pacific user guide - Deep Blue Systems Ltd

pacific user guide - Deep Blue Systems Ltd
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DEEP BLUE SYSTEMS LTD
PACIFIC DMS AUTOMOTIVE, RETAIL & WHOLESALE
PACIFIC USER GUIDE
th
Updated 17 June 2008
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DEEP BLUE SYSTEMS LTD
Pacific User Guide
 Deep Blue Systems Ltd 2012
Unit 4 Midbrook Court
Blakelands
Milton Keynes
MK14 5FH
Phone 020 8541 4131
e-mail: support@deepbluesystems.com
Website: www.deepbluesystems.com
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Table of Contents
PACIFIC’S MAIN COMPONENTS ...............................................................................................................5
Pacific DMS ..............................................................................................................................................5
Pacific Contact ........................................................................................................................................5
Sage Export..............................................................................................................................................6
Pacific Update..........................................................................................................................................6
MINIMUM REQUIREMENTS ........................................................................................................................6
Software requirements ..........................................................................................................................6
Hardware requirements.........................................................................................................................7
SERVICE & SUPPORT..................................................................................................................................8
Benefits of Pacific Live Update ...........................................................................................................8
Easy software updates ..........................................................................................................................8
Access to technical support and training ........................................................................................8
PACIFIC SELF HELP TOOLS......................................................................................................................8
PRODUCT DOCUMENTATION ...................................................................................................................9
SETTING UP YOUR SERVER OR SINGLE USER CLIENT .................................................................10
Installing Pacific....................................................................................................................................10
Installing Shadow Price Files ............................................................................................................22
Setting up your Company Header ....................................................................................................23
SETTING UP A CLIENT MACHINE...........................................................................................................26
Installing Pacific....................................................................................................................................26
Allowing other clients to Access the Databases.................................................................................35
BAR CODE SCANNER ...............................................................................................................................37
Recommended Bar Code Scanner ......................................................................................................37
Setting up a Bar Code Scanner.........................................................................................................37
Using a Bar Code Scanner .................................................................................................................38
3” RECEIPT PRINTER ................................................................................................................................39
Recommended Receipt Printers .......................................................................................................39
Setting up a Receipt Printer ...............................................................................................................40
CASH DRAWER ...........................................................................................................................................41
Recommended Cash Drawers ...........................................................................................................41
Setting up a Cash Drawer ...................................................................................................................41
Using a Cash Drawer ...........................................................................................................................41
LABEL/BAR CODE PRINTER ...................................................................................................................41
Recommended Label Printers ...........................................................................................................41
Setting up a Label Printer ...................................................................................................................41
Using a Label Printer ...........................................................................................................................42
CUSTOMER FACING DISPLAY ................................................................................................................43
Recommended Customer Displays .................................................................................................43
Setting up a Customer Display .........................................................................................................43
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Using a Customer Display..................................................................................................................43
ADDING A STOCK RECORD ....................................................................................................................44
SETTING A STOCK LEVEL .......................................................................................................................49
CORRECTING A STOCK LEVEL..............................................................................................................49
SETTING UP SUPPLIER DETAILS...........................................................................................................50
ADDING A VEHICLE TO STOCK..............................................................................................................52
SELLING A PART ........................................................................................................................................57
ADDING A CUSTOMERS NAME ..............................................................................................................60
Surname First ........................................................................................................................................60
Post Code First......................................................................................................................................60
RECORDING A PAYMENT.........................................................................................................................62
CANCELLING A SALE................................................................................................................................63
HOLDING A SALE .......................................................................................................................................63
SETTING AUTOMATIC STOCK REORDER LEVEL .............................................................................64
CUSTOMER BACK ORDERS ....................................................................................................................66
Viewing a Customers Current Back-Orders ..................................................................................66
Viewing Back Orders by Part Number.............................................................................................68
RAISING A PURCHASE ORDER ..............................................................................................................69
BOOKING IN AN ORDER ...........................................................................................................................71
Stock Allocation List............................................................................................................................72
SUPPLYING A BACK-ORDER ..................................................................................................................74
SELLING A VEHICLE..................................................................................................................................75
Surname First ........................................................................................................................................76
Post Code First......................................................................................................................................77
ADDING EXTRAS & ACCESSORIES TO THE SALE ...........................................................................78
ADDING A PART EXCHANGE TO THE SALE .......................................................................................79
TAKING A DEPOSIT....................................................................................................................................82
COMPLETING THE SALE ..........................................................................................................................83
PRINTING THE INVOICE ............................................................................................................................85
SCHEDULING A WORKSHOP JOB .........................................................................................................88
Surname First ........................................................................................................................................88
Vehicle Reg First...................................................................................................................................89
PRINTING A JOB CARD.............................................................................................................................90
Printing One Job Card.........................................................................................................................90
Printing all the Job Card for a Day ...................................................................................................90
BOOKING STOCK TO A JOB....................................................................................................................91
Using the Job Editor ............................................................................................................................91
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Using the Parts Window......................................................................................................................91
COMPLETING A JOB..................................................................................................................................92
INVOICES ISSUED ......................................................................................................................................95
DAY TOTALS ................................................................................................................................................96
STOCK VALUE .............................................................................................................................................97
DEBTORS LIST ............................................................................................................................................98
BACKUP ........................................................................................................................................................99
DATABASE COMPACTION .....................................................................................................................100
BICKERS EPC………………………………………………………………………….………………… 101
STOCK TAKING WITH A METROLOGIC OPTIMUS……………………………………………..….103
ARI PART SMART ……………………………………………………………………………….……….104
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Welcome to Pacific
Pacific is the invoicing and stock control system for the windows
platform. Pacific is ideally suited to any business which needs to
stock and track thousands if not millions of Product lines.
I
n the past most business’s have struggled to manage growth. Keeping track of
stock levels, customer back orders, scheduling workshop activity, managing
prospective customers, all of these are time consuming yet essential activities
which a modern dealership has to excel at. Pacific is a scalable dealer
management system (DMS) which will help you manage every aspect of dealership,
providing you with the information you need to make critical business decisions. Pacific
will ensure you have the tools you need to help your business achieve a long and
profitable future.
Pacific’s Main Components
Pacific DMS includes all the tools you need to conduct the day to day running of your
business. Currently Pacific consists of the following components:
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Pacific Dealer Management System Software
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Pacific Contact; Prospect Management
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Sage Export; Links to Sage Line 50
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Pacific Update; downloads price file information
Pacific DMS
In addition to Pacific’s main DMS functionality Pacific DMS includes a suite of
advanced software features. These include:
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Workshop Scheduling
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Automatic Stock Control
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Vehicle/Equipment Sales
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Electronic Point of Sale
Pacific Contact
Pacific Contact allows you to track and manage prospective customers, it also allows
you to print standard letters and keep a record of any conversations or
correspondence.
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Sage Export
Pacific can be run alongside Sage Line 50 to provide a complete end to end
accounting package. The export is run at the end of each day and transfers the
following information:
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Invoices/Credits Issued
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Stock Movements
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Payments Received
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Customer Details
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Product Line Details
Pacific Update
This innovative live update application allows you to ensure your pricing information is
up to date. Pacific update will connect to Deep Blue’s servers, check your current
information and offer to download and install any new pricing information which may
be available.
Minimum Requirements
This section describes the minimum hardware and software requirements necessary
to successfully install and run Pacific DMS.
Software requirements
Pacific DMS can run on Microsoft Windows NT, Windows 2000, Windows Server 2000
and 2003 and Windows XP/Vista as specified below:
Windows NT requirements
• Microsoft Windows NT 4.0
• Microsoft Service Pack 4, Service Pack 5, or Service Pack 6a for Windows NT 4.0
Windows 2000 requirements
•
Microsoft Windows 2000 Professional or Windows 2000 and 2003 Server
Windows XP/Vista requirements
o
Microsoft Windows XP/Vista
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Web browser requirements
You must have Microsoft Internet Explorer 4.0 or later to run the installation from the
CD. The following HTML-based browsers are recommended:
• Netscape Communicator 4.7 or later
• Microsoft Internet Explorer 5.01 or later
Hardware requirements
• CPU Pentium II
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Memory; same as for operating system.:
o 64 MB for Windows 98
o 128 MB for Windows NT 4.0
o 128 MB for Windows 2000 Professional
o 512 MB for Windows 2000 and 2003 Server
o 512 MB for Windows XP/Vista
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Hard disk space 100MB to install all Pacific Components:
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CD-ROM drive
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Internet Connection
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Service & Support
No dealer management system is complete without systematic updates. From new
price files to changes in business ‘best practice’ you need to keep up to date. Pacific
Live Update can help you stay current by providing up to the minute information and
bug fixes.
In addition, the Deep Blue technical support team and training department offer a wide
variety of methods to answer your questions and assist you with improving the
efficiency of your business.
Benefits of Pacific Live Update
As our users suggest new features or find a problem our team of software engineers
take this on board and release a revised version of Pacific. Using Live Update ensures
you are running the most fully featured version of Pacific with the latest pricing
information.
Easy software updates
Your Deep Blue Subscription saves you time by providing the latest software updates
that are available on-line to download as and when you require them.
Access to technical support and training
When you have questions about your Pacific system you can quickly find answers by
using our extensive support resources, or by talking directly to our support staff. In
addition you can access on-line tutorials which can help you make the most of your
system.
PacificSelf Help Tools
Our support servers help you get the most out of your investment in Pacific DMS.
Please note that you must have an active support agreement in place to access the
on-line resources.
Advanced FAQs (frequently asked questions)
Detailed information about configuration options and interoperability.
Basic FAQs
General questions about Pacific DMS.
Known Issues
Confirmed issues and fixes for current software.
Online Knowledge Base
Current Help system and issues for Deep Blue products.
Product Documentation
A listing of current product documentation from which you can download/open PDF
files.
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Product Documentation
Deep Blue’s products are fully documented on our web site at:
http://www.deepbluesystems.com/support/pdoc.html
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Chapter
1
Installing and Setting up the Pacific
DMS Software
The first thing you need to do is install Pacific on your
network and customize its settings to suit your business
requirements.
(Please note if you are running an evaluation copy of Pacific please follow the
evaluation installation instructions and go straight to Chapter 2)
P
acific is a windows based system which is compatible with Windows NT,
Windows 2000, Windows XP and Windows Vista. If you are running an
earlier version of Windows please call our offices to ensure Pacific will work
on your platform.
Pacific is designed to be used in a network environment with each work station
(client) focused on a specific role, i.e. workshop scheduling or vehicle sales. It is also
possible to run Pacific on a single machine although you will not be able to utilize
some of the more advanced features such as inter-departmental billing.
Setting up your Server or Single User Client
You need to nominate one machine to act as your server, this should be a fast
machine with plenty of hard disc space. Alternatively you can install Pacific onto a
dedicated server running Windows 2000/2003 Server. This will provide a more
stable, optimized environment and is considered ‘best practice’. At this time Pacific
does not support Linux or OS X as a server platform.
Installing Pacific
• Insert the Pacific program CD into your CD-ROM drive. The CD should autorun. If it does not run ‘d:\cpcdshell.exe’
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Select Option ‘2’ Pacific DMS program up. When prompted select ‘Open the
file from its current location’.
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You will now be asked if you want to install Pacific DMS on this machine, click
‘Yes’.
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At the Install shield welcome screen click ‘Next’.
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Agree to the software license by clicking ‘Yes’.
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Change the installation type from typical to ‘Custom’ and click ‘Next’.
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•
Ensure that the ‘Application Files’ and ‘Blank Database Files’ options are
ticked and then click ‘Next’.
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The Install shield will default the installation to a program folder named
“PACFIC” then click ‘Next’.
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The Install shield will then confirm the target folder then click ‘Next’.
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For the next part of the installation tick both ‘Yes’ boxes then click
‘Finish’.
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•
You will then see a message saying “You have not compacted your
databases in over four weeks”, click ‘OK’.
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You will then see a message saying “Do you want to compact Pacifics
Databases”, click ‘Yes’.
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You will then see a message that “All Databases are now compacted”,
click ‘OK’.
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•
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You will then be greeted by the ‘Pacific Program Update’ screen. click
‘Next’.
Click ‘Next’ at the database check screen. If you encounter an error during
this screen you need to reinstall pacific, making sure you select Custom as
the installation type.
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•
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You will then see a message that “All fields updated successfully”,
click ‘OK’.
At the Purchase Order & Job Card screen enter your company’s full name,
address and contact details, these details will be used for job card and
purchase order headers.
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Click ‘Next’ once you have filled in the details.
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At the next screen select you run mode. Choose the option most appropriate
for your main business activity, then click ‘Next’.
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•
Next select your regional setting. The defaults are correct for the UK., then
click ‘Next’.
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Next select Pacific’s basic operating parameters, an explanation of each is
shown in the window, then click ‘Next’.
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The next screen is a reminder for our systems support, click ‘Next’ to
complete the update.
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Pacific DMS should now load displaying a screen with a single row of buttons along
the top with links to our support services in the centre of the screen.
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Installing Shadow Price Files
For some industries Deep Blue provide pricing information from various
manufacturers and distributors. This information can be loaded onto the system to
allow you access to current pricing information.
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Insert the Price File Update CD
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Select Option 1 ‘Price File Update’, alternatively run ‘importer.exe’ on the
CD.
•
In the price file importer screen tick all the price files you want load then press
‘Import’ in the bottom right of the screen.
•
Once the price files have been imported and updated click ‘OK’ and close
the screen. By clicking on the ‘X’ in the top right hand corner.
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Setting up your Company Header
Pacific allows you to customize the invoice header to include your company name,
contact details and logo.
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Run Pacific then click on the ‘File’ menu followed by the ‘Printers’ option
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•
Click on the ‘Open Template File’ button at the bottom of the window.
The default template will now be displayed. This file contains instructions on how to
print your header.
Delete the contents of the file add new sections as required.
Adding Text to your Header
FN=Times New Roman
The font to print in
FS=12
The size of the text
XP=10
The X position of the text
YP=10
The Y position of the text
FP=Some text for your header
The text to print
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Adding an image to your header
SC=0.5
The scale of the image
XP=10
The X position of the image
YP=10
The Y position of the image
PP=c:\work\logo.jpg
The location of the image
Final Line of the File
XP=40
Y position to start printer the invoice.
Example File
Below is an example file which should help you determine how to structure your
header file.
FN=Times New Roman
FB=-1
FS=24
XP=5
YP=5
FP=Pacific DMS Evaluation
FS=12
XP=5
FP=Order Pacific From Deep Blue Systems XP=5
FP=Copyright 2008 Deep Blue Systems Ltd. FB=0
XP=5
FP=Your Header here?
HB=40
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Setting up a Client Machine
Pacific allows you to run multiple systems, all of which can potentially be issuing
invoices or booking in stock simultaneously.
Installing Pacific
• Insert the Pacific program CD into your CD-ROM drive. The CD should autorun. If it does not run ‘d:\cpcdshell.exe’
•
Select Option ‘2’ Pacific DMS program up. When prompted select ‘Open the
file from its current location’.
•
You will now be asked if you want to install Pacific DMS on this machine, click
‘Yes’.
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At the Install shield welcome screen click ‘Next’.
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Agree to the software license by clicking ‘Yes’.
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Ensure the installation is ‘Typical’ and then click ‘Next’.
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•
Ensure that the ‘Application Files’ and ‘Blank Database Files’ options are
ticked and then click ‘Next’.
•
The Install shield will default the installation to a program folder named
“PACFIC” then click ‘Next’.
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The Install shield will then confirm the target folder then click ‘Next’.
•
For the next part of the installation tick both ‘Yes’ boxes then click
‘Finish’.
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•
You will then see a message saying “You have not compacted your
databases in over four weeks”, click ‘OK’.
•
You will then see a message saying “Do you want to compact Pacifics
Databases”, click ‘Yes’.
•
You will then see a message that “All Databases are now compacted”,
click ‘OK’.
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•
•
You will then be greeted by the ‘Pacific Program Update’ screen then
click ‘Next’.
Click ‘Next’ at the database check screen. If you encounter an error during
this screen you need to reinstall pacific, making sure you select Custom as
the installation type.
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•
You will then see a message that “All fields updated successfully”,
click ‘OK’.
•
At the Purchase Order & Job Card screen enter your company’s full name,
address and contact details, these details will be used for job card and
purchase order headers.
•
Click ‘Next’ once you have filled in the details.
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•
At the next screen select you run mode. Choose the option most appropriate
for your main business activity, then click ‘Next’.
•
Next select your regional setting. The defaults are correct for the UK., then
click ‘Next’.
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•
Next select Pacific’s basic operating parameters, an explanation of each is
shown in the window, then click ‘Next’.
The next screen is a reminder for our systems support, click ‘Next’ to complete the
update.
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•
Run Pacific from Start | All Programs… | Pacific | Pacific NT
•
When prompted enter the work folders full path on the server i.e.
\\SERVER\WORK. Alternatively map the shared folder to a network drive and
enter its drive letter i.e. X:\
You will also need to ensure that all the machines network setting are set
appropriately so they can ‘see’ each other in your workgroup or domain. Please
consult a qualified person if you need help in setting up your network.
Allowing other clients to Access the Databases
In order for the client machines to access the databases on the server you need to
share a folder, but before you do this you need to make a note of this machines
name. You can find the machines name by right-clicking on ‘My Computer’ and
clicking on the ‘Computer Name’ tab.
•
Double click on ‘My Computer’ on your desktop
•
Double click on ‘Local Disk C’
•
Right click on the ‘Work’ folder and select ‘Sharing & Security’
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Turn on file sharing if it is disabled and set the option box to ‘Share this
folder’. Make sure the ‘Allow users to alter files’ box is checked.
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Chapter
2
Setting Up Point Of Sale Equipment
In order to make the most of Pacific DMS you need to
setup and configure any Point Of Sale Equipment you
may require.
P
acific supports a wide range of Point of Sale equipment. However for each
piece of equipment i.e. bar code scanners we have a recommended option
which is known to work well. Although most makes/models of equipment
can be made to operate with Pacific we can not guarantee the results. It is
recommended that you purchase point of sale equipment on our approved
equipment list.
Bar Code Scanner
Pacific only supports ‘keyboard wedge’ or USB style scanners. These scanners
effectively plug into your system between the computer and keyboard. When you
scan a bar code it is the same as typing the part number directly, so you need to bear
in mind where the cursor is currently located.
Recommended Bar Code Scanner
The following bar code scanners are certified to work properly with Pacific DMS:
•
Metrologic Pulsar CCD Bar Code Scanner (MS6220)
•
Metrologic Eclipse Single Line Scanner (MS5145)
•
Metrologic Voyager (MS9500)
Setting up a Bar Code Scanner
Keyboard wedge bar code scanners plug in between the keyboard and computer
system, whilst USB scanners simply plug into a free USB port.
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•
Press the ‘Invoicing’ button on the Pacific main toolbar.
•
This Opens an EPOS screen, next press the ‘Options’ button.
•
In the Options screen, check the ‘Bar Code Scanner’ box then click ‘Close’.
Using a Bar Code Scanner
In Pacific ‘Invoicing’ (EPOS) window make sure the cursor is in the part number
box, then scan a product. Providing the product code (part number) is in the parts
database a new line should be added to the invoice. Each time you scan the item the
quantity is incremented.
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3” Receipt Printer
Pacific can utilize a 3” receipt or ticket printer. These printers allow you to print a
quick receipt for customers purchasing goods over the counter. Receipt printers are
available in either serial or parallel versions. If you choose a parallel version you may
need to add an additional parallel port to your machine.
Recommended Receipt Printers
The following bar code scanners are certified to work properly with Pacific DMS:
•
Star SP200 series
•
Star SP2000 series
•
Star SP500 series
•
Star TSP200 series
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Setting up a Receipt Printer
Plug the receipt printer into a free parallel (LPT) or serial (COM) port. Make a not of
the port name, this will most likely be LPT1: or COM1.
Make sure the printer has its ribbon fitted, is loaded with paper, is turned on and
plugged into your computer.
Run Pacific, click on the ‘File’ menu and select ‘Printers’. In the EPOS section
change the printer type to ‘Direct’ and set the Device field to the port you printer is
plugged into. Type your company name and contact details in the ‘Receipt Header’
section making sure you include your companies VAT number on the header. You
will need to add spacing when adding the details to centre the text if required.
•
Press ‘Test Print’ to ensure everything is working and printing as it should
do.
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Cash Drawer
Most cash drawers connect directly to the ‘option port’ on the receipt printer, therefore
you must have a receipt printer to utilize a cash drawer. The cash drawer opens
automatically upon the completion of a counter (EPOS) sale.
Recommended Cash Drawers
The following cash drawers are certified to work properly with Pacific DMS:
•
Star CB series cash drawer
Setting up a Cash Drawer
Plug the cash drawer directly into the receipt printer. The socket is normally located
by the parallel port.
Using a Cash Drawer
The cash drawer will open upon the completion of a counter (EPOS) sale.
Label/Bar Code Printer
Pacific fully support a dedicated label printer. These printers can be used to print bar
coded stock label as well as customer address labels.
Recommended Label Printers
Only a Star TSP400 series printer is compatible with Pacific. A cheap ‘home’ based
label printer is not up to the job of printing hundreds of labels at a time.
Setting up a Label Printer
The Star TSP 400 label printers have to programmed before they will work with
Pacific. Plug the printer into LPT1:, load a label roll and turn the printer on. Run the
supplied utility (TSPSetup.exe) and set the following parameters:•
Select Page mode
•
Sensor (Transmissive)
•
Start position (Valid)
•
Zero Style (normal)
•
Cutter (Valid if you have a cutter installed)
•
Print speed (50mm)
•
Character set (Uk)
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Once you have sent the above settings to the printer it should beep and print a
confirmation page listing the settings.
•
Press the ‘Products’ button on the Pacific main toolbar..
•
This opens the Parts screen, next press the down arrow beside the print
button and select ‘Label Setup’.
•
This opens a Parts Label Setup Screen, change the print mode to ‘Direct’
and press ‘OK’.
In the parts window press ‘Print’ to make sure the printer is working properly.
Using a Label Printer
In either the customer or parts window press the ‘Print’ button. You will now be ask
how many labels you want, enter a number and press ‘OK’.
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Customer Facing Display
A customer facing display lets a customer see the price of each item as it is added to
the invoice. It also displays a running total so the customer knows how much their
total bill will be.
Recommended Customer Displays
The following customer Displays are certified to work properly with Pacific DMS:
•
Star SCD400
•
Star CD7220
Setting up a Customer Display
Plug the Customer Display into COM1: on your computer. Open up the ‘Invoicing’
(EPOS) window in Pacific. Check the box labelled ‘Customer Display’
•
Press the ‘Invoicing’ button on the Pacific main toolbar.
•
This Opens an EPOS screen, next press the ‘Options’ button.
•
In the Options screen, check the ‘Bar Code Scanner’ box then click ‘Close’.
Using a Customer Display
In the ‘Invoicing’ (EPOS) window enter a test invoice, as you add a product watch
the customer display.
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Chapter
3
Entering your Parts and Accessories
Stock
Before you can use Pacific to sell goods and generate
invoices you need to setup and enter all your current
parts stock along with supplier details.
T
racking your current stock holding and analyzing past trends are essential
tools in determining your optimum stock holding. Pacific allows you to
efficiently manage millions of product lines.
Adding a Stock Record
Pacific treats all items as ‘Products’ regardless of what the product actually is. It
doesn’t matter if the product in question is a spark plug, helmet or an hour of labour;
they are all treated the same.
•
Press the ‘Products’ button on Pacific main toolbar.
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•
The main ‘Products’ window should now be displayed on your screen. This
window holds all the information about a give part including parts number,
description, price & stock level.
•
Press the ‘New’ button on the parts window toolbar. This will clear all the
fields and start a new parts record.
•
Now fill in all the fields as required.
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•
An explanation of the parts fields is shown in the table below
Field
Description
Part No
Used to uniquely identify every product. Part numbers
can contain letters, numbers and formatting.
2nd No
A second part number reference. This field is
normally used for a products bar code when it differs
from the Part Number.
New No
If the part has been super-seeded the new part
number would be entered here.
Description
Product description which can be up to 50 characters
long.
Model
Additional information regarding model applicability if
required.
Qty Available
Current stock free for sale
Qty Reserved
Stock holding reserved for customers on back order
awaiting dispatch.
Bin Location
Physical location of stock. this location is printed on
the invoice picking list.
VAT
Product VAT code
Group
Product group which can be used to break down
sales into product type.
Type
•
Normal: A product which you have to buy in
order to sell. i.e. nuts, bolts, etc
•
Non-Stockable: A product which you can sell
without purchasing. i.e. labour, admin fees
•
Kit: A part number which sells a list of other
part numbers when entered onto an invoice.
Price Band A
Retail price (ex. VAT) for customers in Band A price
Price Band B
Selling price (ex. VAT) for customers in price Band B.
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•
Now click on the ‘Order Levels’ tab to setup all the purchase information..
A description of the order level information is listed in the next table.
When you have finished entering the details press ‘Save’ to commit the record to the
database. Please remember that every product record has to have a unique part
number. If you have entered a new supplier code a prompt will display asking if you
want to create an order file, click ‘Yes’.
If you have all the product information in an excel spreadsheet or text file this can be
converted for you.
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•
An explanation of the Order Level Information is shown in the table below
Field
Description
Main
Supplier
8 character code for your primary supplier for this part
Ave Buy
The current unit cost ex VAT for this part.
Part No
Your supplier’s part number for this product. This part
number is printed on purchase orders.
Alternate
Suppliers
You can specify additional suppliers with there own buy
price and product code.
No. On
Order.
A read-only field telling you how many of the product is
currently on order.
Re-Order
Level
The minimum stock level at which you want to order
more stock
Ideal Level
The stock level you want to order up to.
Purchase
Qty
The number of units in each bag/crate.
Unit of Sale The number of units supplied for the retail price
Category
Discount category. Customers can be allocated
specific discounts by product category.
Weight
The weight of the part.
Never
Discount
By ticking the “Never Discount” box this part will
always be sold at full price.
Tag for
Export
By ticking the “Tag for Export” box this part will be
tagged in the parts database for exporting parts lists.
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Setting a Stock Level
Each normal product record has a stock level (unless its non-stockable), this level
represents the units you currently have in stock.
To set a products stock level display the required part in the parts window, press the
‘Up Arrow’ beside the stock level field. Each time you press the arrow the stock level
will increase by one unit.
Once the system is fully setup and running stock is booked in via the order entry
window. However to initially set up your stock use the ‘up arrow’ for each product
record.
Correcting a Stock Level
To correct a stock level, display the part in question in the Parts window. Move the
mouse pointer over the stock level field and right-click. Select ‘Stock Take’ from the
popup menu.
You will now be asked for the new stock level, enter the new stock level and then
click ‘OK’.
You will now be asked for reason for stock correction, enter the reason and then click
‘OK’.
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All stock corrections are logged in each parts activity log. The reports module also
provides a report which can list all stock corrections for a given period.
Setting up Supplier Details
Each product has a supplier code, this 8 characters code is used to generate
purchase orders.
•
Click on the ‘POP’ button on Pacific main toolbar to display the order window.
•
Select the supplier code from the drop down list. This will display the current
open order for the supplier.
•
Press the ‘Current Supplier Properties’ button. The suppliers details screen
will now be displayed.
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Enter the suppliers details starting with the company name.
•
Press ‘OK’ to save the details.
•
An explanation of the Order Level Information is shown in the table below
Field
Description
Account
No
This is your account number with the supplier. This will
be printed on your purchase order.
Carriage
This is the minimum order value for free carriage from
the supplier
Expire
(Days)
If the goods ordered do not arrive by this set number of
days the purchase order will be deleted.
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Chapter
4
Entering your New & Used Vehicle
Stock
Pacific allows you to manage your current new and used
vehicle stock. This section is only applicable to the
Automotive Edition.
T
he vehicle stock window allows to track your current new and used vehicle
stock as well as any expenses incurred by those vehicles. You can also see
previous sales along with all relevant information.
Adding a Vehicle to Stock
All vehicle stock management tasks are performed from the vehicle window. Click on
the ‘Vehicles’ button on Pacific’s main toolbar to display the window.
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•
•
Your current vehicle stock list will now be displayed.
•
Press the ‘Add’ button on the vehicle window to display a new vehicle
stock record. (The ‘Buy’ button is used to purchase vehicle from the public
where as the ‘Add’ button is used to add vehicles directly to stock.)
Click in each field and enter the relevant information, an explanation of the
fields used is shown in the next table.
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Field
Description
Stock ID
Each vehicle stock record has to have a unique ID.
Pacific will generate an ID automatically but you can
override it if required.
Category
Set the vehicle category which will effect the VAT
payable when you sell the vehicle.
Group
Various reporting options including Honda’s composite
report require your stock to be broken down into group
Make
Vehicles make
Model
Vehicle model
Colour
Vehicle colour
Trim
Model version i.e. GT, SE etc.
Fuel
Fuel type i.e. petrol, diesel
VIN No.
Vehicles chassis number
Engine No.
Vehicles engine number
CC Code
Engine size i.e. 125cc, 2.0 etc
Ignition
Key
Key number, allows you to have duplicates cut
2nd Key
Some vehicles have more than one key, i.e. for
luggage
Details
Any relevant details regarding the vehicle
Description
Summary of the vehicle which is used when exporting
HTML pages.
Location
Physical location of the vehicle.
Carton No
Shipping or delivery reference number.
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•
Next click on the ‘Financial’ tab and enter the relevant information, an
explanation of the fields used is shown in the next table.
Field
Description
Min. Sale £
Minimum sale price, used as guide for salesman
Price (Inc) £
On the road price of the vehicle
Warranty Ref
Warranty reference number, this is normally
entered after the vehicle is sold
Warranty Date
Date the warranty expires.
Purchase Ex £
The purchase price paid for the vehicle excluding
VAT. If the vehicle is on a stocking plan use the
‘Plan Price £’ field instead.
Purchase Date
Date the vehicle was purchased
Supplier Ref
Any reference number the supplier may have used
Pacific Ref
Invoice number from vehicle purchase invoice
given to customer if you bought the bike from a
customer.
SIV£
Stand in Value or Book Value of the vehicle. Used
when you have over or underpaid for a vehicle
Plan Price £
Value of vehicle on stocking plan if applicable
Plan Date
Date Vehicle was put on stocking plan
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•
If you want to add a photo click on the ‘Image’ tab, then click on the ‘New’
button to add a new image.
•
You must then select an image from your picture library and double click on
the image to add it. The images can not only be used for reference internally
but can also be used for website applications such as NXGN, Web trader and
to a HTML web page.
•
When you have entered all the details press ‘OK’ to save the stock record..
Please remember that you can amend the record at any time by double clicking on
the vehicle in the stock list.
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Chapter
5
Selling Goods over the Counter
(Invoicing)
Pacific allows you to quickly and efficiently sell goods
over the counter allowing you to keep accurate stock
records and manage customer back-orders.
I
n order for Pacific to provide you with accurate management information required
by any modern business you need to ensure that every sale no matter how small
passes through Pacific. The counter sales section ‘Invoicing’ section allows you
to quickly record sales.
Selling a Part
In order to sell a part you need to display Pacific’s Invoicing window, do this by
pressing the ‘Invoicing’ button on Pacific’s main toolbar.
You will then be presented with a central grid that contains the details of all the parts
sold in a transaction.
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To begin click in the white box directly below the ‘Part Number’ column header.. The
white box will then turn black indicating that you should type the products part
number. As you start to type the part number the nearest possible match’s will be
displayed, when you have entered the part number press ‘Enter’ or ‘Return’ on the
keyboard.
If you are using a barcode scanner click on the ‘Options’ button and tick the barcode
scanner box and then click ‘Close’.
If you are using a barcode scanner you should see the description and unit price filled
out with the cursor jumping down for you to enter either the next quantity or part
number.
Parts are removed from stock the moment they are entered onto the invoice. If the
sale is cancelled the part(s) are returned to stock. This ensures two members of staff
do not attempt to sell the same part at the same time.
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•
An explanation of the fields used is shown in the next table.
Field
Description
Q
Quantity required by the customer. If you leave this
blank 1 is assumed.
S
Quantity you can supply from stock
B
Quantity you will have to back order for the customer
Part
Number
The product code or Part Number. If you do not know
the part umber you will need to find it in the parts
window.
Description
The products description
Unit Cost
Unit cost
Ext Cost
Line total
%Dis
Percentage discount
VC
VAT code
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Adding a Customers Name
Once you have entered all the parts required you can enter the customer’s name. It
is important to capture this information as it allows you to see who’s bought what and
when.
You can either start with the customers surname or post code.
Surname First
Click in the ‘surname field’, this is the second box on the top line. As you type the
customers surname Pacific displays the nearest match.
To select a previous customer with the same surname as the current ‘nearest
match’ click the right hand mouse button on the customers surname. If you had
typed SMI all customers with surnames starting SMI would be displayed.
If this customer is not any of the customers on the list press the ‘New’ button to set
this as a new customer.
If this customers surname is not already entered the customer will automatically be
set as new.
Press ‘Return’ or ‘Tab’ on the keyboard to jump to the customers first name, then
press ‘Return’ or ‘Tab’ to enter the address.
Post Code First
Click in the post code field, this is the last box on the last line of the address cluster.
Type the customers post code and press ‘Return’.
If the post code is already in your customer database the relevant customer will be
displayed.
If more than one customer has the same post code, right click on the post code field
and select from the list.
If you the customer is not in your database and you have an open internet connection
Pacific will retrieve all possible address on that post code and display them for your
selection.
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Double click on the correct address, then enter the customers name.
Once you have entered all the parts and the customer name press the ‘Finished’
button on the EPOS windows toolbar.. This will display the payment window.
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Recording a Payment
Enter the relevant payment either, Cash, Card or Cheque on the right hand side of
the screen. You can type the amount directly into the field provided or click on the
relevant label to fully pay.
Once you have entered the payment press ‘Print’ to save and print the invoice or
‘Save’ just to save the invoice without printing.
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Cancelling a Sale
You can remove individual lines from the sale by pressing the ‘X’ at the end of each
line. To cancel the whole sale just press the ‘Cancel’ button on the toolbar.
Holding a Sale
Pacific also lets you ‘Hold’ a sale at any point, to do this press the ‘Hold’ button. This
allows you to start another sale. When you want to retrieve the sale click the down
arrow beside the Hold button and select the invoice from the list.
Invoices can be held indefinitely, there is no time limit. However if there are held
invoices you will be reminded of the fact when you close Pacific.
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Chapter
6
Stock Control & Back Orders Explained
The central aspect of Pacific is stock control, managing
stock orders, customer backorders and purchase orders
along with goods inward procedures.
P
acific allows you to manage purchase orders efficiently, making sure you
stock holding remains at optimum levels and customers receive back
ordered goods. The whole stock control aspect of Pacific is perhaps the most
complicated to grasp, but if you take time to under stand the procedures it is
not difficult to follow.
Setting Automatic Stock Reorder Level
Each product in your database can have a re-order and ideal stock level set. To set
these levels display the relevant part in the ‘Products’ window then click on the
‘Order Levels’ tab.
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The fields work as follows:
Field
Description
Re-Order
Level
The stock level at which you want to order additional
stock. So if you set this to 2, when the stock level falls
to 2 Pacific knows it needs to order additional stock.
Ideal Level
The stock level you want Pacific to order up to. So if
this was set to 10 pacific would order enough units to
return to this level.
Purchase
Qty
The minimum number you can order. i.e. the product is
supplied in packs to 10.
Once you have set the stock control levels for a product press the ‘Save’ button on
the Parts window toolbar.
Now when you sell a given part Pacific will follow the stock reorder values to ensure
your stock level stays with your specified levels.
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Customer Back Orders
If you sell a part which you do not have in stock Pacific will back-order it for the
customer. The part is added to the current order for its supplier, and when the part
comes into stock it will be marked as reserved for that customer.
Viewing a Customers Current Back-Orders
You can check the status of a customers back orders at any time. To do this:
•
Click on the ‘Customer’ button on Pacific’s main toolbar
•
Press the ‘Find’ button and enter the customer’s surname, then press
‘Return’. The customer’s record should now be displayed in the search result.
Click on the customers name in the search result to open the customers
record.
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•
Click on the ‘Display customer back orders’ button. This is the yellow
button located just to the right of the invoice address post code.
•
This now displays any back orders that the customer has.
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Viewing Back Orders by Part Number
It is also possible to display a list of customers waiting for a specific part. To do this
click on the ‘POP’ button on Pacific main toolbar, then click on the tab labeled ‘Part’.
Enter the part number in question and press ‘Enter’ on the keyboard.
•
This now displays any back orders that by part number.
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Raising a Purchase Order
Pacific keeps a live current purchase order for all of your suppliers. You can see the
current order at any time by:
•
Click on the ‘POP’ button on Pacific’s main toolbar
•
Select the required supplier from the drop down list
This displays the current suggested order for the selected supplier. To see why
Pacific has added the parts check the ‘Show Back Orders’ box.. This will display the
customers name if it’s back ordered or Stock if it’s for stock. un-check the box to
return to the normal order view.
At this point you can amend stock quantities as well as add additional parts.
Once you are happy with the purchase order press ‘Print’.
The first time you use a supplier the system will ask you to enter an account number.
Enter your supplier account number then press ‘OK’.
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The system will then ask you if you want to include a sign-off section on the purchase
order. If you want your supplier to only accept signed purchase orders click ‘Yes’, if
you do not require signed purchase orders click ‘No’.
The most important thing at this stage is to press ‘New’ on the Order window toolbar,
this closes the current order and starts a new one for your next order.
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Booking in an Order
To book-in an order you first need to display the relevant order in the orders window,
to do this:
•
Click on the ‘POP’ button on Pacific’s main toolbar
•
Select the relevant supplier
•
Select the correct Order. Please remember that the list only displays orders
which have outstanding parts
You now need to confirm the quantity of each part supplied. To do this click in the
‘Supplied’ box to the right of the parts description and enter the supplied quantity.
Press ‘Return’ to jump to the next part on the purchase order if there is more than
one part on order.
When you have entered all the supplied quantities press the ‘Book In’ button on the
order window toolbar. You will then be asked if you want to book this order into stock.
Click ‘Yes’ to book this order into stock. If you press ‘No’ the system will take you
back to the previous screen.
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This will book all the parts into stock, when this is finished you will asked if you want
to see the stock allocation list.
Stock Allocation List
The stock allocation list gives you key information needed to deal with the order. The
first section lists all customer back orders.
The first line lists the customer followed by their account number. Below this is all the
parts the customer is waiting for, to the right is the date the part was ordered and the
invoice number. If the invoice number is followed by a * then the customer has not
fully paid for the goods.
The next section lists all the parts for stock along with their bin location. Press ‘Print’
to print the stock allocation list at this point.
When you close the allocation list you will be presented with the screen and options
as shown below:
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You have the option of checking any of the four options on the left.
•
An explanation of the fields used is shown in the next table
Field
Description
Supply
Complete
Invoice
This will release all back orders providing all parts are
in stock.
Copy
Invoice
This will print a copy invoice providing all parts are in
stock.
(In Stock)
Copy
Invoice
(All)
This will print a copy of every invoice that there are
parts for.
Print
Labels
This will print barcode labels for all parts that have just
arrived
Templates
You can create your own SMS text message templates
in this screen
Send SMS
Click on Send SMS to send a SMS Text message to
the customer with a given message. For example
“Your parts have Arrived, please come and collect
them”.
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Supplying a Back-Order
The final stage is to supply the customer with their back-ordered parts. To do this
display the customers back orders (see above) then fill in the value for the ‘Supplied’
column.
This marks the part as supplied to the customer, however you will also need to check
the sales invoice to ensure that the goods have been paid for.
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Chapter
7
Selling New & Used Vehicles
Pacific makes it easy for sales executives on the sales
floor to quickly invoice a vehicle from stock.
P
acific allows sales executives on the sales floor to directly invoice vehicles,
this speeds up the work flow and frees admin staff from ‘typing’ up an invoice
at a later date. Selling the vehicle directly from stock also puts all the
information in place for when a customer phones to book service or repair
..work.
Selling a Vehicle
Vehicles whether they are new or used are sold in exactly the same way. Start by
displaying the vehicle stock window by pressing the ‘Vehicles’ button on Pacific’s
main toolbar.
This will display your current vehicle stock. You can rearrange the order of the list by
clicking on the column headers, so if you click on Make the list is sorted by Make.
Double click on the vehicle you want to sell, this will display the vehicles stock record.
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When you are sure you have the correct vehicle press the ‘£ Sell ’ button in the top
left of the screen.
Now enter the customers name and address, you can either start with the customers
surname or post code.
Surname First
Click in the surname field, this is the second box on the top line. As you type the
customers surname Pacific displays the nearest match.
To select a previous customer with the same surname as the current ‘nearest
match’ click the right hand mouse button on the customers surname. If you had
typed SMI all customers with surnames starting SMI would be displayed.
If this customer is not any of the customers on the list press the ‘New’ button to set
this as a new customer.
If this customers surname is not already entered the customer will automatically be
set as new.
Press ‘Return’ or ‘Tab’ on the keyboard to jump to the customers first name, then
press ‘Return’ or ‘Tab’ to enter the address.
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Post Code First
Click in the post code field, this is the last box on the last line of the address cluster.
Type the customers post code and press ‘Return’.
If the post code is already in your customer database the relevant customer will be
displayed.
If more than one customer have the same post code, right click on the post code field
and select from the list.
If you the customer is not in your database and you have an open internet connection
Pacific will retrieve all possible address on that post code and display them for your
selection. Double click on the correct address then enter the customer’s name.
You can then enter the sales executives name and press the ‘OK’ button. If you are
selling a new vehicle you will be prompted for the vehicles registration number. Enter
the number and click ‘OK’.
The vehicle is now removed from stock, the customer record added, the vehicle
attached to the customer and sales invoice started.
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You will then be prompted to confirm the price of the vehicle. This can be changed
later on the invoice. Click ‘OK’ to continue.
Adding Extras & Accessories to the Sale
You can add an unlimited number of extra items to the sales invoice by clicking in the
part number box on the sales invoice.
Type the products part number and press ‘Return’ to add it to the invoice. You can
also set a discount or override a products price.
Normally the first two items on the vehicle sale will be road tax and first registration
fee. You will need to ensure these have been added to the parts database as nonstock able items.
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Adding a Part Exchange to the Sale
If the customer has a part exchange check the ‘Part Exchange’ box, then enter all
the information required on the vehicle as per Chapter 4 ‘Entering your New &
Used Vehicle Stock’. Ensure you add the Part Exchange into ‘Used Vehicle
Stock’.
Once you have added the part exchange vehicle Pacific will automatically open a
Transaction screen including a ‘Customer Declaration’. Confirm all the details are
correct and click ‘Print’ to generate a vehicle purchase invoice for the customer to
sign.
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Example Vehicle Purchase Invoice :
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An explanation of the fields used is shown in the next table
Field
Description
HP
Settlement
Settlement amount for any outstanding hire purchase
agreement.
Part
Value £
X Total part exchange allowance
Stock No
Issued by Pacific when the vehicle is added to stock
Make
Make of Vehicle
Model
Model of Vehicle
Reg No.
Registration Number of Vehicle
1st
Date
Reg Date vehicle was first registered
VIN No
Vehicle Chassis Number
Mileage
Current mileage
Reading
Correct
Check the box if mileage can be verified
MOT No.
Current MOT number if applicable
Invoice No
Purchase invoice number, filled in by Pacific
Check
Clear
Check the box if the Vehicle History ‘HPI’ is clear
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Taking a Deposit
To take a deposit click in the ‘Deposit’ box in the totals section.
You will then be presented with an ‘Extra Payments’ screen where you need to
select the payment method ‘Type’ from the drop down menu and enter the amount,
Click ‘OK’ when complete.
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Completing the Sale
To complete the sale you have to ensure all payments have been taken to satisfy the
Amount Due, ie it should be 0.
To take the payment for the final amount click on the ‘Payments’ box in the Totals
Screen..
You will then be presented with an ‘Please make a Payment’ screen where you
need to select the payment method by clicking on the relevant box and entering the
amount, Click ‘Print’ when complete to generate a sales order for the latest payment
or Click ‘Save’ to proceed to the invoice.
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If the vehicle is being financed click in the ‘Financed’ box in the totals section.
You will then be presented with an ‘Extra Payments’ screen where you need to
enter the amount being financed, your commission and the Finance Firm which must
be set up as a customer., Click ‘OK’ when complete.
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Printing the Invoice
When you have completed the sales order and have received all payments you can
then print an invoice, to print the invoice first click ‘£ Complete’.
Pacific will then ask you “Do you want to set the invoice to todays date”. Click
‘Yes’ if you want to invoice it today, if you click ‘No’ Pacific will take you back to the
previous screen.
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When you have selected ‘Yes’ click ‘Print’, you will be asked if you want a VAT
summary included in the print out, if you select ‘Yes’ it will be possible for a customer
to work out your margin from the VAT on a used sale.
The Vehicle Sales Invoice will then be printed as shown below:
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Chapter
8
Managing Workshop Scheduling &
Billing
Scheduling work into the workshop, accurately tracking
jobs and mechanic performance all help you stay on top
of your business.
M
any of your customers only contact with you is via the workshop. You need
to ensure workshop jobs are scheduled quickly and efficiently. Pacific helps
you stay on top of things ensuring all work is accurately and consistently
billed.
Start by displaying the workshop scheduler by pressing the ‘Scheduler’ button on
Pacific’s main toolbar.
This will display Pacific’s workshop scheduler.
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Scheduling a Workshop Job
The ‘Back’ and ‘Next’ buttons on the scheduler toolbar allow you to move forward
and backwards one week at a time.
To book in a new workshop job press the ‘New’ button on the scheduler toolbar.
This displays the ‘Job Editor’ window where you can enter details of the job.
You can start with either the customers name or their vehicle.
Surname First
Click in the surname field, this is the second box on the second line. As you type the
customers surname Pacific displays the nearest match.
To select a previous customer with the same surname as the current ‘nearest match’
click the right hand mouse button on the customers surname. If you had typed SMI
all customers with surnames starting SMI would be displayed.
If this customer is not any of the customers on the list press the ‘New’ button on the
top left of the screen to set this as a new customer.
If this customers surname is not already entered the customer will automatically be
set as new.
Press ‘Return’ or ‘Tab’ on the keyboard to jump to the customers first name, then
press ‘Return’ or ‘Tab’ to enter the address.
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Once you have entered the customer right click on the registration field, if any
previous work has been booked a list of registration numbers will be displayed.
Select the reg from the list. If you no registration numbers are displayed you will need
to enter the entire vehicle details.
Vehicle Reg First
If previous work has been scheduled for the machine you can start with the vehicles
registration number. Enter the registration number and press ‘Return’, you may then
fill in the vehicles owner and machine details. If it does not you will have start with the
customer (see above).
In the Job information section set all the fields as required, an explanation of the
fields used is shown in the table below:Field
Description
Start Date
Date the vehicle is due to arrive
Due Date
Date the work has to be completed by
Est. Time
Estimated time, used to make sure mechanics are not
overbooked.
Hours
Spent
Filled our when the job has been completed
Booked
Person booking the job in
Job Type
Type of Job being scheduled. Please note that
Estimate jobs do not remove parts from stock.
Bench
Mechanic allocated the work
Invoice No.
Filled in by Pacific when the job is invoiced off.
Next you need to fill out the customer instructions, enter each task on a new line. i.e.
6000 mile service.
When you have entered all the details press ‘OK’, this saves the job into the
schedule.
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Printing a Job Card
You can either print individual job cards or all the job cards for a given day.
Printing One Job Card
Find the job in the workshop scheduler then double click on the job to display its
details. Press the ‘Job Card’ button in the bottom left of the ‘Job Editor’ window to
print the job card.
Printing all the Job Card for a Day
Press the ‘down arrow’ beside the ‘Print’ button on the scheduler toolbar, select
‘Jobs for Day’ from the menu. This displays the ‘Print Setup’ window where you
can select a day and press ‘Print’.
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Booking Stock to a Job
As you use parts on a job you should book the stock directly to the job number card.
You can do this from the job editor or from the parts window.
Using the Job Editor
Double click on the job in question in the scheduler window to display the ‘Job
Editor’ window. Click on the ‘Parts Used’ tab then enter the part number in the ‘Part
Number’ box.
Using the Parts Window
Find the required part in the parts window then press the ‘Sell’ button on the part
window toolbar. Move the mouse to the bottom option ‘Workshop Job Cards’, this
will display a list of open jobs. Click on the job you want to book the stock to and
enter the quantity when prompted.
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Completing a Job
When you have finished a job you need to complete it in order to raise an invoice. To
do this, display the job in the ‘Job Editor’ window and press the ‘Complete’ button.
Click ‘Yes’ to the ‘are you sure’ prompt then enter the number of hours worked the
click ‘OK’. The hours worked are not used for billing just for reporting purposes.
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The invoice will now be displayed on the screen with any parts already booked to the
job. Add any additional parts including labour (add a labour non-stockable part to
your parts database).
If you want to record a payment click on the ‘Pay’ button and enter the amount paid
in the relevant box. Click ‘Print’ to print a copy of the invoice.
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Chapter
9
Reporting
Just as important as selling goods quickly and accurately
is knowing what you’ve sold and who you’ve sold it to.
P
acific provides over 200 standard reports with hundreds of additional reports
available on request. All reports are run from the reports window by pressing
the ‘Reports’ button on Pacific’s main toolbar.
This will display Pacific’s reports screen.
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Pressing the down arrow beside the print button gives you the option of exporting
reports directly to excel; this allows you to manipulate the data in more detail and plot
graphs. Some of the most import reports are detailed below, for a more
comprehensive list see Pacific’s reference manual.
Invoices Issued
There are various reports which will tell you what invoices have been issued over a
period, but the simplest is the ‘Invoices (Day)’ report. This reports lists all invoices
issued on a give day along with a VAT breakdown.
To run the report; double click on ‘Department 1’ in the reports window, then click on
‘Invoices (Day)’. Select the day and the invoices you are interested then click ‘OK’.
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Day Totals
The best report to run is ‘Department 1’ day totals. This report will list all payments
received for a given date range along with how the payment was received i.e. Cash,
Card, etc.
To run the report; double click on ‘Day Totals’ in the reports window then click on
‘Department 1’. Select the date range and click ‘OK’.
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Stock Value
To see a complete listing of your current stock holding along with totals double click
on ‘Parts’ in the reports window. Click on ‘Stock List and Value (Today)’ to run the
report..
You will then be presented with a screen asking “Do you want to clip the
description for neater print-outs”. If you are
Depending on your stock holding this may take several minutes.
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Debtors List
To see a completed aged debtors list double click on the ‘Customers’ in the reports
window then click on ‘In Debt’.
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Chapter
10
System Maintenance & Other Features
It is very important to ensure you have good regular
backups and that Pacific is operating properly.
T
there are several key procedures which you need to following in order to keep
Pacific running efficiently. None of these procedures are optional and should
all be undertaken on a regular basis. See the best practice document for the
current recommendations.
Backup
Every business needs to have a backup strategy to make sure you don’t lose critical
information in the event of a system failure. All the information pacific stores (e.g.
customers, invoices, stock levels) is kept on your main machine (server).
In the event of a hard drive failure, virus, un-repairable database, system crash or
lightning strike you can ensure business can continue as normal. With a backup you
can simply restore your data files onto a new machine and continue where you left
off.
It is a good idea to backup at the close of business every day or at least weekly,
make sure you label the media with the date so you know when the backup was
created. Backup the ‘Work’ which is folder located on your main machines hard
drive. This folder contains all Pacific’s data files from customer databases to the
invoice template.
The best way to backup is to use a CDR\RW. This can hold the entire work folder on
a single blank CD. This is one of the most cost effective methods available. A CD can
cost anything as little as 20p and store 650MB of data.
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Database Compaction
Regular compaction of you databases is also essential. It makes your databases
quicker to access, fixes any problems it finds and reduces the size of the databases.
To compact follow these easy steps:
Shut down Pacific DMS on all the machines on your network. Then load Pacific on
the Server only.
Now left-click ‘File’ menu and select ‘System Maintenance’.
A new window will appear with a few options in it. You will see a check box with the
words 'Compact Databases Next Time Pacific Loads' to the left of it. Left click in
the box once so a tick appears. Then close the window by clicking ‘X’ in the top left..
Now close Pacific and run it again. This time when pacific loads it will ask you if you
want to compact the databases now, Press ‘Yes’. This process should take about 20
minutes.
If it does take longer 'do not worry'. Sometimes if the databases have not been
compacted for a while it has been known to take a few hours, in these cases we
recommend that you do this after hours. Compact the databases every week for a
fast and reliable system
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Bickers EPC
Pacific allows you to quickly and efficiently import parts
from Bickers Electronic Parts Catalogue.
I
n order for Pacific to import the orders correctly your need to ensure that the
Bickers EPC is installed and registered. You will also have to create the following
directory c:\finder.
Exporting a picking list
You can either export entire picking lists or individual parts. First select your parts
then press the ‘Export’ button in the Bickers EPC.
Pacific DMS will then maximise and take over the screen.
Selling parts in Pacific DMS
•
Select ‘Import Picking List..’ from Pacific’s main ‘Stock’ menu,
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The picking list window will now be displayed.
•
Select Bickers from the ‘Picking List Format’ drop down.
•
Select where you want the parts to booked to from the ‘Send To’ drop down.
You can select ‘Current Counter Sale’, ‘Workshop Job’, or ‘Current
Transaction’.
•
Press ‘Import’
The part(s) will now be booked to the relevant invoice or job card.
Checking if Bickers has the Part in Stock
Pacific can check Bickers current stock levels. You have to ensure you have
downloaded the stock file via the Bickers EPC.
•
Display the required part in the ‘Products’ window
•
Click on the ‘Order Levels’ tab
•
Press the ‘…’ button beside your purchase price.
•
Bickers current stock level will then be displayed.
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Stock Taking with a Metrologic Optimus
The Metrologic Optimus is a data collection terminal
which can be used to speed up Stock Checking.
I
n order for Pacific to import the stock correction information correctly you will
need to connect and setup the Optimus as per its instructions. You will also need
to install the supplied Optimizer software.
Stock Checking
Select Option 1 (Run Program) from the menu. This will allow you to scan the
products barcodes or enter its part number. You can then specify how many you
have in stock.
Uploading the Stock Information to your Computer
•
Once you have scanned all your stock and confirmed your stock levels return
the Optimus to its cradle and select Option 2 (Send Data)
•
Run the ‘Optimizer’ program then press F8 on the keyboard (or Tools>Communication->Receive Data)
•
Set file name and COM port (You can fin this out from the device manager in
Control Panel), and press ‘OK’.
•
This will then save the data as a CSV text file in the specified location.
Updating your Stock Levels in Pacific
•
Click on Pacific’s main ‘Stock’ menu and select ‘Stock Take Tools..’
•
Click on the ‘Advanced’ Tab
•
Press ‘Import’ and browse to the file location
•
Your stock levels will now be corrected where required.
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ARI PartSmart
PartSmart is supplied by www.arinet.com and provides
Electronic Parts Catalogues (EPC) for over 75
manufacturers including: Honda, Suzuki, Kawasaki &
Yamaha.
I
n order for Pacific to import the stock picking lists and provide stock level
information to PartSmart you have to ensure the software is properly installed and
setup. You also have make sure that the relevant price files are already loaded
into Pacific.
Setup
Before you can export order to Pacific you have to configure PartSmart. To do this
goto the ‘Utilities’ tab and enter ‘c:\work\PartSmartLink.exe’ into the ‘BSV Path’ box.
Once this is done Pacific will automatically pass stock level information to PartSmart
on demand.
Downloading Picking Lists into Pacific
•
Select the required Parts and add them to your ‘pick list’
•
Press ‘Submit’ to send the pick list to Pacific’s Invoicing window.
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Feridax Order Export
Purchase Orders for Feridax can be exported directly
from the Pacific POP system to the Feridax on-line
system, reducing typing errors and saving time.
Setup
Before you can export orders you have to ensure you are running the latest version
of pacific (issued on or after the 1st May 2009), and that you have loaded the Feridax
shadow price file via the on-line price file update.
Uploading Orders
•
Select ‘FERIDAX’ in the main POP window
•
Press ‘Export’ on the main pop toolbar
•
Select ‘Feridax Upload’ in the supplier format box
•
Make sure you Feridax user name & password are entered and correct
•
Press ‘OK’
Your order will now be uploaded to Feridax. If everything is OK, ‘Order Uploaded
successfully’ will be displayed. You can then logo onto the Feridax ordering system
to confirm the order.
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