Once you click on the Enterprise Icon found on your desktop you will be asked for your password. This Default Code Is You should now see the main screen which is called the main screen or menu screen. Now simply move your mouse over to the POINT OF SALE option and select it by double clicking your mouse. This may come up next - it is your Starting New Day screen. There are two options: 1. Next Invoice # - If you are using Plain paper for Estimating or Invoicing, Enterprise will create the numbering sequence for you. Just confirm that this is the next number you want to use. 2. Beginning Cash is a cash float program which will allow you the ability to reconcile your cash draw down to the very last penny. Once you have correctly entered in this data simply click on OK. 1
Preparing an Estimate Let s start an estimate by collecting customer data. We must remember that all of the customer information is very important to have inputted correctly. If we do not take the time to collect the proper information now, we will not be able to utilize the marketing features within StockTrac Enterprise later. Within the Point of Sale module there are a couple of ways to begin an estimate. You can click on the second icon from the far left top of the screen. Or if your Daily Work Log is already open you may choose New. You may also use the shortcut keys to get to Documents then New Document at the top of the screen. 2
As with previous versions of StockTrac you will be prompted to search for the customer in your database. This will help eliminate duplicate customer records. The default search is by Last Name. You can change this by simply hitting the down arrow to the right of the Search By: box and clicking the appropriate search criteria. As you begin typing the name you will notice the rest of the last name is being filled in with the first match in your customer file. You may arrow down to the appropriate customer record or click on it with the mouse and hit the enter key or OK button once that record is highlighted in blue. If you cannot see the customer record in the list after typing in the whole name, you need to hit the New button on the right side of the window. Clicking OK will not add a new record. (Note: When typing in the customer name hitting the OK button or Enter key will be choosing the record that is highlighted. This holds true even if the name typed does not match exactly. This makes it much harder to duplicate records.) Clicking the New button will bring you to the Edit Customer screen. You will have to fill in a minimum of all of the fields that are labeled with red to save this customer. Please fill in as much as you can, however, for completeness. 3
After you fill in the appropriate fields you will hit the Enter key or the OK at the bottom of this window. After you press the OK, you will be prompted for the vehicle information. You can start typing and then arrow down to the one you would like for each of these fields. Once you have the desired vehicle, click on OK. 4
Now you will be prompted to enter any of the other vehicle information you may have available. You can hit the Tab key to move through this list. When you have entered everything you can, click on the OK button to accept the vehicle. If at any time during the Estimate / Invoice you need to change customer info, you will need to be on this screen and click the Edit Customer Button. Estimate Screen Also, if there are notes on the customer or vehicle, the Notes button at the bottom will be flashing red. 5
By clicking on the History button on the customer screen, you will see a list of every invoice that customer has ever had at your shop. If you click the History button on the vehicle screen, it will give you just that vehicle s history. Catalog Entry of Parts After the customer information is filled in, we would need to look up the parts that we are going to use on this vehicle. To get into the catalog after entering the customer information, you would click the catalog you want with the down arrow and then click Go. This is found at the top right of the estimate screen. This screen will pull as much information from the customer records as possible if you have selected a valid vehicle with an AAIA id number. After selecting the information necessary to continue, press OK. On the next screen you will see all of the parts that are available for that vehicle. (Note: If the parts are not in your inventory you will get a N/A for the selling price.) 6
In order to add the parts to the estimate you will need to double click on the part number next to the part you are looking for. If you need to see the rest of the description just hold the mouse pointer over the description. If you make a mistake or would like to edit the part that you are adding through the catalog you may simply right click on the part number and click Edit. (We will talk about editing parts later in the notes.) After you have added all of the parts click the OK button or simply press Enter on the keyboard. Manual Entry of Parts After entering the customer data, if you do not wish to use the catalog, you may click on the Items button along the top of the estimate screen. Then click the Add button to get into the Add Parts Screen. 7
Once you are in the Add Parts screen, it will prompt you for the part number. After typing in the full stock number, hit the Tab key. If there are any fields in red you must fill them in. When adding a part that is already in inventory you may notice that most or all of the fields will be filled out. 8
You may also add a part that does not exist in your inventory file, this is called a custom part. When adding a custom part, there are more fields to fill out. To add a custom part, at the Add Part screen, click on the category at the top and choose I = custom. You need to fill in all of the fields marked in red. You will also want to give the part a selling price and a cost. Once you have filled out the proper information you may then hit enter or OK. Adding Labor to an Invoice or Estimate When adding labor, you may add it onto a part, or as a separate line item. When adding labor directly to a part, you may use the Labor field on the bottom of the Add Part Screen and choose Flat or Time. If choosing Flat you would enter a dollar amount. If choosing Time you may enter a time in hours. This will multiply by your shop labor rate for the sale code that corresponds to that part (the labor rate is set up in the Configuration Module under System/Sales Codes). 9
When adding labor as a line item you will need to be on the Items screen and click the Labor button on the right. This will then give you the Add Labor screen, which is similar to Add Part screen. You will then need to fill in the fields in red. It is important to remember to pick the correct Product Code and Sale Code. As you can see by the next example we have selected Time and have entered one and a half hours labor. We have our exhaust labor set to $67 an hour. Our total on this part, as you can see on the next page, comes out to $100.50 10
Finishing the Estimate Enterprise offers you the ability to set up Job Status Requirements. This will define what you want to make sure is filled in at each step of the estimating and invoicing process. To set up Job Status Requirements you must be in Point of Sale and go to Setup and then to Job Status Requirements. To use this screen, look across the top to see what type of document you are referring to and then look at the column below and for the requirements for that type. For example, in order to finish an estimate, we must have the Customer, Vehicle, and Odometer In filled in before we can save the document as an Estimate. You will be warned about any of the fields marked Warned, but these can be bypassed at the time of saving as an Estimate. 11
To complete the Estimate, we can click on the Print Estimate option at the bottom of the Estimate screen as long as we have all of the required fields finished. (If we do not need a paper copy we can just choose Save Estimate.) After this we must choose a status for our estimate. 12
You can have your own custom status labels for saved estimates. Simply go to Setup and then into Job Status to define what you would like to appear in that list. Retrieving an Estimate: This can be done one of two ways. You can go to the Daily Work Log (Icon on the far left in POS) and find it in the list. OR You may also click on the icon shown below for Find Estimate. It will then ask how you would like to retrieve the estimate: by Name, Estimate Number, Phone Number, Vehicle or Plate. After choosing one of these options you will fill in the appropriate data. This will then bring you to the closest match to whatever you typed in. If this is the correct one, simply double click it or press enter. We are then able to click on Items on the Estimate Screen and edit the parts if needed, and/or decline parts not authorized by the customer. Full details are available in our Help Section. Look for the word Help in the upper right on the menu bar or click on the Question Mark and drag it to any field. 13
Preparing the Invoice Finishing the Invoice from an Estimate After we have pulled our estimate back up we will need to add some more information. We must have customer information before we can bill out an invoice. We must also have the technician and salesperson data. For this we must click on the Finish button at the top of the estimate screen. As you can see below we can select a technician for each job on the ticket. Simply click in the box and type the employee s number or click the down arrow for a list of all employees. Printing the Invoice Before we can print the Invoice we need to specify how the customer will be paying by choosing the method of payment (see next page). After this we can leave the full balance in the field and hit Apply or we could choose to change the amount if they were using more than one payment type. After we have the payment inserted we must click on the Print Invoice button at the bottom of the screen. At this time you could enter any buyout information and/or warranty information. 14
Retrieving an Archived Invoice In the daily work log we can look up invoices simply by selecting Archived Invoices. This will show all of the invoices we have ever created. We can click the Find button at the bottom of this window. 15
After we choose how we would like to search, a box will come up for us to fill in. Once we click OK after entering the information we will come back to the daily work log with the closest match highlighted. We can double click the correct entry or we can highlight it and hit select. Special Invoices, Charge Customer A customer must have an Account Number before we can use them as a charge customer. In order to set this up we must have the estimate screen up and click on Customer. From here we can click the Edit Customer button at the top and then go into Edit A/R. This will bring us to the A/R Setup Screen. In order to activate this customer s charge account, we must have an account number filled in. This account number can be anything, such as a phone number or street number. After clicking OK to accept the changes you will click OK again on the Edit Customer screen. Now this customer has been added to your Accounts Receivable. In order to finish out this ticket you will need to go to the Pay and Print screen and for Method of Payment choose Charge. Received on Account Invoice (R.O.A.) Now that we have Receivable customers we have the need to accept payments on these receivables. Start a new invoice using the customer that is paying the bill. You will not need to add a vehicle to this invoice. Go to the Estimate Screen and click on Items. Click on Add to go to the Add Part screen and enter part number ROA. The selling price will be the amount of the payment. 16
The screen above will pop up after clicking OK to the ROA part. You will then be prompted to specify which invoices are related to the payment. You will now see the charges they have against the account. You can hit the Auto Apply button and it will automatically apply the payment starting with the oldest invoice first. Or, you may also double click on the charges you would like to apply the payment to. Click OK and then finish the invoice just like a regular ticket. Paid Out Invoices (Using money from the drawer for Expenses) Doing a Paid out Invoice is similar to the ROA invoice. You can name the customer whatever you would like. You may need to add a new customer or use one you have set up before. (Also remember you may want to make the name of the customer corresponding to the reason you are taking the money out of the drawer Example: Pizza for Employees) When prompted for a vehicle, you may click Cancel. Then go to the Add Parts screen and add a part called POA. The selling price is where we put the total taken out of the drawer. We would then finish the invoice as normal with a payment type of cash. 17
Reversing an Invoice The reversal process is very simple. You only need to retrieve the invoice (this was mentioned earlier in the notes.) Once you have selected that invoice you will notice at the bottom of the screen there is a button labeled Reverse. After clicking the Reverse button it will prompt you to click Yes to Reverse. It will then print out the reversal ticket. After the reversal ticket has been printed it will bring you back to the invoice to make any changes necessary and then finish the invoice correctly if needed. Taking and Applying a Deposit In order to take a deposit you must have saved the estimate. Pull up the estimate the deposit will be applied to. (Retrieving saved estimates was covered earlier in the notes.) You will notice there is now a button at the bottom that reads Take Deposit. By clicking this button we will get the following screen. 18
You will need to choose the method of payment you are receiving at this time, and then put in the dollar amount below. Next you would click the Apply button and then Print and Save. When the customer comes back to finish paying off the deposit invoice, you will need to apply this deposit to the invoice. Once you have the estimate on the screen and are ready to finish, you will need to go to the Pay and Print. You will then have the option under Method of Payment for Deposit. After clicking Deposit you will get the following screen. 19
You will then highlight the appropriate deposit and click OK. You may then complete the rest of the payment as usual with the rest of the payment. Guaranteed Invoice Every time we sell a part as Guaranteed we must keep track of this. When adding a part to an invoice as a free or guaranteed you must get to the Add Part or Edit Part screen. We would then choose Guaranteed Replacement. This will automatically change the selling price to zero. This part will not go against our cost of goods if set up in Configuration not to. You would then finish the invoice as normal. Closing of Periods, Choosing Reports Under the Sales module we can go to Set Up at the top. From there we choose Reports. We can then see the End of Period report grid. (This will only need to be set up once.) We see the periods listed at the top and the reports on the left. 20
Put a number in the corresponding box to indicate the number of copies of that report that you would like to have printed at end of period. Closing the Day / Week / Month / Year Within the Sales module we would click on the icon to the far left at the top. We can also click on Close Period and then Close Period under the sub menu. The screen that will come up next is called the Posting Status screen shown on the next page. 21
Within this screen we can do our entire End of Period reporting and close outs. At the top right you will see the period selection (Day, Week, Month and Year). You can choose the period by clicking on the white dot in front of the period. When you have selected the proper period that you need to close you can click the Print / Close Day button. It will then come to a screen prompting you to preview the reports. 22
After the reports are generated they will appear on the screen before printing. You will then have a chance to review the reports before finally posting the time period. At this point you may click through the reports using the arrow buttons at the top of the report page. If you need a paper copy of your reports you can hit the print icon at the top left of the screen. Once you are done reviewing and printing the reports you can click the close button at the top right side of the screen. You will then be prompted to Close Period. It is very important to click the Yes on this screen as it will not post any figures if No is clicked. The procedure for End of Week, End of Month, and End of Year are exactly the same as End of Day. Also remember when closing the End of Year you will be resetting all of your Year to Date figures. More help is available by going to the Help section in Enterprise. 23