Total Control Software
Corporation
Parts, Service & Inventory
Manual
Total Control Software Corporation
12010 Watson Road
North Little Rock, Arkansas 72120-1594
Phone: 501-833-3281
Fax: 501-833-6107
Email: support@tcsoft.com
© 2004 ... Total Control Software Corporation
All rights reserved
December 2006
II
Parts, Service & Inventory Manual
Table of Contents
Part I Introduction
8
1 Technical Support
................................................................................................................................... 8
Part II System Setup
10
1 General System
...................................................................................................................................
Setup (System Setup Form)
11
General Information
.......................................................................................................................................................... 11
F & I Department
.......................................................................................................................................................... 12
Parts Department
.......................................................................................................................................................... 14
Service Department
.......................................................................................................................................................... 16
Other Information
.......................................................................................................................................................... 17
User Fields .......................................................................................................................................................... 17
Accounting .......................................................................................................................................................... 18
2 Payment Methods
................................................................................................................................... 19
3 Department Codes
................................................................................................................................... 21
4 Multiple Cash
...................................................................................................................................
Registers
22
5 Service Codes
................................................................................................................................... 23
Technicians .......................................................................................................................................................... 24
Service Codes
..........................................................................................................................................................
(Labor Items)
24
6 Technicians ................................................................................................................................... 25
7 Work Order Status
...................................................................................................................................
Codes
26
8 Work Order Disclaimers
...................................................................................................................................
& Terms
27
9 Work Order Overrides
................................................................................................................................... 28
10 Accounting Information
...................................................................................................................................
Setup
30
11 Setting Up Your
...................................................................................................................................
Lists (F&I)
31
12 Regional Sales
...................................................................................................................................
Taxes
43
Part III Vendors/Outside Contractors
49
1 Types of Vendors
................................................................................................................................... 49
2 Adding/Changing
...................................................................................................................................
a Vendor Record
50
Part IV Customers
54
1 Setting Up Customer
...................................................................................................................................
Phone Types
54
2 Setting Up Customer
...................................................................................................................................
Categories
54
3 Assigning Customer
...................................................................................................................................
Numbers
55
4 Adding or Changing
...................................................................................................................................
Customer Information
55
5 Printing Customer
...................................................................................................................................
Lists and Reports
60
Part V Price Books
64
1 Part Make Codes
................................................................................................................................... 64
2 Manufacturer/Distributor
...................................................................................................................................
Price Books
65
© 2004 ... Total Control Software Corporation
Contents
III
3 Creating a New
...................................................................................................................................
(Custom) Price Book
67
Part VI Current Parts Inventory
70
1 Scanning Parts
...................................................................................................................................
Into Inventory
73
2 After Market ...................................................................................................................................
Parts & Cross-Referencing
77
3 Setting Minimum
...................................................................................................................................
and Maximum Stock Levels
78
4 Serial Numbered
...................................................................................................................................
Parts
78
5 Non-Inventory
...................................................................................................................................
Parts
81
6 Multi-Vendor...................................................................................................................................
Setup
82
7 Alternative Parts
...................................................................................................................................
Search
85
8 End Of Month
...................................................................................................................................
Inventory Values
89
Part VII The Purchase Order Pad (PO Pad)
92
1 Manually Adding
...................................................................................................................................
Items to the PO Pad
92
2 Adding Items...................................................................................................................................
to the PO Pad from a Pick List
92
3 Adding Items...................................................................................................................................
to the PO Pad from Point-Of-Sale
93
4 Adding Items...................................................................................................................................
to the PO Pad from a Work Order
93
5 Reviewing and
...................................................................................................................................
Printing a Lists on the PO Pad
93
Part VIII Purchase Orders
96
1 Adding a New
...................................................................................................................................
Purchase Order
96
Adding Items..........................................................................................................................................................
from the PO Pad (Automatic)
97
Adding Items..........................................................................................................................................................
Manually to the Purchase Order
97
Adding Minimum/Maximum
..........................................................................................................................................................
Order Levels (Auto Process)
97
Adding Pick Lists
..........................................................................................................................................................
to the Purchase Order
98
Changing/Adding
..........................................................................................................................................................
to a Purchase Order
98
Exporting Your
..........................................................................................................................................................
Saved Purchase Order to an On-Line Vendor
98
2 Receiving a Purchase
...................................................................................................................................
Order
99
Manually Receiving
..........................................................................................................................................................
Purchase Order Items
99
Auto Process..........................................................................................................................................................
Receive Mode
99
Adding Items..........................................................................................................................................................
to the Print Label Queue
99
Part IX Bar Code and Parts Labels
102
1 Printing Bar...................................................................................................................................
Code Labels from Current Inventory
102
2 Printing Bar...................................................................................................................................
Code Labels from Received Purchase Orders
103
Part X Pick Lists
105
1 Parts Pick Lists
................................................................................................................................... 105
Creating Parts
..........................................................................................................................................................
Pick Lists
105
Creating a New
..........................................................................................................................................................
Parts Pick List from the Price Books
105
Creating a New
..........................................................................................................................................................
Parts Pick List Manually
106
Creating a Special
..........................................................................................................................................................
Pricing Package of Items
106
Ordering Parts
..........................................................................................................................................................
from the Pick List
107
Importing a Parts
..........................................................................................................................................................
Pick List from an Electronic Parts Catalog
107
2 Service Pick...................................................................................................................................
List (Canned Work Order Jobs)
107
© 2004 ... Total Control Software Corporation
III
IV
Parts, Service & Inventory Manual
Setting Up Service
..........................................................................................................................................................
Pick List Jobs
107
Printing A Report
..........................................................................................................................................................
of Your Jobs
109
Adding your..........................................................................................................................................................
Service Pick List Job to a Work Order
109
111
Part XI Point-Of-Sale Terminal
1 The POS Terminal
................................................................................................................................... 111
2 Entering Part
...................................................................................................................................
Numbers and Quantities
112
3 Customer Lookup
................................................................................................................................... 113
4 Price Book ...................................................................................................................................
and Inventory Lookup
113
5 Multi Lookup
................................................................................................................................... 115
6 Cancel Sale................................................................................................................................... 116
7 Print Price Quote
................................................................................................................................... 117
8 Invoice Notes
................................................................................................................................... 117
9 Pick Lists ................................................................................................................................... 117
10 Add Item to...................................................................................................................................
Order Pad
118
11 Edit Item Information
................................................................................................................................... 118
12 Edit/View Item
...................................................................................................................................
Cost
119
13 Canceling A...................................................................................................................................
Sale
119
122
Part XII Work/Repair Orders
1 Adding a New
...................................................................................................................................
Work/Repair Order
122
2 Selecting the
...................................................................................................................................
Customer/Customer Owned Unit
123
3 Work Order...................................................................................................................................
Types
125
4 Updating or...................................................................................................................................
Changing an Active Work Order
127
5 Adding Parts
...................................................................................................................................
and/or Labor Items
128
131
Part XIII Create and Print blank Work Orders
1 Set up the Check
...................................................................................................................................
List Items
131
2 Change the...................................................................................................................................
default settings
133
3 Print your blank
...................................................................................................................................
work orders
133
Part XIV Print Set-up Options for Printing Work Orders
136
1 Adding Customer
...................................................................................................................................
Notes to a Work Order
136
2 Print Set-up................................................................................................................................... 137
3 Print Setup ...................................................................................................................................
Internal/Warranty WOs
137
Part XV Work Order Deposits
139
Part XVI Internal Work Orders - Rigging Sheets
141
Part XVII Warranty Work Orders/Claims
143
1 Adding a New
...................................................................................................................................
Work Order (Warranty)
143
© 2004 ... Total Control Software Corporation
Contents
V
2 Adding a Warranty
...................................................................................................................................
Job/Problem and Claim Information
143
3 Correcting or
...................................................................................................................................
Changing Claim Information
145
4 Adding Parts
...................................................................................................................................
and/or Labor
146
5 Processing...................................................................................................................................
and Reviewing Warranty Claims
147
Part XVIII Accounts Receivable
150
1 Setting up your
...................................................................................................................................
Beginning Balances for AR
150
2 Accounts Receivable
...................................................................................................................................
Report
151
3 Customer Payments
................................................................................................................................... 151
4 Voiding or Changing
...................................................................................................................................
Invoice in AR
153
5 Credit Invoices
...................................................................................................................................
in AR
154
Part XIX Processing and Reviewing Warranty Claims
156
Part XX Customer Statements and Billing
160
1 Printing Single
...................................................................................................................................
Customer Statement
161
2 Customer Activity
...................................................................................................................................
and AR Reports
163
Part XXI Creating and Printing Reports
166
Part XXII User Defined Report Designer
172
Part XXIII User Defined Spreadsheet Designer
179
Part XXIV Query Wizard
182
Part XXV Price Book & Utilities Program
187
Part XXVI Price Book Updates from On-Line Services
191
Part XXVII Other Utilities
198
Part XXVIII Wet/Dry Storage System
201
1 Set Your Tax
...................................................................................................................................
Rates
202
2 Create Your...................................................................................................................................
Department
202
3 Additional Storage
...................................................................................................................................
Items
203
4 Storage Locations
...................................................................................................................................
& Unit Types
204
5 Storage Units
................................................................................................................................... 206
6 Renting Your
...................................................................................................................................
Storage Units
207
7 Vacating Your
...................................................................................................................................
Storage Units
210
8 Printing Your
...................................................................................................................................
Storage Contracts
211
Changing Your
..........................................................................................................................................................
Term and Disclaimers
213
9 Generate & ...................................................................................................................................
Print Your Storage Invoices
215
© 2004 ... Total Control Software Corporation
V
VI
Parts, Service & Inventory Manual
10 Taking Customer
...................................................................................................................................
Payments
220
11 Reports
................................................................................................................................... 222
Index
0
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part I
Introduction
8
1
Parts, Service & Inventory Manual
Introduction
Introduction
Congratulations on choosing Total Control Software's Dealer Solutions for your company.
For software installation instructions and installing/setting up cash drawers, receipt printers,
bar code scanners, etc., please refer to your Installation, Supervisor And Network Administrator
Manual included with this software.
This manual covers the Parts, Service & Inventory module of the software (including the Wet/Dry
Storage add-on module) program only. References are made to other available modules and their
manuals where necessary. If you have purchased other modules of this software system, please refer
to the Finance & Insurance, Supervisor/Network Administrator, and the Accounting (General Ledger)
manuals for specific information about these modules.
You may make photocopies of any portion or all of this manual or any other manual for use at your
dealership by your employees. If you wish to reprint this manual for use at your dealership by your
employees, the files are available on initial install and update CDs included with this software in PDF
format. If you do not have Adobe Acrobat Reader installed on your computers, Adobe has available on
their website a free Adobe Acrobat Reader program (www.adobe.com) that can be installed at your
dealership for viewing and printing these manuals.
1.1
Technical Support
Technical Support
For technical support contact Total Control Software, Monday through Friday 8:00 a.m. to 5:00 p.m.
Central Time at:
Main Phone:501-833-3281
Fax:
501-819-7017
E-mail:
support@tcsoft.com
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part II
System Setup
10
2
Parts, Service & Inventory Manual
System Setup
The Total Control Software Corporation Installation, Supervisor and Network Administrator Manual
contains the information necessary to install your software and peripheral hardware. We have included
the general system setup information and instructions in the Installation, Supervisor and Network
Administrator; Parts, Service & Inventory and the F & I Manuals for your convenience in setting up your
system.
After your software is installed, workstations set up, any peripheral
hardware installed (i.e., bar code scanners, cash drawers, etc.) you must
set up the basic information for your system to operate correctly.
You are now ready to set up your company information, default labor rates, tax rates, and other
customized information applicable to your company.
This information must be completely entered prior to using the program.
This information can be entered from the dealership server or any individual workstation.
Please follow the links below in the listed order:
General System Setup (System Setup Form)
Payment Methods
Department Codes
Multiple Cash Registers
Service Codes
Technicians
Work Order Status Codes
Work Order Disclaimers & Terms
Work Order Overrides
Accounting Information Setup
Setting Up Individual Workstations
Individual workstations that have bar code scanners, invoice printers, pole displays, and cash drawers
connected to them require an additional set up AT THE INDIVIDUAL WORKSTATION.
Windows NT/2000/XP/2003
If this workstation has Windows NT, Windows 2000, Windows XP (Home or Professional), or Windows
2003, installed as the operating system, go to File, then System Set Up, Other Information, make
sure to check the box This Computer Has NT/Win 2000 Installed.
Invoice Printers (40 Column Receipt Printers)
If you are using a standard inkjet or laser printer to print invoices (Quick POS) on plain paper or preprinted paper (8-1/2 x 11"), leave this field blank. This printer can be physically connected to the
© 2004 ... Total Control Software Corporation
System Setup
11
workstation or a network printer.
If you are using a 40 column receipt printer that is physically attached to this workstation, you will need
to install the printer according to your printer instructions and select the printer in your Printer Setup for
this workstation. The EXACT name of the printer must be entered into this field. If you are using
carbonless receipt tape, set your copies to one (1).
Cash Drawers
If you have Cash Drawers set up at individual workstations, you must enter the COM Port setting for
the cash drawer at that workstation. From File, System Setup, then Other Info, enter the COM Port
for the Cash Drawer (i.e., COM3), and select the SAVE button for the setting to take effect.
Multiple Cash Drawers
If your dealership has multiple workstations with individual cash drawers attached, and you want to
reconcile the cash drawers individually at the end of each period, you will also need to assign and enter
a number for each cash drawer. This will be the number that prints on the Cash Report – Multi
Register.
From File, System Setup, then Other Info, enter the designated Cash Drawer number (i.e., 1, 2 or 3),
and select the SAVE button for the setting to take effect.
Pole Displays/Credit Card Machines
If you have a Pole Display attached to a workstation you will need to enter the COM Port setting for this
display at the individual workstation.
Device Setup - Pole Display
From the Main Menu, select File, then Device Setup. At the Hardware tab enter the COM Port
setting for the Pole Display.
At the time of this printing the Credit Card Machine device settings have not been implemented.
LEAVE THIS FIELD BLANK.
2.1
General System Setup (System Setup Form)
On the Main Menu select File, then select System Setup. The System Setup is divided into 7
sections. Each section is outlined below:
General Information
F & I Department
Parts Department
Service Department
Other Information
User Fields
Accounting
2.1.1
General Information
General Information:
© 2004 ... Total Control Software Corporation
12
Parts, Service & Inventory Manual
Type in the dealership information and tax rates. If your tax rate is 6.25% (6-1/4) type in 0.06250.
Some states have a maximum sales tax based on the amount of the sale for portions or all of the sales
tax. If your state has that maximum, enter that amount as a dollar figure as shown above in the Break
Point field. Then enter the Upper sales tax rate, if any, on sales over the Break Point. If your state
does not have a maximum sales tax, leave the Break Point and Upper fields blank. If your state does
not charge sales tax on any sales, leave all three fields blank.
Remarks 1 and Remarks 2 allow a personalized statement that will be printed on invoices, statements
and other printed forms.
Additional Invoice Remarks and Additional Work Order Remarks allow for large text fields to be
entered (i.e., Winterization warning message) and printed on all work orders or invoices.
If your dealership uses a logo that is stored on your computer as a bitmap image, the location of this
file can be listed under Logo Image File and will be printed on forms.
After entering the information specific to your dealership, press the SAVE button on the browse box to
save this information.
2.1.2
F & I Department
F & I Default Settings:
After completing the information required under the General tab of System Set-up it is necessary to
complete all default information for your F&I Settings. These settings can be overridden for any
individual inventory item or customer deal (See sections on Current Inventory, Active Deals, and Sold
Deals).
© 2004 ... Total Control Software Corporation
System Setup
13
Credit Life Type:
Before entering this information, consult your credit life provider for rates and available plans.
Also see section on setting up Credit Life Companies and Rates.
This is where you set your default type of credit life insurance that your dealership offers to customers.
For ease of entry, the default setting will appear automatically each time a new Active Deal is set up.
The default setting can be changed within an Active Deal by selecting a different credit life insurance
plan. If your dealership does not offer credit life insurance, Enter None.
NONE - None
SCLD - Single Credit Life Decreasing
SCLL - Single Credit Life Level
JCLD - Joint Credit Life Decreasing
JCLL - Joint Credit Life Level
Accident and Health (AH):
Before entering this information, consult your credit life insurance provider for rates and
available plans. Also see section on setting up Credit Life Companies and Rates.
This is where you set your default type of accident and health insurance that your dealership offers to
customers. For ease of entry, the default setting will appear automatically each time an Active Deal is
set up. The default setting can be changed within an Active Deal by selecting a different accident and
health insurance plan. If your dealership does not offer accident and health insurance, Enter None.
NR14 - Non-retroactive 14 days (takes effect on the 15th day after disability begins).
NR30 - Non-retroactive 30 days (takes effect on the 31st day after disability begins).
R7DAY - Retroactive from the 1st day after 7 days of disability.
R14DAY - Retroactive from the 1st day after 14 days of disability.
© 2004 ... Total Control Software Corporation
14
Parts, Service & Inventory Manual
R30DAY - Retroactive from the 1st day after 30 days of disability.
Default Interest Rate:
The Default Interest Rate is the average interest rate charged on loans for your dealership. This rate
may be changed to a different rate during the deal process.
Default Loan (Term):
Enter the term of loans in months for the average loan term for your dealership. Note: If most of your
loans are for 10 years use 7 years (84 months) as a default, then adjust the term while entering the
deal to lower the monthly payments.
Accident and Health Commission (A+H):
Enter the commission percent that your accident and health insurance provider allows as a
commission to your dealership as a decimal (i.e., if the commission is 40% enter .40). This will
determine your cost for the accident and health insurance.
Credit Life Commission Percent:
Enter the commission percent that your credit life insurance provider allows as a commission to your
dealership as a decimal (i.e., if the commission is 40% enter .40). This will determine your cost for the
credit life insurance.
Accessories Mark Up Average:
Enter your dealership's average parts accessories mark up as a decimal (i.e., if the average parts
accessories mark up for your dealership is 40% enter .4000).
Special Sales Tax Rate:
Leave Blank.
Sales Tax: IMPORTANT NOTE
If your state/county has a single sales tax rate for all major unit sales, you may use these fields
to enter your sales tax rates. HOWEVER, if your state/county has different rates for different
products or combination, break points, maximum or minimum taxes, YOU MUST USE THE
REGIONAL SALES TAXES.
See:
Regional Sales Taxes
Title/Registration Fee:
Enter the dollar amount that your state charges for title/registration fees, if this amount is to be included
in all new deals. If you are using the Regional Sales Taxes, leave this field blank.
2.1.3
Parts Department
Parts Department:
This is where you set up your default information for your parts sales (Quick POS).
© 2004 ... Total Control Software Corporation
System Setup
15
By checking the Fast Invoice box all invoices will be set to a default setting for Default Make, Sales
Code, Cash Code and the Invoice Printer and number of copies required for each invoice. These
settings will appear as the default each time an invoice is brought up, but can be easily changed at that
time.
Use Quick POS Terminal For Point Of Sale. See:
Sales Code
If you want to force a Sales Code (salesperson) for all parts sales, leave this field blank. When an
invoice is started the salesperson will get a pop-up box to enter his/her sales code (initials, etc., that
you have determined). Reports can be generated for sales by the sales codes entered.
Cash Code
The cash code is set for CASH and cannot be changed.
Minimum Parts Sale
You can set a minimum parts sale of any amount (i.e., $1.00). Any parts with a retail list price of less
than the amount set will retail at this price (i.e., a part with a retail list price of $0.59 will charge $1.00, a
part with a retail list price of $0.99 will charge $1.00). If you do not wish to have a Minimum Parts Sale,
leave this field blank.
Invoice Printers (40 Column Receipt Printers)
If you are using a standard deskjet or laser printer to print invoices (Quick POS) on plain paper or preprinted paper (8-1/2 x 11"), leave this field blank. This printer can be physically connected to the
workstation or a network printer.
If you are using a 40 column receipt printer that is physically attached to this workstation, you will need
© 2004 ... Total Control Software Corporation
16
Parts, Service & Inventory Manual
to install the printer according to your printer instructions and select the printer in your Printer Setup for
this workstation. The EXACT name of the printer must be entered into this field. If you are using
carbonless receipt tape, set your copies to one (1).
See also, Setting Up Individual Workstations.
Other Default Information
Enter the remaining default information, tabbing through the fields. Press the SAVE button to save this
information.
2.1.4
Service Department
Service Department:
Default Labor Rates
Enter the default Retail Shop Labor Rate, Warranty Shop Labor Rate, and Internal Shop Labor
Rate. These rates can be changed at any time and can be overridden by individual labor codes or for
warranty vendors.
If Labor Charges are non-taxed in your area, check this box.
If your dealership only wants to show a Total Labor charge (no breakdowns, descriptions, quantity) on
Work Order, check this box. The labor items will display a total dollar amount for each problem
entered.
Shop Supplies
By entering the Shop Supplies Percent (generally 5-10 percent) a charge will appear on all work
orders in that amount up to a maximum set under Max Shop Supply Charge.
© 2004 ... Total Control Software Corporation
System Setup
17
If your dealership charges Shop Supplies on Labor Only, check this box. If Shop Supplies are non-tax
items in your area, check this box.
2.1.5
Other Information
Other Information:
This is where you insert information on generating customer statements.
If your dealership has a Cash Drawer attached to one or more individual computers, enter the Com
Port for the cash drawer at this screen from the computer where the cash drawer is attached. If your
dealership has 40 column receipt printers connected to one or more individual computers, enter the
exact installed name of the printer from the computer where the cash draw is attached. (See also,
Setting Up Individual Workstations)
This is also where your Serial Number for the program is displayed. Do not change this serial number
unless instructed to do so by technical support.
2.1.6
User Fields
User Fields
© 2004 ... Total Control Software Corporation
18
Parts, Service & Inventory Manual
User Defined Fields for F&I Module
If you have also purchased the F&I software for your dealership, please refer to the instructions in that
manual for entering this information. If you have not purchased the F&I software at this time, leave this
information blank.
Customer Category Types
Customer Category Types are set up here. You may wish to designate different types of customers
for reports or filters. To set up your customer types, enter each type separated by a | (Shift +
Backslash key on your keyboard). Limit the characters for each type to a maximum of eight (8)
characters.
2.1.7
Accounting
Accounting:
This section is used for setting account codes for your dealership. PLEASE CONSULT WITH YOUR
ACCOUNTANT before assigning account codes to these accounts. These fields are retroactive and
you may set them at any time. See also, Accounting Information for Parts, Service & Inventory
and F&I Modules and The Supervisor/Network Administrator Supplemental Manual.
© 2004 ... Total Control Software Corporation
System Setup
19
Now, select the Other Accounts button to enter additional accounting codes.
2.2
Payment Methods
Payment Methods
The system is preset with Payment Methods for CASH, OPEN, CHCK (Check) and INT (Internal). You
may add further payment methods specific to your dealership's needs (i.e., VISA, MC, etc.).
© 2004 ... Total Control Software Corporation
20
Parts, Service & Inventory Manual
Types of Payment Methods (Examples)
Cash (CASH)
This is a pre-set payment method and cannot be changed. Use this for cash payments to reconcile the
Cash Report (cash register reconciliation) at the end of a period.
Check (CHCK)
Use this payment method for cash
Credit Cards
Each credit card company can be set up separately for reconciliation purposes, i.e., VISA, Discover
(DISC), American Express (it is suggested that EXPR be used as a code for American Express), etc.
Internal (INT)
Internal payments are generally not used in over-the-counter transactions, but internally for transfer of
supplies to the service department. However, when doing a work order that has an internal pay (instock boats – repairs on used units or rigging on new units) the Internal payment method will show for
the work order and does not need to be selected (See, Work Orders)
Other
This payment method can be set up for Accounting purposes and is used exclusively in the Customer
Payments (Accounts Receivable) section of the software. It allows a one-time accounting code to be
applied against a particular payment/credit on an account.
Discount/Coupon (DSCT or COUP)
This payment method can be set up to allow for advertised discount coupons that customers bring in
and use on a purchase. It is suggested that you set this payment method up as either COUP or DSCT
(so that is does not conflict with DISC for Discover credit card payments). When applying a discount
coupon against an invoice or work order, enter the amount as the first payment and set the type for
Coup or DSCT, then enter the remaining amount tendered in the next payment amount and the
payment method (See, Invoices).
Adding/Changing a Payment Method
From the Main Menu select File then select Payment Methods.
To add a payment method press the ADD button (ALT + A). Type in the code form the payment
© 2004 ... Total Control Software Corporation
System Setup
21
method, enter a brief description, and the GL Cash Account Code, then press the ENTER key. You
will return to the Payment Methods box. After completing entering these items press the CLOSE
button.
You may not delete or change the OPEN or CASH Codes. These Codes are required identify amounts
to be placed into Accounts Receivable, and account for Cash customers and Cash sales.
Next:
Department Codes
Multiple Cash Registers
Service Codes
Technicians
Work Order Status Codes
Work Order Disclaimers & Terms
Work Order Overrides
Accounting Information Setup
2.3
Department Codes
Department Codes:
You may (but are not required) set up various Parts Department Codes for your dealership. These
codes allow you to assign department codes to Part Makes or to individual Parts in your price books
or current inventory (See Part Makes and Price Books/Current Inventory).
You can set up Department Codes for items such as, your state's wildlife department, and track fishing
licenses, registrations, and other related items that are sold on behalf of that state agency. These
items can also have their own designated Part Make Code or can be incorporated into the Store Make
Code (your dealership's Part Make for extraneous items). See also, Part Makes and Price Books.
If can further assign a Department Code to individual parts within a Make (i.e., Make Code is MERC
and the Department Code assigned to MERC is PARTS, however, Part No. 00012140 is assigned a
Department Code of ACC). The Department Code assigned to the specific part number will take
precedence over the Department Code assigned to the Make.
You can also set a Force Department Code condition in the System Setup/Parts Department for all
sales. Any parts not assigned a department code will require an entry.
Once Department Codes are set up you can print reports by Department Code to track sales and
inventory by department.
From the Main Menu, select File then select Parts Department Codes:
© 2004 ... Total Control Software Corporation
22
Parts, Service & Inventory Manual
Press the Insert button to add a department code. Key in the Department Code, a brief description
and any related Accounting Codes. Press the OK button to save the entry.
Next:
Multiple Cash Registers
Service Codes
Technicians
Work Order Status Codes
Work Order Disclaimers & Terms
Work Order Overrides
Accounting Information Setup
2.4
Multiple Cash Registers
To set up your multiple registers (cash drawers) you will need to do the following:
1. At each workstation that has its own cash drawer, open the Parts & Service.
2. Go to File, then System Setup, then Other Info.
3. Enter a number for this cash drawer in the "Cash Drawer/Register No for This Terminal" box.
They should be a single numeric/alpha designation (i.e., Front Counter is 1 or F).
4. Save your change.
5. Do the same as above at each workstation.
6. If you have two workstations sharing a cash drawer, give each of those workstations the same
designation.
7. When you run your Cash Report at the end of the day, select Cash Report – Multi Register.
© 2004 ... Total Control Software Corporation
System Setup
23
8. The print out will page break at each register, and give you a total for all registers at the end of
the report.
Next:
Service Codes
Technicians
Work Order Status Codes
Work Order Disclaimers & Terms
Work Order Overrides
Accounting Information Setup
2.5
Service Codes
Service Codes (Labor Items):
From the Main Menu select Service, then select Service Codes:
To enter a new Service Code (Labor Item) select Insert and enter the appropriate information. If a
Rate is not entered the default rate set up in System Setup (Service) will be used.
© 2004 ... Total Control Software Corporation
24
Parts, Service & Inventory Manual
Next:
Technicians
Work Order Status Codes
Work Order Disclaimers & Terms
Work Order Overrides
Accounting Information Setup
2.5.1
Technicians
Technicians:
To enter your technicians, from the Main Menu select Service, then select Techs. From the Browse
the Techs File, select Insert. Enter the technician's information and rates, select OK to save.
Technicians – Main
Technicians – Add/Change
2.5.2
Service Codes (Labor Items)
Service Codes (Labor Items):
To set up your Service Codes (labor items) select Service Codes, then select the Insert button:
Service Codes – Main
Service Codes – Add/Change
You must have at least one general retail service code item and one internal service code item for
work performed on major unit inventory. Enter the code, a brief description, a quantity/hours (if a
specific item for a set rate), the hourly rate, mark whether or not this will remain a fixed rate, and any
general ledger accounting codes. Press the OK button to save.
NOTE: Remember that more often than not simpler is better. Too many labor items and you will end
up duplicating items not found immediately.
© 2004 ... Total Control Software Corporation
System Setup
2.6
25
Technicians
Technicians:
To add your technicians to the system, from the Main Menu, select Service then select Techs.
Click on the Add button and enter the information for this technician. If no dollar amounts are entered
for the rates, the default labor rates will be used. Cost is optional. You can use your payroll figures to
determine cost for your technicians or calculate the approximate cost and enter those amounts here.
Next:
Work Order Status Codes
© 2004 ... Total Control Software Corporation
26
Parts, Service & Inventory Manual
Work Order Disclaimers & Terms
Work Order Overrides
Accounting Information Setup
2.7
Work Order Status Codes
Work Order Status Codes:
Your system is already set up with several status codes for your work orders. The status codes for IN
and BILLED cannot be changed or deleted. However, you can and should have status codes for
Completed work orders, on-hold work orders (awaiting parts), and work orders which have been sent
outside the dealership for service (i.e., canvas work, fiberglass, etc.).
It is recommended that once a work order is completed that its status be changed to COMPLETED.
This notifies the service manager that the customer needs to be called to pick up his boat. You should
never convert a work order to invoice until the customer is in the store and ready to pay (or put it on
open account) or the invoice is being mailed to the customer. The other status codes keep you
apprised of what is going on in the service department.
To insert your Work Order Status Codes select Service from the Main Menu, then select Work Order
Status Codes:
Next:
Work Order Disclaimers & Terms
Work Order Overrides
© 2004 ... Total Control Software Corporation
System Setup
27
Accounting Information Setup
2.8
Work Order Disclaimers & Terms
Work Order Disclaimers/Work Order Terms
You can allow the system to use the default Work Order Disclaimers and/or Work Order Terms, set
customized disclaimers and/or terms, or set the system to not print any disclaimers/terms.
If your dealership uses a pre-printed check-in sheet with disclaimers and terms already printed and is
signed by the customer at the time the unit is brought in for service AND you enter this information into
the system after the customer leaves the dealership, you can set the system to not print any
disclaimers or terms on work orders. From File, then System Set Up, select the Service Department
tab, then check the box Do Not Print Work Order Disclaimers.
If you wish to print specific Work Order Disclaimers and/or Work Order Terms specific to your
dealership needs, go to File, then Device Set Up. Select either the Work Order Disclaimer or Work
Order Terms tab and enter the text you wish to have printed on all work orders.
© 2004 ... Total Control Software Corporation
28
Parts, Service & Inventory Manual
Next:
Work Order Overrides
Accounting Information Setup
2.9
Work Order Overrides
Several new work order override and/or default settings have been added.
Print Job Totals Only as a Default Setting:
If you wish to have a default setting to print job totals only on all work orders (instead of checking the
box in the work order job/problem for each work order), you can set this up from File, System Setup,
Service. Check the Print Job Totals on All Work Orders button.
© 2004 ... Total Control Software Corporation
System Setup
29
You can override this setting for an individual work order job by unchecking the Job Totals check box
at the bottom of the job. You still have the option of printing Labor Totals only on all work orders (this
will still break down and print the individual parts items with dollar amounts).
Save your changes.
Different Labor Tax Rate:
If your labor tax rate is different from the standard tax rate for parts sales in your state you can set up a
different tax rate (Note: this is not the same as Non-Taxable Labor). From File, System Setup, Service
Dept., enter your different tax rate for labor sales here.
Non-Taxable Labor for Specific Jobs:
If you occasionally have specific jobs where the labor will not be taxed (Note: This is not necessary for
Internal Work Orders). You can override the labor tax for this work order. From Service, Active Work
Orders, Add New W/O, check the Do Not Tax Labor check box.
Active Work Order - Do Not Tax Labor
Save your changes.
Next:
Accounting Information Setup
© 2004 ... Total Control Software Corporation
30
2.10
Parts, Service & Inventory Manual
Accounting Information Setup
Accounting Information for Parts, Service & Inventory and F&I Modules:
Please note that you will be able to generate all of the reports you need in order to make your general
ledger entries into your existing accounting software. If you are interested in Total Control Software's
new General Ledger/Accounts Payable/Check Writing module, give us a call.
Chart of Accounts
A Chart of Accounts is included for all customers (whether you have purchased the General Ledger
module or not).
From File on the Main Menu select Chart of Accounts. Press the Insert button and begin entering
your Chart of Accounts numbers and descriptions and its related GL Account Type (Equity, Liability,
etc.)
Please consult with your accountant prior to entering your account codes.
Make sure that any Chart of Account code numbers that relate directly to the Accounting Code
numbers in your System Setup match exactly.
The chart of accounts is retroactive. Once you have entered these account codes the program will
pick up all prior activity for these fields and assign the account codes to the transactions.
Please enter your chart of accounts and accounting codes first before making your other entries.
Accounting Codes
A new accounting codes listing is included for all customers (whether you have purchased the General
Ledger module or not).
From File, System Setup, Accounting (tab) enter your account codes for each of the fields allowed.
Please consult with your accountant prior to entering your account codes.
Select SAVE to save these new account codes.
These accounting codes are retroactive and directly relate to your Chart of Accounts entries. Once you
have entered these account codes the program will pick up all prior activity for these fields and assign
the account codes to the transactions.
Other System Accounting Codes (for General Ledger Codes)
Parts Department Codes and Related GL Accounting Codes
You can assign Department Codes and any related accounting codes throughout the system.
From File on the Main Menu select Parts Department Codes. Press the Insert or Change button for
each department, assign the item a Parts Department Code, a description, and assign any
corresponding GL Accounting Codes to the item.
Assigning Parts Department Codes to Part Makes
From Parts on the Main Menu select Part Makes. Press the Change button for each Part Make, and
assign any corresponding Parts Department Code to the Part Make.
Assigning GL Accounting Codes to Payment Methods
From File on the Main Menu select Payment Methods. Press the Change button for each Payment
Method, and assign any corresponding Cash Account Code to the payment method item.
Assigning GL Accounting Codes to Vendors/AP/Warranty
From File on the Main Menu select Vendors. Highlight each vendor, then press the Change button.
Select the Other Information tab and make any corresponding accounting codes to the vendor.
F&I GL Accounting Codes
© 2004 ... Total Control Software Corporation
System Setup
31
From Lists on the Main Menu select Product Lines. Highlight each product line, then press the
Change button. Select the Accounting tab and assign your corresponding accounting codes to the
product line. Repeat this for each of your product lines.
From Lists on the Main Menu select Makes. Highlight each make, then press the Change button.
Assign your corresponding accounting codes for new and used for each make.
2.11
Setting Up Your Lists (F&I)
Setting Up Your Lists
Lists
This is where all information pertaining to your product lines, accessories, options, lenders, credit life,
sales persons, is entered prior to beginning to use the system. This is also where you will select the
lending institution contracts and other forms required for printing for your dealership. Remember, you
must complete all of this information prior to using your system.
IMPORTANT NOTE:
PRODUCT LINES ARE the products that your dealership sells, i.e., boats,
recreational vehicles, ATVs. There are many types of products within each
product line. NOTE: IF YOUR DEALERSHIP SELLS BOATS, DO NOT REMOVE
OR CHANGE "BOAT," "MOTOR," OR "TRAILER" FROM THE LIST.
PRODUCT or UNIT TYPES ARE individual types of products within a
Product Line (i.e., Product Line is "Boat" and Product Types are "Fishing,"
"Ski," "Bass")
Product Lines:
From the Lists Menu select Product Lines. The following Browse the Product File box will appear:
© 2004 ... Total Control Software Corporation
32
Parts, Service & Inventory Manual
Select Insert to add each Product Type particular to your dealership. Adding a Products Record will
appear. Enter the name of the type of vehicle you want to add to your Lists. DO NOT USE the NONTaxable check box or the SPECIAL SALES TAX rates. This is a hold-over for earlier versions of the
software. PLEASE USE THE REGIONAL SALES TAXES to set up all of your tax rates.
Do Not Complete This Section If This Does Not Apply. Do Not Use This Section If Your
Dealership Has Multiple Tax Regions (See Regional Sales Tax Setup Information). Enter the
Base Tax Rate as a decimal as shown above. Enter the Tax Break Point (if any) as a dollar amount,
the Rate Above Break Point as a decimal, and the Maximum Tax Amount as a dollar amount. Do
Not Enter Any Information under Special Tax Rates if the tax rate is the same as the default
rates set in your System Set-Up information.
Continue adding Product Lines until all products have been entered. You may add new product lines,
change or delete existing product lines and their Special Tax Rates at any time.
Unit TYpes:
From the Lists menu select Unit Types. The Unit Types box will appear. To add a Product Type
select the Insert button and enter the new Product Type at the prompt. To change or delete a make
highlight the Product Type and select the Change or Delete button.
© 2004 ... Total Control Software Corporation
System Setup
33
Makes (Manufacturers):
From the Lists menu select Makes. The Makes File box will appear. To add a make select the
Insert button and enter the new Make at the prompt. To change or delete a make highlight the Make
and select the Change or Delete button. For specific information on setting up your Makes and Models
for the Product Specification Sheets (window stickers), please refer to your F&I Manual (Product
Specification Sheets).
Assigning Specific Models to a Make:
You can assign specific models to a Make by highlighting the Make (manufacturer) and pressing the
Models button. Select the Insert button and enter the model information. Breaking down a
manufacturer make into models allows for selective lists of accessories and/or options to be entered
according to make and model designations.
© 2004 ... Total Control Software Corporation
34
Parts, Service & Inventory Manual
Product Lookup List (Catalog):
The Product Lookup List is where you list all products that are available from various manufacturers
that your dealership would stock on order for a customer. This is not where current inventory is
entered. From the Lists Menu select the Product Lookup List.
Select the Insert button, and complete information for the Unit, Added Options, Motor & Trailer,
Features. You can add an unlimited number of products that are available from various
manufacturers.
© 2004 ... Total Control Software Corporation
System Setup
35
This table can be filtered by Product, Type, Make or Model, displaying only the product, type, make
and/or model selected. The default setting is for all available products. Press the down arrow next to
the Product Line, Make, or All to filter the list, and select which items you wish to display. After
selecting the filters the display screen will show only those items on the Product Lookup Table.
Available Products can be sorted by All or each category (i.e., boats, snow machines, consignment)
and a report printed for all products or by category by selecting the Print button. You will be asked if
you wish to preview the report. Selecting Yes will display the report on-screen. You can either review
the report and close it, print the entire report, or print only selected pages.
For ease of entry, highlighting an existing product and selecting the Copy Record button will create a
new record of that product. This record can then be edited (i.e., changing only the year model, cost,
options, etc.).
When choosing the Product item such as Make, Options, etc., that has already been added to the
system a drop down list will appear for the item.
If a particular item (such as Make) is not already listed, that item can be typed into the list box. An
Adding a Record box will appear allowing the item to be entered directly. You will then be prompted
whether to save the record. Selecting Save will add the Make, Option, etc., to your permanent
records.
Adding Options to a Product Item on the Product Lookup Table.
To add an Option to a Product Item on the Product Lookup Table select the Added Options tab. The
following box will appear:
To add an Option, select an Option on the right by highlighting it, hold down the left mouse button on
the item, and drag it over to the left side of the screen. Options that are not already listed can be
added by using the Insert button. To remove an Option from the Product Item highlight the item on the
© 2004 ... Total Control Software Corporation
36
Parts, Service & Inventory Manual
left side of the screen, hold down the left mouse button on the item, and drag it to the trash can on the
lower right side of the screen.
Cost and Price displays the Cost and Retail price for the product item. Options (if entered) cost and
retail are displayed. The Total Cost and Total Price include any options, trailers, motors or other
items added to this Product.
Motor and Trailer:
If your product item has been listed as a boat, a motor and trailer tab will automatically be displayed
when adding or changing the product. If a motor and trailer are included with the product, select the
Motor and Trailer tab and enter the information for the motor and trailer.
Cost/Price:
Enter the dealer cost and retail price information. Options that have been added will display with the
cost and retail price. Totals will update as options are added or cost and retail price information
changed for the product.
Features:
Features for a particular product can be typed into this screen.
Picture:
If your manufacturer provides pictures of its product in image format, this picture can be inserted here.
The program will support jpg, gif, and bmp images. Select the Picture tab and follow the instructions
on the screen. The procedure for inserting a picture of a product is the same as selecting a
Background Picture for the main menu screen.
Options/Accessories:
The Options/Accessories list is maintained as a single database in the software. However, Options
are items added to a product prior to offering it for sale to customers. Unlike Accessories, Options are
© 2004 ... Total Control Software Corporation
System Setup
37
included with a product regardless of who purchases the product. Any Cost and Retail for Option items
for a particular sale can be adjusted or zeroed out.
Accessories are items that are added to a product for a particular customer deal and not Options,
which are items that have already been included by the dealer for a particular product regardless of
who purchases the product.
From the Lists Menu select Options/Accessories List.
By selecting Insert an Option/Accessory Item, its cost and retail, can be added.
Entering a Make and/or specific Model will allow the inserted option/accessory to be made available for
only that Product Make and/or Model. Leaving the Make and Model information blank will allow the
inserted option/accessory to be made available for all product items and deals. Be careful when
entering a Make or Model to
Note: Specific accessory items that are added to an Active Deal (see section on Active Deals) that are
not normal accessory items (i.e., a free ball cap) can be added while performing an Active Deal and will
not be permanently added to the Accessories file.
© 2004 ... Total Control Software Corporation
38
Parts, Service & Inventory Manual
Option items can be divided by Product Type. Some examples are shown above. Options can be
added, changed or deleted at any time. Changing an Options Cost and/or Price on the Browse
Options menu will not change Options previously added to particular products. Options already
added to particular Product Items will retain the original pricing, but can be changed from the Product
Look-up screen. Options pricing cannot be changed on the Active Deals screen.
Lenders (Financial Institutions):
From the Lists menu select Lenders. This is where financial institutions are added, with all
information about the particular lender, including address, mailing address, any filing fees and late
charge information is entered.
The information entered here will print on contracts. If the Mailing Address is different from the
lender's main address, enter it. Otherwise, the main address will be the address that prints on any
contracts generated for this lender. Lender information can be changed at any time by highlighting the
Lender and selecting the Change button.
© 2004 ... Total Control Software Corporation
System Setup
39
Enter any Filing Fees that this lender charges the customer (UCC Filing Fee), any other fees that this
lender may charge to the customer.
Enter any Late Fees, percent, and/or days before late fees are charged as shown above. If you do not
enter anything in these boxes, this information will not print on your bank contracts.
Credit Life Information (Credit Life Companies):
Due to the complex nature of credit life insurance rates, after consulting with your credit life provider
and you still have questions, please contact Tech Support. Credit Life Insurance rates are based
either on a fixed rate per $100 financed or taken from a rate table provided by the credit life insurance
provider.
To enter information on companies that offer credit life and/or accident and health insurance through
your dealership. From the List menu select Credit Life Information. From the Credit Life
Companies select the Insert button.
© 2004 ... Total Control Software Corporation
40
Parts, Service & Inventory Manual
Enter the base information for this insurance provider. If the credit life rates are based on a fixed rate
per $100 financed, enter the rates under the Non-table Credit Life Rates, per $100 as a decimal.
SCLD (Single Credit Life Decreasing); JCLD (Joint Credit Life Decreasing); SCLL (Single Credit Life
Level); and JCLL (Joint Credit Life Level).
Credit Life Insurance rates based on a table provided by the insurance provider have a maximum of 60
© 2004 ... Total Control Software Corporation
System Setup
41
months (which is then factored into the entire loan, whether it is for 60 months or 84 months, etc.). It is
recommended that the rate tables information be entered only for 12, 24, 36, 48 and 60 months
(normal number of months for loans).
© 2004 ... Total Control Software Corporation
42
Parts, Service & Inventory Manual
Accident and Health Information (A&H Insurance Companies):
All Accident and Health insurance is based on tables provided by the insurance provider. Use the
same procedure for entering Credit Life Insurance information above.
Floor Plan Companies:
From Lists, then Floor Plan Companies, select the Insert button and enter the Floor Plan Company
Code (maximum of 8 characters), the name of the floor plan company, and any related Accounting
Code for this company.
Sales People:
From the Lists menu select Sales People. Follow the same procedure for adding Sales People as the
procedure for adding Unit Types above.
Select Forms for Printing:
Contracts, Bill of Sale, UCC Filing Forms, etc., ordered by your dealership prior to purchase, have
been included here. From the Lists menu select, Select Forms for Printing.
© 2004 ... Total Control Software Corporation
System Setup
43
Select which forms your dealership requires by highlighting the form and selecting the Include For
Printing button.
2.12
Regional Sales Taxes
Regional Sales Tax
You should us the Regional Sales Tax settings for your dealership, even if you have only one tax base.
The regional settings allow for multiple item tracking, setting up additional items and/or fees and
allowing for them to be taxed or not as your state requires.
If your dealership is required to charge and/or collect sales tax for a number of counties, cities, or other
tax localities, and the tax rates are different for each, you will need to set up the tax information for
each. After you have set the default sales tax settings for your dealership location, select the Regional
Sales Taxes button from the F&I Settings of the System Setup Form. Sales Tax and individual
taxable items can be overridden in any Active Deal by un-checking the Calculate Tax check box in the
Active Deal and entering the tax (or no tax) manually.
Enter the Default County/City/Region in the Default County or Region For Sales Tax field. This will
be the tax rate that displays whenever an Active Deal for a customer major unit purchase is started.
Selecting the Edit button to the right of the Sales Tax amount on the Deal Information screen of an
Active Deal will display all your Regional Sales Taxes, highlight the correct region and press the
Select button to change the tax base.
From the F&I, select File, then System Setup, then the F&I Settings tab.
© 2004 ... Total Control Software Corporation
44
Parts, Service & Inventory Manual
Select the Regional Sales Taxes button.
Select Insert, and enter the county, city, or other locale under County, then enter the tax rates, and
select OK. Continue to add additional tax locales, then select the Close button on the Regional Sales
Taxes screen.
© 2004 ... Total Control Software Corporation
System Setup
45
Enter the General information for the regional tax, enter the tax as a decimal (i.e., 2% would be entered
as 0.0200), any break points (as a dollar amount), upper rates (as a decimal), minimum tax (as a dollar
amount), maximum tax (as a dollar amount). If Options/Accessories are taxed at a different
percentage than the unit, enter it as a decimal. Check whether the trade is deducted before taxing,
and whether Sales Tax is charged on used unit purchases.
If your Trailers are taxed and reported separately see the section on Trailer Sales Tax.
If Rigging and Freight are not taxed, check those boxes.
© 2004 ... Total Control Software Corporation
46
Parts, Service & Inventory Manual
Under the Fees tab enter the Registration, Trailer Registration, and Document Fee allowed or charged
for this county/city/region/province. If document fees are taxable, check the box. If Service Contracts
are taxable, check the box.
The Property Tax Rate was specifically set up for dealerships in Texas that are charging a Dealer
Inventory Tax which is listed and charged on major unit purchases. If your state or region also
imposes a similar tax you may enter it here. Enter this tax as a decimal and any corresponding
General Ledger Accounting Codes.
The Battery Tax was also specifically set up for dealerships in Texas (other states may be charging
this tax also) and is again, listed and charged on major unit purchases. If your state or region also
imposes a similar tax you may enter it here. Enter this tax as a decimal (the Active Deal for the
customer purchase will ask for the number of batteries), and any corresponding General Ledger
Accounting Codes. If you are a Florida dealer, these items are considered taxable if you charge
them. Check the tax boxes.
© 2004 ... Total Control Software Corporation
System Setup
47
If the taxes are different for different Unit Types for this region, you will need to set the tax rate for each
(i.e., Boats with motors attached are taxed at 2%, but trailers are taxed at 3%). The base rate has
already been set up at 2%. Only unit types set up separately under each of the 5 available unit types
for each regional setting will be taxed at a different rate from the one set up in the general settings.
Select the Unit Type 1 tab and enter the Product Type (this must match the Product Type set up under
Lists, Product Lines.
Enter the tax rates as described above. If this is a non-taxable item, or your dealership is not required
to collect or charge the tax for this item, check the Non Taxable box.
After entering the tax rates for each Unit Type (Product Line), press the OK button to return to the
State/Regional Sales Taxes screen. Continue inserting your regions and their individual settings,
then press the Close button.
City/County Sales Tax:
If your dealership is required to collect a separate City/County/Provincial Sales Tax, that needs to be
reported and/or printed on forms separately, from File, then System Set Up, then the F&I Settings
tab, select the City/County Tax button. Generally, the Regional Sales Tax settings will take care of
most regions.
If your dealership collects a total tax (with no breakdown reported on contracts, forms, or invoices),
paid to the same government entity, you should use the Base Tax Rate settings (either for Single Tax
or Regional Tax) with any maximums and break points entered.
Enter the tax rate as a decimal (i.e., a 1% tax is entered as 0.0100). If the tax has a maximum dollar
amount, enter that amount. If the tax is a flat rate tax for major unit inventory purchases only (i.e.,
$20.00 regardless of the amount of the purchase), enter that amount, but do not enter a percentage).
Enter the associated General Ledger Account Code and select the OK button to save the information.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part III
Vendors/Outside Contractors
Vendors/Outside Contractors
3
49
Vendors/Outside Contractors
Vendors/Outside Contractors
Vendors:
There are two options for setting up Vendor information. Initial Vendor information can be entered
from lists already maintained by the dealership or can be entered as needed.
If you have the General Ledger module of the software, any vendors entered here (directly from the
Parts, Service & Inventory module) will automatically be assigned a Vendor Type of Parts (P). This
setting is not visible in this database module. All other vendor types are only available for review,
insertion, or change in the General Ledger or F&I modules.
3.1
Types of Vendors
Types of Vendors
Vendors are any person or company that your dealership pays. They include parts distributors and
manufacturers, warranty providers, outside contract labor (See, Work Orders/Sublet Labor), credit
life or accident and health providers. Only those vendors that directly apply to the Parts, Service &
Inventory module will appear in this module of the software. These three vendor types for the Parts,
Service & Inventory module are:
Parts Distributors/Manufacturers
All parts distributors and/or parts manufacturers must be included in the vendor file. The Parts Make
Code for that parts distributor must be included on the Parts/Service section for this vendor and the
Parts Make Code must match exactly those Part Makes provided by Total Control Software (price
books we make available) or the price book you create. If the Part Make Code is not entered for this
distributor/manufacturer the vendor will not be displayed in the list of available vendors for Purchase
Orders.
Warranty Providers – Extended/Manufacturers
Manufacturers and/or companies that provide extended service for your customers must also be
included in your vendors list. A parts manufacturer can also be a warranty provider. The Parts/Service
section for your vendors includes a section for warranty information. If you do not include warranty
information specific to this vendor the default information entered in your System Set Up (Service) will
be used. You can correct any individual work order, or set individual parts and/or labor rates up for
each vendor.
Outside Contractors/Sublet Labor
Any outside contractors you use to perform work that cannot be performed within the dealership (i.e.,
fiberglass repair, canvas repair, welding, etc.), must be set up as a vendor. Also, SUBLET must be
added as a Service Code item. Using the Service Code item of SUBLET triggers the system to insert
the vendor information, cost and retail pricing for the service, fields for the outside contractor's invoice
number and remarks.
© 2004 ... Total Control Software Corporation
50
3.2
Parts, Service & Inventory Manual
Adding/Changing a Vendor Record
Adding/Changing a Vendor Record
To add new vendors to the program or change an existing vendor in the program:
Main Vendor Screen
From the Main Menu select Parts, then select Vendors. The Browse the Vendors File will appear.
Press the INSERT button (ALT + I). An empty Adding a Vendors Record box will appear. To
Change information for an existing vendor, highlight the vendor and select the Change (ALT + C)
button.
A report listing all Vendors entered can be printed by selecting the Print button.
General Vendor Information
Using the Tab or Enter key to move through the fields, enter the name, address, and telephone
information for the new vendor. If you have the General Ledger module of the software, any vendors
entered here will automatically be assigned a Vendor Type of Parts (P). This setting is not visible in
this module.
© 2004 ... Total Control Software Corporation
Vendors/Outside Contractors
51
Parts/Service Information
Select the Parts/Service tab at the top of the Vendor Record box.
Enter your dealer number and account number.
If the Vendor is also a parts distributor, be sure to enter the vendor's Parts Make Code under
MAKE (it must match the parts make code set up in Parts Makes). Purchase Orders cannot be
processed for a vendor unless the Part Make Code is entered. The vendor will not appear in the list of
available parts distributors when processing a purchase order if the Part Make is not assigned.
If the Vendor is a warranty company, enter the warranty information
·
·
·
·
·
Parts Rate: Enter the rate this vendor allows above cost for warranty repairs, i.e., .15 equals
15%
Charge Full List: Check this box if the vendor pays full list.
Labor Rate: Enter the hourly rate this vendor allows for warranty repairs.
Parts Code: Enter the make code for this vendor for price book display.
Taxable: Check this box to charge applicable sales taxes on warranty repairs for this vendor.
Accounting Information
Enter your accounting codes, discount information, due day, any special terms, Federal EIN, and
check whether this vendor will receive a 1099 at the end of the year.
© 2004 ... Total Control Software Corporation
52
Parts, Service & Inventory Manual
Pressing the DELETE key (ALT + D) will delete the vendor. A message box will appear asking
whether you want to delete this item. If you are sure you want to delete it, press OK. If not, press
CANCEL and you will be returned to the Browse the Vendors File box.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part IV
Customers
54
4
Parts, Service & Inventory Manual
Customers
Customers
The Customer database contains all customers who have purchased major units through the F&I
module of Total Control Software's package, including information on the unit he/she has purchased,
as well as any customers you enter from the Parts, Service & Inventory module. The only information
not transferred to the customer database is extended warranty information. This must be manually
entered. The Customer database also maintains and tracks all customers you set up for normal
purchases (over the counter parts sales) and work orders (service work, warranty work, etc.).
4.1
Setting Up Customer Phone Types
Setting Up the Customer Phone Types:
From the Main Menu select Customers, then select Customer Phone Types. Press the Insert
button and enter the description for the customer phone type. Please note: You should set these
designations first before entering your customers and their information. When inserting or
changing a customer record you can enter any of the Customer Phone Types set up here, by selecting
Insert, then entering the type and related telephone number directly in the Phone fields.
4.2
Setting Up Customer Categories
Setting Up the Customer Category Types:
You may wish to designate different types of customers for reports or filters. From the Main Menu,
select File, then System Set Up, then User Fields. To set up your customer types, enter each type
separated by a | (Shift + Backslash key on your keyboard). Limit the characters for each type to a
maximum of eight (8) characters. Select the SAVE button to save these new settings.
NOTE: The Default Category for all customers will be the first one entered in the System Set
Up.
These customer categories will then be available for selection when you are inserting or changing a
© 2004 ... Total Control Software Corporation
Customers
55
customer record.
4.3
Assigning Customer Numbers
Assigning Customer Numbers:
Customers must be assigned a unique Customer Number. If unique customer account numbers are
not currently maintained by your dealership, it is recommended that the customer's seven or ten digit
telephone number be used as his or her Customer Number.
4.4
Adding or Changing Customer Information
Adding or Changing Customer Information:
From the Main Menu select CUSTOMERS, then select CUSTOMERS again. The Browse the
Customer File will display. Press the INSERT (ALT + I) to add a new customer or CHANGE (ALT + C)
to change a customer's information.
NOTE: You can add or change customer information at any time, either from Customers from the
Main Menu or from the Quick POS or Active Service sections of the program. When the Browse
the Customer File screen displays, select Insert to add a customer to the database and follow these
instructions for adding a customer record. Save the information for the new customer, then with the
newly added customer highlighted on the Browse the Customer File screen, press the Select button.
To change customer information, highlight the customer, select the Change button, make your
changes/corrections/additions to the customer's information, select the Save button, then with the
customer highlighted on the screen, press the Select button.
General Customer Information
Under the GENERAL tab enter the name and address information on the customer
NOTE: Pressing the ENTER key after the last field or pressing the OK button at any time in the screen
will return you to the Browse the Customer Files box. If this is done before all of the information is
entered, just highlight the customer and press the CHANGE (ALT + C) button to go back to that
customer's record.
© 2004 ... Total Control Software Corporation
56
Parts, Service & Inventory Manual
If your dealership tracks customers by type, select the Customer Type from the drop-down box (See
System Set Up – Other Information for customer type).
The system maintains multiple telephone numbers and telephone designations (See Customer Phone
Types above for designations). Enter the customer telephone numbers.
Credit/Tax Information
After entering the information on the General Information screen, click on the CREDIT/TAX INFO tab.
Enter any pertinent information pertaining to that customer, including discounts, if any. The Remarks
field may be used for a short note about the customer.
If the customer is not set to Allow Charges (Y), if an invoice or work order is set for OPEN account,
only a Supervisor Override will allow the charge.
If this customer is a reseller enter the Tax ID Number.
Set the Discount (if any) and enter the Discount Percent (10% is .10)
Enter any Special Tax Rate
© 2004 ... Total Control Software Corporation
Customers
57
Customer Owned Units
After completing the information on this screen, use the mouse and click on the UNITS tab.
This screen allows the dealership to enter information on all boats, motors, trailers, etc., which the
customer owns. If the customer has been added to the database through the F&I module of the
software (has purchased a major unit), his customer information and unit information will be
automatically added to the database. To add customer owned units press the INSERT button.
© 2004 ... Total Control Software Corporation
58
Parts, Service & Inventory Manual
The Customer number is already entered. Enter the remaining information for the item.
Select the Additional Engine Information tab.
Enter transom and outdrive information for the first motor and information for the second motor. If this
unit has a third engine, select the Engine 3 tab and enter that engine's information there. If the
customer has an extended warranty select the Extended Service tab.
© 2004 ... Total Control Software Corporation
Customers
59
Enter any extended service company information. Select the Save button to save the information for
that customer.
Other Addresses
Up to two (2) additional addresses for your customers (lake houses, offices, etc.) can be entered here.
Select the Other Addresses tab and enter the information.
Notes
Notes on a particular customer can be used here (for directions or comments on the customer). These
notes do not print on the customer record, but can be selected for printing in a User Defined Custom
© 2004 ... Total Control Software Corporation
60
Parts, Service & Inventory Manual
Report (See User Defined Reports and Spreadsheets).
Quick Search:
Quick Search allows you to search for a customer by typing in any portion of information already in that
record. Press the Quick Search button and an empty box will appear. Type in the customer name, a
portion of that name, customer number (or a part of that number) and press the ENTER key. All
records containing that information will appear in the browse box. You can then select the customer.
By pressing the Reset key the browse box will return to the screen showing all customers.
4.5
Printing Customer Lists and Reports
Print a Customer List:
Select the Print List button at any time to create a printed list of your customers with their primary
address and telephone numbers.
Query:
You can create a variety of queries (See Query Wizard) to limit what displays in the Browse the
Customer File screen. You can then select the Print List button to print a customer list containing
only those customers meeting the query criteria.
Print Customers With Units Report:
You can print a filtered list of only customers who have units entered by selecting Customers, then
Print Customers With Units Report.
User Defined Customer Reports and Spreadsheets:
You can create custom reports and spreadsheets using data from your customer lists by selecting
Customers, then User Defined Customer Reports or User Defined Customer Spreadsheets. See
the instructions on the User Defined Report Designer and Query Wizard for creating your own
© 2004 ... Total Control Software Corporation
Customers
61
customer reports and spreadsheets.
Exporting Customer Information to Excel for Use in Mail Merge or Other
Functions
You can export information from your customer lists to a Microsoft Excel spreadsheet by selecting
Customers, then Export to a CSV File for Use With Excel.
At the Choose Fields for Export screen, highlight each available field on the left side of the screen,
select the Add button. The field to be exported will display on the right side under Export Fields. You
may remove a selected field from the Export Fields by highlighting it and selecting the Remove button.
Fields can be shifted up or down (change the order to export) by selecting the Export Field on the right
side of the screen and pressing the Shift Up or Shift Down buttons to move the field(s) into a different
order.
If you want the header record (Field Name) to be include with your export, check the Include Header
Record box in the lower left corner.
Once you have selected and arranged your fields to export, select the OK button. You will be
prompted for a field name and location to save your export file. The default location will be the
Winboat directory on the server. It is recommended that you save the file to the My Documents folder
on the local computer (the one you are working at). Change the drive (if necessary) by select the down
arrow next to the drive shown under Drives. Once the drive is changed and the folders for that drive
appear in the box under Folders, find the folder where you wish to save the file and double-click on it.
A list of all files with the extension of CSV will appear in the larger box under File name, enter a file
name (if you wish to overwrite an existing file find it in the list and click on it) as shown below and select
OK.
© 2004 ... Total Control Software Corporation
62
Parts, Service & Inventory Manual
The customer records will process and export to the new file. You can now open Miscrosoft Excel,
select File, then New, change the Files of Type to All Files, and select the file you just created.
Printing Customer Mailing Labels
You can print mailing labels with customer names and addresses by selecting Customers from the
Main Menu and then selecting Print Mailing Labels. You may preview the report by pressing the YES
key and review the mailing labels prior to printing, or send the mailing labels directly to the printer by
pressing the NO key.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part V
Price Books
64
5
Parts, Service & Inventory Manual
Price Books
Price Books
Total Control Software's Boat Dealer Solution Parts & Inventory software comes pre-loaded with Price
Books requested by your dealership. Other available price books are contained on your installation CD
and subsequent update CDs (Please see instructions for the Price Books and Utilities for information
about importing a new price book and updating pricing).
5.1
Part Make Codes
Part Make Codes
From the Main Menu select Parts, then select Parts Makes. The following Browse Records box will
appear. It is suggested that you add any parts manufacturers at this time. Pressing the INSERT (ALT
+ I) key will bring up the Record Will Be Changed box. Add the new manufacturer information, assign
a department code to the part make (if needed) and press OK.
NOTE: It is very important that you check your list of available price books (included with your
initial purchase and with Price Book Update CDs quarterly) and make sure that your Make
Codes for each part make are entered EXACTLY as set out in the list. For price books which
you create for your dealership, limit the Make Code to FOUR characters.
You can assign a Department Code (See Setting Up Parts Department Codes) here. All sales for
this Make (either parts sales, or work orders) will default to this Department Code for filtering reports or
for accounting purposes.
You can further assign a Department Code to individual parts within a Make (i.e., Make Code is MERC
and the Department Code assigned to MERC is PARTS, however, Part No. 00012140 is assigned a
Department Code of ACC). The Department Code assigned to the specific part number will take
precedence over the Department Code assigned to the Make.
© 2004 ... Total Control Software Corporation
Price Books
5.2
65
Manufacturer/Distributor Price Books
Manufacturer and/or Distributor Price Books
The Price Books
To view the Price Books, from the Main Menu select Parts and then select Price Books. A Browse
the PARTS File screen will appear.
To change Makes, press the Alt + M keys on the keyboard and begin typing in the Make, or select the
drop down box to the right of the displayed Make and select the Make you wish to view.
Parts that have been either superceded or preceded by another part will be displayed with either an
"S" or a "P" in the S/P column. By highlighting the part and then pressing the SUPER button (ALT +
S) or the PRIOR button (ALT + P) (depending on letter displayed in the S/P column, the Parts Book
will then move to the preceded or superceded part.
If the highlighted part has an After Market Part Cross-Reference, the After Market Parts button will
display. Pressing this button will display the Cross-Referenced part numbers.
© 2004 ... Total Control Software Corporation
66
Parts, Service & Inventory Manual
If the highlighted part is on an Active Purchase Order (saved, ordered, but not received), the Show
Order button will display. Pressing this button will display the order information for this part.
Adding or Changing a Stock Record (Update Stock F5):
You may add/correct stock records directly from the Price Books at any time by highlighting the part
and pressing the F5 key.
Make any entries you wish, adjusting cost, price, quantity on hand, setting your BIN location, minimums
and maximums, and any department code. (See also, Current Inventory) Press the OK button to save
your changes, Cancel to return to the Price Book without saving your changes.
Viewing The Part Chain (Superceded and Preceded Parts)
You can view the part chain of superceded and preceded parts for any part in the Price Books by
highlighting the part and selecting the Part Chain button.
© 2004 ... Total Control Software Corporation
Price Books
67
To jump to the superceded or preceded part, highlight the part in the list and press the Select button.
The Price Book screen will jump to that part.
5.3
Creating a New (Custom) Price Book
Creating a Price Book Where None Exists:
To create a new price book open the Parts Makes screen from the Main Menu then Parts. Press the
Insert button and at the prompt add a new make and OEM to the list (see boxes under Manufacturer
Price Books).
This is helpful where a dealership needs an in-house listing of special parts and/or items that do not
come directly from a manufacturer or after-market parts supplier. This is also a good way to track a
limited number of parts you purchase from a local supplier (i.e., NAPA – you only purchase two types
of spark plugs from them).
Select Price Books from the Main Menu, Parts and change the Make to the new price book name
you just created.
Press the Add button (not the Update Stock F5) and begin adding parts for this new price book until all
item for this new price book are entered.
© 2004 ... Total Control Software Corporation
68
Parts, Service & Inventory Manual
You will not see a View Sales button when adding a parts record initially, only once the inventory item
is entered and you highlight the part and select the Edit button.
This procedure can also be accomplished by inserting a new part not found in any existing price book
from the Current Inventory screen using the insert key.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part VI
Current Parts Inventory
70
6
Parts, Service & Inventory Manual
Current Parts Inventory
Current Inventory:
Entering Current Inventory for the First Time:
Initial physical inventory of parts on hand must be entered manually, either using a bar code scanner or
by keying in the parts. It is recommended that a complete inventory of all parts on hand, with location
of these parts, be taken prior to entering inventory into the system.
By using the Pricebook Files to enter your inventory a complete listing of all available parts from any
given manufacturer or distributor is already available. You only need to find each part listing and make
your entries for quantity, bin location, department codes and any other special entries you may wish to
list for the inventory item.
After your inventory is entered here, it will be maintained in a separate stock file (Current Inventory).
From the Main Menu select Parts, then Price Books. At the Browse the Pricebook File screen,
select the Make of the parts to be entered by either typing in the manufacturer code or using the arrow
box to bring up the list of manufacturers.
For ease of entry you can use the following instructions for keyboard commands to enter your
inventory:
·
From the Price Book, do not click in the Part # box, type in the first part number you need to
change, you should not press the TAB or ENTER keys (that is for specific part). The display
will scroll to the part you entered.
·
Press the F5 key to make your changes, then when you have completed making your
changes, Ctrl + ENTER to save the change.
·
Once you have returned to the display, just press the UP or DOWN arrow cursor key on your
keyboard and immediately type in the next part #.
© 2004 ... Total Control Software Corporation
Current Parts Inventory
·
71
The trick is not to use the Part # box at the top and to always use the UP or DOWN arrow key
to clear the scrolling function (it allows you to enter a new number).
To enter inventory press the F5 Key (Update Stock Form From Price Book (F5 Key)). The following
box will appear.
·
Enter the starting inventory for this part under RECEIVED, along with its location, a minimum and a
maximum number to be on hand at all times, and any price adjustments, if necessary.
·
Press the OK button when complete.
·
Repeat this process until all inventory on hand has been entered.
Viewing Current Inventory/Making Changes/Printing Reports:
After all inventory items are entered, stock on hand can be reviewed from the Main Menu, select
Parts, then select Current Inventory. The Browse the STOCK File screen will display all inventory
on hand, its location, cost and retail, minimum number and maximum number to have on hand.
© 2004 ... Total Control Software Corporation
72
Parts, Service & Inventory Manual
Viewing Stock File/Printing Reports
Stock on hand can be viewed as follows: By Part Number, By Description, By Make and Part
Number, or By Bin Location by selecting the corresponding tab at the top of the screen. Stock
records can also be added, changed or deleted from this screen by selecting the INSERT (ALT + I),
CHANGE (ALT + C) or DELETE (ALT + D) keys.
Reports of stock on hand can be generated by pressing the Print Report button (See chapter on
Creating and Printing Reports). If Current Inventory is being viewed from the By Parts Number
screen, selecting Print Report will generate a list style report by vendor. This report can be filtered to
include zero and negative items or by summary for each vendor.
If Current Inventory is being viewed from the By Bin Location screen, selecting Print Report will
prompt the user for a range of bin locations (leaving the bin locations blank will generate a report for all
locations). This report also displays extended prices for each bin location as well as totals of all current
inventory.
Changing a Stock Record/Adding a Cross-Reference
Information and/or quantities for stock on hand can also be changed here. From the Browse the
Stock File, highlight the inventory item, and select the Change button at the top of the screen.
Make your corrections to the stock record. If you are adding a cross-reference to this stock item,
select the XRef Parts tab and make your entry.
© 2004 ... Total Control Software Corporation
Current Parts Inventory
73
For information on Serial Numbered Parts, see below.
6.1
Scanning Parts Into Inventory
Scanning Parts Into Inventory
If you are equipped with bar code scanners, you can enter your beginning inventory using the bar code
scanner.
IMPORTANT NOTE: Many of the distributors and manufacturers supply bar coding information with
their price book files, others have bar coding information for only their newer parts, other have no bar
coding information contained in their price files. When entering your inventory for the first time, if a bar
code is not in the price book you will have to enter the related part number information, ONCE. After
the initial entry the bar coding will be retained by the price books files.
Scanning (Bar Code On File)
To begin scanning your inventory into the system, go to Parts, then Scan Parts Into Inventory.
When the pop-up box appears, scan the bar code on the inventory item, or manually key in the bar
code/part numbers.
If the bar coding is in the price book file, an Update Inventory box will display. Enter your quantity on
hand, bin location, minimum or maximum setting, department codes. Pressing the Enter or Tab keys
on your keyboard will move you through the fields. If you press the Enter key while the SAVE button is
© 2004 ... Total Control Software Corporation
74
Parts, Service & Inventory Manual
highlighted the record will be saved.
You will be returned to the Scan Or Enter Part Number box. Scan or enter the next part number.
Adding a New Bar Code Reference
If the bar coding for the inventory item scanned (or manually entered) is not in the price books file you
will get one of two possible prompt boxes.
Bar Code Reference May Be On List
If the scanned or entered part is a close match to a bar code file already in the price book files you will
get a prompt box with all possible matches. If the part you have scanned is on the list, highlight it and
press the Select Part button. If the part is not on the list Press the Cancel button. If you select a part
on the list the Update Inventory box will display for the part you chose, enter the information for the
part.
Adding a Bar Code Reference/Cross Reference
If you did not find the part on the list or the system could not find a possible match, you will get a
message box up, prompting you to add the part.
Selecting Yes will bring up an Add New Barcode Cross Reference Part. Selecting No will return you
to the Scan Parts Into Inventory box, to either rescan the item or enter a different one.
© 2004 ... Total Control Software Corporation
Current Parts Inventory
75
Select the Make Code and enter the Part Number. If the correct part number has been entered the
Description, cost and list price will display.
If you are adding a new bar code cross reference part to the bar code files, select the Make, either
enter the Part Number or use the Pricebooks button to look up or add a part. Once the part number is
selected the description, cost and list price should display. Select the SAVE button to save the cross
reference.
Rescan the part you just added. You should then get the Update Records box to make your inventory
entry for this part.
Duplicate Bar Codes – View/Edit Bar Code Files
A complete listing of all bar coded parts is maintained under Parts, View/Edit Bar Code Files. These
bar code records can be edited, inserted, and/or deleted here.
Some manufacturers and distributors use identical part numbers, descriptions and bar code scans for
after-market and OEM parts.
In order to get the bar coding to read both items and return the correct part
© 2004 ... Total Control Software Corporation
76
Parts, Service & Inventory Manual
To add a new bar code record, select Insert.
To edit an existing bar code record, find the record in the list and select Edit.
© 2004 ... Total Control Software Corporation
Current Parts Inventory
6.2
77
After Market Parts & Cross-Referencing
After Market Parts and Cross-Referencing:
In today's competitive markets many parts are available "After Market". The After Market Cross
Reference allows you to check manufacturer parts by make and part number for the availability of after
market parts.
Cross references for parts in inventory can be added as inventory items are entered (See, Changing a
Stock Record/Adding a Cross-Reference).
You can view a complete list of all cross-referenced parts in your database, go to Main Menu select
Parts then select After Market Parts Cross Ref. The Browse the XREF File screen will appear.
To add or change a Cross-Reference to an OEM part, locate the part number on the list and select
Change, or if the part does not appear, select Insert. Enter the After Market Part Number and Vendor,
enter the OEM Number and OEM Make Code.
Parts may be searched by OEM number or by After Market number.
© 2004 ... Total Control Software Corporation
78
Parts, Service & Inventory Manual
Cross References can also be entered directly in the Current Inventory by highlighting the inventory
item, selecting Change and then the XRef tab.
6.3
Setting Minimum and Maximum Stock Levels
Setting Minimum and Maximum Stock Levels
Minimum and maximum stock levels can be set as you enter your inventory for the first time or as you
update your stock, using the Update Stock from either the Price Books or the Current Inventory
screens. Minimum and maximum stock numbers can also be set or adjusted when processing
received purchase orders (See Purchase Orders).
To enter minimum and maximum stock levels (as well as assigning bin locations) to a large number of
inventory items, using the Set Stock Min/Max Levels can be used.
From the Main Menu select Parts then select Set Stock Min/Max Levels. A Browse Records box
will appear showing all current inventory (including current negative and zero quantities) along with
each items location and minimum and maximum inventory levels.
Simply double-click the left mouse button on the part you wish to change, the Bin (location), Minimum
and Maximum will highlight and the items can be changed by keying in the new information. Pressing
the TAB key will move you to the next column. Pressing the Up or Down Arrow keys on the keyboard
will move you through the line item parts. Pressing the Close button will close the box.
6.4
Serial Numbered Parts
Serial Numbered Parts
Maintaining and tracking your serial numbered parts (depth finders, lifts, rifles, etc.) is simply a matter
of entering your base information for the part either in the Price Books or Current Inventory, and
checking the Serial Numbered Item check box. From Parts on the Main Menu, select Current
Inventory and then change on the Serial Numbered Item. Check the Serial Number Item check box for
this part. When this box is checked an additional tab (In Stock Serial No) will display for this part.
© 2004 ... Total Control Software Corporation
Current Parts Inventory
79
.
By selecting the In Stock Serial No tab you can insert the serial number, date in, cost for this item and
retail price. Sale Information for this serial numbered part is also maintained.
© 2004 ... Total Control Software Corporation
80
Parts, Service & Inventory Manual
When a Serial Numbered Part is sold either through the Point-Of-Sale or on a Work Order, you will be
prompted to select the serial numbered part from the list for this part.
Viewing/Editing/Reports for All Serial Numbered Inventory
To view, edit or print reports on complete listings of all Serial Numbered Parts in stock, select Parts
from the Main Menu, then View/Edit Serial Numbered Inventory.
Items can also be inserted, edited or deleted from this screen.
The Browse Records screen can be filtered by All, In Stock, or Sold, and reports generated based
on the filters.
© 2004 ... Total Control Software Corporation
Current Parts Inventory
6.5
81
Non-Inventory Parts
Non-Inventory Parts
The Non-Inventory Items listing replaces the old XXX entry for non-stock items sales on Point-OfSale and Work Orders (although you can still use the XXX designation for the occasional item that you
do not need to track, if necessary).
The Non-Inventory Sales Items record allow you to add and track a non-stock item (i.e., gasoline,
dock fee, freight), assign a Department Code and Accounting Code to the item, but not have to track it
as a re-order item for purchase orders, nor maintain an inventory for the item. You can also set the
item for Non-Taxable, a Special Tax or Discounts (checking the Tax box will charge sales tax on the
item, checking the Allow Discounts will allow a discount to be taken for the item).
This is where you also maintain separate items for the Wet/Dry Storage module (See Wet/Dry
Storage) for tracking items other than the standard Storage Fee for billing your storage customers.
Adding a Non Inventory Item
To add a Non-Stock Item, select Parts from the Main Menu, then Non-Inventory Items. From the
Non Inventory Sales Items screen select the Insert button.
© 2004 ... Total Control Software Corporation
82
Parts, Service & Inventory Manual
Assign a unique Item Number to this item (it should be kept simple, i.e., Freight, Shipping, Gasoline),
a current price, and a Department Code. If the item is taxable check the Tax box. If the item can be
discounted, check the Allow Discounts box.
Printing Reports for Non Stock Items
If you have assigned a Department Code to any of these non-stock items you can print a report by
Department Code or create a User Defined Parts Report or Spreadsheet (See, User
Defined Reports and Spreadsheets).
6.6
Multi-Vendor Setup
Multi-Vendor Setup
From the Part & Service, select Parts, then Part Makes. Add a make code: MULT (OEM description
Multi Parts), assign a department code if needed (i.e., P for Parts Department, etc.).
© 2004 ... Total Control Software Corporation
Current Parts Inventory
83
Now, go to Parts, Current Inventory, select the By Make & Part Number tab, change your Make Code
to MULT and click the Add button.
The Make will default to MULT. Assign a part number and description to the part you will be
setting up. Enter the total quantity (from all vendors), and enter the cost and price.
The related parts (i.e., from Hannay and Barclay) are only used in the future for ordering/receiving
purposes – so that you can select which distributor to order the parts from and receive them in,
however, the part once received will show in the quantities for the MULT make part, not the Hannay or
Barclay part.
© 2004 ... Total Control Software Corporation
84
Parts, Service & Inventory Manual
Now select the X Ref Parts tab. Click the Insert button.
© 2004 ... Total Control Software Corporation
Current Parts Inventory
85
The part number you just created will display. Enter the distributor or manufacturer's part number you
will be assigning to this part. (See above). Continue adding parts. Save your record.
·
·
·
·
6.7
We have just created Part Number JR1234 (spark plug)
It cross-references to XYZ Hannay and ABC Barclay
If the UPC is different from JR1234, scan the UPC and assign it this part number.
If you already have a UPC assigned to the XYZ and/or ABC, go to the View Edit Bar Code file
and assign the JR1234 part number to the bar code record.
Alternative Parts Search
Alternative Parts Search
You can search for parts in current inventory from a work order or point-of-sale by using the Alternative
Parts Search function.
From a Work Order, click on the Insert to insert a new part. At the part number field press the F4 key
on your keyboard.
© 2004 ... Total Control Software Corporation
86
Parts, Service & Inventory Manual
The Alternative Parts Search is divided into three screens, Price Books, Current Inventory and NonInventory Items.
The by Parts Number (the entire Price Books File) allows you to scroll through to search for parts.
© 2004 ... Total Control Software Corporation
Current Parts Inventory
87
The Current Inventory screen allows you to scroll through for parts or search for a part by a keyword,
description or partial description. Click on the Search button and enter your keyword, description or
partial description.
© 2004 ... Total Control Software Corporation
88
Parts, Service & Inventory Manual
Pressing the Enter or Tab key will filter your current inventory and return only those items in inventory
which contain the search criteria.
Double Click on the Part you wish to add to the Work Order or Point-Of-Sale ticket.
© 2004 ... Total Control Software Corporation
Current Parts Inventory
89
Click on the Copy to Clipboard and the part will be inserted into your work order or point-of-sale ticket.
6.8
End Of Month Inventory Values
End Of Month Inventory Values
On the first of each month – the first time that the Parts & Service module is opened a pop-up box will
display:
You will always use Last Month on the first day of the new month. The only time you should use
Current Month is if you wish to generate the report during that month for that month (i.e., you wish to
th
generate the End of Month Inventory Balance on September 30 for the month of September – select
Parts, Parts Reports, then End of Month Inventory Values, then click on the Auto Update button.)
This creates an ending inventory balance for the prior month based on Current Inventory Cost x
Quantity. If does not factor in zero or negative quantities and the cost is calculated on the item's
current cost.
To adjust the cost totals for a Make (i.e., Benrock, Hannay's, etc.) for a particular month, select Parts,
© 2004 ... Total Control Software Corporation
90
Parts, Service & Inventory Manual
Parts Reports, End of Month Inventory Values.
Highlight the Make, select Change, make your changes and select Save. Then you can reprint your
report for that month.
The changes you make will not affect any other month's inventory value for that make.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part VII
The Purchase Order Pad (PO
Pad)
92
7
Parts, Service & Inventory Manual
The Purchase Order Pad (PO Pad)
The Purchase Order Pad:
The PO Pad is a convenient way of adding items to a future purchase order directly from the point-ofsale, or special orders for customers. The PO Pad can be accessed directly from the Main Menu by
selecting PO Pad and manually inserting any parts to place on the Purchase Order Pad, the Quick
POS (Point-Of-Sale) by entering a part number and then selecting the Order button, or from the Price
Books, and highlighting an item and selecting the Order button.
7.1
Manually Adding Items to the PO Pad
Manually Adding Items to the PO Pad
To manually add an item to the PO Pad, select PO Pad from the Main Menu and then press the Insert
button.
POPad – Add/Change
Enter the part make and number. Enter the quantity to be ordered and any remarks. Press OK. Items
can be changed or deleted at any time from the PO Pad by highlighting the item and pressing the
Change or Delete button. If you do enter the correct part number the Price Books File will display.
Find the correct part number and press the Select button.
7.2
Adding Items to the PO Pad from a Pick List
Adding Items from a Pick List to the PO Pad
When creating a Pick List for a job, a customer, etc., you can add these parts to the Purchase Order
Pad by highlighting the pick list (Parts, Saved Pick Lists) and selecting the Print/Order button.
Parts – Pick Lists – Add to POPad
Selecting the Order Parts button will prompt you whether you want to order only needed parts or all
© 2004 ... Total Control Software Corporation
The Purchase Order Pad (PO Pad)
93
parts on the selected pick list.
Order Parts – Add to POPad Prompt
Order Parts – Add to POPad
Selecting the Needed Only parts option will bring up only those parts on the pick list that are not in
stock. Selecting the All Items parts option will bring up each part on the pick list.
7.3
Adding Items to the PO Pad from Point-Of-Sale
Adding Items to the PO Pad from Point-Of-Sale (Quick POS)
When selling items to customers through the Point-Of-Sale, you can either Special Order a part for a
customer or add an item to the PO Pad to replace a part being sold by highlighting the item being
purchased and selecting the Order Part button.
Quick POS – Main - Order Parts
Order Part – Add
7.4
·
Enter the Quantity
·
·
Enter any Remarks
Select OK
·
The item will be placed on the PO Pad for inclusion on the next Purchase Order for this Part
Vendor
Adding Items to the PO Pad from a Work Order
Adding Items to the PO Pad from an Active Work Order
When adding items to an active work order, you can order a part for this work order or add the item to
the PO Pad to replace the part being used by highlighting the item being purchased and selecting the
Order button.
7.5
Reviewing and Printing a Lists on the PO Pad
Reviewing and Printing a List of Parts on the PO Pad
You can review the parts placed on the PO Pad on-screen or print a list of all parts placed on the PO
Pad. Open the PO Pad and select the Print List button.
POPad - Main
POPad Report
The next time you begin a new purchase order for that vendor from the Purchase Order screen, you
will be prompted that you have items on the Purchase Order Pad, Would You Like To Add Them Now?
© 2004 ... Total Control Software Corporation
94
Parts, Service & Inventory Manual
(See also, Purchase Orders)
By selecting Yes the item(s) will automatically be placed on the purchase order.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part VIII
Purchase Orders
96
8
Parts, Service & Inventory Manual
Purchase Orders
Purchase Orders
Items to be included in new Purchase Orders can be generated in the system in several ways:
·
·
·
·
·
·
Minimum/Maximum settings in your Current Inventory or Price Books files
Automatically Adding Parts placed on the PO Pad
Selecting the Order button from the Price Books files
Special Orders of parts for customers
Manually adding parts to the PO Pad or to a new Purchase Order
Pick Lists can be selected and special remarks added to the items.
IMPORTANT NOTE: You must have a Part Make Code
assigned to your each of your Parts Manufacturers and/or
Distributors (Vendors) or the Vendor will not be available on your
list of vendors (See, Vendors).
From the Main Menu select Parts then select Purchase Orders. The Purchase Order screen will
appear. Filter the listing of purchase orders using the Orders To Display drop down box.
Purchase Orders – Main
To search for a specific purchase order (and you know the purchase order number) enter it in the field
directly below the Purchase Orders label. To search for a specific purchase order(s) by a keyword,
part number, etc., select the Search Orders button.
Purchase Orders – Search String
All Purchase Orders containing the entered word/number will display on the screen.
Existing Purchase Orders can be changed by highlighting the order and pressing the CHANGE button
(ALT + C), deleted by pressing the DELETE button (ALT + D).
8.1
Adding a New Purchase Order
Adding a New Purchase Order
To generate a new Purchase Order press the INSERT button (ALT + I). An Update Records box will
appear on the screen. Select the manufacturer from the drop down box or by typing in the
manufacturer's code. The address for that vendor will automatically be added to the Purchase Order.
Enter the name of the person placing the order as well as the method of shipping.
If the vendor you are entering does not pop-up or does not display from the drop down list, either the
vendor has not been entered into the system or you have not assigned a Part Make Code to that
vendor. If this happens, cancel the purchase order, go to Parts, then Vendors, and either insert the
Vendor and its related information (including the Part Make Code), or if the Vendor is on the list, check
the Part Make Code and make sure it is the correct one for this vendor. (See also, Vendors)
Purchase Orders – Add - Main
Below are the different methods for adding items to a Purchase Order. Any combination or all of the
methods can be utilized in generating a single purchase order.
© 2004 ... Total Control Software Corporation
Purchase Orders
8.1.1
97
Adding Items from the PO Pad (Automatic)
Adding Items From the PO Pad (Automatic Add)
If there are any parts for this vendor that have been added to the PO Pad for this vendor (either from
the Price Books by highlighting the part and selecting the Order button, or when doing a Point-Of-Sale
or Work Order and ordering the part on those screens), as soon as you input that vendor in the vendor
box you will get a pop-up box that items are on the PO Pad, Do you want to Add them Now?
Purchase Orders – Add – POPad Notice
Selecting Yes will add the parts and the quantities pre-set on the PO Pad. You can then make any
adjustments to these items by highlighting each and selecting the Change button.
8.1.2
Adding Items Manually to the Purchase Order
Manually Adding/Changing Items to Your Purchase Order
Items to be ordered can also be manually entered by pressing the INSERT button (ALT + I) and
entering the make, part number, description, quantity ordered, cost, etc., into the Update Records
box.
Purchase Orders – Add – Manual Add/Change
Selecting the button to the right of the Part Number will bring up the Price Book List for the Distributor
for this Purchase Order. Highlight the part number to be placed on the purchase order and press the
Select button (Alt + S).
Price Book Main
The part description, and cost will display on the update records box. Enter the quantity to be ordered
and any special remarks.
8.1.3
Adding Minimum/Maximum Order Levels (Auto Process)
Adding Minimum/Maximum Order Levels (Auto Process Order Mode):
The Auto Process Order Mode searches the minimum and maximum stock level settings you have
set up. If a minimum and maximum quantity for parts has been previously entered (See, Setting
Minimum and Maximum Stock Levels), an Auto Process List can be generated showing inventory
items that have fallen below the dealer recommended minimums and maximums for ease in placing
purchase orders.
Purchase Orders – Min/Max Order Levels Prompt
Highlight any item(s) to be ordered and press the TAG button (ALT + T). Items may be "untagged" at
any time by highlighting that item and pressing the UNTAG button (ALT + U). After tagging all desired
items, press the Process Tagged button.
The Auto Process Order Mode remembers the minimum and maximum settings for each part in
inventory and will automatically default to order the maximum on hand setting for items tagged.
After pressing the Process Tagged button, the following box will appear, one at a time, for each item
tagged:
Purchase Orders – Min/Max Add/Change Items
© 2004 ... Total Control Software Corporation
98
8.1.4
Parts, Service & Inventory Manual
·
On Hand Inventory is displayed
·
Order Qty. can be re-keyed for a lesser or greater amount than the default setting.
·
Cost can be adjusted at this time.
·
Press the OK button to complete the order of this item.
·
The next item on the Auto Process Order will be displayed.
Adding Pick Lists to the Purchase Order
Pick Lists (Adding Pick Lists to Your Purchase Order)
If you have created any pick lists (either from the Electronic Parts Catalog, or in the Saved Pick Lists)
you can bring these parts directly into the purchase order only if the parts on the pick list are for this
vendor.
Purchase Orders – Add New – From Pick Lists
Select the Pick Lists button on your purchase order.
Saved Pick Lists
Highlight and select the Pick List containing the items you are adding to this Purchase Order. If the
part make code for any of the items on the pick list match the part make code for the vendor on this
purchase order you will be prompted for a Special Remark for the parts on the pick list.
If any items on the selected pick list are not for this vendor you will be prompted that those parts
cannot be added to this purchase order. (See also, Pick Lists for more information about pick lists).
8.1.5
Changing/Adding to a Purchase Order
Changing/Adding To A Purchase Order
If you need to make changes or additions to an existing Purchase Order that has not yet been
submitted to the vendor, find the Purchase Order on your list (Parts, Purchase Orders – use the filter
or Search options if necessary). Select Change.
If items have been added to the Purchase Order Pad (PO Pad) since you originally generated this
purchase order, you can select the PO Pad button. This will prompt you to bring in any items added to
the PO Pad.
You can also manually insert additional items or use the Pick List selection (see above).
8.1.6
Exporting Your Saved Purchase Order to an On-Line Vendor
Exporting Your Saved Purchase Order To An On-Line Vendor
If you have on-line capabilities with any of the manufacturers/distributors that this system supports you
can export a Purchase Order to their system. The next time you log-on to the
manufacturer/distributor's website you can select to send the Purchase Order (Please be familiar with
your on-line manufacturers requirements and use of their software).
Once you have completed your Purchase Order and are ready to submit it to an on-line vendor
(Mercury, OMC, Yamaha). If your system is set up for on-line compatibility with this vendor an Export
© 2004 ... Total Control Software Corporation
Purchase Orders
99
button will display on-screen. Select the Export button to send the Purchase Order to the related file in
the vendor's system.
NOTE: If you do not have on-line service with this vendor or not configured your Pars, Service &
Inventory software package to this service, the Export button will not be available for selection.
8.2
Receiving a Purchase Order
Receiving A Purchase Order
When a purchase order is received from a vendor, items received from that vendor can be checked
against the purchase order and received directly into inventory. From the Main Menu select Parts
then select Purchase Order. Highlight the purchase order received and press the Receive Purchase
Order button.
Parts – Purchase Orders – Main – Pending Sort
8.2.1
Manually Receiving Purchase Order Items
Manually Receiving Purchase Order Items
Processing received purchase orders can be performed manually in the same manner as described
above for placing a purchase order or by using the Auto Process Receive Mode button on the
Purchase Order screen.
Parts – Purchase Orders - Receive
Highlight each item, select Change, and enter the quantity received.
Parts – Purchase Orders – Receive - Items
8.2.2
Auto Process Receive Mode
Auto Process Receive Mode
To automatically process a purchase order, Tag the items received. After completing this procedure,
press the Auto Process Receive Mode Form. The Update Records box will appear for each item,
enter the quantity received for each, make any corrections to cost, retail price, bin locations, and/or
adjust your minimum and/or maximum settings.
After completing receipt of new inventory either manually or by the automatic method, the items
received are automatically updated into inventory.
8.2.3
Adding Items to the Print Label Queue
Adding Items to the Print Label Queue
After you have tagged and entered the items received on this Purchase Order and made your
corrections, you will be prompted whether or not you wish to add these items to the Print Label Queue
for printing labels to place on the parts received.
© 2004 ... Total Control Software Corporation
100
Parts, Service & Inventory Manual
You can View and/or Print your labels by selecting the View/Print button. You are not required to print
them if you select this button. Or, you can save the file for editing and/or printing at a later time by
selecting the Save button.
The items on the Print Label Queue can be edited for quantity, deleted from the queue, and/or new
ones inserted. You can also view/edit the Print Label Queue from your Current Inventory.
Instructions for printing labels and bar code labels are found in the section below, Bar Code and Parts
Labels.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part IX
Bar Code and Parts Labels
102
9
Parts, Service & Inventory Manual
Bar Code and Parts Labels
Bar Code and Parts Labels
Bar Code and Parts labels can be generated and printed either from Current Inventory or directly from
received Purchase Orders. The same database file is used. If you have items on a received Purchase
Order and do not elect to print them at that time, the database file can be retrieved from the Current
Inventory.
This system supports the 3 of 9 UPC type bar coding and actually creates an alias file that uses the
part number to reference the bar code assigned to that part number. If there is no related bar code to
a particular part number the part number will print in place of the bar code with asterisks on either side
of the part number. All other information will be correct.
If you do not have a bar code scanner, but wish to print labels for your parts with a description, part
number, and pricing information you can do so using these same instructions. The part number will
display as *part number*. The part number can be entered at the Point-Of-Sale or Work Order (parts
insert) manually.
Setting Up and Printing Bar Code and Parts Labels
Bar code labels are programmed to print on standard 1" x 2-5/8" (30 to a sheet – 8-1/2"x11" paper)
labels, from either the Current Inventory or Purchase Orders (received).
Installing the 3 Of 9 Bar Code Font
Each computer that will be printing bar code labels (to a printer directly connected to the workstation)
will need to have the 3of9 font installed. This font is included in the software and located in the
WINBOAT directory on the server. To install the font at the workstation, close all programs, go to My
Computer, then Control Panel, then Fonts. Select File, then Install New Font. Under the drives,
find the mapped network drive to the server, then under folders, find the WINBOAT directory. The
3of9 font should display. Select the font and click the OK button.
9.1
Printing Bar Code Labels from Current Inventory
Printing Bar Code Labels from Current Inventory
To print bar code labels for your current inventory with your pricing information, from the Browse the
Stock File screen shown above, highlight each part which is to have a label and then press the Mark
button (Alt + M). Pressing the Unmark button (Alt + U) will remove the part from the list of bar codes
to be printed. Once all parts have been selected, press the Print Labels button.
Print Label Queue
You can edit quantities (for printing the number of labels to be printed for a part) or other information
about the bar code/part labels to be printed by highlighting each part and selecting the Change button.
Print Label Queue – Manual Add/Change
Make your corrections and select the OK button to save the changes for printing the labels.
Make sure that you have your labels in the printer that is set up at this workstation, the printer is on-line
and ready.
At the Browse Print Label Queue Tag the parts for which you are going to print labels and select the
Print button. The print job will go directly to the printer.
© 2004 ... Total Control Software Corporation
Bar Code and Parts Labels
103
Sample Bar Code Labels
9.2
Printing Bar Code Labels from Received Purchase Orders
Printing Bar Code Labels from Received Purchase Orders
You can also print bar code labels for your parts which you bring into the system through the Purchase
Orders (See, Purchase Orders).
Exceptions to Printing Bar Code Labels
A few manufacturers/distributors use some part numbers that are too long or the part numbers contain
characters that the UPC bar code system does not recognize and cannot create a standard bar code
(UPC) label based on that part number.
These manufacturers/distributors generally supply bar code labels with parts ordered that can be read
by any standard bar code scanner.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part X
Pick Lists
Pick Lists
10
105
Pick Lists
Pick Lists
Types Of Pick Lists
Pick Lists can be created and saved for use in Point-Of-Sale, Work Orders, and creating Purchase
Orders (either directly from a new purchase order or insertion into the PO Pad). There are several
types of Pick Lists available throughout the system.
There are two types of Pick Lists available in the system, the Saved Pick List which is for parts only,
and the Service (Work Order) Pick List which can be created for jobs that include parts and/or labor
items.
10.1
Parts Pick Lists
Enter topic text here.
10.1.1 Creating Parts Pick Lists
Creating Parts Pick Lists
The Saved Pick Lists contain parts only (for pick lists that include labor items as well as parts see
Service Pick Lists). To access Saved Pick Lists, select Parts, then Saved Pick Lists.
These are pick lists that are created from your dealership price books for packages you sell (i.e.,
create a ski package to include life jackets, skis, tow ropes, etc., with a special retail price), items
ordered by a customer in a different department to be rung up at a central register, importing a pick list
created from an EPC (Electronic Parts Catalog) when looking up parts to complete a service ticket, etc.
After creating a pick list in the Saved Pick Lists, directly from the Price Book, or Importing an External
Pick Lists (created through a EPC) you can Print the pick list or place the items on the PO Pad for
inclusion in your next Purchase Order. You can also access this list directly from the Point-Of-Sale or
Work Orders.
10.1.2 Creating a New Parts Pick List from the Price Books
Creating a New Parts Pick List from the Price Book Files
You can create a pick list directly from the Prick Book files which can be saved in the Saved Pick Lists
or immediately printed and then cleared.
From Parts, then Price Books, select the Price Book file (Make) you are going to use to create your
pick list. Find and highlight each part, select the Pick List button, then select the Add to Pick List. The
parts added will display at the bottom of the Price Book screen.
Parts – Price Books – Pick Lists
If you wish to Print the Pick List you just created, select the Pick List button and then Print Pick List.
Parts – Price Books – Print Pick List
If you wish to save the Pick List you just created to the Saved Pick Lists, select the Pick List button,
then select Save Pick Lists. You will be prompted to assign a Pick List Name for these items.
Parts – Price Books – Save Pick List
© 2004 ... Total Control Software Corporation
106
Parts, Service & Inventory Manual
The newly saved pick list can be accessed directly from the Saved Pick List screen, an Active Work
Order, the Point-Of-Sale (Quick POS), from a Purchase Order or sent to the PO Pad.
10.1.3 Creating a New Parts Pick List Manually
Creating a New Parts Pick List from the Saved Pick Lists
If you know all of the part number necessary to create a new pick list (you do not need to look them up
individually from the Price Book files, you can create a pick list directly in the Saved Pick List
Parts – Saved Pick Lists - Main
Select the Insert (Alt + I) button to begin a new pick list
Parts – Saved Pick Lists – Add/Change 01
Parts – Saved Pick Lists – Add/Change 02
Give this new pick list a descriptive name and begin inserting your parts by selecting the Insert button.
Adjust the quantity for this part, and cost and price. Select OK and insert the next part to be included
on this pick list.
When you bring this pick list into a work order or Point-Of-Sale the items will list out separately, with
the quantities set out in the original saved pick list. If you need to make any adjustments to the
quantities, highlight the individual part and make your adjustments (See Work Order, Point-Of-Sale)
10.1.4 Creating a Special Pricing Package of Items
Creating a Special Pricing Package of Items for a Parts Pick List
Sometimes a dealership will want to offer a special pricing package of certain items that if purchased
individually would retail at a higher price than if included in this special package. You may have
included these items in a special wrapping, or they will be picked by the customer or parts employees
from items on the dealership shelves. You may also want to track the number of these special
packages you sell.
·
·
·
·
·
Create a new part in your dealership price book (i.e., C&S price book – the dealership's special
items price book).
Insert a new part, give it a short part number and a description (i.e., SKI, for the part number,
Special Ski Package for the description).
Give this new part a special retail price, you may wish to leave the cost blank (the individual
items to be included with the package can have their cost remain in place)
If you are only going to offer a certain number of these special packages, enter an on-hand
quantity.
Save your new part.
·
From the Saved Pick Lists record, insert a new pick list. Give is a descriptive name (matching
the special part you just created is recommended).
·
·
Insert the part you just created as your first item for this pick list.
Begin inserting each of the items that will be included in this new special package. As you
insert each item adjust the quantity, but delete the retail pricing from these parts.
When you sell this package through a work order or point-of-sale the pricing will list under the part you
created for the special package, each item included in the package will list with no retail pricing. The
individual parts will be removed from inventory and if you assigned a quantity to the special part
created above, the number of packages can also be tracked using various reports.
© 2004 ... Total Control Software Corporation
Pick Lists
107
Parts – Saved Pick Lists – Print Quote/Reports
10.1.5 Ordering Parts from the Pick List
Ordering Parts From The Pick List/Adding Pick Lists to Your Purchase Order
If you have created any pick lists (either from the Electronic Parts Catalog, or in the Saved Pick Lists)
you can order the parts (placing these parts on the PO Pad for use with your next purchase order) or
bring these parts directly into a new purchase order (See, Purchase Orders, PO Pad)
10.1.6 Importing a Parts Pick List from an Electronic Parts Catalog
Importing a Parts Pick List from an Electronic Parts Catalog
If you have one of the supported electronic parts catalog installed in your system, you can create a
parts pick list from that electronic parts catalog and then access the pick list and import it into the
Saved Pick Lists. This is helpful when you need to print a quote for a customer, order parts, add
parts to an invoice or work order.
NOTE: You should be familiar with your electronic parts catalog software, it should be correctly
installed at each workstation according to the software instructions, and the EPC database properly
linked to Total Control Software's system.
After creating the new pick list in the electronic parts catalog, and exporting it to the DMS, from the
Parts, Service & Inventory module, select Parts, then Saved Pick Lists. To access this EPC pick list,
select Import External Pick Lists, then select the EPC (Midas, ARI OMNI, or Yamaha).
Parts – Saved Pick Lists – Main Import EPC Parts
Parts – Saved Pick Lists – Import EPC Parts
Highlight and press the Save button for the Mercury Midas Pick List you wish to import. The newly
imported pick list will display as "Midas – Name of Pick List" on Saved Pick Lists screen.
10.2
Service Pick List (Canned Work Order Jobs)
Service Pick Lists (Canned Work Order Jobs)
TCS has added a Canned Work Order Job to its Service Pick Lists. This new item allows you to preset items for a work order problem with description of the problem (job to be performed), add parts and
labor, and pre-set a list of work to be done (specific numbered items) to the problem.
You can still use the Service Pick List for entering only a description and/or parts and labor, however,
now you can also add more information for your service department and the customer, set up custom
jobs for special service items. You can also change any items, parts, and/or labor on a work order
once you have selected the job.
Next:
Setting Up Service Pick List Jobs
10.2.1 Setting Up Service Pick List Jobs
Setting Up Service Pick List Jobs
© 2004 ... Total Control Software Corporation
108
Parts, Service & Inventory Manual
From the main menu of the Parts, Service & Inventory module select Service, then select Service Pick
List (Canned Jobs).
The Service Pick List (Canned Jobs) will display. Press the Add button to insert your new Service Pick
List item.
Entering the Job Description, Parts and Labor Items:
The main screen for adding a service pick list item has not changed. However, there are additional
tabs for Repair Items Listing and Fixed Job Pricing. Enter a brief description for this job (i.e.,
Winterization, or 226 Cobalt 20 Hour Service, etc.):
Insert the parts to be used for this pre-set service job and any labor items.
Entering the Repair Items List:
Now, select the Repair Items List tab and from this screen press the Insert button.
Insert each item to be included on this service pick list job by entering the item and selecting the OK
button, select Insert again and continue until you have entered all the items to be included on this job.
These items will list in the Problems section for the Work Order when inserted into an Active Work
Order.
Entering the Fixed Job Pricing:
If this job will have a fixed parts and labor price (regardless of actual parts and/or labor used), you will
need to set up a JobParts code in your Non-Inventory Parts and a JobLabor code in your Service
Codes.
Select Parts, Non-Inventory Parts from the Main Menu.
Insert the new Non-Inventory item as shown above. Assign it a Department Code (if needed).
Now, select Service, Service Codes from the Main Menu.
Insert the JobLabor Service Code as shown below. Enter the appropriate Sales General Ledger
Account code if needed.
Next:
Adding your Service Pick Lists Jobs to a Work Order
© 2004 ... Total Control Software Corporation
Pick Lists
109
10.2.2 Printing A Report of Your Jobs
Printing a Report of Your Jobs
You can print a report of all Service Pick List (Canned Work Order Jobs) from Service, Service Pick
List (Canned Work Order Jobs) screen and selecting the Print button.
10.2.3 Adding your Service Pick List Job to a Work Order
Adding Your Service Pick List Job to a Work Order
Once you have set up your Service Pick Lists jobs (Canned Work Order Jobs) you can add them to
your work orders. From Service, select Active Work Orders and either select Add New WO or find a
work order in progress and select Change.
From your Changing (Adding) a Work Order screen select the Problems tab, then select Insert.
Press the Work Order Pick Lists button to bring up your list of Service Pick List Jobs.
Highlight the job you want to add to this work order and then press the Select button. You will be
prompted whether or not you wish to add the parts and labor items to this work order. Select Yes to
add the description (will insert in the problems section) with its individual items, the parts and labor
items.
You will then be prompted to enter the technician assigned to this work order.
The information you entered into the Service Pick List job will now be added to this work order. You
can make modifications to the items, add or delete parts, change labor items and enter corrections.
Select the OK button to add this problem to your work order.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XI
Point-Of-Sale Terminal
Point-Of-Sale Terminal
11
111
Point-Of-Sale Terminal
Invoices (Point-Of-Sale)
When you make an over-the-counter sale and create a new invoice, items that have been sold are
removed from inventory. On-hand inventory will be adjusted and if minimum and maximum levels for
these inventory items have been set, these adjustments will appear when you generate new purchase
orders (See Purchase Orders).
New invoices are created through the Quick POS. A history file of all invoices (including work orders
that have been converted to invoice, invoices created in the wet/dry storage module, and invoices for
major unit sales) are maintained from Sales, then Invoices. You can review an invoice from the
history files, reprint an invoice, and with supervisor access make corrections and/or void an invoice.
You cannot insert/add a new invoice through Sales, Invoices.
11.1
The POS Terminal
The POS Terminal
After you have set up the individual workstations that will be using the POS Terminal program, open
Parts & Service at that workstation. The POS Terminal is initiated from the Parts & Service Main
Menu by selecting Quick POS.
You will be prompted for the Sales Code. Enter the Sales Code and press the OK button.
The POS Terminal screen stays up on the workstation at all times and is always ready for a new
invoice. Invoice numbers are not generated until the sale is completed.
The functions you have been used to with the Quick POS are essentially the same, however, the
new POS Terminal allows for easier entry, check out, printing, and immediately being able to begin
another ticket.
The Main POS Terminal screen is shown below:
All options are available on-screen at all times. Using the F keys from the Action Menu will initiate
the action, or use the Alt + the underlined letter in the Action Menu item (i.e., to add an item to the
order pad use Alt + O).
© 2004 ... Total Control Software Corporation
112
11.2
Parts, Service & Inventory Manual
Entering Part Numbers and Quantities
Entering Part Numbers and Quantities
The Point Of Sale Terminal is alway "up" on screen at the workstation. All items and quantities are
entered or scanned in the Enter Item Number or Qty field box. Quantities are entered as 1 through
99, with a quantity of 1 being the default.
Enter the Part number (or scan it using a bar code scanner) and press the Tab key on your
keyboard.
Enter the quantity (1 through 99) and press the Tab key on your keyboard.
After you have enter several parts, you can move through the various items by using the Up and
Down Cursor Keys on your keyboard. With the part highlighted you can adjust quantity by simply
entering a number between 1 and 99 and pressing the Tab key on your keyboard. For other options,
see below.
As each item is entered, Stock Information for that item is displayed in the lower left corner of your
screen, with the Bin Location (if any), On Hand Quantity, and any On Order information. The
subtotal, tax due, and Total Due is displayed on the lower right corner of the screen and changes as
parts are added, removed, etc.
© 2004 ... Total Control Software Corporation
Point-Of-Sale Terminal
11.3
113
Customer Lookup
Customer Lookup
The default setting for all POS Terminal sales is Cash Customer. If you are doing a sale for a
Customer in the database, you can look the customer up using the F3 key on your keyboard.
The Standard Locate a Customer Record screen will display. Find your customer, highlight him/her
and press the Select button.
If the customer has been set for any discounts or special tax rates, the POS Terminal screen will
handle these items automatically.
As before, you can always discount an individual part by highlighting it and use the Alt + F keys at the
bottom of the screen for discounting, marking up, or returning an item to retail.
11.4
Price Book and Inventory Lookup
Price Book and Inventory Lookup
You can look up parts using the Price Book Lookup or the Inventory Lookup.
Price Book Lookup
© 2004 ... Total Control Software Corporation
114
Parts, Service & Inventory Manual
The Price Book Lookup (F4 key, or select by clicking your mouse on the Price Book Lookup in the
Action Menu) brings up the standard Price Book screen, sorted by Make.
The Inventory Lookup (F5 key, or select by clicking your mouse on the Inventory Lookup in the
Action Menu) allows for more specific search parameters.
Inventory Look Up By Part Number
Just begin entering the part number you are looking up. It will display in red on-screen and the
screen will scroll down until it matches or finds the closest match to the part number entered.
Inventory Look Up By Description
To look up parts by description, check the By Description check box. Begin entering the description
of the part you are searching for. It will display in red as you type it in and the screen will scroll to the
part matching that description.
© 2004 ... Total Control Software Corporation
Point-Of-Sale Terminal
11.5
115
Multi Lookup
Multi Lookup
The Multi Lookup Function allows for multiple searches within the same screen (F6 key, or click your
mouse on the Multi Lookup in the Action Menu).
You can search by Part Number, Current Inventory or Non-Inventory.
For Current Inventory lookup in the Multi Lookup screen, click on the Current Inventory tab.
Entering the Part Number will scroll to the nearest match.
Selecting the Search button, opens the Search Field. Entering a partial description will return all
parts with that keywor(s) in the description. Use the Reset button to return the Current Inventory
© 2004 ... Total Control Software Corporation
116
Parts, Service & Inventory Manual
screen to full display.
The Non-Inventory Tab allows you to lookup non-inventory items by entering the item number.
11.6
Cancel Sale
Cancel Sale
A sale can be cancelled in two places, at the main POS Terminal, which will return the POS Terminal
screen to an empty screen allowing you to start the next sale, or from the Cash Out (Invoice Payment
Form).
Cancelling a Sale from the POS Terminal screen:
Selecting No will return you to the screen with all information intact. Selecting Yes will return you to an
empty screen, ready for the next sale.
© 2004 ... Total Control Software Corporation
Point-Of-Sale Terminal
11.7
117
Print Price Quote
Print Price Quote
You can Print a Price Quote based on a pending sale in the POS Terminal at any time (F8 key, or
selecting Print Price Quote on the Action Menu).
You will be prompted to Preview or Not (this is an override from the Standard POS Terminal Cash
Out).
11.8
Invoice Notes
Invoice Notes
Invoice Notes can be added to any ticket by selecting Invoice Notes from the Action Menu, entering
your notations and clicking the Save button.
11.9
Pick Lists
Pick Lists
Inserting a Pick List to a ticket is the same as the Quick POS. Select Pick Lists from the Action Menu,
then choose from the Saved Pick Lists or use the Import External Pick Lists option.
© 2004 ... Total Control Software Corporation
118
Parts, Service & Inventory Manual
11.10 Add Item to Order Pad
Add Item to Order Pad
Adding an item to your Purchase Order Pad is the same as in the old Quick POS. Highlight the item to
be ordered (status displays in the lower left hand corner of your screen) by using the up and down
cursor keys on your keyboard. Select Add Item to Order Pad, enter the quantity and any remarks and
click the Save button.
11.11 Edit Item Information
Edit Item Information
You can edit information for an item on the POS Terminal. Highlight the item using the up and down
cursor keys on your keyboard, select Edit Item Information. Make any corrections and click the Save
button.
© 2004 ... Total Control Software Corporation
Point-Of-Sale Terminal
119
11.12 Edit/View Item Cost
Edit/View Item Cost
This is generally used for non-inventory items or XXX parts. Highlight the item using the up and down
cursor keys on your keyboard and select Edit/View Item Cost.
11.13 Canceling A Sale
Canceling A Sale
Canceling a sale from the POS Terminal screen will delete all items from the screen and allow you to
start over again.
© 2004 ... Total Control Software Corporation
120
Parts, Service & Inventory Manual
Canceling a sale from the Cash Out (F2) screen returns you to the Sale with all items still on screen.
You will be prompted whether to continue to cancel the sale (returning you to a blank POS Terminal
screen) or by selecting No, leaving all items on screen (so that you can edit, add, delete individual
items and then Cash Out).
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XII
Work/Repair Orders
122
12
Parts, Service & Inventory Manual
Work/Repair Orders
Work Orders
Items and Codes Setup
Before you begin you should set up your base Service Codes (labor codes), Flat Rate Codes, Work
Order Status Codes, Technicians, and Vendors (parts distributors, warranty providers, and
sublet/contract labor). You can always add more as you begin adding new work orders. If a Service
Code, Status Code, Technician, and/or Vendor is not already set up it can be inserted while adding or
changing a work order (See, System Set Up)
Most of the general settings for work orders are found under the Main Menu, Service, as well as
various reports. Vendor records are located under Parts, special Work Order Disclaimers and Work
Order Terms can be set up from File, then Device Setup.
12.1
Adding a New Work/Repair Order
Adding a New Work Order:
From the Main Menu, select Service then select Active Work Orders. To add a new work order,
press the Add New WO button.
© 2004 ... Total Control Software Corporation
Work/Repair Orders
123
To change or edit an existing work order, highlight the work order by using the mouse or Up or Down
arrow keys on the keyboard and press the Change/Edit button. To void an existing work order press
the Void Work Order button (A supervisor override is required to void an existing work order).
The Quick Find button filters the list searching for any field that contains the string you type in the
quick find box (see also Quick Search in Vendors and Customers). This includes partial matches.
For example, you need to find a unit and you only know the last 6 digits of the unit's serial number. Key
in the last 6 digits of the serial number and press the ENTER key. All units containing these numbers
anywhere in the records will appear. To return to the listing of all work orders press the Reset button.
12.2
Selecting the Customer/Customer Owned Unit
Selecting the Customer/Customer Owned Unit
From the Browse the Active Work Orders screen, press the Add New WO button. The Adding a
New Work Order screen will appear.
© 2004 ... Total Control Software Corporation
124
Parts, Service & Inventory Manual
The Browse the Customer File will immediately display. Select the Customer for this new work order.
The list of Customer Owned Units will display, highlight the unit and press the Select button.
© 2004 ... Total Control Software Corporation
Work/Repair Orders
125
If this is an Internal Work Order and the dealership (INT) is selected as the customer (and you have
the F&I module installed), a complete list of all major units in Current Inventory will display. Select the
inventory unit.
12.3
Work Order Types
Work Order Type – Retail or Internal?
The Type field in your new Work Order uses the following:
WOR - Work Order Retail – Customer pay
WOI - Work Order Internal - requires a Stock Number input, Charges cost back to Unit.
WOW - Work Order Warranty - Warranty pay
WOP - Work Order Prep/Rigging - requires a Stock Number input, charges cost back to the
unit.
Selecting a Different Customer and/or Unit
If you selected the wrong customer or the wrong customer owned unit, once the Adding a New Work
Order screen is displayed, use the F7 (Select Customer button) to bring up your Customer file and
select a different customer. Use the F8 (Select Unit button) to bring up the list of Customer Owned
Units for the customer selected, highlight and select the correct unit.
Work Order Status
The default setting for all new work orders is IN. However, you may select any status that you have
entered into the system, except BILLED (this is reserved for work orders that have been converted to
invoice). See also, Work Order Status Codes.
Other General Information
You may enter a Purchase Order number for this customer's work order, a Date Promised, any
Special Remarks about this customer, unit, or work order.
If you want to Override Shop Supplies, check the Override Shop Supplies check box and at the
field prompt, enter the amount for shop supplies to be charged on this work order.
If this entire work order is to be Tax Exempt, check the Tax Exempt box.
© 2004 ... Total Control Software Corporation
126
Parts, Service & Inventory Manual
Price Adjustments can be entered (the amount entered will be subtracted from the total amount owed
on the work order.
After completing the General information (F5 key), use the mouse and click on the Problems (F6
key) tab.
IMPORTANT NOTE: You must have at least one
problem entered (you do not have to enter parts
and/or labor items at this point) in order to save your
Active Work Order.
There are three steps for this procedure:
· Setting out the Problems
· Adding Parts and Labor as the work progresses
· Converting the Work Order to an Invoice.
Work to be Performed (The Problem)
All work orders must have assigned to it at least one problem (work to be performed) before saving the
Active Work Order.
You can have multiples of problems (work to be performed) for any given work order. Enter each
Problem or work to be performed. To do this press the Insert button under the Problems list. Each
problem item is assigned a line/item number.
You can have any combination of problems (payment types). Each part and labor item is entered
against the problem and is charged by problem type. The default problem type is Retail, which is paid
by the customer. If the problem will be charged back to the dealership (sales department), select
Internal. If the problem is a warranty item, select Warranty, then select the Claims button. Select the
Claim from the list or press inset to add a new claim and then press select. All parts and labor will be
© 2004 ... Total Control Software Corporation
Work/Repair Orders
127
charged back to the Claim information entered.
You cannot combine different payment types within the same problem. If a customer brings in a unit
for an oil change (customer pay – retail), and also has warranty work to be performed (warranty
provider pay – warranty), you must assign each with a separate problem and set the type for each.
Inserting a New Problem
Select the Insert button (Alt + I)
Select the Type (Retail, Internal or Warranty) for this problem. Enter a brief description of the work to
be performed. It is not required that you add any parts and/or labor items at this point. Select the OK
button, print the work order for the customer to sign.
12.4
Updating or Changing an Active Work Order
Updating or Changing an Active Work Order
As parts and labor items are added, you can reprint this as often as needed. It is recommended that
two copies of the active work order be printed, one for the Service Manager's file and one for the
technician to use as a working copy for adding parts, labor and other charges on the work in progress.
© 2004 ... Total Control Software Corporation
128
Parts, Service & Inventory Manual
From Service, then Active Work Orders, highlight the work order and select the Change button.
Additional problems can be added, current problems can be edited or deleted.
NOTE: You cannot delete a problem from an Active Work Order before you remove all associated
parts and labor items from it first.
12.5
Adding Parts and/or Labor Items
Adding Parts and/or Labor Items
Once the work is in progress you can add or correct parts or labor items to the work order at any time
by pressing the Insert or Change buttons below the list you are working with. When finished entering
items, press the OK button to save your work. You will be returned to the problems list. You can
reprint the work order at any time.
You can also add or correct parts or labor items directly from the Problems list. Select the Parts or
the Labor tab, then press the Insert or Change buttons as needed..
Once the work order is finalized, Press the Convert to Invoice button. You will be asked if this is what
you want to do. Press the OK button to continue, or by pressing the Cancel button, you will be
returned to the Work Order Form.
After pressing OK, another form will be presented asking about payment information. (See also,
Invoices, for more information about taking a payment and the various payment methods.) Note: The
Invoice Payment Form for Work Orders shows notations for Warranty and Internal payment amounts.
After entering the cash received amount, press Save + Print. The invoice will print similar to the one
shown below:
© 2004 ... Total Control Software Corporation
Work/Repair Orders
129
You will be returned to the Work Order Form, Press the Save button and you are done.
After you have converted a Work order to an invoice, the work order will move off of the Active Work
Order list and can be found on the Billed Work Order List or in Sales, Invoices from the Main
Menu.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XIII
Create and Print blank Work
Orders
Create and Print blank Work Orders
13
131
Create and Print blank Work Orders
Create and Print blank Work Orders
If your dealership needs blank pre-printed work orders for checking in boats (these are especially
useful when the service manager or technician is doing a walk-around the boat with the customer), you
can now set up and print a blank work order with disclaimers and terms, a check in list, and room for
entering up to 5 different problems or jobs to be performed.
After entering the information for the customer and his/her unit, making your notations, getting the
customer's signature for your disclaimer and terms, a service clerk can use this form to do your data
entry into Total Control Software's system.
Be sure to save your signed work order as it is your copy with the customer's authorization and
agreement to your disclaimers and terms (See also, Parts, Service & Inventory manual for information
on how to use your own disclaimers and terms for work orders rather than using the default settings).
If you choose to use these blank forms you may wish to remove the disclaimers and terms information
from your system work orders (this will save printer time, ink, and paper, and will not print everytime
you have to reprint a work order). You can remove the disclaimers and terms information from your
work orders by selecting File from the main menu of the Parts, Service & Inventory module, then
selecting System Setup, Service and checking the box "Do Not Print Disclaimers on Work Orders" and
pressing the Save button to save your changes.
Next:
Set up the Check List Items
13.1
Set up the Check List Items
Set up the Check List Items
Check List Items can be any items (up to 10) you want to ensure that the service writer, manager or
technician asks your customer or checks on the unit you are doing the repair work.
To set up a list of items, from the Parts, Service & Inventory module main menu, select Service, then
select Check List Items:
© 2004 ... Total Control Software Corporation
132
Parts, Service & Inventory Manual
From the main Check List Items screen, select Add to insert up to 10 items you want pre-printed on
your blank work orders. The items will automatically insert a blank line between each check list item.
These items will print in alpha-numeric order (i.e., 1, 2, 3, a, b, c). If you want these items to display in
a particular order, please either number each item in the order you wish them to print (i.e., 1. Ask about
Winterization; 2. Get Owner's Signature on Form, 3. Check for Loose Items).
Enter your item description and select the Save button.
After you have finished adding and saving your Check List Items you can now print your blank work
orders.
Next:
Change the default settings
© 2004 ... Total Control Software Corporation
Create and Print blank Work Orders
133
Print your blank work orders
13.2
Change the default settings
Change the default settings
If you choose to use these blank forms you may wish to remove the disclaimers and terms information
from your system work orders (this will save printer time, ink, and paper, and will not print everytime
you have to reprint a work order). You can remove the disclaimers and terms information from your
work orders by selecting File from the main menu of the Parts, Service & Inventory module, then
selecting System Setup, Service and checking the box "Do Not Print Disclaimers on Work Orders" and
pressing the Save button to save your changes.
Next:
Print your blank work orders
13.3
Print your blank work orders
Print your blank work orders
Once you have changed your default settings (if needed), and set up your Check List Items, you can
print one or more blank work order (you can photocopy these or just print them in batches as needed).
From the main menu, select Service, then select Print Blank Check In Form.
© 2004 ... Total Control Software Corporation
134
Parts, Service & Inventory Manual
You will be prompted whether or not you wish to preview this form. Select No to send the form directly
to the printer (only one will print), or select Yes to preview the form and by selecting the Print Options
icon you can change the number of copies you wish to print or change to a different printer.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XIV
Print Set-up Options for Printing
Work Orders
136
14
Parts, Service & Inventory Manual
Print Set-up Options for Printing Work Orders
Print Set-up Options for Printing Work Orders
Work Orders now print a complete listing of the unit including hull, motor, and trailer along with the
make, model, serial numbers of each item.
You can also set up the work order to print multiple copies, print from a Notes section that has been
added to all work orders, and print blank lines for your technicians to manually fill in information.
14.1
Adding Customer Notes to a Work Order
Adding Customer Notes to a Work Order
You can import Customer Notes to a Work Order from the Customer information file, edit these notes,
or enter notes to a work order. Notes entered on a work order do not transfer back over to the
customer information file (Customers/Notes), they are specific to the work order being added.
After you have entered the General Information (selected the customer and his/her unit), entered your
Problems, select the Notes Tab (F7 key).
You can enter notes by select the Edit Notes button - make your entries and press the Tab key on your
keyboard to save the notes to this work order. Selecting the Import Cust Notes will bring in the
customer's notes record from his/her file. You can further edit these notes after the Customer Notes
Import. Press the Tab key on your keyboard to save the notes to this work order.
If you want to import the notes from the customer's notes in his/her record, click the Import Cust Notes
© 2004 ... Total Control Software Corporation
Print Set-up Options for Printing Work Orders
137
button.
14.2
Print Set-up
Print Set-up
When you are ready to print your Active Work Order, selecting the Print Work Order button will bring
up a Print Set-up options box.
Select the number of copies to print, check whether you wish to print the work order notes entered for
this work order, whether you wish to print blank lines for technicians to make manual entries to this
work order, and how many blank lines you wish to include.
14.3
Print Setup Internal/Warranty WOs
Print Setup Internal/Warranty WOs
When you have converted an Internal or a Warranty Work Order to an Invoice you will be prompted to
print a customer and/or dealership copy of this invoice. The customer copy prints all items,
descriptions, corrections, but does not print individual dollar amounts. The dealership copy prints a
complete listing, including all dollar amounts.
After you have printed the customer copy you can then print the dealership copy or click done.
Reprinting an invoiced work order from Sales, Invoices will give you the same prompts.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XV
Work Order Deposits
Work Order Deposits
15
139
Work Order Deposits
Work Order Deposits
1.
Set up a Non-Inventory Item (Parts, Non-Inventory Items) called Deposit (Description
Work Order Deposit), make sure to un-check the Taxable, check the Allow Discounts, give
the part no price or cost. (if you want to assign it a department, it should be miscellaneous
rather than parts).
2.
To take a deposit:
a. Go to Quick POS, select Customer, find the customer and sell him/her Deposit,
Quantity 1, amount of the deposit he is giving you on the work order, Save the Invoice,
enter the payment method and close it out. You can print a copy for the store and/or
for the customer.
b. To record the deposit to the work order, open the work order, if there are multiple
problems, I would suggest Inserting a new problem, enter as the Job/Problem –
"Customer Deposit", reference the Invoice # and date if you wish.
c. On the parts part of the problem, select Insert, Enter the Part Number as "Deposit",
enter the quantity as a negative 1 (-1), enter the amount as a positive number (the
system will handle the credit), save your problem.
d. You may wish to attach the Quick POS copy of the Deposit to the Work Order for your
hard copy file.
3.
When you close out the work order the amount the customer owes will be correct and you
will have accounted for the original deposit on your cash report for that day, as well as
accounting for the remaining amount the customer owes on the day the work order is
converted to an invoice.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XVI
Internal Work Orders - Rigging
Sheets
Internal Work Orders - Rigging Sheets
16
141
Internal Work Orders - Rigging Sheets
Internal Work Orders - Rigging Sheets
On Internal Work Orders for rigging on a new deal, you can now enter the customer's name. The work
order will still display as Internal (INT) on the Active and Billed Work Orders screen, but will display the
customer's name instead of the dealership name.
Note Work Order #133 above (Internal Work Order/Customer Name John Smith). Also, Note Work
Order #134 is also an Internal Work Order, however, it is for a unit in stock (customer name remains
as Internal Sale).
You will still select the dealership as the customer when adding a new internal work order, enter the
stock number for the unit the work is being performed. There are also two new fields on the General
Information screen for the Active Work Order to enter the customer's name. Enter the purchasing
customer's last and first names.
The printed work order will print the customer's name along with the unit information, etc. If no
customer information is entered under Last Name, First Name, the work order will still print with the
dealership's information in place of the customer's name.
This option does not appear on Retail work orders.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XVII
Warranty Work Orders/Claims
Warranty Work Orders/Claims
17
143
Warranty Work Orders/Claims
Warranty Work Orders/Claims:
There are three steps to creating, maintaining, and tracking Warranty work for your units in stock and
for your customers' units that are brought in for warranty (manufacturer or extended) repairs:
1. You must have the companies that provide warranty coverage set up under your Vendors
database.
2. Any work orders for warranty work must have the claim and warranty company (vendor)
information that is associated with the work order entered and selected.
3. You need to be able to track warranty claims after the work orders are completed.
Please refer to other sections of this manual for more complete information on entering all vendors and
work orders. This section is specific to Warranty Claims and Warranty Work Orders.
17.1
Adding a New Work Order (Warranty)
Adding a New Work Order (Warranty):
You should have your Service Codes, Work Order Status Codes, and Technicians already set up.
Please refer to the manual sections on System Set Up for instructions. Also, refer to the manual
sections on Work Orders for general work order instructions.
Warranty Work Orders are created in the exact same manner as any other work order with the
exception of the set up of the Problem itself. You can have multiple warranty claims on a single work
order as long as each claim is separated as a unique problem. You can also have multiple pay types
(i.e., customer pay, internal and warranty) on the same work order, again, as long as each is separated
as a unique problem.
·
·
·
·
·
·
From the Main Menu, select Service then select Active Work Orders
To add a new work order, press the Add New WO button.
Select the type of Work Order. The Type field uses the following:
WOR - Work Order Retail
WOI - Work Order Internal - requires a Stock Number input, Charges cost back to
Unit.
Select the Customer either by looking up the customer from the Customer database or keying
in the customer number
Pressing the Lookup Unit button will give you access to units assigned to the customer you
selected. Press the Select button and the unit information will be pulled into the work order
screen.
After completing the General information, use the mouse and click on the Problems tab.
There are three steps for this procedure: Setting out the Problems, Adding Parts and
Labor as the work progresses, and Converting the Work Order to an Invoice.
17.2
Adding a Warranty Job/Problem and Claim Information
Adding a Warranty Problem and Claim Information:
Problems: Enter the problems or items to be worked on. To do this press the Insert button under the
Problems list. Each problem is assigned a unique problem line/item number.
© 2004 ... Total Control Software Corporation
144
Parts, Service & Inventory Manual
·
·
Select Warranty from the drop-down box for Type.
Press the Claims Button. A Browse Work Order Claims screen will display.
Press the Insert button to insert the warranty claim information.
Enter the following information for this claim:
© 2004 ... Total Control Software Corporation
Warranty Work Orders/Claims
·
·
·
·
·
·
·
145
Claim authorization or pre-authorization date
Warranty Company (or select the Warranty company from the drop-down list by clicking on the
down arrow)
Claim Number
Pre-Authorization Number
Customer Deductible (if any)
Any Remarks
Enter the Unit Information for the warranty work (or use the Select Unit button)
Note: You must select a warranty company and enter either a Claim Number or PreAuthorization Number for the warranty information to record and bill correctly. If you do not
have a claim number or pre-authorization number you may enter "Pending" under either.
Select the OK button once the claim information is entered. You will return to the Browse the
Work Order Claims screen. Highlight the Claim and press the Select button.
17.3
Correcting or Changing Claim Information
Correcting or Changing Claim Information:
If you have previously entered a temporary or pending claim authorization number and must make
corrections to the claim information, YOU MUST FIRST CLEAR THE CLAIM INFORMATION FROM
THE PROBLEM AND RE-SELECT THE CORRECTED CLAIM.
If you will be using a temporary or pending claim authorization number until after the claim is submitted
to the warranty provider, you can enter the correct claim information while working in Accounts
Receivable, Warranty Claims (See
Highlight your Active Work Order, select Change. When the work order displays, select the Problems
tab, highlight the Warranty Problem, select Change, and press the Clear Claim button.
You will receive a warning message. Answer Yes.
© 2004 ... Total Control Software Corporation
146
Parts, Service & Inventory Manual
The Problems, Corrections, Parts and labor items added to this line item will not be removed, however,
the claim information for this problem is removed from the problem.
Select the Claims button. Highlight the existing claim, select Change, make your corrections to the
claim, select OK. At the Browse Work Order Claims, highlight the corrected claim and press the Select
button.
Make any further corrections notations, add any parts and/or labor items to this problem in your work
order and select the OK button to save the corrections to this warranty problem. At the Changing a
Work Order screen you can re-print the work order, save the work order to save your corrections and
return the work order to your Active Work Orders, or convert it to an invoice if it is ready to be billed out
to the customer/warranty company.
17.4
Adding Parts and/or Labor
Adding Parts and/or Labor:
Once the work is in progress you can add or correct parts or labor items to the work order at any time
by pressing the Insert or Change buttons below the list you are working with. When finished entering
items, press the OK button to save your work. You will be returned to the problems List.
You can also add or correct parts or labor items directly from the Problems list. Select the Parts or
the Labor tab, then press the Insert or Change buttons as needed..
Converting the Work Order to an Invoice: Once all work is completed on an active work order you
can convert it directly to an invoice. When ready, Press the Print Work Order button to print the work
order.
© 2004 ... Total Control Software Corporation
Warranty Work Orders/Claims
17.5
147
Processing and Reviewing Warranty Claims
Processing and Reviewing Warranty Claims:
Warranty Claims can be printed for review at any time while a work order is in progress (See Work
Orders).
Once a Work Order is completed you will need to submit the claim and be able to track the date it was
submitted, and any payments or credits issued by the warranty company or manufacturer.
You will then be prompted whether or not you wish to preview the report. The Warranty Claim
Summary report is shown below:
Warranty Claims Summary reports can also be accessed directly from Accounts Receivable (A/R),
Warranty Claims.
After a warranty claim work order is completed, information about the claim can be reviewed and
payments recorded by selecting A/R (Accounts Receivable) from the Main Menu and then selecting
Warranty Claims.
© 2004 ... Total Control Software Corporation
148
Parts, Service & Inventory Manual
Claims can be reviewed and/or printed by selecting from the display box at the lower left side, All,
Unpaid, or Paid.
To record the date a warranty claim is submitted or to record a warranty claim payment, highlight the
claim and press the Change button.
Enter the Claim Payment Information at the bottom and press the OK button.
To review the claim information for an individual claim select the Claim Problems tab.
Information can be reviewed by selecting any of the tabs for Notes, General, Labor or Parts. This is
for review only. Information or data cannot be changed from these screens. For information on
changing a Billed Work Order see the Supervisor Manual.
Warranty Claims Report can be printed by pressing the Print Claims Report button on the Browse
the Warranty Claims screen, selecting a date range for the report and selecting whether to print All
claims, Paid claims, or Unpaid claims. Warranty Claim Summary reports for individual warranty
claims can also be accessed from this screen by highlighting the claim and then selecting Print
Warranty Claim.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XVIII
Accounts Receivable
150
18
Parts, Service & Inventory Manual
Accounts Receivable
Accounts Receivable:
Customer Accounts:
Customer Accounts can be maintained through Accounts Receivable, tracking purchases, payments
and maintaining current balances for each customer.
Customer payments can be taken at any workstation, by any employee. Invoices placed on open
account, adding or changing an Accounts Receivable (Open Invoice), deleting a Customer Payment, or
voiding any Invoice, Customer Payment, Accounts Receivable (Open Invoice) cannot be performed
without a Supervisor Override.
From the Main Menu select A/R.
18.1
Setting up your Beginning Balances for AR
Setting up your Beginning Balances for Existing Customers:
·
After you have set up your customers, their types, whether or not they can charge, go to A/R
and then select Accounts Receivable (Open Invoices)
·
At the Browse Open Invoice screen select Insert
© 2004 ... Total Control Software Corporation
Accounts Receivable
·
·
·
·
·
·
·
·
151
Enter the customer number or press the button to the right of the customer number to bring up
the list of all customers and then highlight the customer and press the Select button on the
Browse the Customer File screen.
Tab down to the next field for the customer's name to display
Type in the beginning balance date
Assign this beginning balance an out-of-range invoice number (one that will not create a
duplicate invoice number, i.e, 999001)
Enter the amount of the beginning balance
Enter the amount to be placed on open account
Enter any late charges (or enter the entire beginning balance to include any late fees)
Press OK
NOTE: These beginning balance invoices WILL NOT show up under Sales (Invoices). They
are created only for setting up a customer's existing balance prior to using this software.
18.2
Accounts Receivable Report
Accounts Receivable Report
·
·
·
18.3
After you have entered all the customers' beginning balances select A/R then Customer AR
Balance Report. You can also print an Open Invoice report directly from the Accounts Receivable
(Open Invoice) screen
Type in a beginning date that will include all accounts receivable entries (i.e., 01/01/90), when the
prompt box for one customer only appears, press the No button and either preview the report or
send it directly to your printer.
Check over your customers and their current balances, make any corrections to beginning
balances by selecting from A/R, Accounts Receivable (Open Invoice), highlighting the
customer's transaction, and select change. Make any adjustments and save it.
Customer Payments
Customer Payments
·
·
After an invoice or beginning balance has been placed on open account for the customer
you can enter payments for that customer
Select A/R and then Customer Payments, then Insert
© 2004 ... Total Control Software Corporation
152
Parts, Service & Inventory Manual
·
·
·
·
·
·
·
·
Enter the date the payment was received (if different from the default date)
Select whether the type is a payment or a credit.
· Credits should be used for non-specific invoice payments, i.e., someone purchases a
gift certificate for another customer, or prepays against a future invoice—this type of
payment will display differently on reports
· Payments. Type in the customer's number or select him or her by pressing the button
to the right of the customer number, after the customer is selected, tab down to display
the customer's name.
Enter any remark
Enter the amount to be paid, payment method, and check number
Highlight the invoice(s) the payment is to be applied against and press the Mark button,
then select OK.
NOTE: If the customer is paying only a partial payment on his or her balance (for multiple
or single invoices) – mark the invoices from the oldest to the newest. The payment will
apply proportionately against the invoices, leaving amounts owing against the newest
invoices.
You will be prompted whether you wish to preview the customer receipt or send it directly
to the printer.
Customer payments cannot be deleted without a Supervisor Override.
© 2004 ... Total Control Software Corporation
Accounts Receivable
·
18.4
153
NOTE: You cannot reprint a customer receipt once it has been completed and saved.
However, you can print a customer's charge activity (with payments, credits, and charges)
at any time by selecting Customers, then highlighting the customer and pressing the
Charge Activity button.
Voiding or Changing Invoice in AR
Voiding or changing invoices placed on Open Account:
·
·
Invoices cannot be Voided without a Supervisor Override.
If you have to void or change an invoice for a customer. when the original balance has
© 2004 ... Total Control Software Corporation
154
Parts, Service & Inventory Manual
been placed on open account, through Sales, Invoices (historical record of all invoices
and billed work orders), the system will also remove the invoice from Accounts Receivable,
AS LONG AS NO PAYMENTS HAVE BEEN POSTED AGAINST THIS INVOICE. If
payments have been posted against this invoice you will not be able to void the invoice.
YOU MUST FIRST go to Accounts Receivable (Open Invoices) and delete any
payments applied against the open invoice first.
18.5
Credit Invoices in AR
Handling credit invoices (returned items) that have been placed on open
account:
·
If a customer purchases an item on open account and then subsequently returns the item and
you create a return invoice (negative purchase):
· Select A/R from the Main Menu, then select Accounts Receivable (Open Invoices),
highlight the original purchase invoice and select change. Enter the amount of the return
under prior payments. Select OK
· Now highlight the second credit invoice for that customer and select change. Enter the
amount returned under prior payments as a negative amount. Select OK
· The invoices will still be retained for sales and inventory purposes.
Do Not Make Changes to the original invoice, especially the payment method,
i.e., adding a second payment method. If payment information is changed on the
original invoice that information will revert to the original invoice date and Cash
Reports for that day and the day that the change was made will not report correctly.
You can, however, correct the payment method if it was originally posted incorrectly.
If you only need to review the invoice, select Sales then Invoices. When the screen displays,
highlight the invoice and press the Printer icon in the upper right portion of the screen to reprint the
invoice.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XIX
Processing and Reviewing
Warranty Claims
156
19
Parts, Service & Inventory Manual
Processing and Reviewing Warranty Claims
Processing and Reviewing Warranty Claims:
Warranty Claims can be printed for review at any time while a work order is in progress (See Work
Orders).
Once a Work Order is completed you will need to submit the claim and be able to track the date it was
submitted, and any payments or credits issued by the warranty company or manufacturer.
You will then be prompted whether or not you wish to preview the report. The Warranty Claim
Summary report is shown below:
Warranty Claims Summary reports can also be accessed directly from Accounts Receivable (A/R),
Warranty Claims.
After a warranty claim work order is completed, information about the claim can be reviewed and
payments recorded by selecting A/R (Accounts Receivable) from the Main Menu and then selecting
Warranty Claims.
© 2004 ... Total Control Software Corporation
Processing and Reviewing Warranty Claims
157
Claims can be reviewed and/or printed by selecting from the display box at the lower left side, All,
Unpaid, or Paid.
To record the date a warranty claim is submitted or to record a warranty claim payment, highlight the
claim and press the Change button.
Enter the Claim Payment Information at the bottom and press the OK button.
If you have received a final Claim Number for this warranty claim you can use the Other Reference
Number (Pre-Auth No.) as you claim number. The claims can be sorted and viewed by this number.
To review the claim information for an individual claim select the Claim Problems tab.
© 2004 ... Total Control Software Corporation
158
Parts, Service & Inventory Manual
Information can be reviewed by selecting any of the tabs for Notes, General, Labor or Parts. This is
for review only. Information or data cannot be changed from these screens. For information on
changing a Billed Work Order see the Supervisor Manual.
Warranty Claims Report can be printed by pressing the Print Claims Report button on the Browse
the Warranty Claims screen, selecting a date range for the report and selecting whether to print All
claims, Paid claims, or Unpaid claims. Warranty Claim Summary reports for individual warranty
claims can also be accessed from this screen by highlighting the claim and then selecting Print
Warranty Claim.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XX
Customer Statements and Billing
160
20
Parts, Service & Inventory Manual
Customer Statements and Billing
Customer Statements and Billing:
·
Late Fees/Finance Charges: If your dealership assesses finance charges on invoices placed
on open account you must set this up in your System Set Up. From the Main Menu, select
File, then select System Set Up. Then select the Other Information tab.
· Enter the day of the month you want to use for calculating late fees (i.e., if you send
statements on the first day of each month, select 10 for the day of the month to begin
incurring late charges). If you do not charge late fees or finance charges leave this field
blank.
· Enter the Late Fee Percent (based on a monthly basis, i.e., if the annual rate is 12% enter
1.0, if the annual rate is 18% enter 1.50). If you do not charge late fees or finance
charges, leave this field blank.
· You can always correct, delete or enter late fees/finance charges for any customer(s).
· You should run the Customer AR Balance Report (see below) prior to making any
corrections.
· Select A/R, then Accounts Receivable (Open Invoices). Check the Show All
Transactions box. Highlight the open invoice, select the Change button. Under the
Late Fees at the bottom of the Open Invoice record for that customer, make your
corrections and select OK.
·
Generating your Customer Statements:
· From A/R on the Main Menu select Recalculate Customer Balances. A processing
records box will display briefly. Once you are returned to the Main Menu:
· From A/R on the Main Menu select Balance Forward Billing.
· You will be prompted for a Starting Date for your billing cycle. NOTE: Any invoices
incurred or payments made prior to your start date will not itemize, they will be
included in the "Balance Forward" portion of the customer's statement. Type in the
starting date and select OK.
·
At this point you may generate statements for all your customers.
·
You will be prompted whether you wish to preview the statements. To preview the
statements select Yes. To send the statements directly to your printer, select No.
© 2004 ... Total Control Software Corporation
Customer Statements and Billing
20.1
161
Printing Single Customer Statement
Print a Single Customer Statement
To print a single customer statement or review their activity, from the Main Menu, select Customers,
then select Customers again. Find and highlight your customer.
Selecting the Charge Activity button will prompt you for a date range, whether you wish to include
invoice details for this date range, and print a single customer statement.
© 2004 ... Total Control Software Corporation
162
Parts, Service & Inventory Manual
You can also preview all of a customer's general activity by selecting the Print Activity button.
You can preview on screen a customer's current balance, a list of payments, charges, credits by
selecting the ACTIVITY button. Selecting an item from this list will also allow you to preview and/or
print that item.
© 2004 ... Total Control Software Corporation
Customer Statements and Billing
20.2
163
Customer Activity and AR Reports
Customer Activity and A/R Reports and what they do:
·
Charge Activity – from the Customers list – (Customer Charge Activity): This report
displays only invoices and payments that a customer has on open account. It does not display
invoices or returns that were not placed on open account, or credits/adjustments.
·
Print Activity – from the Customers list – (Customer Activity Report): This report displays
only a listing of all invoices/work orders and an amount for that ticket. It does not display any
totals, credits or payments.
·
Accounts Receivable (Open Invoices) – from the A/R - (Open Invoice Report): This report
should be used for reviewing and later making corrections to a customer's account, but not for
reporting an actual balance to send to the customer. It only displays invoices placed on open
account and any payments made directly against the invoice. It does not display payments
against the account balance total or other credits.
·
Accounts Receivable – from the A/R – (Customer AR Balance Report): This report can be
printed for all customers with any open account activity for the time period selected as a single
report, or selected for a single customer only. The balance should match the balance shown
on the Customer Statement.
·
Balance Forward Billing – from the A/R (Customer Statement): This is the customer
statement generator. Statements can be generated for a single customer or for all customers
·
Whenever you are prompted "Would you like to Print One Customer Only", and you select
Yes, the Customer list will display. Highlight that customer, and then press the Select button.
Do not press the Charge Activity or Print Activity buttons.
© 2004 ... Total Control Software Corporation
164
Parts, Service & Inventory Manual
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XXI
Creating and Printing Reports
166
21
Parts, Service & Inventory Manual
Creating and Printing Reports
Creating and Printing Reports
Reports are displayed on the Main Menu or on screens throughout the program. Once you have
decided to print a report, select the report you wish to print.
Many of the reports have a date range that can be selected so that only the items within a certain time
period are displayed for printing. Whenever this option is available key in the dates you want the report
to print and continue with the print procedure.
Once you have selected a report to print a box will appear, Do You Wish to Preview This Report.
Selecting Yes will bring up a box similar to the one below:
Using the Report Preview
You may view each page of the report by using the icons on the window heading. If you wish to print
the entire report simply press the printer icon to the right of the Pages to Print box. If you only want to
print selected pages, select the page number to be printed and then press the printer icon to the left of
the Pages to Print box that has a number superimposed on it
The printer where the report will print will display in the upper left portion of the Report Preview bar. To
change to a different printer, select the printer icon to the left of the number of copies.
© 2004 ... Total Control Software Corporation
Creating and Printing Reports
167
Select the printer you wish to use by pressing the Down arrow to the right of the printer name. After
you have selected the printer press the OK button.
If you do not wish to print the report select the Red X on the right side of the Report Preview menu to
return to the program.
The following are examples of some of the reports available.
Invoices By Date Report
Parts & Labor Sales Report
© 2004 ... Total Control Software Corporation
168
Parts, Service & Inventory Manual
Cash Report
Detailed Invoice By Date Report
© 2004 ... Total Control Software Corporation
Creating and Printing Reports
169
Parts & Service Activity Report
Sample Listing of Reports for Parts, Service & Inventory:
Sales Reports:
From the Main Menu select Sales:
Invoice By Date Report
Parts and Labor Sales Report
Cash Report
Detailed Invoice By Date Report
Parts/Service Accounting Report
Create and Print Account Report (for Accounting)
View Unposted Account Entries (for Accounting)
View Posted Account Entries (for Accounting)
Parts Reports:
From the Main Menu select Parts:
Stock Status Report
Superceded Stock Report
Parts Sold By Date Detail Report
Parts Sold By Month Count Report
Parts Sold By Department Report
Under Stock Report
Over Stock Report
Min/Max Stock Report
Parts On Order Report
Print Count Sheets
Print Part Labels
Purchase Order Item Report
End of Month Inventory Value
Service Related Reports:
From the Main Menu select Service:
Tech Productivity Report
Active Work Order Report
Billed Work Order Report
Work in Progress Detail Report
Voided Work Order Report
User Defined Labor Report (See User Defined Reports/Spreadsheets)
Other Reports:
A variety of other reports can be generated throughout the program wherever a menu item is displayed
for printing. See Accounts Receivable for printing customer statements, and accounts receivable
reports. See User Defined Reports and Spreadsheets for creating your own custom reports and
© 2004 ... Total Control Software Corporation
170
Parts, Service & Inventory Manual
spreadsheets.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XXII
User Defined Report Designer
172
22
Parts, Service & Inventory Manual
User Defined Report Designer
User Defined Report Designer
User defined reports and spreadsheets are available from Sales and Parts from the Main Menu and
allow you to custom design any number of reports and spreadsheets. From the Main Menu select
either Sales or Parts and then User Designed. The following is a step-by-step instruction for creating
and sorting a simple report or spreadsheet. Instructions for using the Query Wizard follow these
instructions.
Reports
If you are designing a report for Sales, a Select a Date Range box will display. Type in the date range
for the report and press the OK button..
A Custom Reports box will display.
·
·
·
·
·
·
·
·
New: Create a new report. At times the Copy command may be a better alternative.
Copy: Copies the highlighted report and then asks for a new report name.
Modify: Modifies the highlighted report's layout options.
Rename: Changes the highlighted report's name.
Delete: Deletes the highlighted report.
Select: Selects the highlighted report for printing.
Columns Printed: Display the list of columns selected for the highlighted report in the order to be
printed on the report.
Sort Order: Displays the list of fields selected for the highlighted report's custom sort order.
© 2004 ... Total Control Software Corporation
User Defined Report Designer
173
To Create a New Report
After selecting a date range for Sales reports and the Custom Report box is displayed select New. At
the prompt enter a report name.
Defining the Report Column Layout:
This is the first of three steps when creating or modifying a report. This is where you select the
columns to appear in the report, the column order and which columns will be totaled or averaged.
The list on the left side of the box are available fields (columns) and the list on the right side of the box
are those fields (columns) which you have selected for your report. The name of the field will become
the column heading in the report. Selected fields will print from left to right as they appear from top to
bottom on the right side of the box.
To add fields to the report:
· Highlight a field in the left list and press the Add -> button to move the filed from the
available field list to the selected field list.
· Double click any field in the available field list to move the field to the selected field list.
· Drag-and-drop any field from the available field list to the selected field list.
To remove field from the report:
· Highlight a field in the right list and press the <-Remove button to move the field from
the selected field list back to the available field list.
· Double-click any field in the selected field list to move the field back to the available field
list.
· Drag-and-drop any field from the selected field list back to the available field list.
To change the column layout:
· Selected fields will be printed from left to right as they appear from top to bottom in the
selected field list.
· To move a column up (or to the left in the report, highlight the field you wish to move and
click the
button.
© 2004 ... Total Control Software Corporation
174
Parts, Service & Inventory Manual
·
To move a column down (or to the right in the report, highlight the field you wish to move
and click the
button.
To add column totals or averages:
· The Average and Total checkboxes will normally be enabled if the highlighted column is
numeric.
· Highlight the Total checkbox to enable column totaling or the Average checkbox to
average all values in the column.
Press the Next button on the screen to continue.
Report Sort Order
Defining the sort order for your report is the next step in creating your user defined report.
Default Sort Order
This option uses a preset sort order and generally is sufficient for most reporting purposes. When this
option has been selected, however, group heading and footing options are not available.
After pressing the Next button your will be prompted for any Query Options. For information on how
to use the Query Wizard, see below. For this report example and instructions, select Do Not Apply a
Query.
After selecting your query option, your custom report will be generated.
© 2004 ... Total Control Software Corporation
User Defined Report Designer
175
Predefined Sort Order
This option provides a list of sort orders that have been pre-defined.
Select the sort order (example by Payment Method). Press the Next button.
Group Heading and Footing Options
After selecting the sort order for your Predefined Sort Order you can control how you want your report
to group together items.
When selecting a Predefined Sort Order you can select group breaks for your report. When selecting
a Custom Sort Order you can select up to two group breaks for your report (see below for Custom Sort
© 2004 ... Total Control Software Corporation
176
Parts, Service & Inventory Manual
Order instructions).
A group break occurs each time the breaking field's value changes. This enables the report to
subdivide itself into sections (with subtotals and/or to start a new page) as the report pertains to a
specific group.
Group Break Levels
· Group Identifier in Heading: When enabled, this option creates a group heading break
and prints the value of the group field in the group heading.
· Group Identifier in Footing: When enabled, this option creates a group footing break and
prints the value of the group field in the group footing.
· Group Totals: When enabled, this option creates a group footing break and prints the
totals (or averages) for those fields where you have selected totaling (or averaging).
· New Page After Group: When enabled, this option forces a new page after the group
break.
Suppress Report Detail Rows
Selecting this option prevents report detail rows from printing (thereby printing group footings and/or
headings only). This feature is useful for producing summary level reports.
As shown in the picture above, the sort setting is now set for Payment Method (Pay Type). By
selecting Group Identifier in Heading and Group Totals and then pressing the Next button the
following report will be generated.
Custom Sort Order
The Custom Sort Order option allows you to display the report in any desired order. When this option
is selected the sort designed allows you to create up to three sort levels. Each level may be ascending
or descending and the entire sort may be case sensitive or insensitive.
After selecting the Define Your Own Custom Sort Order checkbox from the Select a Sort Order
screen, the following Sort Designer box will display:
© 2004 ... Total Control Software Corporation
User Defined Report Designer
177
Select the Sort View by, for up to three levels, choosing from the available fields in the drop down box.
Then select each sort for Ascending or Descending. When viewing alphabetic data, Ascending will
start with A and end with Z and Descending would start with Z and end with A. When viewing numeric
data, Ascending will start with 1 and progressively move higher, while Descending would start with the
highest value and progressively move toward 1.
Checking the Ignore Distinction Between Upper and Lower Case will sort both upper and lower
case letters in the same manner.
Proceed with creating your report as explained in Predefined Sort Order instructions above to
complete your report.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XXIII
User Defined Spreadsheet
Designer
User Defined Spreadsheet Designer
23
179
User Defined Spreadsheet Designer
User Defined Spreadsheet Designer
Spreadsheets
The procedures for creating and sorting a user designed custom spreadsheet are the same as for
creating a report.
Exporting And Saving your Spreadsheet
After creating and saving your spreadsheet, or selecting an existing spreadsheet format, and setting
any queries, you will be prompted for a destination and application option.
Microsoft Excel
You can save your spreadsheet in Microsoft Excel format for use in Microsoft Excel. Select the Excel
software version you have installed.
Select the format, then select the Browse button to set a location where you wish to save your file.
Saving the file into the My Document directory on your local computer makes the file easier to
find at a later time. Enter a name and the file extension for your new spreadsheet in the File
Name box, change drives if necessary by selecting the down arrow to the right of the Drives
field, then the folder where you wish to save the file. Select the OK button. YOU MUST GIVE
THE FILE NAME THE XLS EXTENSION or Excel cannot find the file.
© 2004 ... Total Control Software Corporation
180
Parts, Service & Inventory Manual
If you want to open the program where you will be saving the file check the box Launch the
Associated Application. Your screen will return to the main F&I screen, the application program will
be minimized at the bottom of your computer screen.
Saving Your Excel Spreadsheet for Use With Microsoft Works
If you do not have Microsoft Excel, but have Microsoft Works, you can save you spreadsheet in Excel
format and import it into your Works program.
You must have Microsoft Works 5.0 or later to do this.
After saving your spreadsheet in Excel format:
· Open the Works Spreadsheet
· On the menu bar, click File then Open and select an Excel file (.xls) that you want to open.
Functions and formats created in Excel are converted to Works functions and formats. All
data is retained, but objects such as charts are not.
If you have an earlier version of Works (4.x) you can obtain a special filter from Microsoft.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XXIV
Query Wizard
182
24
Parts, Service & Inventory Manual
Query Wizard
Query Wizard
The Query Wizard allows you to customize access to your dealership's data from various browse box
screens and reports throughout the program. Wherever a Query button is displayed in a screen or a
prompt for using a query when you generate a report is displayed these instructions will apply.
A query a question you ask your computer program (i.e., to only find data about customers who have
made a purchase within the past 6 months; or only find and print a report about customers who have
an outstanding balance, etc.).
Each query may consist of one or more questions, logically connected with an AND or an OR logical
operator. In order to complete your query the Query Wizard must collect three components of
information: Field, Operator and Value.
Whenever a Query button has been activated (these buttons are directly displayed in certain screens
in the system), information will remain activated (displayed) according to the query selected. Pressing
the Reset button will inactivate the chosen query.
Query Options
When beginning a query procedure you will be prompted whether you wish to select an already existing
query, create a new query, or not apply a query at all. Select the option you wish to use.
Creating or Modifying a Query
Field Selection
The Field is information contained within the database and is the "subject" of the question. A few
examples of fields would be Customer Name, Account Balance, or Zip Code.
© 2004 ... Total Control Software Corporation
Query Wizard
183
To select the field, simply highlight it and press the Next button.
Operation Selection
The Operator is the comparison to be made between the Field you have selected and the Value you
will select in the next step. Operator selections for numbers are limited when compared to operator
selections for text.
Common Operators (numeric and text)
· Equal To: The field and the value must have the same value.
· Greater Than: The field must be greater than the value.
· Less Than: The field must be less than the value.
Text Operators
· Begins With: The field must begin with the value.
· Contains: The field must contain the value at any position within the text.
To select an operator, simply highlight the desired operator and press the Next button.
Value Entry
This is the last step in creating your query. The value will be compared to the field in your database.
© 2004 ... Total Control Software Corporation
184
Parts, Service & Inventory Manual
The Field you previously selected plus the Operator you selected will display. Type in what you wish to
query, i.e., Bin (field) Is Equal To (operator) A-1 (value) (this will generate a report of all parts located in
Bin A-1).
Value Options
· Constant Value: This option allows you to type the value directly into the query. This is the default
option and is normally used with most queries.
· Another Field: This option is used for comparing two existing database elements. If you select
this option a second list of all available fields will display identical to the list for your first Field
selection. Select the second field and its value will be compared to the first field you selected.
· Expression: This is an advanced option requiring a general knowledge of computer language.
After selecting your value option press the Next button.
Query Review
The query review allows you to modify, add, or delete your existing query.
To create a query with more than one question within the same query (compound query), press the
AND or the OR button. You will be guided back to step one of the Query Wizard. Upon completing the
three steps, a new sentence will appear in the review list.
© 2004 ... Total Control Software Corporation
Query Wizard
185
When formulating a compound query, please be sure that you do not mix an AND with an OR, use all
ANDs or all Ors, but never an AND and OR together in the same query.
When the query is complete, press the Finish button to apply the query.
You will be prompted whether to save the query. Press the Yes button and you will then be prompted
for a description (name) for your new query.
Selecting a Saved Query
All saved queries with the same classification throughout the system are displayed in this box in
alphabetic order. To select a previously saved query, from the Query Options box, press the Select a
Previously Saved Query. From the Saved Queries screen, highlight the specific description, then
press the button for the action you wish to perform.
·
·
·
·
Select: This button selects the highlighted query for use with the current report or screen you are
using.
Insert: This button allows the creation of a new query.
Change: This button selects the highlighted query for modification. Upon completion of the
modification, the query may be saved with a new description, creating a modified copy of the
selected query, or you can overwrite the existing query.
Delete: This button will permanently delete the currently highlighted query.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XXV
Price Book & Utilities Program
Price Book & Utilities Program
25
187
Price Book & Utilities Program
Price Book and Utilities Program
The following are instructions for the Price Book and Utilities Program. Please read these instructions
completely before beginning your price book updates. A sample listing of available Parts Books is
included below.
Parts Price Import Utility Program:
Before using the Price Book and Utilities Program you MUST shut down all other computers on the
network. From the Server on your network (see also below), after doing so, go to Start/Programs/Total
Control Software/Price Book and Utilities. The following screen will display:
After checking your workstations, click OK. The following Main Menu will appear:
If your system has a dedicated server (accessed from a workstation), be sure that the Data Path is
correctly set. From that workstation, select File on the Main Menu, then Set Data Path, at the prompt
box make sure that the drive letter for your server is correct (i.e., f:\winboat).
© 2004 ... Total Control Software Corporation
188
Parts, Service & Inventory Manual
Insert your Quarterly Update CD into your CD-ROM drive.
The following is a sample list of files included on Quarterly Update CDs:
Vendor
Articat
Bell Industries
Benrock Marine
Coast Marine
Prices
Ellett Brothers
Mercury Marine
OMC
Yamaha
Southern Marine
Sierra
Medart Marine
Bayliner
US-Marine
Location-Filename
\PARTBOOK\ARTIC\SNOWMOBI.ART
\PARTBOOK\BELL\BELL.TXT
\PARTBOOK\BENROCK\BENROCK.TXT
Date
Dec 98
April 99
Feb 99
Make Code
ART
BEL
BEN
\PARTBOOK\COAST\COASTMAR.TXT
\PARTBOOK\ELLETT\CATALOG.TXT
\PARTBOOK\MERCURY\MERCURY.DMS
\PARTBOOK\OMC\PARTBOOK.TXT
\PARTBOOK\YAMAHA\PRTMSTDB.DBF
\PARTBOOK\SOUTHERN\SOUTHERN.PRN
\PARTBOOK\SIERRA\SIERRA.PRN
\PARTBOOK\MEDART\MEDART.TXT
Feb 99
Apr 99
4 Apr 99
Feb 99
Apr 99
Mar 99
Apr 99
Oct 98
COA
ELL
MERC
OMC
YAM
SOU
SIE
MED
\PARTBOOK\US-MAR\US-MAR.TXT
Dec 98
BAY
To access and update these files, from the Main Menu select the menu item (i.e., Yamaha) for the
price file you would like to import. The following screen will be displayed:
© 2004 ... Total Control Software Corporation
Price Book & Utilities Program
189
The file name for this price list should display in the box under File name: on the left side of the screen
and should also appear in the list. In the event that your CD Drive is other than the standard "D"
change The drive letter by pressing the down arrow under Drives: in the lower right side of the
screen. Once you have selected the file press OK to begin the file processing.
The following screen will display during processing:
When the price book update is completed, this screen will close and return you to the Main Menu.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XXVI
Price Book Updates from On-Line
Services
Price Book Updates from On-Line Services
26
191
Price Book Updates from On-Line Services
Price Book Updates from On-Line Services:
If you are enrolled or subscribed with any of the various on-line services, i.e., Mercury (Midas),
OMC, etc. and update pricing through the internet on a weekly basis, you must also update
your Total Control Software price book for that vendor after disconnecting from the internet
service.
Important Reminder
Please remember that any time you update your price books in TCS you must have all workstations
and the server out of any Total Control Software programs – preferably out of all programs and any
workstations shut down.
With all computers out of the Total Control Software programs (including the server), select the Price
Book & Utilities function (Start, Programs, Total Control Software, or from an icon created on your
desktop). Press the OK button for the warning.
OMC/Omni Website Price File Update Instructions
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Access the OMC/Omni website at: http://www.evinrude.com/dealerport/index.htm
Enter your User ID and password
Click on OmniNet
Click on "Files Available for Download"
Click on "Pricing Updates"
Click on "USASCII.EXE"
Save in c:\winboat
Disconnect from the Internet. Close all programs.
From your desktop, select START, then RUN
In the prompt box type: c:\winboat\usascii.exe
If you are asked about overwritten files press the "Y" key
Close the black box by pressing the X in the upper right corner
With all computers out of the Total Control Software programs (including the server), select the
Price Book & Utilities function (Start, Programs, Total Control Software, or from the TCS Price
Book & Utilities icon on your desktop). Press the OK button for the warning.
14. Select OMC, then select Update OMC from CD or Internet File. The lookup should default to
the Winboat directory. The file name is partbook.txt. Select OK to update your OMC price
files.
Mercury/Midas Price File Update Instructions:
For those of you who are Mercury dealers and recently received your new Midas for Windows 3.1 &
Pricebook CD effective 8/13/2001 and have not yet updated your Mercury price files from the CD the
following instructions apply. You should first install your Midas CD according to the instructions
provided by Mercury at your Midaswin server and each workstation that will be accessing that program.
Instructions for updating your Mercury pricing to the August 13th pricing update on your CD
(received from Mercury) – this process can be used anytime you receive a new CD from
Mercury (only the file name will change).
1. With all computers out of the Total Control Software programs (including the server), select the
Price Book & Utilities function (Start, Programs, Total Control Software, or from the TCS Price
Book & Utilities icon on your desktop). Press the OK button for the warning.
© 2004 ... Total Control Software Corporation
192
Parts, Service & Inventory Manual
2. Insert the CD from Mercury into the CD-ROM on the server.
3. Select Mercury, then select Midas Weekly Update.
4. When the box displays for your file location, change drives (bottom right) to the mapped drive
letter for your CD-ROM. The directory of folders for should display. Find the folder "ASCII"
then the sub-folder "DOM".
5. The file 20010710.pbp should display in the available files box, select it and then select OK to
run the update.
Instructions for updating your Mercury pricing weekly (after your have followed the above
steps):
With all computers out of the Total Control Software programs (including the server), select the Price
Book & Utilities function (Start, Programs, Total Control Software). Press the OK button for the
warning.
1. With all computers out of the Total Control Software programs (including the server), select the
Price Book & Utilities function (Start, Programs, Total Control Software, or from the TCS Price
Book & Utilities icon on your desktop). Press the OK button for the warning.
2. When the Price Book & Utilities screen displays, select Mercury, then select Midas Weekly
Update.
3. We have already installed the 8/13/2001 weekly update from the Midas for Windows CD (as
described above).
4. When the box displays for your file location, change drives (bottom right) to the mapped drive
letter for the computer where the Midaswin server program is located (this may be the server
or a workstation that accesses the Midas website). The directory of folders for should display.
Find the folder "Midaswin" and double-click on it. Then find the sub-folder "History" and
double-click on it.
5. A list of files will display on the left side of the screen, select the oldest week's update after the
20010710.pbp we just installed (i.e., 20010813.pbp) and select OK to run the update.
6. Repeat the instructions for each week's update from the Midaswin History files to the most
current week.
You should do this once a week after accessing the Midas website to keep your price files current.
Volvo Website Price File Update Instructions:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Access the Volvo website at: http://www.vppartnernetworkus.com
Enter your User ID and password
Click on Downloads
From the Download Center, click on "Parts Price Files"
Click on "Download the Price File For The Price Lookup Program"
Click on "Price_Update.exe"
Save in c:\winboat (or in the directory on the server is you are accessing this website from a
workstation)
Disconnect from the Internet. Close all programs.
From your desktop, select START, then RUN
In the prompt box type: c:\winboat\price_update.exe
Make sure the file extraction is to the winboat directory. If you are asked about overwritten
files press the "Y" key
Close out of the file extraction after the update.txt extraction is complete
With all computers out of the Total Control Software programs (including the server), select the
Price Book & Utilities function (Start, Programs, Total Control Software, or from the TCS Price
Book & Utilities icon on your desktop). Press the OK button for the warning.
Go to the TCS Price Book & Utilities program
Select Other Vendors, then select Vendors (S-Z), then select Volvo. The lookup should
default to the Winboat directory. The file name is update.txt. Select OK to update your Volvo
© 2004 ... Total Control Software Corporation
Price Book Updates from On-Line Services
193
price files.
Honda Net Website Price File Update Instructions:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
Access the Honda website at: http://www.hn4w.com
Enter your User ID and password
Click on
Click on "Information Library"
Click on "Parts"
Click on "Price List Download"
Enter your User name and password
On the left side of the screen click on "DPPL"
Choose "The Complete Price File For The Current Month Through The File Date"
Save the file in your WINBOAT directory
The File name is "mo.rdpadppl_full_pe.exe
Disconnect from the Internet. Close all programs.
From your desktop, select START, then RUN
In the prompt box type: c:\winboat\mo.rdpadppl_full_pe.exe
Make sure the file extraction is to the WINBOAT directory. If you are asked about overwritten
files press the "Y" key
Close out of the file extraction after the update.txt extraction is complete
With all computers out of the Total Control Software programs (including the server), select the
Price Book & Utilities function (Start, Programs, Total Control Software, or from the TCS Price
Book & Utilities icon on your desktop). Press the OK button for the warning.
Go to the TCS Price Book & Utilities program
Select Other Vendors, then select Vendors (A-J), then select Honda Marine. The lookup
should default to the Winboat directory. The file name is full_pe.dat. Select OK to update your
Honda price files.
Ellett BrothersWebsite Price File Update Instructions:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Access the Ellett Brothers website at: www.ellettbrothers.com
Click on Dealers
Enter your User ID (log-on) and password
Click on Dealer Information
Click on "Dealer Downloads"
Click on "Download EllettDB.exe" (at the bottom of the screen)
Save the file to Disk
Select the WINBOAT directory on your server as the location to save this file.
Disconnect from the Internet. Close all programs.
From your desktop, select START, then RUN
In the prompt box type: c:\winboat\ellettDB.exe (or the drive letter to your server if you are
accessing these files from a workstation
Make sure the file extraction is to the WINBOAT directory. If you are asked about overwritten
files press the "Y" key
Close out of the file extraction after the ellettDB.exe extraction is complete
With all computers out of the Total Control Software programs (including the server), select the
Price Book & Utilities function (Start, Programs, Total Control Software, or from the TCS Price
Book & Utilities icon on your desktop). Press the OK button for the warning.
Go to the TCS Price Book & Utilities program
Select Other Vendors, then select Vendors (A-J), then select Ellett Brothers. The lookup
should default to the Winboat directory. The old file name was catalog.txt that Ellett Brothers
used for their price files. You will need to select the ALL FILES at the bottom of the screen
and find the file name ellettdb.txt. After you have highlighted the file select OK to update your
Ellett Brothers price files.
© 2004 ... Total Control Software Corporation
194
Parts, Service & Inventory Manual
Yamaha Website Price File Update Instructions:
1.
2.
3.
4.
5.
Log into the YDS Web Site http://www.yamaha-dealers.com/yds/
Enter your User ID and password
Click on the "XTRAS" button
Click on "Downloads"
Click on the first item "Parts & Accessories Master Price File (date) ASCII Test File, Tab
Delimited" (the date will change based on the file date the last time Yamaha updated the price
file)
6. When prompted, save the file "allprice.exe" to the WINBOAT directory of your TCS Software
7. At the Dowload Complete screen click on the "RUN" button
8. Unzip the file to the folder c:\winboat (or enter the location of your TCS program files
9. With all computers out of the Total Control Software programs (including the server), select
the Price Book & Utilities function (Start, Programs, Total Control Software, or from the TCS
Price Book & Utilities icon on your desktop). Press the OK button for the warning.
10. Go to the TCS Price Book & Utilities program
11. Select Yamaha from the Main Menu The lookup should default to the Winboat directory. The
file name is allrpice.txt Select OK to update your Yamaha price files.
Cobalt On-Line Price File Update Instructions:
1. You will need to have downloaded and installed the TCS update from our website (after August
13, 2001) in order to perform the Cobalt Price Book updates.
2. You must be set up with Cobalt prior to installing this price book update. Please check with
Cobalt if you have any questions regarding your dealer log-ins to their website.
3. This on-line updating is effective with Cobalt's July 2001 update file. Cobalt updates their
pricing on a monthly basis and the file name will change monthly (i.e., July2001.exe,
August2001.exe, etc.)
4. To update your Cobalt price books to TCS:
a. Go to the Cobalt Dealer Website and log in
b. Click on Pricing
c. Click on Download Parts Price List
d. Select Save This Program To Disk – and select your Desktop as the location to save
the file. File will be named July2001.exe (this file name will change from month to
month)
e. After download is complete, exit from the internet. You will have an icon on your
desktop "July 2001"
f. Double-click on the July 2001 icon. The self-extracting winzip screen will display.
g. Click on the Browse button, and change the directory (folder) to the WINBOAT
directory on your server.
© 2004 ... Total Control Software Corporation
Price Book Updates from On-Line Services
195
h. After you have found the WINBOAT directory on the server, click on it (so that the
folder is open) and select the OK button.
i.
j.
Press the UnZip button.
You can now delete the July2001.exe icon from the Desktop on your computer.
5. To install the price book update to TCS:
a. With all users out of the Total Control Software programs, from the server (or
designated workstation) open the TCS Price Book & Utilities program. Select Other
Vendors, then Other Vendors (AJ), then Cobalt.
b. The directory should default to your WINBOAT directory and the file name is
PRICES.TXT and should display in the File Name box as well as directly below it.
Select the OK button to run the price book update for your Cobalt parts prices.
Bombardier On-Line Price File Update Instructions:
VERY IMPORTANT: Although Bombardier's Bossweb files for Ski Doo, Sea Doo, and ATV are
downloaded from their website separately as executable files with different file names, the
extracted files are all named the same (prclst.txt). You can download and save all three files (if
you need them) and save them to the desktop on your server, HOWEVER, you must extract
each file individually, run the price book update from TCS Price Book & Utilities for that file,
before you proceed to the next file.
1. Access the Bombardier Bossweb website at: www.bossweb.bombardier.com
2. Enter your User ID and password
3. Click on "Enter Bossweb"
© 2004 ... Total Control Software Corporation
196
Parts, Service & Inventory Manual
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
On the Menu Bar click on Sales, then select Price List PAC
Select Ski Doo, Sea Doo, and/or ATV file format: All Categories ACSII
Click on the file for All Categories ACSII
Save the file to Disk
Select the DESKTOP directory on your server as the location to save this file.
Repeat this for each of the other price files you need, saving each to the desktop on your
server.
Disconnect from the Internet. Close all programs.
The file names (icons) are as follows:
a. SkiDlrUSAAllTxt.exe (Ski Doo price files)
b. MarDlrUSAAllTxt.exe (Sea Doo price files)
c. ATVDlrUSAAllTxt.exe (ATV price files)
From your desktop, double-click on the first icon
The file extraction box will display
Change the file location from c:\windows\temp to the WINBOAT directory (i.e., c:\winboat). If
you are asked about overwritten files press the "Y" key
Close out of the file extraction after the file extraction is complete
With all computers out of the Total Control Software programs (including the server), select the
Price Book & Utilities function (Start, Programs, Total Control Software, or from the TCS Price
Book & Utilities icon on your desktop). Press the OK button for the warning.
Go to the TCS Price Book & Utilities program
Select Other Vendors, then select Vendors (A-J), then select Bombardier. The lookup should
default to the Winboat directory. The file prclst.txt should appear. Select OK to run the price
file update.
Repeat steps 12 through 18 for each succeeding price file you need to update.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XXVII
Other Utilities
198
27
Parts, Service & Inventory Manual
Other Utilities
Set Price Levels
Note: These levels should be set prior to importing parts into the price books.
This utility allows you set up your own custom retail pricing for each vendor. If you don't use custom
pricing, all prices will be MSRP. To set up custom pricing select Utilities from the Main Menu and then
select Set Price Levels.
The following screen will appear:
Since this process is done by make, you can set up custom pricing for select vendors at different levels
or types of mark ups.
When setting up a new vendor press Insert:
Key in the Part Make Code for that vendor.
© 2004 ... Total Control Software Corporation
Other Utilities
199
If Check to Mark Up From OEM List is checked, markups will be applied to the list price, otherwise,
the markup will be applied to the item cost. If you choose to mark up from cost and the MSRP is
greater than the markup formula you set, the MSRP will be used as the list price of that part.
If you check Multiply Cost/List by Factor the formula will multiply the cost or list of the item by the
factor you supplied for the price level. You may use up to ten (10) price ranges. The example above
takes all parts with a suggested list of $0.00 to $10.00 and multiplies the suggested list by 1.25; parts
between 10 and 20 will be multiplied by 1.15; between 20 and 30 will be multiplied by 1.05; List above
30 will be at list.
When using division as a formula, the factor is set by using the decimal .80 an example would be a
part that costs/lists for $8.50/.80 would have a list of $10.63.
After setting your price levels, they will be applied each time you import prices into your system from
the price books.
Rebuild Key File and File Repair Utility:
The Rebuild Key Files and File Repair Utility on the Utilities menu should only be run when
instructed to do so by Total Control Software Technical Support.
© 2004 ... Total Control Software Corporation
Total Control Software Corporation
Parts, Service & Inventory Manual
Part XXVIII
Wet/Dry Storage System
Wet/Dry Storage System
28
201
Wet/Dry Storage System
Wet/Dry Storage Module:
If your dealership has included the Wet/Dry Storage System in its software package, you will need to
set up the Storage Locations, Units, Unit Types, and assign customers to the storage units. The Parts
& Service module is an integral part of the Wet/Dry Storage. You will need to set up certain items in
the Parts & Service prior to using the Wet/Dry Storage.
You must first set up your tax rates, departments and non-inventory items in the Parts & Service.
Mapping a Drive and Creating a Shortcut:
·
A shortcut icon for the Storage Module will need to be created on each workstation that will be
accessing the module. If you already have Parts & Service installed on the workstation, you will
not need to map a drive, just create the shortcut.
·
Mapping a drive to the server:
· From the workstation, with the server on, but all programs closed:
· Double-click on My Computer
· Select Tools from the menu
· Select Map Network Drive
· At the Map Network Drive Wizard, select the Browse button to the right of the Path
· The Entire Network option should be open, with Microsoft Windows Network open below that.
The workgroup name should show (i.e., Workgroup).
· Double-click on the workgroup name. Available shared computers should display.
· Double-click on the server computer's name.
· Click once once on the shared directory (i.e., the c: folder or winboat folder). The OK button
should now be available for selection. Click on the OK button
· The customer should decide on a mapping drive letter and use the same one for every
workstation on the system (i.e., F:/), the next available drive letter will automatically display. If
a different mapped drive letter is to be used, click the down arrow and use the cursor keys to
go up or down to the mapped drive letter to be used. If the drive letter is already in use a path
name will display. Select a different drive letter.
· The path will display below the drive letter (i.e., \\Server\c – which is the name of the computer
and the drive to be mapped – or \\Server\c:\winboat – which is the name of the computer, the
drive, and the directory to be mapped)
· Make sure that Reconnect at Log-on is checked and click the OK button.
· Close out of Network Neighborhood
· To check and make sure that the network connection worked, double-click on My Computer,
the newly mapped drive should be showing as an icon of a computer hard drive with (C on
Server (F:\) displayed below.
· Create Your Shortcut:
· Right-click the mouse anywhere on the desktop, then left-click on NEW, then left-click on
SHORTCUT
· At the Command line, select the BROWSE button, at the LOOK-IN prompt click the down
arrow, find the drive where the Winboat directory is located..
· Find the file named TCSSTORE.EXE (or TCSSTORE if the computer is not set to display file
extensions). The icon picture will be the red, yellow and blue one of the sailboat. Click on the
icon, the file will display in the OPEN box below, the files of type will be set for PROGRAMS,
select OPEN
· The Create Shortcut box, Command Line should now display as the drive letter, and the file
name (i.e., C:\WINBOAT\TCSSTORE.EXE). Click the NEXT button at the bottom.
· The next box allows you to type in a name for the shortcut, have the customer type in TCS
© 2004 ... Total Control Software Corporation
202
Parts, Service & Inventory Manual
·
28.1
Wet/Dry Storage in the prompt box, then select the FINISH button at the bottom.
There should now be an icon on the desktop.
Set Your Tax Rates
Set Your Base Tax Rate for Storage Units:
·
·
Even if your sales tax rate for storage is the same as your regular sales tax rate, you still must set
the rate in your System Setup.
From the Main Parts, Service & Inventory module, select File, then System Setup. On the General
Information tab, enter the Storage Tax Rate. Then select Save.
· If you have multiple storage items (i.e., Storage, Docks, Slips) they may have a different tax rate
depending on your state regulations. Each of these additional items will be set up in your NonInventory Items and a special tax rate can be set there.
Next:
28.2
Create Your Department
Enter topic text here.
© 2004 ... Total Control Software Corporation
Wet/Dry Storage System
28.3
203
Additional Storage Items
Adding a Second Type of Storage Fee to the System:
·
Sometimes it may be necessary to have two different types of storage fees, with different tax
rates, i.e., Storage which is taxed at a rate of 5%, and Dockage which is a non-taxed item.
You will need to set up the second (or more) types of fees as a non-inventory part.
·
From the Parts, Service & Inventory module of your software, select Parts, then select NonStock Parts, then Insert.
© 2004 ... Total Control Software Corporation
204
Parts, Service & Inventory Manual
·
28.4
Enter a Part Number for the item, the part number does not have to be numeric (i.e.,
Dockage), and a description of the item, set a base price (which can be overridden in the
Storage module), and enter the Department Code for your Storage department. If this item is
non-taxed, uncheck the Tax box, otherwise the tax will be charged at the rate set for your Parts
Department in your system setup. Press the OK button
Storage Locations & Unit Types
Setting up Storage Locations and Unit Types:
·
You will need to first set up each storage location(s) and each Unit Type(s) for your storage facility.
Storage Locations:
·
Open the Wet/Dry Storage module and select Storage, then Locations.
·
Once the Storage Locations screen displays, select Insert and enter the location information.
If you have only one location, you will still need to enter this information. Continue inserting
locations until complete.
© 2004 ... Total Control Software Corporation
Wet/Dry Storage System
205
Unit Types:
·
Now, set each of the Unit Types your storage facility has. From the Wet/Dry Storage Module,
select Storage, then select Unit Types.
·
Set each of your unit types by selecting Insert and entering the unit type, and pressing the OK
button.
© 2004 ... Total Control Software Corporation
206
28.5
Parts, Service & Inventory Manual
Storage Units
Setting Up Individual Storage Units:
·
After setting up your locations and unit types you must set up your individual storage units.
From the Main Menu select Storage, then select Storage Unit Listing.
·
Select the Insert button. At the Adding a Storage Unit screen enter the storage location, Unit
number, unit storage type, size, enter a description, the Rental Type (monthly, annual, etc.),
the fee (which is the base fee for the unit either set for feet, per unit, etc.), the fee multiplier (if
the fee is set for a unit then set the multiplier for 1, if the fee is set for the number of feet then
set the multiplier for that number, i.e., 24 for the length of the unit), then enter the fee multiplier
description (i.e., Unit, Foot, Square Foot, etc.), the total fee for the rental type period will
calculate under Total Fee. Enter any Comments.
© 2004 ... Total Control Software Corporation
Wet/Dry Storage System
·
28.6
207
If this individual Storage Unit is being charged out at a different rate type from the basic
Storage type, enter the rate type (as described above for non-stock parts) in the Part Number
field.
Renting Your Storage Units
Rental/Customer Information:
Once you have entered all of your storage units with their associated rate types (if needed), you will
need to enter your rental/customer information for the units that are rented or leased.
From the Main Menu select Storage, then Storage Unit Listing. Highlight the unit and press the Rental
Information button. The default unit listing information will display.
© 2004 ... Total Control Software Corporation
208
Parts, Service & Inventory Manual
·
·
Enter the Start Date for the rental, the expiration date, when the last bill was invoiced, and
when the next bill is to be invoiced.
Enter the customer number or lookup a customer by pressing the down arrow to the right of
© 2004 ... Total Control Software Corporation
Wet/Dry Storage System
209
the Customer Number field, a list of all customers in the Parts, Service & Inventory customer
database will display, highlight the customer and press the Select button.
·
After the Customer information is entered, select the Stored Unit Information tab and enter any
information about the unit that will be stored or docked.
·
You can look up the customer's unit by clicking on the Lookup Customer Units button.
© 2004 ... Total Control Software Corporation
210
Parts, Service & Inventory Manual
·
28.7
Press the OK button to save the information.
Vacating Your Storage Units
© 2004 ... Total Control Software Corporation
Wet/Dry Storage System
28.8
Printing Your Storage Contracts
Sample Storage Contract with Disclaimers/Terms
© 2004 ... Total Control Software Corporation
211
212
Parts, Service & Inventory Manual
Sample Storage Contract without Disclaimers/Terms
© 2004 ... Total Control Software Corporation
Wet/Dry Storage System
28.8.1 Changing Your Term and Disclaimers
© 2004 ... Total Control Software Corporation
213
214
Parts, Service & Inventory Manual
© 2004 ... Total Control Software Corporation
Wet/Dry Storage System
215
Enter topic text here.
28.9
Generate & Print Your Storage Invoices
Printing Storage/Dockage Invoices:
·
Once you have entered the rental information for your storage units and set the next billing
© 2004 ... Total Control Software Corporation
216
Parts, Service & Inventory Manual
dates for each rental unit, you will be prompted upon opening the Storage module of the
software that there are storage invoices created and whether you would like to print them.
·
This is automatic based upon the billing dates.
You can also generate your storage invoices manually. This is helpful if you want to get your invoices
ready on a different day of the month (i.e., generate your invoices on the 30th of the month for those
invoices that would generate on the 1st. The invoice will have an invoice date of the 30th with the
terms of the contract period set out as you have entered it in the rental information.
Invoices for Storage are automatically placed on open account for the customer. When you receive
payment from the customer you will need to record the payment in Parts & Service under Accounts
Receivable, Customer Payments.
From the Storage module, select File, then Generate Storage Invoices.
Enter the date.
Set your "Starting Invoice" and "thru" numbers. It is suggested that when you initially start these
billings, you set the starting invoice at 1 and the ending number high enough to cover all existing
invoices in your Parts & Service software program plus several hundred.
Tag those invoices you wish to print, you can also use the Tag All button to tag all invoices. Click on
the Print Invoices button to print your invoices.
© 2004 ... Total Control Software Corporation
Wet/Dry Storage System
217
Main System Storage Fee Invoice:
·
Depending on how you set up your main storage fee information (in the examples the primary
fee for Storage is a taxable charge), your invoice should look similar to the one below:
© 2004 ... Total Control Software Corporation
218
Parts, Service & Inventory Manual
Secondary Unit Type Invoice:
·
Depending on how you set up your secondary (or subsequent) storage fee information (in the
examples the secondary fee for Dockage is a non-taxable charge), your invoice should look
similar to the one below:
© 2004 ... Total Control Software Corporation
Wet/Dry Storage System
219
Reprinting a Storage Invoice:
·
You can reprint a storage invoice two ways, directly from the Storage module by selecting
Storage, then print Storage Invoices.
Set your starting and ending Invoice numbers, then tag those invoices you want to reprint.
© 2004 ... Total Control Software Corporation
220
Parts, Service & Inventory Manual
You can also reprint your Storage invoices from the Parts, Service & Inventory module.
· From the Parts, Service & Inventory module, select Sales, then Invoices. Highlight the Storage
invoice you wish to reprint, and press the Printer Icon on the screen.
28.10 Taking Customer Payments
Taking customer payments for storage invoices is the same as taking customers payments for any
tickets placed on open account.
From the Parts & Service module, go to A/R, then to Customer Payments.
Click on the Add button to begin recording the payment.
© 2004 ... Total Control Software Corporation
Wet/Dry Storage System
221
Enter the date you received the payment (the default will always be to today's date). Enter the
customer number or use the lookup button to the right of the customer number, find the customer, and
click on the Select button. When you press the Tab key the customer's information will display along
with a listing of all of his open tickets.
Enter the payment amount, payment method, and check number if applicable. Make sure that you
mark the invoices this payment is being applied to. Save your payment record.
You will be prompted whether you wish to print a customer receipt for this payment.
© 2004 ... Total Control Software Corporation
222
Parts, Service & Inventory Manual
Enter topic text here.
28.11 Reports
Storage Listing (Unit) Report:
You can print a report listing the storage units by selecting Reports, then Storage Listing Report.
The report is broken down by Location, then by Unit Type, then in order by Unit Number.
You can also create user designed reports and queries for the Storage module. Please refer to User
Defined Reports and Spreadsheets and Creating Queries in the Parts & Service manual for
instructions on how to do this.
© 2004 ... Total Control Software Corporation
Download PDF
Similar pages