ideally, you should be able to pay all outgoing cash expenses each day from the cash you take in during the day. On occasion, your cash receipts may not equal the outgoing expenses and the cash for the expenses will have to be taken from the cash drawer. In this case, the receipts should be left in the drawer so they can be 160

161 reconciled from a future day s income. If any petty cash payouts were left unreconciled, add up the receipts and enter the totals in the Receipts in Drawer field. The Start Day Drawer Total field will display the total cash on hand that was recorded at the start of day. The Cash In Drawer field will display this amount, less the total of any receipts in the cash drawer. The actual amount of cash that should be deposited based on the total cash counted, less the amount that should remain in your cash drawer will be displayed in the Cash To Deposit field. Step 12 Step 13 Step 14 Step 15 When you have entered your cash counts, the amount will be posted to the Manual Counts field for the CASH line in the browse. Move to the next line and add up the receipts for the day in that transaction type. Enter the actual amounts for each transaction type in the Manual Counts field. This should balance with the calculated total. If it does not, the difference will be displayed in the Difference field. If you would like to add any additional notes to the posting, you may enter them in the Manager Day Close Comments fields. For example, you may make a note explaining any discrepancies in the counts. These comments will appear on the End of Day Summary Report at the store and home office. Enter your Employee ID in the Closing Employee field. If the Active Charge program for credit card processing is not in use at your location, the Settle button will be dimmed. Skip to step 18. Or If Active Charge is in use at your location, click Settle. The Settle Credit Cards screen will open: Settle Credit Cards When credit card transactions are processed, the cardholder s buying limit is reduced, but the money is not actually transferred to your account at that time. This is done for all credit card transactions at one time in a batch. This screen displays information about the credit card transactions and allows you to process the batch of transactions and receive funds from the processing company. Step 16 Step 17 Active Charge must be running to proceed. Click Settle to settle the credit card transactions. The batch will be sent to Active Charge and a response code will be returned by the processing company. When you are done, click Close to return to the End of Day screen.