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This page contains answers to common questions handled by our support staff, along with some tips and tricks that we have found useful and presented here as questions. Note: In these answers we will follow a few shorthand conventions for describing user-interface procedures. Key combinations will be presented like this: Ctrl+Alt+Delete, which means that you should press and hold down the Control key, the Alt key, and the Delete key at the same time. Menu selections will be presented like this: File->Open, which means that you should open the File menu, and then make the Open selection.
How do I change a customer on a work order ?If I start a work order using Quick Sale, how do I change CASH customer to another customer in my list. At any time, you can click on the Details button on the work order. This brings up a list that contains all your customers and vehicles. If you select a customer from this list, there name will replace the name on this order. (The vehicle will remain the same). If you want to switch the customer and vehicle click on the ADD/EDIT button on the customer list screen. The customer data screen will now be displayed. Search for the customer and vehicle you want and then click on the Upgrade Customer button. This is done so that if you are using the Enterprise version of Shop Manager, and sell a vehicle, you can keep the vehicle but change to the new owner. This is also useful if your customer sells the car and you want to maintain service history.
Where can I find out how to setup Shop Supplies ?Shop supplies can be charged against parts and labor as a percentage of the line items total price. If you setup one of the custom fields in Company setup under Defaults as Shop Supplies, and clicked on the Shop Supplies checkbox on any parts or labor item, the it will charge that percentage to the parts and/or labor item. The custom field will be displayed above the column in the parts and labor grids as well as the printed fields on the work orders.
Why doesn't my customer name print on the 2nd page of my work orders ?The easiest way to edit any of the printable forms or reports in the DealerTrax suite is to Right Click on any of the Print buttons. You will see an editable version of the report on the screen. To make the name print on the 2nd and subsequent pages of the work order, move the name below the Title bar (the gray bar that runs across the screen) on the work order, you may need to move the customer address information down enough to fit the name in.
Where do I add Shop Supplies to my work orders ?First you need to Setup a Shop Supplies custom tax field. Once that is done you can just add parts and labor and check the Shop Supplies checkbox in the the parts and/or labor grid to charge for Shop Supplies. P.S. If you are not charging a shop supplies fee, you may be missing as much as 3% of your gross sales as a profit margin.
What is the difference between a work order and an Invoice ?A work order in DealerTrax is what the customer will receive when the service is finished. If you are selling parts across the counter or have a retail business that does not charge labor, you can setup the program to only work with invoices. Some businesses have both functions, they sell parts and services, they use both functions. The Quick Sale can be setup to to create an Invoice or a work order through customization (Company setup->Defaults->POS Format). You can also customize the Auto-Pilot button to create quick invoices from Company setup->Defaults Quoter button field. Change the entry to '\shopman32\forms\POINTI.scx' and the Auto-Pilot button will now call up a Quick Invoice.
What does the Print button do on the Toolbar ?The Print button on the toolbar is useful if you want to Export your information to another format. The available choices vary from HTML (website format) to Excel, Comma Delimited Values etc...
How do I customize my work order disclaimer ?You can customize your own disclaimers and dunning messages to print on work orders by selecting Company setup->Messages and filling in the messages and disclaimers you want. You need to click on the Print on Work Order checkbox to allow the disclaimer to be print
How do I customize my Labor Groups?You can select Programs->Labor and Services->Labor Groups from the Programs menu to bring up the Labor Groups module (Control+G works also). The top list contains the labor service groups and the lower list contains the labor jobs for that group. You can add your own groups or jobs from here as well as delete them. Once this is done, these services will appear everywhere from Work Orders, Authorizations, Quotes, etc...
How do I create a parts and labor kit?One of the easiest ways to increase your productivity is to pre-select parts and labor, price them how you want to and give them one item number. The kit builder does just that. You can select from kits on quotes, invoices or work orders and add all the parts and labor to those orders by selecting the Kits button on the order. To create a kit, select a kit builder from the menu (Control+K) and then finding the parts from your inventory, selecting the parts and typing in the service under labor. You will need to create a descriptive name and code for this kit when you are done, so that you can easily pick it from the list in your order. The inventory items you post on an order from Kits will de-increment your stock levels when the Work Order or Invoice is finalized.
What are all those checkboxes on my work orders?The Custom tax fields that you setup in the Company setup->Defaults screen are 6 customizable fields that you can use to charge a percentage (like a tax) on every part or service that you perform. You can designate a name and percentage for each field and those names and percentages will appear throughout the program. An example of how to use those fields is an EPA Disposal percentage on tires and oil, or a Shop supplies fee. If you create a custom tax field in Company setup and then select that field on every part and service item, when you post those items to an order, they will have those checkboxes checked. You can also check those boxes any time on an order if you decide that you want to add those particular percentages to an order
How do I setup the tax fields for my parts and customers?After much consideration it became apparent that some companies charge different tax percentages to different customers. One company may have a retail store that charges 6% sales tax to a retail customer and 1% to a farmer. We have 3 types of customer tax percentages, one is the standard rate, one is a custom rate and one is no tax. If you select taxable from the Clients screen, then this is a standard tax customer, they will be charged your standard rate. If you also select Custom Tax rate and put in a percentage under Clients->Client Details then they will be charged that rate on every taxable item they buy. You must check the taxable box on any part or service item if it is a taxable item, otherwise no tax will be charged even if the customer is taxable.
What does the DONE checkbox do on an order?If you are finished with an order but the vehicle has not been picked up yet, you can click on the Done checkbox to change the status of that order. If you look at the Open Order list, the Status will have a check mark in it for those vehicles that have yet to be picked up. This is more of a convenience than a function. You can always change the status, but if you get a call about a vehicle and your service writer is out to lunch, one quick glance at the status on Open Orders will save some time.
How Do I Setup a Point of Sale / Parts Counter screen in Shop Manager?If you need to sell Parts over the counter or do not want to use the service part of the system, put a check mark in Company Setup->Defaults->POS Company Format. This will change the format of Work Orders and Quotes to Point of Sale. You may want to try different print styles also, since you will not be selling service. These choices can be found in Company Setup->Forms and Invoice or Work Order Print Styles. Some of the forms are available, (already configured) others may require a phone call to support.
How Do I activate the Quick Fill on Parts in Shop Manager?If you have ever used Internet Explorer, you may have noticed the box you are typing in would fill with previous selections, You can activate that in Shop Manager 4.59 by putting a {Q} in the Company Setup->Defaults->Order Style Box. This will allow you to add parts to work orders by just typing in a few of the letter or numbers of the item. You cannot add parts to inventory from this box, only select them.
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