Documentation
Accessing Online Documentation
Accessing Online Documentation
1. Go to www.glenbriar.com.
2. From the top menu bar, select [Support].
3. From the left hand column, click on the Software Customers Only icon.
4. A prompt will appear asking for your Username and Password.
· In the Username field, enter .
· In the Password field, enter 1455FOO.
5. From the Customers Only menu on the left hand side, select [Documentation].
6. Under the Dealership heading, click on the desired link to view the documentation. To view all of the documentation, click on Complete Training Manual. To view documentation for a specific module, click on the corresponding link.
Author: Pear Tree
Last update: 2016-12-21 15:15
ACCOUNTS PAYABLE
Contents
Finance – Payables – Update – AP Invoice
Quick Pay:
Examples of Invoices
Finance – Payables – Update – AP Cheque
Finance – Payables – Update – AP to AR
Inquiries and Reports
Finance – Payables – Inquiry – AP Invoice
Finance – Payables – Inquiry – AP Cheques
Finance – Payables – Reports – Aged Payables
Finance – Payables – Update – AP Invoice
Generally an invoice is recorded in A/P to pay for expenses, inventory or other amounts owed by the company excluding payroll.
- A Payable can be changed before any payment has been made, either partial or full.
- If for a Part, make sure a GL Inventory Account is attached.
Payable No:
- Added by the system when Invoice is submitted.
- If entering manually, must be an Invoice already submitted in the system or will receive an Error message:
- Numeric only.
- Can click on the Underlined link. A Table will appear with all Payables entered in the system. Click in the light green area under Payable Number to bring up the appropriate invoice.
Vendor Code: Mandatory
- Cursor automatically defaults to this field when screen is opened.
- Can either type in the Vendor ID from Vendor Update Profile or click on the Underlined link. A Table will appear with all Vendors entered in the system. Click in the light green area under Vendor Code to bring up the appropriate vendor.
Quick Pay:
- Name and Address:
o Text box appears when button is clicked.
o Allows the system to create a cheque and Invoice in one screen without putting in a Vendor Code.
o Can only pay one Invoice at a time.
o Enter the name and the address of the Vendor.
o Alphanumeric.
o Freeform.
o Unlimited space.
o Enter Key is enabled.
- Correct accounts need to be set up in the system.
- Two transactions occur, one for the Invoice and another for the cheque.
- Once Submitted, a Cheque Print Button will appear. Click to print the cheque.
- Cheque can be cancelled. This will cancel the Invoice associated with it.
Invoice No: Mandatory
- Enter the number on the Invoice.
- System checks to make sure there is not already an Invoice with that number for the Vendor.
- If there is the system will bring up that Invoice, not create a new one with a duplicate number.
- Alphanumeric.
- Freeform.
Invoice Date: Mandatory
- The date on the Invoice when received.
- Can be added manually or through the Calendar icon.
- Format will be MM/dd/YY.
Due Date: Mandatory
- Will automatically fill in a month from the Invoice Date.
- Auto calculates from the Due Days specified on the Vendor’s Profile.
- If Due Days have not been specified on the profile defaults from the Store Parameters.
- Can be changed manually or through the Calendar icon.
- Format will be MM/dd/YY.
PO Number:
- Reference only.
- Can enter the PO # issued to the Vendor.
- Not linked to anything.
Tax Code:
- Defaults from the Vendor Profile.
- Can be changed by using the dropdown.
Discounts:
- For prompt payments.
- Deducted from the cheque not the Invoice.
- Percentage:
o Enter amount manually.
o Cannot be a negative value or will receive an Error message.
o Cannot be over 100 or will receive an Error message.
- Date:
o If the Percentage is not 00, the current date will be entered by default.
o Can be changed manually or with the calendar icon.
- Total (Overridden):
o Amount defaults in from the Percentage.
o Can only be edited if Overridden is enabled.
o Freeform.
o Must be a valid number or will receive an Error message.
Exch. Rate:
- If the Funds Code is not a domestic currency, this field will appear.
- Rate can be overridden from this screen, if needed.
- Do not need to update the Rate Table.
Line Amount:
- Amount before taxes.
- Numeric only or will receive an Error message.
- Positive, negative, or 0.00.
- Manually entered.
Gross Amt:
- Line Amount + Taxes
- Automatically calculates.
- To edit, click on the light green area. A pop up box will appear. A new Gross Amount can be entered.
- The Line Amount will recalculate to account for Taxes.
Line Description:
- Freeform.
- Alphanumeric.
- Unlimited Space.
GL Account: Mandatory
- May automatically default in when the Line Amount is entered, based on the Vendor.
- Comes from Vendor Profile.
- Can be changed.
- Can manually type in the correct account or click on the Underlined link and choose from the Table.
- Can add multiple lines if multiple GL accounts are involved.
GL Description:
- Defaults from the GL Account.
- Cannot be edited from this field.
Comments:
- Alphanumeric.
- Unlimited.
- Freeform.
Override:
- Allows the User to override the Tax Amount.
- Checked allows the Tax to be overridden.
- Unchecked, the Tax cannot be overridden.
Tax Codes:
- Comes from the Tax Code dropdown in the upper section of the window.
- Cannot be overridden in this field.
Tax Amounts:
- Line Amount * Tax Amount (from the Tax Code).
- Cannot be changed if Overridden is not enabled.
- A Warning message will appear if try to change without checking the Overridden box.
- Invoice Total will change if Tax Amounts is overridden.
- Line Amount and Gross Amt do not change.
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Examples of Invoices
Flooring Invoice:
Vendor Code:
- Flooring Vendor (General Electric, a certain Bank, etc.).
Invoice No.
- Manually enter.
- Unit ID can be used.
Invoice Date:
- Manually enter or use Calendar icon.
Line Amount:
- Enter amount of Unit.
GL Account:
- Unit Inventory Account.
Unit Costs:
- Unit ID:
o Enter Unit.
- Base Cost:
o Enter cost for Unit – Line Amount entered on previous screen.
- Submit
Freight Invoice:
Vendor Code:
- Freight Company.
Invoice No.
- Manually enter.
- Unit ID can be used.
Invoice Date:
- Manually enter or use Calendar icon.
Line Amount:
- Enter Freight amount.
GL Account:
- Unit Inventory Account.
Unit Costs:
- Unit ID:
o Enter Unit.
- Cost Code:
o Enter freight cost for Unit – Line Amount entered on previous screen.
- Submit
Finance – Payables – Update – AP Cheque
Cheque Number:
- Manually enter an existing cheque number to bring up a created cheque to look at, void or cancel, or click the Underlined link to choose from the Table.
- If the cheque was a Quick Pay cheque, will give a Warning message.
- Create a new cheque by entering a cheque number from a box of cheques, OR
Click New to generate the next cheque number.
- Make sure the cheque number shown matches the pre-printed number on the next cheque to be used.
Next Cheque No.:
- If either New or a manually entered number is selected, will show Waiting for Bank Code Selection:
- If selecting an already created cheque number, this field will be blank.
- If filling in the Vendor Code without entering a Cheque Number, will show the next cheque available.
Vendor Code:
- For whom the cheque is to be made.
- Manually enter or click the Underlined link to choose from the Table.
Bank Code:
- The Bank from which the cheque is to be written.
- Will fill in automatically from the Vendor.
- Use dropdown if need to choose another Bank.
Cheque Date:
- Defaults to the current date.
- Can be manually changed by entering the date or by using the Calendar icon.
- Can be pre- or post- dated.
Cheque Total:
- The total of all payment amounts chosen.
- Will show the total of all Pay Amounts when the Vendor Code is first entered.
Outstanding Balance:
- The total Amount owing minus the Pay Amount chosen.
On or Before Due Date:
- Defaults to current date.
- Can be changed by manually entering the new date or using the Calendar icon.
- Can change to a future date to show what is to be paid up to that date as well. This could bring up more Payables.
- If changing to a former date, will remove Payables not yet due by the date entered.
Cheque MICR#:
- Pre-printed on the cheque.
- Make sure matches number on the cheque.
Payable No.
- Clicking the Underlined link shows all future Payables available for the Vendor.
- If there are more Payables, add another line to the list before adding extra Payables. Otherwise the new Payable will replace the Payable on the line showing.
- If there are no more Payables a pop up box will appear.
- To remove Payables not needed to be paid in this cheque run, click the x on that row.
Pay Amount:
- Lists the full amount owing for each Payable.
- Can be changed by manually entering the amount to be paid on the Payable.
- If paying more than listed a Warning will appear.
- Clicking the Underlined link removes the amounts from the rows.
- Clicking Reload List adds the amounts again.
Reload List:
- If anything has been changed, reloads all Payables matching the Search Parameters.
Clear List:
- Clears the Payables list.
- If too many Payables match the Search parameters, and only need to pay a few, instead of deleting all the rows not needed, click this button.
- Click the Underlined link to Payables No. and choose only the Payables needed from the Table.
Submit:
- Prepares the cheque.
Clear:
- Clears the window of all information.
Void Cheque:
- Voids the given cheque.
- Re-opens the Payable(s) attached to the cheque.
- Cannot be voided if already cashed.
Print:
- Prints the cheque.
- Allows the User to choose a Printer to print the cheques.
- From the Printer settings, need to choose Actual Sized.
Print History:
- Shows a history for the cheque showing: prints, voids, reprints, etc.
- Click on the field under Harvest Report PDF to show the actual cheque.
Finance – Payables – Update – AP to AR
Vendor ID:
- Manually enter or click the Underlined link to choose from the Table.
- If the Vendor does not have any outstanding balances, an Error message will appear.
Customer:
- Automatically fills in if the Vendor is set up as a Manufacturer.
- If nothing defaults in, need to set the Vendor up as a Customer.
- Does not need to be a Manufacturer.
New:
- If Vendor does not have a Customer Profile, can add here.
- Fill in as in Customer Update. All fields with an * are mandatory.
- Submit.
Outstanding Invoices
- A list of AP invoices.
- Click on each Invoice No. to be added to the Transfer List.
- Can be a credit as well as a debit.
- Will automatically show under Items to Transfer To Payables.
Items to Transfer To Receivables
Payable No.:
- Cannot add a line here.
- Added from the Outstanding Invoices section.
- Can delete a line using the x at the front if needed.
Transfer Amount:
- Shows full amount of the Payable Balance.
- Can be overridden.
Submit:
- Transfers the balances to AR.
Inquiries and Reports
Finance – Payables – Inquiry – AP Invoice
Vendor Code:
- Manually enter or click the Underlined link to choose from the Table.
Payable Number:
- Must be a Payable number in the system or will receive an Error message.
- Enter manually.
Clear:
- Clears the screen of information.
Print Activity:
- Creates a Summary Report of the Vendor’s activities in the system.
Outstanding Invoices
Payable No.:
- Shows all outstanding invoices.
- Drill down for further details on the Payable.
Invoice No./Invoice Date/Due Date/Invoice Total/Total Paid/Invoice Balance:
- Defaults in from the Payable.
- Cannot be edited in this window.
Paid Invoices
Paid Payable:
- What Payables have been fully paid.
- Drill down for further details on the Payable.
Invoice No./Invoice Date/Invoice Total/Paid Date:
- Defaults in from the Payable.
- Cannot be edited in this window.
Year/Total Paid:
- Defaults in from the Payable.
- Cannot be edited in this window.
Payments
Item #:
- What Payments have been made.
- Drill down for further details on the Payments.
Pay Date/Pay Amount/Date Cashed/Void Date/Source:
- Defaults in from other windows.
- Cannot be edited in this window.
Finance – Payables – Inquiry – AP Cheques
Vendor Code:
- Manually enter or click the Underlined link to choose from the Table.
Cheque No.:
- If the Cheque Number is known, enter here to bring up the details of only that cheque.
- Will show the list of Payables associated with that cheque.
- Clicking the Payable No. in the pop up will show the AP Invoice.
Outstanding Cheques
- Shows all the un-reconciled cheques for the Vendor.
- Clicking on the field under Cheque No. will bring up the Payables attached to that cheque.
- Further information can be gained by clicking on the Payable No. or GL Transaction No. in the pop up.
All Cheques:
- Shows reconciled, un-reconciled and voided cheques.
Finance – Payables – Reports – Aged Payables
Used to balance the General Ledger.
Outstanding As At Date:
- Defaults to the next Month End Date.
- Must be a Month End Date or will receive a Warning.
- Can change to a previous Month End Date by manually entering or using the Calendar icon to choose a Date.
- Will only show Payables up to the entered Month End.
Summary or Detail:
- Choose between Detail or Summary.
- Defaults to Detail Aged Report.
AP Code:
- Different Payable Codes in the system: Canadian AP, Floor Financing, US AP, etc..
- Choose from dropdown.
- If nothing chosen will print all Invoices grouped by Currency.
Calculate Aging using…:
- Defaults to Due Date.
- Choose between Due Date and Invoice Date.
Convert Foreign Funds To Domestic:
- Check to have all Funds showing in the domestic currency.
- Currency will be calculated based on the Exchange Rate in the system.
- The Funds Code will still show as the foreign currency Code.
Print:
- Prints the Report based on the Search Parameters chosen.
- Shows Vendors alphabetically on the Report.
To Excel:
- Send the report to an Excel spreadsheet.
Clear:
- Resets the window to the Default settings.
Author: Pear Tree
Last update: 2016-12-21 15:15
ACCOUNTS PAYABLE ADMINISTRATION TABLES
Contents
Finance – Payables – Administration – Payables Codes
Finance – Payables – Administration – Bank Codes
General Ledger Account Numbers
Finance – Payables – Administration – Funds Codes
Finance – Payables – Administration – Payables Codes
Payables Code:
- Manually enter the Code to be added.
- If the Code is already saved in the system, manually enter or click the Underlined link to choose from the Table.
- Alphanumeric.
- Freeform.
Payables Description:
- Enter a description of the Code.
- Alphanumeric.
- Freeform.
Bank Code:
- From Finance – Payables – Administration – Bank Codes.
- Choose the appropriate Bank from the dropdown.
- Default Bank set up for Vendors.
- Can be overridden on the Vendor’s Profile.
Payables GL Account:
- Liability Account.
- Accounts Payable Control Account.
- Manually enter or click the Underlined link to choose from the Table.
Exchange GL Account:
- If the Bank is a foreign Bank with a foreign currency.
- Liability Account.
- Not a Control Account.
- The system will look at the current exchange rate, covert to domestic currency and put the difference in this account.
Discount GL Account:
- If giving a discount to a Vendor for paying early, the difference between the amount of the Payable and the amount actually paid.
- Expense Account.
Finance – Payables – Administration – Bank Codes
Bank Code: Mandatory
- Set up for every Bank the Dealership deals with.
- Can also set up for Credit Cards.
- If adding Credit Cards here, do not set up AP Codes.
- If adding, manually enter the code.
- If bringing up a Code already in the system, manually enter or click on the Underlined link and choose from the Table.
Name:
- Name of the Bank.
- Alphanumeric.
- Freeform.
Bank Address:
- Address of the Bank.
- Alphanumeric.
- Freeform.
Bank Number:
- Number of the Bank.
- Alphanumeric.
- Freeform.
Transit Number:
- Alphanumeric.
- Freeform.
Bank Account:
- Bank Account to be used.
- Alphanumeric.
- Freeform.
Funds Code:
- From Finance – Payables – Administration – Funds Codes.
- Choose from dropdown.
General Ledger Account Numbers
Bank Deposit GL Account: Mandatory
- Actual Bank Account.
- Used to balance Bank Statement.
- Account used when paying the Vendor.
- Account used when doing a Bank Deposit.
- Account used for Direct Deposit – payment from a customer.
- Manually enter or click the Underlined link to choose from the Table.
Bank Exchange GL Account:
- If a foreign currency.
- Exchange account to be used.
- Manually enter or click the Underlined link to choose from the Table.
Currency Variance GL Account:
- Used if the Exchange Rate has changed from the time the Invoice was entered in the system to the time it was paid.
- Reverses the Invoice, reverses the original Exchange Rate, enters in Payables as the current Exchange Rate and amount. This is the difference between the two.
- If a foreign currency.
- Variance account to be used.
- Liability or Expense account.
- Manually enter or click the Underlined link to choose from the Table.
Bank Clearing GL Account:
- Un-deposited Funds.
- Manually enter or click the Underlined link to choose from the Table.
Cheque Number Prefix:
- Used of there is more than one Bank Code.
- Prefix added before the cheque number.
- Used if there is a possibility the cheques may cross.
- Cannot have two cheques with the same number in the system.
- Letter only or will receive an Error message.
Next Cheque No:
- Next cheque to be printed in the system.
- Can be edited.
- Numeric only or will receive an Error message.
Print MICR Number:
- Number pre-printed on the cheque.
- Banks go by MICR Number not cheque number.
- Enable to Print.
AP Cheque Template:
- Specifies the format.
- Three choices: Top, Middle or Bottom.
- Three sections: Two Receipt stubs and a cashable cheque.
- Determines where the cashable cheque prints on the 8 _ x 11” sized paper.
- Choose from dropdown.
Payroll Cheque Template:
- Three choices: Top, Middle or Bottom.
- Choose from dropdown.
Finance – Payables – Administration – Funds Codes
Funds Code:
- Code needs to be set up for every currency to be used in the system.
- If adding, manually enter the code.
- If bringing up a Code already in the system, manually enter or click on the Underlined link and choose from the Table.
Funds Description:
- Alphanumeric.
- Freeform.
- Unlimited.
Domestic To Foreign Exchange Rate:
- If Domestic Currency, enter 1.00.
- If not Domestic currency, enter to exchange rate for this particular currency.
Foreign To Domestic Exchange Rate:
- System automatically calculates using the Domestic To Foreign Exchange Rate.
Domestic Currency:
- Must specify which currency is domestic.
Author: Pear Tree
Last update: 2016-11-10 15:47
ACCOUNTS RECEIVABLE
Contents
Finance – Receivables – Update – Invoice
Finance – Receivables – Update – Payments
Finance – Receivables – Update – AR to AP
Finances – Receivables – Update – Collections
INQUIRIES AND REPORTS
Finance – Receivables – Inquiry – Receivables
Invoice Payment
Finance – Receivables – Reports – Aged Receivables
Finance – Receivables – Reports – Cust. Reports – Cust. Stmt
Finance – Receivables – Update – Invoice
- Updates Accounts Receivable and General Ledger only.
- Used for loading open Invoices when starting to use Peartree Dealership. Also used for Miscellaneous invoices and manufacturer rebates.
- Most invoices are created elsewhere: Part Sales, Work Orders, Finalize Unit Sale.
Invoice No.:
- Automatically defaults to NEW.
- To bring up an Invoice already in the system, manually enter the Invoice No or click the Underlined link to choose form the Table.
- If the Invoice ends in .1, the Invoice has been Cancelled.
- Cannot assign own Invoice number.
Ship To:
- Customer.
- If creating a new Invoice, enter the Customer ID or click the Underlined link to choose from the Table.
Invoice Date:
- Defaults to the current date.
- Can be changed by manually entering the new date.
Tax Code:
- On clear window, defaults to the Tax Code set in the Store Parameters.
- Once a customer is added, will use the Code set up on the Customer’s Profile.
- Can be changed by choosing a new Code from the dropdown.
- When loading Opening Balances, change to Tax Exempt.
Purchase Order #:
- Enter if the PO Number is known.
C:
- Not used.
Quantity:
- Usually 1 or -1 for a credit.
Units:
- Unit of Measure: Each, box, etc.
- From System Admin –Configurations - Tables – UOM.
- Optional.
Product:
- Can be anything.
- Not connected to Parts or Unit Inventory.
- Alphanumeric.
- Freeform.
- Prints on invoice
Description:
- Description of the Product.
- Alphanumeric.
- Freeform.
- Prints on invoice
Price:
- Numeric only or will receive an Error message,
TX:
- Tax.
- From Customer Profile.
- Can change by either entering another code or clicking the Underlined link to choose from the Table.
Sales GL Account:
- No defaults.
- Manually enter or click the Underlined link to choose from the Table.
- Usually an Income account.
Sales GL Description:
- From the Sales account.
- Cannot be edited in this window.
Extension:
- Quantity * Price.
- Cannot be edited in this field.
Net Total:
- All Extensions added together.
Tax Codes/Tax Amounts:
- Shows the different types of Taxes used.
- The total amount of each different tax type.
Tax Total:
- Total of all the different taxes added together.
Invoice Total:
- Net Total + Tax Total.
Comments:
- Shows on the Invoice.
- Alphanumeric.
- Freeform.
Submit:
- Saves the invoice to the system.
Clear:
- Clears the information from the screen.
- Any new information added and not submitted is lost.
Cancel Invoice:
- Cancels the Invoice.
Print:
- Prints invoice.
Unit Rebates:
- Used to put a Rebate on a Unit, which reduces the cost.
- If entering a Rebate, the Sales GL account must be the unit inventory account linked to the unit
- Unit ID:
o Manually enter the Unit or click the Underlined link to choose from the Table.
- Unit Description:
o Defaults in from the Unit ID.
o Cannot be edited in this window.
- Dealer Price:
o Defaults in from the Unit Profile.
o Cannot be edited in this window.
- Rebate Code:
o Manually enter the Code or click the Underlined link to choose from the Table.
o From Sales – Administration – Sales Rebate.
- Rebate Amount:
o Amount on the Invoice.
o Manually enter the amount.
o Numeric only or will receive an Error message.
- Rebate Description:
o Manually enter.
o Alphanumeric.
o Freeform.
- Close:
o Closes the window.
Submit:
- Saves the changes made in the Rebate window.
Finance – Receivables – Update – Payments
- Use to enter payments in foreign funds.
- Can be used to enter payments in domestic funds.
Customer ID:
- Manually enter or click the Underlined link to choose from the Table.
- If the customer has no Invoices will receive a Warning message.
Payment Date:
- Defaults to the current date.
- Can be changed by manually entering the date or using the Calendar icon.
Payment Form:
- How the Payment is made: Cheque, Credit Card, etc.
- Defaults in from a Table.
- Can change by choosing from the dropdown.
Description:
- Description of the Payment.
- Could be the cheque number.
- Alphanumeric.
- Freeform.
Total Owing:
- Amount Customer owes.
- Cannot be edited in this window.
- Amount reduces with each Payment flagged.
Total Payments:
- How much has been paid.
- When finished should equal the payment amount received.
- As each row is flagged for payment, the amount will increase.
Lump Sum Payment:
- If the customer makes a payment with no instructions on which invoice to put towards, the amount can be entered here.
- Click Apply.
- Payments will be made to all eligible Invoices from the first row down, till the amount is used.
Clear List:
- Clears all Invoices from the Payment section.
- If there are a large amount of Invoices, instead of flagging individual invoices, can clear all the Invoices, click the Invoice No. link and choose from the Table which to add.
Reload List:
- Reloads all Invoices into the Payment section.
Invoice No.:
- Shows all Invoices for the customer, including ones with 0.00 Balance.
Payment:
- Manually enter the Payment amounts for each line or click the Underlined link to fill in all Payments automatically.
- If any rows are not to be paid, delete the Payment amount for that Invoice.
Pay Flag:
- Click this field to make payment on the Invoice.
- The full amount appears in the Payment field. This amount can be changed.
Submit:
- Saves the payments to the system.
Clear:
- Clears the screen.
- Any Payments that have been flagged but not Submitted will be lost.
Finance – Receivables – Update – AR to AP
- Contras.
Customer ID:
- Manually enter the Customer or click the Underlined link and choose from the Table.
AP Vendor:
- Automatically fills in if the Customer is set up as a Manufacturer.
- If nothing defaults in, need to set the Customer up as a Vendor.
- Does not need to be a Manufacturer.
Add Vendor:
- If Customer does not have a Vendor Profile, can add here.
- Fill in as in Vendor Update. All fields with an * are mandatory.
- Submit.
Outstanding Invoices
- A list of AR invoices.
- Click on each Invoice No. to be added to the Transfer List.
- Can be a credit as well as a debit.
- When transferred to AP, no longer a credit (Finance – Payables – Inquiry – AP Invoice).
- Will automatically show under Items to Transfer To Payables.
Items to Transfer To Payables
Invoice No.:
- Cannot add a line here.
- Added from the Outstanding Invoices section.
- Can delete a line using the x at the front if needed.
Transfer Amount:
- Shows full amount of the Invoice Balance.
- Can be overridden.
Submit:
- Transfers the balances to AP.
Finances – Receivables – Update – Collections
Show only invoices older than Days: Mandatory
- Manually enter a number.
- If Submitted with no number entered will receive an Error message.
- Must be numeric or will receive an Error message.
Submit:
- Click Submit and all customers fitting the criteria will appear in the Customer section.
Customer Name:
- Choose a Customer from the list by clicking on the light green field with that name.
- A pop up will appear with the customers invoices and aged balances.
- Will also show the Contact information if it has been added on the Customer Profile.
- Add Comments:
o Another pop up appears.
o Can phone the customer and make notes here during or after the conversation.
- Submit:
o Saves the comments to the system.
- View Comments:
o Shows any comments already in the system for the customer.
o Cannot be edited.
o If no comments have been added for this customer will receive a message.
INQUIRIES AND REPORTS
Finance – Receivables – Inquiry – Receivables
Customer ID:
- Manually enter or click the Underlined link and choose from the Table.
AR Invoice No.:
- If Customer is unknown, can enter just the Invoice Number.
- If known, enter the Invoice Number to look at that Invoice only.
- A pop up will appear with the Invoice details.
Print Statement:
- Can Print as of a certain Date.
- Can run by Due Date or Invoice Date.
- Has an Overdue Column (OVD) so can see at a glance what Invoices are overdue.
- Aged Balances show at the bottom of the report.
Print Activity:
- Shows all activities for the customer: Invoices, Payments, and Deposits.
- It is a running balance.
Outstanding Invoices
- Can click on any of the Header Titles to re-organize the column, either in Ascending or Descending order.
Invoice No.:
- Shows all Outstanding Invoices for that Customer.
- Can click in the Invoice No. field to bring up that particular Invoice for more information.
o GL Transactions if Invoice has not been reversed. Can drill down to see the accounts.
o Tax ID,
o Tax Codes.
o Payment Key.
o Amounts paid and Pay Dates.
- Can print the Invoice from the pop up.
- In the lower section of the window, will show if any payments have been made towards the Invoice.
All Invoices
- Can click on any of the Header Titles to re-organize the column, either in Ascending or Descending order.
Invoice No.:
- Shows all Outstanding Invoices for that Customer.
- Can click in the Invoice No. field to bring up that particular Invoice for more information.
o GL Transactions if Invoice has not been reversed. Can drill down to see the accounts.
o Tax ID,
o Tax Codes.
o Payment Key.
o Amounts paid and Pay Dates.
- Can print the Invoice from the pop up.
- In the lower section of the window, will show if any payments have been made towards the Invoice.
Invoice Payment
AR Invoice No,:
- If an Invoice in either of the Top Sections is chosen, the Invoice Number will show here.
View Invoice:
- Will show more information about the Invoice:
o GL Transactions if Invoice has not been reversed. Can drill down to see the accounts.
o Tax ID,
o Tax Codes.
o Payment Key.
o Amounts paid and Pay Dates.
- Can print the Invoice.
Payment Date:
- The Date the Payment was made.
- Can click on the field to show more information.
Finance – Receivables – Inquiry – AR Payments
Shows Payments a Customer has made, as well as Write offs, Bad debts, etc. Any payment made in the system.
Customer ID:
- Manually enter or click the Underlined link and choose from the Table.
Accounts Receivable Invoice Payments
Payment No.:
- Can click on a field to show attached Invoices in the lower section of the window.
Accounts Receivable Invoices
Payment No.:
- The payment number of the Invoices showing below.
Invoice No.:
- Shows all Invoices for the Payment No. chosen..
- Can click in the Invoice No. field to bring up that particular Invoice for more information.
o GL Transactions if Invoice has not been reversed. Can drill down to see the accounts.
o Tax ID,
o Tax Codes.
o Payment Key.
o Amounts paid and Pay Dates.
- Can print the Invoice from the pop up.
- In the lower section of the window, will show if any payments have been made towards the Invoice.
Finance – Receivables – Reports – Aged Receivables
Used to balance the General Ledger.
Outstanding As At Date:
- Defaults to the next Month End Date.
- Must be a Month End Date or will receive a Warning.
- Can change to a previous Month End Date by manually entering or using the Calendar icon to choose a Date.
Summary or Detail:
- Choose between a Detail Aged Report or a Summary Aged Report.
- Defaults to Detail Aged Report.
AR Code:
- Different currencies in the system.
- Choose from dropdown.
- If nothing chosen will print all Invoices grouped by Currency.
Customer Type:
- Choose from the dropdown.
- If no Type is chosen will show all Types.
Calculate Aging using…:
- Defaults to Due Date.
- Choose between Due Date and Invoice Date.
Balance To GL:
- Looks at either Unposted GL Sales or Unposted AR Payments.
Print:
- Brings up the Report.
- Customers in alphabetical order.
- On Report may show 0.00 as Outstanding Balance but have Invoices showing above it (Debits and credits (On Account) not matched to 0.00).
Finance – Receivables – Reports – Cust. Reports – Cust. Stmt
Outstanding As Of Date:
- Defaults to the current Date.
- Can be changed manually or by using the Calendar icon.
Calculate Aging using…:
- Choose either Due Date or Invoice Date.
- Defaults to Due Date.
Include Credit Balances:
- Check to include.
Customer ID:
- If want only a particular Customer Statement, enter here.
- Manually enter the Customer ID or click the Underlined link to choose from the Table.
Print:
- Brings up the report if not set to Direct to Print for Reports.
- Can Print from Adobe if report is shown.
Author: Pear Tree
Last update: 2016-11-10 15:47
ACCOUNTS RECEIVABLE ADMINISTRATION TABLES
Finance – Receivables – Administration – AR Code Update
Set up different currencies that the business will have for Accounts Receivable
Accounts Receivable Code:
- Manually enter the code.
- If already in the system, manually enter or click the Underlined link to choose from the Table.
AR Code Description:
- Manually enter.
- Alphanumeric.
- Freeform.
Bank Code:
- From Finance – Payables – Administration – Bank Codes.
- What type of funds is associated with the Bank.
- Customer has to have same currency.
- Choose from dropdown.
Funds Code:
- From Finance – Payables – Administration – Funds Codes.
- Defaults in from Bank Code.
- Cannot be edited in this window.
Default Payment Form:
- From Finance – Receivables – Administration – Payment Forms.
- Choose from dropdown.
General Ledger Account Number:
AR GL Account:
- Manually enter the account number or click the Underlined link to choose from the Table.
Exchange GL Account:
- Used if Funds Code is non-domestic currency.
- Manually enter the account number or click the Underlined link to choose from the Table.
Discount GL Account:
- Not used in the system.
Non domestic Invoice:
- dr AR GL Account
- dr Exchange GL Account
- cr US AR in Canadian dollars
Finance – Receivables – Administration – Payment Forms
Payment Form: Mandatory
- Choose from dropdown.
- New forms cannot be added in this window.
Authorization Required: Mandatory
- Choose from dropdown: Yes or No.
- Defaults to NO.
- Determines if Authorization on a payment is mandatory.
Payment Description:
- Defaults in from Payment Form.
- Cannot be edited in this window
Phone:
- Phone number for authorization company if over floor limit
Floor Limit
-
Author: Pear Tree
Last update: 2016-11-10 15:47
Adding a Logon Profile
Adding a Logon Profile
To add a login profile, you must first set it up in Windows, and then in the Dealership software.
You may have already set up the user account in Windows. If you have done this already, there is no need to set it up again. Skip down to the second set of instructions, “To create the profile in Dealership”.
To create the profile in Windows:
- Click on the Start menu. Go to Control Panel, Administrative Tools, and click on Computer Management.
- From the left pane, select Local Users & Groups.
- Double-click on Users.
- If you see the user’s account in this list, you have already set up the user. Skip down to the instructions for setting up the user in Dealership.
- If you wish to change the password for a user, right click on the user and select Set Password.
- If you don’t see the user’s account here, continue.
- From the Action menu, click New User.
- Pick a User Name for this user and enter it in the appropriate field. This can be anything, but must be short and contain no spaces. The user’s first or last name or combination thereof (e.g. jsmith for John Smith) is a common choice.
- Enter the user’s full name in the Full Name field.
- Enter a Description of the user, such as the type of account they have, what their profile is for, their job title, etc. This can be anything you want.
- Choose a password for this user and enter it in the Password and Confirm Password fields. You can make this simple if you like, such as ‘password’ as the user can change it later.
- If you want to force the user to change their password next time they log on, check off User must change password at next logon.
- Click Create to create this new user.
To create the profile in the Dealership software:
- Log on to Dealership. Note that you must have an Owner/Manager user profile to be able to do this.
- Go to the System Admin menu, select the Security sub-menu, and click Users.
- In the Logon ID field, enter the username of the user account you created in Windows.
- In the User Name field enter the new user’s first and last name
- In the Email Addr. field enter the email address of the new user.
- In the Primary Store dropdown menu select the primary store the new user will be working from.
- If the new user is doing a job that is not similar to any other jobs currently being done by other users then continue to the next step. If there is a user already set up and is doing a similar job to the new user then note what their privileges and profile settings are and copy them to the new user.
- If the company has multiple stores and the new will need access to all the stores then click on the box beside Access Other Stores.
- If the new user will need access to administrative features in the Dealership software then click the box next to Super User. Note that if a user is set up as a Super User they will automatically be given the highest level of access to the software.
Dropdown Menu Options | Features |
Hide | The user will be unable to view any information for the given section of software. |
View | Allows the user access the view information for the specified section. |
Change | Allows the viewer to alter information displayed for a given section. The user also has access to view the information. |
Add | Allows the user to add new information. The user also has the ability to make changes and view the information already within the software. |
Del | Allows the user to delete information from the software. The user will also have access to add new information as well as view and make any changes needed to the software. |
- Using the information table above set the level of access the new user will have for Customers.
- Using the information table above set the level of access the new user will have for Vendors.
- Using the information table above set the level of access the new user will have to Units.
- Using the information table above set the level of access the new user will have to Costs.
- Using the information table above set the level of access the new user will have to Prices.
- Using the information table above set the level of access the new user will have to Discounts.
- If the new user will need to be able to apply changes another user has made to a section in the software then click the button that says Override Pwd. Note the new user will need to be able to make changes to either Prices or Discounts to be able to use this feature.
- In the window enter a password and then re-enter the password. This password can be the same as the password used during the To create the profile in Windows or can be a brand new password.
- Under the Profile tab in the Profile Name dropdown window select a profile with the features the new user will need access to.
- If the new user will belong to any Groups within the company, select a row then select the group the new user will belong to. If the new user will belong to multiple groups then click either the plus key or the arrow key to create a new row.
- Ignore the Language Glossary and Alert Notification options and go to the Point of Sale tab.
- If the new user will be printing receipts select a printer using the dropdown menu beside Receipt Printer ID.
- If the new user will be printing documents select a printer using the dropdown menu beside Wide Printer ID.
- Click the box next to Wide Receipt if the new user will be printing off wide receipts.
- Ignore Open Drawer and go to the CRM tab.
- If the new user will be managing other users then click the underlined word Manages to select the users who will be managed by the new user.
- Enter a time into the Default Followup Time field. Note that the software will automatically set the time of day to AM, unless the time entered is based on the 24 hour clock (ex. 4:00 becomes 4:00am, but 16:00 becomes 4:00pm). Also note that you must include a colon ( : ) in the time for the software to recognize it.
- Enter the Default Followup Date Increment the new user will have. Note that a value of zero represents the current day.
- Click Submit.
If your new user will also be a new salesperson follow these steps to create a new salesperson in the Dealership software.
To create a salesperson in the Dealership software:
- Log on to Dealership. Note that you must have an Owner/Manager user profile to be able to do this.
- Go to the System Admin menu, select the Configuration sub-menu, select the Tables sub-menu, select the Salesperson sub-menu then click Update.
- Enter a new name in the Sales ID field. It is recommended that you use the same username entered during step 3 of To create the profile in the Dealership software.
- Enter the full name of the new salesperson in the Name field.
- Skip over Password, Registration No, and Add Customer fields.
- If the new salesperson will also be a manager then select yes in the dropdown menu next to Manager.
- Using the dropdown menu beside Sales Area select the area the new salesperson will be working in.
- Click Submit.
To create a new group in the Dealership software:
- Log on to Dealership. Note that you must have an Owner/Manager user profile to be able to do this.
- Go to the System Admin menu, select the Security sub-menu, and click Groups.
- Enter a unique Identification tag for the new group being created in the field beside Group ID.
- Enter a description for the new group in the Description field.
- Click Submit.
The new user should now be operational. If the user is currently logged on, they may have to log off and on again for the changes to take place.
Author: Pear Tree
Last update: 2016-11-10 15:47
Assign Trade Cost
Initialized Sale with a Trade
When Dealerships take a Unit in Trade, they want to sell it right away. Sometimes the Trade In is sold before the Sale is finalized. The Unit cannot be sold till a Trade Cost is added, which can be done from the screen below OR from Finalize Sale.
Sales – Units – Assign Trade Cost
Sold Unit ID:
- Manually enter the ID of the Unit with an assigned Trade In or use the Underlined link to choose from the Table.
- Must be a valid Initialized sale with a trade-in or will receive an Error message.
Customer/Class/Sales Date/Trade Balance:
- Default in from the Initialized Sale window.
- Cannot be edited in this window.
Add/Update Trade:
- Pop up window where information about the Trade In can be entered.
- Fill in the same as Unit Update Window.
- Unit ID: Mandatory
o Manually enter an ID for the Trade in.
o If the Trade In is already in the system can manually enter or use the Underlined link to choose the ID from the Table.
o Alphanumeric.
o Freeform.
- New Unit:
o If the Trade In is not in the system can add to the Inventory using this Button.
o Unit ID changes to NEW.
o When Submitted, the system will assign a Unit number.
- Description: Mandatory
o Defaults in from the Trade In window.
o Can be changed.
o If a Unit already saved in the system is entered in Unit ID, it will change to that Unit Description.
- Type: Mandatory
o Defaults in.
o Can be changed by using the dropdown.
- Status: Mandatory
o Defaults in.
o Can be changed by using the dropdown.
- Mfg Code:
o Manually enter Code or use Underlined link to choose from the Table.
o See Manufacturers Notes for explanation and set up.
- Year:
o Year the Unit was made.
o Alphanumeric.
o Unlimited.
o Manually enter.
- Make:
o Make of the Unit (Coachman, Keystone, Toyota, Ford, etc.).
o Alphanumeric.
o Unlimited.
o Manually enter.
- Model:
o Model of the Unit (Hideout, Prowler 245c, Corolla, Mustang, etc.).
o Alphanumeric.
o Unlimited.
o Manually enter.
- Length:
o Length of the Unit (feet, inches, meters, centimeters, etc.).
o Alphanumeric.
o Unlimited.
o Manually enter.
- Interior:
o Info on Interior.
- Licence #:
o Licence Number of the Unit.
o Alphanumeric.
o Unlimited.
o Manually enter.
- Odometer:
o Number of KM or Miles already on the Unit.
o Numeric only or will receive an Error message.
o Manually enter.
o Choose KM or Miles from dropdown after the field.
- Key Code:
o Manually enter Key code for Unit if there is one.
o Alphanumeric.
o Unlimited.
o Freeform.
- Chassis No.:
o Alphanumeric.
- VIN #:
o Manually enter VIN # for the Unit.
o Alphanumeric.
o Unlimited.
o Freeform.
- Coach No.:
o Manually enter Number.
o Alphanumeric.
o Unlimited.
o Freeform.
- Other Serial Number(s):
- Serial #:
o If Serial Numbers were missed in the initial adding of the Unit, they can be entered here.
o Manually enter Number.
o Alphanumeric.
o Unlimited.
o Freeform.
- Description:
o Enter a Description for the Serial Number (GE Fridge, LP Stove, etc).
o Manually enter.
o Alphanumeric.
o Unlimited.
o Freeform.
- Warr. Yrs:
o Enter the number of years for which the Warranty is eligible, if there is one.
o Manually enter Number.
o Numeric only or will receive an Error message.
o The number can only be smaller or equal to 99 and cannot be negative or will receive an Error message. 0 is allowed.
o Freeform.
- Serial# Warr. Exp.:
o Date the Serial Number Warranty expires.
o Does not depend on or connected to number of years entered for Warranty.
o Will show as MM/DD/YY, with only the last two year digits showing.
o Must enter a valid Date or will receive an Error message and the date will show as 12/30/99.
- Manufacturer:
o Manually enter the name of the Manufacturer.
o Alphanumeric.
o Unlimited.
o Freeform.
- Category: Mandatory
o From PTS – Table Mtc. – Inventory – Units – Unit Categories.
o Choose from dropdown.
- Class: Mandatory
o Either manually enter the Class Code or click the Underlined link to choose from the Table.
o From Inventory, Units, Administration, Product Classes
o If an incorrect code is entered an Error message will appear.
- Estimated Inv.:
o Estimated Invoice amount
o May enter if the Invoice has not arrived and the cost is unknown but the Unit is on the Lot.
- List Price:
o Manufacturer’s suggested Retail Price.
o Must be numeric or will receive an Error message.
o Two numbers only after the decimal or the system will automatically round.
- Dealer Price:
o Dealer’s Selling Price.
o Must be numeric or will receive an Error message
o Two numbers only after the decimal or the system will automatically round.
o The Default on a Unit Sale but can be overridden.
- Costline:
o The lowest price the Dealer can possibly sell it.
o Usually only used by Spader Company clients.
o Alphanumeric.
o Prints on Unit Inventory Report.
- Base Cost/Other Costs/Rebates/Cost Total:
o Default in from other window.
o Cannot be edited in this window.
- Upd. Costs:
o Update Costs.
o This window adds the cost to the Unit (Base Cost, Rebates and Other Costs).
- Transaction Date:
o Defaults to the current date.
o Can be changed by manually typing in the address (MM/DD/YY or the alphabetic abbreviation for the Month (Sept) and the day, the year will automatically default to the current).
- Base Cost:
o Base Cost is what the Dealer thinks the Unit is worth.
o This may not be the same amount as the Allowance Amount in the Initialized Sale.
o Manually entered.
o Must be a number or will receive an Error message.
o Can be positive or 0.00.
o Cannot be negative or will receive an Error message.
- Allowance:
o Defaults in form the Initialized Sale window.
o Cannot be edited in this window.
o It is the amount the Dealer paid for the Trade In.
- Cost Code:
o Additional costs on the Trade In, if required.
o The Code must match the Class Inventory Type or will receive an Error message.
o Can be manually entered or use the Underlined link to choose from the Table.
o Class from previous window must be filled in or will receive an Error message.
- Other Costs:
o Amount for additional Costs for the Trade In.
o A Cost Code must be present or will receive an Error message.
o Can be positive, negative or 0.00.
- Cost Description:
o Defaults in from Cost Code.
o Cannot be edited in this window.
- Other Costs:
o Total of all the Costs added in the Cost Section above.
- Rebate Code:
o Code for type of Rebate from the Manufacturer.
o Can be manually entered or use the Underlined link to choose from the Table.
- Rebate Amount:
o A Rebate Code must be entered or will receive an Error message.
o The Code must match the Inventory Class or will receive an Error message.
o Can be positive, negative or 0.00.
- Rebate Description:
o Defaults in from Rebate Code.
o Cannot be edited in this window.
- Rebate Total:
o Total of all the Rebate Amounts added in the Rebate Section above.
- Total Cost:
o Base Cost + Other Costs – Rebate Total
- Close Window:
o Closes Window and saves whatever was entered.
o If any line has entries, all fields in the row must be filled or will receive an Error message.
- Specification
o Like the Specification Tab on the Unit Update Tab.
o Add different specs by manually entering or clicking on the Underlined link and choose from the Table.
o Alphanumeric.
- Specification Value:
o Description of the Specification.
o Manually entered.
o Alphanumeric.
- Lot #:
o If the Dealership has more than one Lot or area where the Units physically are.
o Manually enter.
o Alphanumeric.
o Not linked to anything.
- On-Lot Date:
o Defaults to current date.
o Can be changed manually using the MM/DD/YY format or by typing in the month and day, the current year will automatically be entered.
- In Service Date:
o The date the Unit was put In Service.
o Can be entered manually using the MM/DD/YY format or by typing in the month and day, the current year will automatically be entered.
- Warranty Expiry Date:
o Date warranty expires, if there is one on the Unit.
o Can be entered manually using the MM/DD/YY format or by typing in the month and day, the current year will automatically be entered.
- Comments:
o Alphanumeric.
o Freeform.
o Unlimited.
- Submit:
o Submits and saves any new or updated information to the system.
- Delete:
o Deletes all entered information from the system.
- Clear:
o Clears the screen.
o If any new information has not been submitted it will be lost.
- Close Window:
o Closes this window and returns to Assign Trade Cost window.
- Window Sticker:
o Information collected from different screens in Assign Trade Cost to be printed and put on the Unit.
Author: Pear Tree
Last update: 2016-11-10 15:47
Assign Trade Cost (2)
Contents
Sales – Units – Assign Trade Cost
Add/Update Trade:
Update Costs:
When Dealerships take a Unit in Trade, they want to sell it right away. Sometimes the Trade In is sold before the Sale is finalized. The Unit cannot be sold till a Trade Cost is added, which can be done from the screen below OR from Finalize Sale.
Sales – Units – Assign Trade Cost
Sold Unit ID:
- Manually enter the ID of the Unit being sold with an assigned Trade In or use the Underlined link to choose from the Table. Some dealerships use the same unit number, but add and “A” or “T” to the number. i.e. client buys Unit ID 1503, the trade is given the trade number 1503T.
- Must be a valid Initialized sale with a trade-in or will receive an Error message.
Customer/Class/Sales Date/Trade Balance:
- Default in from the Initialized Sale window.
- Cannot be edited in this window.
Add/Update Trade:
Click on the Add/Update Trade Button
- Pop up window where information about the Trade In is entered.
- Fill in the same as Unit Update Window.
Unit ID: Mandatory
- Manually enter an ID for the Trade in. . Some dealerships use the same unit number, but add and “A” or “T” to the number. i.e. client buys Unit ID 1503, the trade is given the trade number 1503T.
- If the Trade In is already in the system can manually enter or use the Underlined link to choose the ID from the Table.
- Alphanumeric.
- Freeform.
- New Unit:
o If the Trade In is not in the system can add to the Inventory using this Button.
o Unit ID changes to NEW.
o When Submitted, the system will assign a Unit number.
- Description: Mandatory
o Defaults in from the Trade In window.
o Can be changed.
o If a Unit already saved in the system is entered in Unit ID, it will change to that Unit Description.
- Type: Mandatory
o Defaults in.
o Can be changed by using the dropdown.
- Status: Mandatory
o Defaults in.
o Can be changed by using the dropdown.
- Mfg Code:
o Manually enter Code or use Underlined link to choose from the Table.
o See Manufacturers Notes for explanation and set up.
- Year:
o Year the Unit was made.
o Alphanumeric.
o Unlimited.
o Manually enter.
- Make:
o Make of the Unit (Coachman, Keystone, Toyota, Ford, etc.).
o Alphanumeric.
o Unlimited.
o Manually enter.
- Model:
o Model of the Unit (Hideout, Prowler 245c, Corolla, Mustang, etc.).
o Alphanumeric.
o Unlimited.
o Manually enter.
- Length:
o Length of the Unit (feet, inches, meters, centimeters, etc.).
o Alphanumeric.
o Unlimited.
o Manually enter.
- Interior:
o Info on Interior.
- Licence #:
o Licence Number of the Unit.
o Alphanumeric.
o Unlimited.
o Manually enter.
- Odometer:
o Number of KM or Miles already on the Unit.
o Numeric only or will receive an Error message.
o Manually enter.
o Choose KM or Miles from dropdown after the field.
- Key Code:
o Manually enter Key code for Unit if there is one.
o Alphanumeric.
o Unlimited.
o Freeform.
- Chassis No.:
o Alphanumeric.
- VIN #:
o Manually enter VIN # for the Unit.
o Alphanumeric.
o Unlimited.
o Freeform.
- Coach No.:
o Manually enter Number.
o Alphanumeric.
o Unlimited.
o Freeform.
- Other Serial Number(s):
- Serial #:
o If Serial Numbers were missed in the initial adding of the Unit, they can be entered here.
o Manually enter Number.
o Alphanumeric.
o Unlimited.
o Freeform.
- Description:
o Enter a Description for the Serial Number (GE Fridge, LP Stove, etc).
o Manually enter.
o Alphanumeric.
o Unlimited.
o Freeform.
- Warr. Yrs:
o Enter the number of years for which the Warranty is eligible, if there is one.
o Manually enter Number.
o Numeric only or will receive an Error message.
o The number can only be smaller or equal to 99 and cannot be negative or will receive an Error message. 0 is allowed.
o Freeform.
- Serial# Warr. Exp.:
o Date the Serial Number Warranty expires.
o Does not depend on or connected to number of years entered for Warranty.
o Will show as MM/DD/YY, with only the last two year digits showing.
o Must enter a valid Date or will receive an Error message and the date will show as 12/30/99.
- Manufacturer:
o Manually enter the name of the Manufacturer.
o Alphanumeric.
o Unlimited.
o Freeform.
- Category: Mandatory
o From PTS – Table Mtc. – Inventory – Units – Unit Categories.
o Choose from dropdown.
- Class: Mandatory
o Either manually enter the Class Code or click the Underlined link to choose from the Table.
o From Inventory - Units - Administration - Product Classes
o If an incorrect code is entered an Error message will appear.
- Estimated Inv.:
o Estimated Invoice amount
o May enter if the Invoice has not arrived and the cost is unknown but the Unit is on the Lot.
- List Price:
o Manufacturer’s suggested Retail Price.
o Must be numeric or will receive an Error message.
o Two numbers only after the decimal or the system will automatically round.
- Dealer Price:
o Dealer’s Selling Price.
o Must be numeric or will receive an Error message
o Two numbers only after the decimal or the system will automatically round.
o The Default on a Unit Sale but can be overridden.
- Costline:
o The lowest price the Dealer can possibly sell it.
o Usually only used by Spader Company clients.
o Alphanumeric.
o Prints on Unit Inventory Report.
- Base Cost/Other Costs/Rebates/Cost Total:
o Default in from other window.
o Cannot be edited in this window.
Update Costs:
o Click on Update Costs button.
o This window adds the cost to the Unit (Base Cost, Rebates and Other Costs).
- Transaction Date:
o Defaults to the current date.
o Can be changed by manually typing in the address (MM/DD/YY or the alphabetic abbreviation for the Month (Sept) and the day, the year will automatically default to the current).
- Base Cost:
o Base Cost is what the Dealer thinks the Unit is worth.
o This may not be the same amount as the Allowance Amount in the Initialized Sale.
o Manually entered.
o Must be a number or will receive an Error message.
o Can be positive or 0.00.
o Cannot be negative or will receive an Error message.
- Allowance:
o Defaults in form the Initialized Sale window.
o Cannot be edited in this window.
o It is the amount the Dealer paid for the Trade In.
- Cost Code:
o Additional costs on the Trade In, if required.
o The Code must match the Class Inventory Type or will receive an Error message.
o Can be manually entered or use the Underlined link to choose from the Table.
o Class from previous window must be filled in or will receive an Error message.
- Other Costs:
o Amount for additional Costs for the Trade In.
o A Cost Code must be present or will receive an Error message.
o Can be positive, negative or 0.00.
- Cost Description:
o Defaults in from Cost Code.
o Cannot be edited in this window.
- Other Costs:
o Total of all the Costs added in the Cost Section above.
- Rebate Code:
o Code for type of Rebate from the Manufacturer.
o Can be manually entered or use the Underlined link to choose from the Table.
- Rebate Amount:
o A Rebate Code must be entered or will receive an Error message.
o The Code must match the Inventory Class or will receive an Error message.
o Can be positive, negative or 0.00.
- Rebate Description:
o Defaults in from Rebate Code.
o Cannot be edited in this window.
- Rebate Total:
o Total of all the Rebate Amounts added in the Rebate Section above.
- Total Cost:
o Base Cost + Other Costs – Rebate Total
- Close Window:
o Closes Window and saves whatever was entered.
o If any line has entries, all fields in the row must be filled or will receive an Error message.
- Specification
o Like the Specification Tab on the Unit Update Tab.
o Add different specs by manually entering or clicking on the Underlined link and choose from the Table.
o Alphanumeric.
- Specification Value:
o Description of the Specification.
o Manually entered.
o Alphanumeric.
- Lot #:
o If the Dealership has more than one Lot or area where the Units physically are.
o Manually enter.
o Alphanumeric.
o Not linked to anything.
- On-Lot Date:
o Defaults to current date.
o Can be changed manually using the MM/DD/YY format or by typing in the month and day, the current year will automatically be entered.
- In Service Date:
o The date the Unit was put In Service.
o Can be entered manually using the MM/DD/YY format or by typing in the month and day, the current year will automatically be entered.
- Warranty Expiry Date:
o Date warranty expires, if there is one on the Unit.
o Can be entered manually using the MM/DD/YY format or by typing in the month and day, the current year will automatically be entered.
- Comments:
o Alphanumeric.
o Freeform.
o Unlimited.
- Submit:
o Submits and saves any new or updated information to the system.
- Delete:
o Deletes all entered information from the system.
- Clear:
o Clears the screen.
o If any new information has not been submitted it will be lost.
- Close Window:
o Closes this window and returns to Assign Trade Cost window.
- Window Sticker:
o Information collected from different screens in Assign Trade Cost to be printed and put on the Unit.
Author: Pear Tree
Last update: 2016-11-10 15:47
bar codes article for RV magazine
RAISE THE BAR WITH BAR CODES
By Dana Gledhill, Peartree Software
Data entry errors cost North American businesses over 600 billion dollars annually, according to a study by The Data Warehousing Institute. It should come as no surprise that thousands of companies are turning to bar code scanning technology to eliminate the error-prone and time consuming task of manually entering data into a software application. A bar code’s reputation is solid at a ratio of 1:3,333 – yes, one error for every 3,333 errors that you and I will make. With these odds, it is easy to understand how a bar code label system in your dealership can improve your bottom line – from more accurate inventory levels, to increased customer service. Even payroll and time keeping can benefit from bar code scanning technology.
Brad Campkin, owner of Campkin’s Camping Centre, has implemented bar code technology for retail sales at his dealership. According to Brad, “the technology has cut down on human input errors and made us more efficient. It is easier to process sales, so our customers spend less time at the counter.”
WHAT EXACTLY IS A BAR CODE?
If you look at a bar code, its simplicity is deceiving. More than just a series of bars on a label or packaging, a bar code is your reference to an enormous capacity of information about a product stored within a software database. A device called a bar code scanner is used to scan the bar code. Once an item is scanned, you have a lot of information at your fingertips including the description, price, manufacturer, and quantity in stock.
A bar code symbol is composed of bars of varying widths and spaces. It consists of a left and right margin, which is usually white space; this helps the scanner find the leading edge of the bar code so that it can begin reading the code. When the bar code is scanned, light from the scanner is projected onto it. This light is absorbed by the dark bars and reflected by the white spaces. The reflected light is then converted to a code containing numbers and/or letters and stored on your computer.
There are numerous ways to arrange the numbers and letters which is known as symbology – a type of bar code language. Each type of symbology has advantages and disadvantages, which should be discussed with your bar code software provider to learn what will work best for your requirements. UPC (Universal Price Code) is a well known symbology. It is the standard bar code found on products at your local supermarket, for example. Code 39 is another popular symbology. It is often used in custom applications because it can support both text and numbers. Code 39 is one of the oldest bar code technologies, and can be read by most scanners.
WHAT DOES A DEALERSHIP NEED TO IMPLEMENT A BAR CODE SYSTEM?
Implementing a bar code system at your dealership is not complicated. All you need are bar code labels to affix to your products, a scanner to read the bar codes, and software for your computer to communicate with the scanner.
Bar code labels can be obtained in two ways. They can be pre-printed and ordered from a third-party supplier, or you can print them yourself. Printing labels can be done economically with any laser printer or inkjet printer onto standard business labels, or you can purchase a specialty label printer or dedicated bar code printer. Determining how to print bar code labels is very important. A higher quality label and printer means less chance for errors when the label is read by the scanner.
Another important required component is a bar code scanner or reader. The scanner is the most important determinant of success for a bar code system. A scanner should be chosen based on volume and bar code label quality. If you need a scanner capable of high volume scanning, purchase a high-grade reader as they are fast and reliable.
Software to read the bar code and communicate with the computer can either be purchased separately or may be included with the scanner. There are numerous software products on the market today to meet your dealership’s specific requirements.
When asked about the ease of implementing bar code technology at his dealership, Brad Campkin replied, “It wasn’t too difficult. We were purchasing new shelving and hooks so that was the place to start. I had the idea of pricing the shelf or the hook - not the product. This allows us to change pricing easily without applying ‘double stickers’ on the product. When price increases come through from suppliers, we can update retail pricing and make better margins on existing stock. It also cuts down on human error when selling the product. We also chose to implement in the off season when inventories were low and staff had more time.”
Brad recommends that other dealerships implement bar coding. He noted, “The RV industry needs to embrace technological solutions. Bar codes are just one more tool that allows dealerships to better manage parts inventories and to become more efficient. If you want to grow your business you need to take advantage of all the benefits of computerization and inventory management.”
Bar codes are an effective and efficient means of improving your dealership’s bottom line. Bar code technology helps you achieve significant cost saving by eliminating manual data entry errors and assisting you in managing your dealership’s assets.
Peartree Software offers bar code compatibility with RV Dealership, a fully integrated, software solution for RV dealerships. With RV Dealership, it is not necessary to purchase separate software for the bar code scanners. You simply plug in the scanner and start using it. More information about Dealership Management Software can be found on Peartree Software’s website: www.ptsoft.com. Contact Peartree Software at 1-877-862-7327 or rvinfo@ptsoft.com for more information or to schedule a demo.
Sidebar 1 |
HOW CAN A DEALERSHIP UTILIZE BAR CODES?The following are examples of how bar codes can be used at your dealership: - Inventory:
Employees scan the products when counting inventory. The result is a more accurate and error-free count. - Time and attendance:
Employees scan their ID’s at the beginning and end of their shift. This provides precise tracking of time and attendance for payroll. - Customer Service:
Since inventory is more accurate, information about in-stock items are also more accurate, resulting in a higher customer satisfaction rating for your dealership. - Shipping and receiving:
Employees scan inventory as it arrives or is shipped out. This results in improved inventory management.
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Sidebar 2 |
WHAT ARE THE BENEFITS OF BAR CODES?- Accuracy:
Errors such as mistyping or misreading a product number are common. On average, humans make 1 mistake every 300 characters. With bar code scanning, this error rate is 1 mistake every 1 million to 4 trillion characters, depending on the type of scanner used. - Speed:
Scanning a bar code is completed at a rate that is 5 to 7 times faster than a skilled clerk entering the same code. - Ease of Use:
A bar code system is very easy to use, and easy to learn. - Reduced Costs:
Due to the speed and ease of use, labour and training costs are reduced. Revenue loss due to data collection errors are also reduced due to the increase in accuracy. - Cost Effectiveness:
The payback period of installing a bar code system averages between 6 and 18 months. - Improved Operating Efficiency:
Employees spend less time on data entry, allowing them to spend more time on other priorities.
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Author: Pear Tree
Last update: 2016-11-10 15:47
BASIC OVERVIEW
Contents
Logging In
Navigating Menus
Top Menu Items
Side Menu Items
Help:
Features
Common Buttons
Adobe Features:
Logging In
1. Double click on the Peartree Icon on your desktop,
2. A pop up box will appear.
- Type in your Login Name used when logging into your computer.
- Type in your Password used when logging into your computer.
- Do not check Remember my credentials. This is for securityreasons.
Navigating Menus
Different Users will have Menu items on the top and side of the screen, depending on what Permissions have been allowed for your login. Generally this depends on your role in the dealership.
Top Menu Items
1. To use the Menu items on the top of the Window, simply put your cursor on the Title. Do not click on the Mouse. The different Menu items will appear.
2. If the Menu item has a sub-menu, you will see a white arrow to the right of the item. Once again place your curser on the title and more window options will show.
- The menu item with the cursor will show in white.
- If there are more windows, you will see arrows to the right of the window title.
- If there are no more windows for a section, there will not be an arrow to the right.
3. To go further, place your cursor again over the window item with an arrow to see the next set of options.
4. Keep selecting submenus until you have reached the window you wish to open. This window will not have an arrow to the right of the title.
- Click on this submenu to open the window.
Side Menu Items
- To use the Menu items on the side of the Window, simply put your cursor on the Title.
- The Menu title will be highlighted in Green.
- Left-clicking on the highlighted title will open the window.
Help:
If you are finding a familiar function of Peartree does not seem to be working normally or if you have other questions about a module or process that is not functioning normally, please call our support desk at 1-877-862-7327.
Many clients have had questions regarding processes, functions and features of Peartree and may not find the help suitable for in depth learning. It is designed as a refresher and for some advanced individuals a training document. It is recommended that you contact the training department to set up an individualized training session or two designed specifically for your needs.
When accessing the On Line Help Menu there are several features.
- Multiple levels.
- Keep clicking on the Blue Book until you reach the window desired or use the search option on the top right side.
- Blue Book: 
o Has Sub-menus.
- Open Book: 
o Menu opened to sub-menus.
- Question Mark: 
o Bottom level of menu.
o Information for the window now displayed.
Features
There are a number of standards in the system that are available to easily access data or perform
1. Underlined titles:
- Clicking on any Underlined title will bring up a Table, from which you can choose.
2. Dropdown arrow:
- Some fields use a dropdown to see all choices that are available for that field.
- New options can be added from another screen.
3. Tables with +, > and x symbols.
- Add, Insert or Delete a row.
- +: Add a row to the Table.
- >: Insert a row between two rows on the Tabel.
- X: Delete that row from the Table.
- Tabbing through the bottom row will also add a new row below it.
Common Buttons
Submit:
- Submits and saves any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes all entered information from the system.
- Some information may not Delete if other tables/windows have been connected to the window.
- A warning will appear if this is the case.
Print:
- Always Previews before Printing.
- Uses Adobe Reader (pdf).
- For a Report, leave all fields Blank in order to pull all data from the system.
Adobe Features:
Save
- Save the Report/Window to a pdf file.
- Can be attached to an e-mail.
Print:
- Prints the page(s).
- Can select the Printer, if it not the Default.
Scroll Buttons:
- If more than one page, can scroll up and down.
Zoom Out:
- Makes Preview smaller so more information can be seen.
Zoom In:
- Enlarges the page on the screen.
Adobe Toolbar:
- Adds the Adobe Toolbar to the screen.
- Buttons vary depending on what the User has specified.
Author: Pear Tree
Last update: 2016-11-10 15:47
BASIC OVERVIEW - Customer Update
Contents
Logging In
Navigating Menus
Top Menu Items
Side Menu Items
Help:
Features
Common Buttons
Adobe Features:
CUSTOMER UPDATE
Contacts
Logging In
1. Double click on the Peartree Icon on your desktop,
2. A pop up box will appear.
- Type in your Login Name used when logging into your computer.
- Type in your Password used when logging into your computer.
- Do not check Remember my credentials.
Navigating Menus
Different Users will have Menu items on the top and side of the screen, depending on what Permissions have been allowed for your login.
Top Menu Items
1. To use the Menu items on the top of the Window, simply put your cursor on the Title. Do not click on the Mouse. The different Menu items will appear.
2. If the Menu item has a sub-menu, you will see a white arrow to the right of the item. Once again place your cursor on the title and more window options will show.
- The menu item with the cursor will show in white.
- If there are more menus, you will see arrows to the right of the window title.
- If there are no more menus for a section, there will not be an arrow to the right.
3. To go further, place your cursor again over the menu item with an arrow to see the next set of options.
4. Keep selecting submenus until you have reached the menu you wish to open. This menu will not have an arrow to the right of the title.
- Left-click on this submenu to open the window.
Side Menu Items
- To use the Menu items on the side of the Window, simply put your cursor on the Title.
- The Menu title will be highlighted in Green.
- Left-clicking on the highlighted title will open the window.
Help:
Contents:
- On Line Help Menu.
- Multiple levels.
- Modules are the same as the Top and Side Menu Items, though not in the same order.
- Alphabetical Order by Top and then by Side Menu.
- Keep clicking on the Blue Book until you reach the window desired.
- Blue Book:
o Has Sub-menus.
- Open Book:
o Menu opened to sub-menus.
- Question Mark:
o Link at bottom level of menu.
o Information for the window now displayed.
Index:
- List of Links in Alphabetical Order.
Search:
- Type in Key Words for Link for which you are looking.
New Tab for Multiple Window sessions
- Clicking on the New Tab Button will open another Window.
- Type in the Domain Name.
- You can have one screen open for data entry and another to look up information.
- Should not be entering data into multiple windows at once.
Features
There are a number of components in the system that will repeat, no matter what window you are in.
1. Underlined titles:
- Clicking on any Underlined title will bring up a Table, from which you can choose.
2. Dropdown arrow:
- Some fields use a dropdown to see all choices that are available for that field.
- New options can be added from another screen.
3. Tables with +, > and x symbols.
- Add, Insert or Delete a row.
- +: Add a row to the Table.
- >: Insert a row between two rows on the Table.
- X: Delete that row from the Table.
- Tabbing through the bottom row will also add a new row below it.
Common Buttons
Submit:
- Submits and saves any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes all entered information from the system.
- System will check to see if there is any open history.
- Will not Delete if anything is open.
- Can make the Customer Inactive instead of Deleting.
- A warning will appear if this is the case.
Print:
- Always Previews before Printing.
- Uses Adobe Reader (pdf).
- For a Report, leave all fields Blank in order to pull all data from the system.
Adobe Features:
Save
- Save the Report/Window to a pdf file.
- Can be attached to an e-mail.
Print:
- Prints the page(s).
- Can select the Printer, if it’s not the Default.
Scroll Buttons:
- If more than one page, can scroll up and down.
Zoom Out:
- Makes Preview smaller so more information can be seen.
Zoom In:
- Enlarges the page on the screen.
Adobe Toolbar:
- Adds the Adobe Toolbar to the screen.
- Buttons vary depending on what the User has specified.
CUSTOMER UPDATE
Customer Update allows you to enter a new customer’s information into the system, or make changes to an existing customer. A customer is any individual or business to whom Units and Parts are sold, or for whom services are provided.
Any field with an asterisk (*) is mandatory.
Customer ID: (If the Customer ID is not known, the User can click on the Underlined title and bring up a list of Customers already added to the system.)
- Cannot be changed once Submitted.
- Field is alphanumeric.
- There is no limit on the number of characters.
- Hyphens and spaces are not allowed.
- Clicking New will create a system generated ID.
- Submit creates the ID.
Surname: Mandatory
- Some form of ID MUST be used.
- If it is a business, the business name can be put here.
- Alphanumeric.
- No limit on characters.
First Name:
- Alphanumeric.
- No limit on characters.
Middle Name:
- Alphanumeric.
- No limit on characters.
Title:
- Alphanumeric.
- No limit on characters.
Address:
- Alphanumeric.
- No limit on characters.
- Can be a PO Box or a Street address.
City:
- Alphanumeric.
- Unlimited characters.
State/Province:
- Alphanumeric.
- Two characters.
- Enter the Code manually or click the Underlined link to choose from the Table.
- Codes found in State Code Table.
- If a Code is not entered for the Province/State, one must be entered in the Province/State Table before it can be used (System Admin – Configuration – Location – State/Province).
Country:
- Select from dropdown.
- If the Country is not showing, one must be entered in the Country Table before it can be used (System Admin – Configuration – Location – Country).
Home Phone:
- Numeric
- Enter the ten digit number with or without dashes. The system will automatically reconfigure.
- If incorrect format is used, an Error Message will appear.
Zip/Postal:
- Alphanumeric.
- For Canada, MUST be entered in the Canadian Format: X9X 9X9.
- If entered incorrectly, the following Error Message will appear.
- For US, MUST be entered in the US Format: 99999 or 99999-9999.
- If entered incorrectly, the following Error Message will appear.
**** State/Province, Country and Zip/Postal must match. If a State Code is used, the Country must be US and a Zip used. If a Province Code, the Country must be Canada and a Postal Code used. If they do not match, a warning Error will appear. ********
Business Phone:
- Numeric
- Enter the ten digit number with or without dashes. The system will automatically reconfigure.
- If incorrect format is used, an Error Message will appear.
Extension:
- Numeric.
- Unlimited numbers.
- After three digits are entered, a comma will appear after the first digit.
- If anything other than a number is entered, an Error message will appear.
Fax Number:
- Numeric
- Enter the ten digit number with or without dashes. The system will automatically reconfigure.
- If incorrect format is used, an Error Message will appear.
Email:
- No set format.
- Alphanumeric.
- Unlimited filed.
Charge To ID:
- Links to another Customer Profile.
- Customer to be linked to must already be entered in the system.
- If Customer not entered, an Error message will appear.
- Used to link different Profiles together if charging to one Customer only.
- Used if you wish to bill purchases to someone other than the customer.
- The Charged To Name will automatically appear in the space below.
- May also be used to link Profiles if different Customer ID Codes are entered for one Customer.
Account Customer:
- The Option is Yes or No.
- Defaults to No.
- If this customer is going to have credit with your dealership, and will be able to charge his/her purchases to an account, choose Yes.
o This will change the Mandatory fields needed.
- If Yes is chosen, a new field will appear next to it: Require PO?.
o The Option is Yes or No.
o Defaults to No.
Require PO?: (Added in Version 6)
- The Parts Sales window has a PO No. field.
- If Yes is chosen AND the customer is charging the sale On Account, a PO number must be entered before any information can be submitted.
Customer Type:
- Four Options: Business, Dealer, Manufacturer, and Retail.
- Default is Retail.
- Retail is used for a walk in customer..
- Business and Dealer are used if selling to another Business or Dealer.
- Manufacturer is a customer/vendor and will be discussed later.
o If chosen, will create a new field – MFG Labour Rates – above Comments field.
Comments:
- Any further information about this customer can be entered here.
Entry Date:
- Defaults to Today’s Date.
- Will appear as set up on the Computer (D/M/Y, M/D/Y, etc).
- The format MM/dd/yyyy is recommended.
Language:
- Choose from dropdown.
Standing PO No:
- Alphanumeric.
- Unlimited characters.
- Not mandatory, even if Require PO? is set to Yes.
- If a PO No is entered, will print on an Invoice for this Customer.
Sales ID:
- Choose from the dropdown.
- Populated in a Table (System Admin – Configurations – Tables – Salesperson – Update).
- Only Salespeople added in the Table will appear in dropdown.
Discount %:
- Numeric only.
- Applied to Parts and Services only, not to Units.
- If anything else is entered an Error message will appear.
- Must be less than 100 or an Error message will appear.
- Must not be negative or an Error message will appear.
Days Allowed:
- If allowed to charge parts, how long the Customer has to pay.
- Numeric only or an Error message appears.
- Must not be a negative number or an Error message appears.
Terms Desc.:
- Reference field.
- Alphanumeric.
- Unlimited space.
- Payment Terms description.
Prospect ID:
- Prospect ID from CRM (Customer Relationship Management) module.
- Can link the Customer to the Prospect.
- Clicking on the link shows a list of all the Prospects in the system.
Credit Amount:
- If a Customer has Yes showing On Account, a credit limit can be set.
- Nothing entered means Unlimited Credit, not Zero Credit.
- Numeric only or an Error message appears.
- Unlimited field.
Blacklisted:
- Used for customers with whom you do not wish to do business.
- Choosing Yes from the dropdown prevents any further transactions with this Customer.
- Default is No.
Tax Code: Mandatory
- Select the appropriate sales tax from the dropdown to apply to this customer’s orders.
- If the appropriate Sales Tax is not showing, it can be added to the associated Table (System Admin – Configuration – Tables – Tax – Codes).
- System automatically calculates the Customer’s tax amount.
- For Default purposes only. Can be changed in other windows.
Tax Exempt No.:
- If a Customer is exempted from Sales Tax, the Tax Exempt number can be entered here.
- Alphanumeric.
- Unlimited space.
Wholesale:
- FYI only.
- Defaults to No.
Price Code:
- Shows options for part prices (not applicable to units)
- Used in conjunction with Price Grids. If the desired price level is not showing, it can be added to the Price Grid table (Inventory – Parts – Administration – Price Grid – Price Grid Update).
- Defaults to Retail.
A/R Code: Mandatory
- Defaults from the Store Profile (System Admin – Parameters – Store – Cust Tab).
- Can be changed from the default showing using the dropdown.
- If the proper A/R Code is not showing, it can be added to the applicable Table (Finance – Receivables – Administration – A/R Code Update).
- Cannot be changed after entering sales or work orders for the customer.
Funds Code:
- Automatically defaults from the A/R Code chosen.
- Field cannot be edited.
Comments:
- Freeform.
- Alphanumeric.
- Can manually enter comments about the Customer.
- Unlimited space.
Activity Log:
- Can communicate between different departments about a Customer.
- Clicking on the light green in the # column allows the User to Delete the Comment.
- Clicking on the light green Activity Field shows the Comment in a pop up window.
Contacts
Contact:
- Alphanumeric.
- Unlimited space.
- Type in Contact Name.
Contact Phone:
- Freeform.
- Alphanumeric.
- Unlimited space.
- Type in Contact Number.
Contact Cell:
- Formatted.
- Numeric
- Enter the ten digit number with or without dashes. The system will automatically reconfigure.
- If incorrect format is used, an Error Message will appear.
Contact Email:
- Freeform.
- Alphanumeric.
- Unlimited space.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- Any new information added that has not been submitted will not be Saved.
Delete:
- Deletes the Customer from the system.
- System will check to see if there are any open Work Orders, Invoices or Parts Sales.
- Will not Delete if any of the above is open.
- Can make the Customer Inactive instead of Deleting.
Author: Pear Tree
Last update: 2016-11-10 15:47
Basic VPN Requirement
Basic VPN Requirement
· User Permission. Enable a user to access the VPN. To do this, go to AD Users and Computers, select the user who need to access the VPN, click Dial-in. Check Allow access on the Remote Access Permission (Dial-in or VPN).
· IP Configuration. The VPN server should have a static IP address and assign the arrange IP addresses to VPN clients. The VPN server must also be configured with DNS and WINS server addresses to assign to the VPN client during the connection.
· Data Encryption. Data carried on the public network should be rendered unreadable to unauthorized clients on the network.
· Protocol Support. The TCP/IP is common protocols used in the public network. The VPN also include IP, Internetwork Packet Exchange (IPX), NetBEUI and so on.
· Firewall Ports. When you place a VPN server behind your firewall, be sure to enable IP protocol 47 (GRE) and TCP port 1723.
· Interface(s) for VPN server. If your network doesn't have a router or the VPN is also a gateway, your computer must have at least two interfaces, one connecting to the Internet and another connecting to the LAN. If it is behind a router, you just need one NIC.
· One interface for VPN client. The interface can be a dial-in modem, or a dedicated connection to the Internet.
How to setup VPN server on 2003 server
You may have two options to setup VPN server on Windows 2003. 1) Create an incoming networking connection if you have small network or you want to setup one PC to PC VPN; 2) If you have large numbers of incoming connections on a server that operates as part of a distributed network or as a domain controller, you should use RRA to create a VPN server.
How to manage IP assignment on RRAS
Open RRAS, right-click on the RRAS server>Properties>IP. You will have two options, DHCP and Static address pool.
How to configure W2K server as VPN server
To setup a Windows 2000 server for VPN, open Routing and Remote Access console in the Administrative Tools folder, right-click the server and then click Configure and Enable Routing and Remote Access>Virtual private network [VPN] server. Click Next if TCP/IP is only protocol you will use. Select a connection you will connect to on the Internet Connection. You will have two options to assign IP to VPN clients. The default is Automatically. It is recommended to configure the server to assign client addresses from a static address pool, rather than assigning addresses from a DHCP server. If you configure RAS to assign client addresses from a static address pool, clients inherit the DNS and WINS settings from the RAS server. If your RAS server can browse the network, clients should also be able to browse the network with the same settings. If you prefer DHCP, verify that DHCP scope option 44 (WINS/NetBIOS name server) points to the WINS server and scope option 6 shows the address of your DNS server. When you don't define these options, you almost guarantee problems with client browsing. Finally, you can select using RADIUS or not.
NOTE: If VPN traffic is traveling through a router or firewall, configure the router or firewall to pass PPTP (TCP Port 1723 and IP Protocol ID 47 [GRE - Generic Routing Encapsulation]) or L2TP over IPSec (UDP Port 500 and IP Protocol ID 50 [Encapsulating Security Payload]) traffic to and from the VPN server.
Incoming Connection or RRAS
You can create an incoming connection on a computer acting as a remote access server if it is running Windows 2000, XP Pro. or if it is a stand-alone computer running Windows 2000/2003 Server. For large numbers of incoming connections on a computer running Windows 2000/2003 Server as a router or as a domain controller, or a member of a domain, you should use Routing and Remote Access to create a remote access server.
Which ports need to be opened for running VPN
A: PPTP VPN uses TCP Port 1723, IP Protocol 47 (GRE); L2TP: UDP Port 1701; IPSec: Pass IP protocol 50 and 51. Note: 47 is a protocol number and not TCP port. The protocol name is GRE. It'll make a big difference when configuring your firewall or router.
Author: Pear Tree
Last update: 2016-11-10 15:47
Changing Store Information on the Demo
Changing Store Information on the Demo
From main page of the demo go to:
· The System Admin Module
· Go to the Parameters section
· Select Store
Once in the Store section the title of the page should read Store Update. Under the Gen. tab you will want to update the Website field, and select the appropriate option in the drop down window for the Line of Business.
From any tab you will be able to update the name of the store by entering the name you desire into the Store Name field.
To update the report logo for printed documents select the Harvest tab. From here you will update the name under the Report Logo. The name of the report logo will appear as:
e:PTSHarvestSunnyDayReportLogo.jpg
You will only want to update the bolded section of the path name or it may not update. At this time there are only two report logo names to update with at the moment:
· SunnyDayReportLogo
· SunnyDayScooterSalesReportLogo
To update the banner of the website you will need to go to the Banner tab, and from here you will want to update the path name in within Image Name field. The name will appear as:
GTI.ImagesSunnyDayBanner.jpg
Again you will only want to alter the bolded portion of the name with the name of the new image you want to use. As of now there are two banner names that could be used:
· SunnyDayBanner
· SunnyDayScooterBanner
If you wish to check for other images to enter in these fields you will need to do the following to locate the image you wish to use. Similarly if you wish to use a newly found/created image you will need to be sure the file is within the appropriate folders on the network.
Shared Directions
· Click the Windows button in the bottom left of the screen or the Windows key on the keyboard.
· Select Network
· Select PTS-DEV
· Select the folder labelled e
· Select the folder labelled PTS
From here you will select different folders depending on what you wish to locate or update.
Report Logo
· Select the folder labelled Harvest
Banner Logo
· Select the folder labelled DM.WEB
· Select the folder labelled Images
· Select the folder labelled GTI.Images
With this you will be able to locate any images you wish to use for the demo account or you may add an image you wish to use.
Author: Pear Tree
Last update: 2016-11-10 15:47
Changing the Administrator Password on the Server
Changing the Administrator Password on the Server
This is how you can change the administrator password on your server. You must do this on the server that runs the RV Dealership software. It is a good idea to write your password down, and keep it in a safe and secure place, just in case you forget.
- At your server station, on the keyboard, press Ctrl, Alt, and Delete at the same time. (Your keyboard will have two Ctrl and Alt keys, you may use which ever key you wish.)
The Windows Security box will appear. It should say, “logged in as Administrator.” If it does not, please log off and sign in as Administrator.
(This is the Windows 2000 security box, but it will look the same in Windows 2003 and Windows XP.)
- Click on the Change Password… button.
The Change Password box will appear.
The User name: should be Administrator. Do not change this field, or the Log on to: field.
- In the Old Password: field, enter your current administrator password, just as you would if you were logging into the server.
- In the New Password: field, enter the new password you wish to use. For best security, choose a password that would not be an obvious guess to someone who knows you. A combination of uppercase and lowercase letters, and numbers, would be especially effective. Avoid using: “password”, your user name, your pet’s name, or a friend or family member’s name.
- You will have to re-type your new password in the Confirm New Password: field. This is to make sure that you typed it correctly, as the screen will show asterisks (*) rather than the actual password you typed in.
- Click OK. A box will appear telling you that the password has been successfully changed. Congratulations, you have just changed your administrator password!
If you typed in your current password incorrectly, or the New Password and Confirm New Password fields do not match, you will get an error message. In this case, simply re-type the information.
Author: Pear Tree
Last update: 2016-11-10 15:47
Creating a Window Sticker
CREATING A WINDOW STICKER
Inventory – Units – Update – Update (Tabbed)
Specs Tab
The display for the Lower Specification Section depends on the Unit Class selected on the General window. Mainly used for Window Sticker information, Equipment and Accessories section.
Specification:
- Table dependant. (Inventory – Units – Administration – Unit Specs – Class Specs).
- Auto-populates if the Class selected on the General section has been set up in the Class Specs Table (See Unit Specs notes below).
- Options or Features a Unit has.
- Click on Underlined Link to choose from a Table if not already populated.
- Can be grouped according to Category.
- Can have a Standard set of Specs set up for each Class.
- Can use the + and – Buttons to make it individual for that specific Unit.
- Can be edited.
- Freeform.
- Alphanumeric.
Specification Value:
- Gives more information for the Specification.
- Not from a Table, User defined.
- If left blank, will show as Incl. on the Window Sticker.
- Can be edited.
- Freeform.
- Alphanumeric.
Window Sticker:
- Information collected in Specs Tab shows under Equipment and Accessories Section.
UNIT SPECIFICATION
Inventory – Unit – Administration – Unit Specs – Class Specs
Separates the Inventory Categories by Class. For RVs it could be New versus Used or Fifth Wheel versus Tent Trailer. Specifications are added that pertain to this particular Class but not to other Classes. Any time a new Unit is added in the Unit Update window, the specifications for that Class will be auto-populated in the Specs section, if it is set up in this Table.
Product Class:
- Choose the Unit Product Class from the dropdown (from Inventory – Units – Administration – Product Classes).
- Will only show Class Type Unit from the Table.
Specification:
- The + Button in the Title section can add extra rows to the table.
- The X Button on the Line can delete a row.
- Manually type in the Specification for that Category.
- Alphanumeric.
- Freeform.
Add From…:
- Clicking this button adds a second Category dropdown (from Inventory – Unit – Administration – Unit Specs – Category Specs Table – See notes below).
- Choose a Category from the dropdown. All specifications set up for that category will be added to the Table.
- The X Button on the Line can delete a row for any specification not required for that Category.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes a Product Class’ specification information from the system.
Inventory – Unit – Administration – Unit Specs – Category Specs
Different specifications can also be added for different types of Categories (RV, Car, Truck, etc.).
Category:
- Choose a category from the dropdown.
- If the category is not showing, needs to be added in the Category Table (PTS – Table Mtc. – Inventory Units – Unit Categories).
Specification:
- The + Button in the Title section can add extra rows to the table.
- The X Button on the Line can delete a row.
- Manually type in the Specification for that Category.
- Alphanumeric.
- Freeform.
Add V6 Defaults:
- Adds all V6 specifications to the table.
- The X Button on the Line can delete a row for any V6 specification not required for that Category.
Add From…:
- Clicking this button adds a second Category dropdown.
- Choose a Category from the dropdown. All specifications set up for that category will be added to the Table.
- The X Button on the Line can delete a row for any specification not required for that Category.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Author: Pear Tree
Last update: 2016-11-10 15:47
Creating Remote Desktop connection
This document explains how to create a Remote Desktop Connection to your network through an Internet connection via a VPN (virtual private network) connection.
The first step is to create the VPN connection. This is accomplished by use of the other document.
Go to Start/Programs/accessories/communication/remote desktop connection and fill in the fields below adding the password.
Your machine on your network has IP 90.0.0.149
Set the Experience Tab as follows:
Go back to the General Tab and click Save As… and put the link on your desktop or wherever you want to.
Author: Pear Tree
Last update: 2016-11-10 15:47
Creating VPN connection
This document explains how to create connections to Peartree Software’s network(s) through an Internet connection via a VPN (virtual private network) connection.
To connect and create the connection for future use, follow these steps:
In Windows XP, right-click ‘My Network Places’ and click properties.
Under Network tasks, click ‘Create a new connection’. Click Next.
Select the ‘Connect to the network at my workplace’ radio button and click Next
Select the ‘Virtual Private Network connection’ radio button and click Next.
Give the connection a name that makes sense to you. Click Next.
If you are already connected to the Internet and will likely be connected whenever you attempt to connect in the future, then select the ‘Do not dial the initial connection’ radio button. Otherwise, select the ‘Automatically dial this connection’ radio button and select the proper connection. Click next.
In the VPN Server Selection window enter 216.16.247.91 to connect to Waterloo. To connect to Calgary, enter mail.glenbriar.com
On the ‘Connection Availability’ window specify if you want to make this connection available to anyone who logs on to this machine or if you want to restrict its use to you only. Click Next.
Check the box if you want a shortcut added to your desktop (suggested) and click Finish.
So far we have established the pointer to Glenbriar’s network. But before we can use it we need to modify its configuration. If you double-click the icon the following window will appear.
Click Properties and then the Options tab. On the Options tab, select ‘Include Windows logon domain’.
Click the Networking tab and then the Properties button and then the Advanced button.
On the ‘Advanced TCP/IP Settings window’, uncheck the ‘Use default gateway on remote network’. Click OK three times.
Now your window should look like this:
Now we need to populate the fields to authenticate on the network.
To connect to Waterloo the domain should be PTSOFT. For Calgary, the domain should be GTICAL.
Author: Pear Tree
Last update: 2016-11-10 15:47
Creating VPN connection to Glenbriar in Windows 98 - draft
Windows 98 machines may need the Remote Desktop Connection Software installed.
From the Internet, download and execute msrdpcli.exe
http://www.microsoft.com/windowsxp/downloads/tools/rdclientdl.mspx
You may need to download the most recent patch for Dial-up Networking and install it.
http://www.microsoft.com/windows98/downloads/contents/wurecommended/s_wunetworking/dun14/default.asp
This document explains how to create connections to our network(s) through an Internet connection via a VPN (virtual private network) connection.
To connect create the connection for future use follow these steps.
In Windows XP, right-click ‘My Network Places’ and click properties.
Under Network tasks, click ‘Create a new connection’. Click Next
Select the ‘Connect to the network at my workplace’ radio button and click Next 
Select the ‘Virtual Private Network connection’ radio button and click Next 
Give the connection a name that makes sense to you. Click Next 
If you are already connected to the Internet and will likely be connected whenever you attempt to connect in the future, then select the ‘Do not dial the initial connection’ radio button. Otherwise, select the ‘Automatically dial this connection’ radio button and select the proper connection. Click next.
On the VPN Server Selection window enter 64.187.42.115 to connect to Kitchener. To connect to Calgary, enter 101.101.101.101.
On the ‘Connection Availability’ window specify if you want to make this connection available to anyone who logs on to this machine or if you want to restrict its use to you only. Click Next.
Check the box if you want a shortcut added to your desktop and click Finish.
Author: Pear Tree
Last update: 2016-11-10 15:47
CRM
CRM
Customer Relationship Management.
The purpose of the application is to allow Sales and Service people the ability to keep track of their To-Do Lists. They can see what they have done, what they need to do next, who they need to call, to whom they have talked, and so on.
Click on CRM in the left hand menu bar. The Followup screen will appear. If the Salesperson has any tasks or follow ups to do, a list will appear. If this is a first time User, there will be no Follow ups on the screen.
Sales Rep:
- Can be selected from a drop-down list if the User is set up as a Manager.
- Allows the Manager to see ALL Salespeople’s Follow ups.
- Defaults to the User Name that the salesperson logged in with. This must be set up as the Salesperson ID in the Salesperson’s Table (System Admin – Configuration – Tables – Salesperson – Update).
- Filter: Dropdown field.
o Choose between 4 different options:
§ All: Will show ALL the follow-ups for the chosen Sales Rep.
§ Today: Will show the current date’s follow-ups.
§ This Week: Will show all follow-ups for the current week.
§ This Month: Will show all follow-ups for the current month.
§ Other: Will default to whatever filter was used before. If Today was used then Other will use today’s date. If This Week was used, will default to the week’s date range.
Prospects Button:
- Automatically defaults to the Prospect Update window (Prospect Tab).
- Has seven Buttons to choose: Prospect, Buying, Selling, History, Followup, Survey, Images.
Prospect – Prospect:
- Fill in the name and whatever information is available on the new Prospect.
o If a Dealership or a Business, Last Name can be the name of the Business.
o Last Name is the only Mandatory field. All others are optional.
Prospect ID:
- Defaults to New.
- If adding New Prospect, either leave as New or enter something not already used in the system.
- Alphanumeric.
- If looking up an already added Prospect, either manually enter the Prospect ID Number, or use the Underlined Link to find from the Table.
- Prospects are different from Customers.
Customer ID:
- To add a Customer already in the system as a Prospect.
- Manually enter or click the ID or click on Underlined Link and choose from the Table
- Pop up window will appear.
- Choose the appropriate Customer.
New:
- Click to bring the Prospect ID field back to New.
- Will clear the screen.
Activity Search:
- Brings up all Activities in the system.
Survey Search:
- Brings up all Surveys entered in the system.
Last Name:
- Type in Last Name of Prospect or Name of Business/Dealership Title.
- Only Mandatory field.
- Alphanumeric.
First Name:
- Type in First Name, if applicable.
- Alphanumeric.
Middle Name:
- Type in First Name, if applicable.
- Alphanumeric.
Title:
- Type in Title (exp.: Mr./Mrs./Miss/Ms./Captain etc.).
- Alphanumeric.
Address:
- Type in Street Address/PO Box.
- Alphanumeric.
City:
- Type in name of City/Town.
- Alphanumeric
State/Province:
- If State/Province is not showing can be added in System Admin – Configuration – Location – State/Province.
- Two letters.
- Can manually type in or use Underlined Link to choose from Table.
Country:
- Defaults from State/Province.
- Use dropdown to change the Country if needed.
- If Country is not showing, can be added in System Admin – Configuration – Location – Country.
License Plate:
- Can put in License Plate number to Search for customer driving onto the lot to see if already in the system.
- Can add more than one License Number per Prospect.
- Use the + Box in the Title to add another Number.
- Alphanumeric.
Postal/ZIP:
- Alphanumeric.
- Manual entry.
- Freeform.
Language:
- Choose from dropdown.
- Not linked to anything.
Age Group:
- Choose from dropdown.
Contact:
- Put in the Contact Name of the Prospect.
- Usually the Prospect Name.
- Alphanumeric.
- Freeform.
Title/Position:
- Can add Title, as seen in upper section.
- Alphanumeric.
- Freeform.
Contact Phone:
- Phone Number of the Contact Person.
- Numeric only or will receive an Error warning:
- Must be 10 or 11 digits or will receive the above Error.
- Can put in Country Code as well as Area Code and seven digit phone number.
- Will automatically format to proper form.
-
Contact Cell:
- Mobile Phone Number of the Contact Person.
- Numeric only or will receive an Error warning:
- Must be 10 or 11 digits or will receive the above Error.
- Can put in Country Code as well as Area Code and seven digit phone number. Country Code must be a number or will not input it when tabbing out of field.
- Will automatically format to proper form.
Contact Email:
- Freeform.
- No structured format.
- Alphanumeric.
Email:
- When sending an e-mail to the Prospect, click in the light green area.
- A dropdown field will appear above the Contact box: Email Form.
- Choose Template from the dropdown.
- Templates created by User (Sales – Units - Other – CRM Email Template).
Send Email:
- If a Contact Email has been added and a Template chosen, can send an e-mail to the Prospect.
- Must use Microsoft Outlook
- Automatically brings up a new e-mail with the Prospect’s e-mail address in Outlook with the Template in the Message section.
- Prospect Contact Name will show in Template if the Template contains <%CONTACT%>
Initial Contact Date:
- Defaults to the Current Date.
- Can be changed.
- Can be Past, Present, or Future.
Time:
- Shows the Time the Window was opened.
- Can be changed.
Lead Source:
- How the Lead came in (Email, telephone, show, drive by etc.).
- Set up additional Lead Sources from Sales – Units – Other – CRM – CRM Tables – Source Table.
- Choose from dropdown.
- Information only, not shown in any reports or linked to anything yet.
Sales ID:
- Choose from dropdown.
- List of Salesperson’s IDs in Peartree. Taken from Salesperson Table.
- Must be same as Login ID or will not show any activity for that Salesperson.
Lead Stage:
- What the Prospect Status is (Interested, Qualified. Test, etc.).
- Set up additional Lead Stages from Sales – Units – Other – CRM – CRM Tables – Status Table.
- Select from dropdown.
Contact Method:
- How client would like to be contacted (Phone, Email, Fax).
- Set up additional Contact methods from Sales – Units – Other – CRM – CRM Tables – Follow up type.
- Choose from dropdown.
Notes Box:
- Freeform.
- Type in Notes.
- Alphanumeric.
Submit:
- Submits the information added and Updates the account.
Close:
- Closes the window.
- If Submit has not been clicked, any added information will not be saved.
Clear:
- Clears the window but does not close it.
Add Activity:
- Opens a new window.
- Contact information shows at the top and cannot be edited in this window.
Sale ID:
- Salesperson’s ID.
- Can be changed using the dropdown.
Activity Date:
- Defaults to current date but can be changed.
- Past, present or future date can be used.
- Numeric – use MM/DD/YY format.
- Alphanumeric – Use alpha Month and numeric Date or vice versa. Will change to the MM/DD/YY format.
Activity Type:
- Demo, Email, Fax, Phone call, etc.
- Choose from dropdown.
Description of Activity:
- Freeform.
- Put in all information of the Activity.
Activity Result:
- Result of the Activity performed (Need to Followup, Not interested, Bought here, etc.).
- From Sales – Units – Other – CRM – CRM Tables – Results Table.
- Choose from the dropdown.
Lead Stage:
- What the Prospect Status is (Interested, Qualified. Test, etc.).
- From Sales – Units – Other – CRM – CRM Tables – Status Table.
- Status titles set up by User.
- Select from dropdown.
Follow Up
- If Follow Up is needed fill in the information below.
- If no Follow Up is needed, click No Followup Required.
- If nothing is entered in Follow-up, automatically defaults to No Followup Required so no reminders will show.
Followup Date:
- Defaults to the current date. Can change to Date of the Followup.
- Manually enter or use the Calendar icon.
- Past, present or future date can be used.
- Numeric – use MM/DD/YY format.
- Alphanumeric – Use alpha Month and numeric Date or vice versa. Will change to the MM/DD/YY format.
Followup Time:
- Defaults to time window was opened.
- Can be changed.
Followup Type:
- How the Salesperson is following up with the Prospect.
- Email, Demo, Phone, etc.
- From Sales – Units – Other – CRM – CRM Tables – Followup Type.
- Choose from dropdown.
Followup Sales ID:
- Choose from dropdown.
- Comes from Salespersons Table.
Followup Details:
- Freeform.
- Type in details for the follow up.
Submit:
- Updates the information added.
Close Window:
- Closes Window to Prospect Window.
- If Submit not clicked, any new information added will not be saved.
Quote:
- Opens Unit Quote Window.
Quote:
- Can start a NEW quote.
- Can click on the Underlined Link to bring up a Quote already in the system.
- Can manually type in Quote Number, if known.
New:
- Clears the window and starts a New Quote.
Store:
- Store the Salesperson is eligible.
- Defaults in.
Unit ID:
- Type in the Unit ID to Quote or use the Underlined Link to choose from the Table.
- If you are quoting on a unit to be custom-ordered, do not enter a unit id. Instead, click on the Unit Details button next to the Unit ID and enter the custom unit’s information in the new pop-up window.
- If a Unit ID is filled in, all the Profile information for that Unit will show on the Quote.
Description:
- Defaults in from the Unit Profile.
Retail:
- Defaults in from the Unit Profile.
Unit Type:
- Defaults in from the Unit Profile.
Manufacturer:
- Defaults in from the Unit Profile.
Class:
- Defaults in from the Unit Profile.
Tax Code:
- Defaults in from the Customer Profile.
Customer ID:
- Defaults from the Customer Profile.
New:
- If the Prospect is not a Customer, can add the Prospect to the Customer Profile.
Prospect ID:
- Defaults from the Prospect Profile.
Sales ID:
- Defaults from the Prospect window,
- Can be changed using the dropdown.
- Names come from the Salesperson Table.
Sales Date:
- Defaults to the current date.
- Can be a date in the past, present or future.
- Can be changed.
Delivery Date:
- Defaults to the current date.
- Can be a date in the past, present or future.
- Can be changed.
Notes:
- Can add Notes regarding the Quote.
- Freeform.
- Alphanumeric.
- Unlimited space.
Price:
- Price of the Unit as entered in the Unit Profile.
- Can be changed.
- Numeric only or will receive an Error message.
- Can be positive, negative or 0.00.
Trade Number:
- Free form.
- Alphanumeric.
Trade Description:
- Free form.
- Alphanumeric.
- Put in a description of the Trade In.
Allowance:
- Amount allowed to the customer for the Trade In.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
- Must enter a Trade Number or will get an Error message
Lien Amount:
- Amount still owed on the Trade In.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
Lien Holder:
- Must be already set up as a vendor.
- Can use the Underlined Link to choose a Lien Holder from the Table.
Trade Balance:
- Allowance minus Lien Amount.
- Cannot be edited in this field.
- Subtracted from the Price.
PDI Charge:
- Amount for the PDI.
- Must be numeric or will get an Error warning.
- Can be positive, negative or 0.00
- Adds to the Price.
Setup Charge:
- Charge for the Set Up.
- Must be numeric or will get an Error warning.
- Can be positive, negative or 0.00
- Adds to the Price.
Admin Fee:
- Charge for Admin.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
- Adds to the Price.
Add Ons:
- Total of all the Add On Amounts in the Add On section.
Add On Code:
- Extras such as rust proofing, insurance, extra fees, etc.
- From a Table (Sales – Units – Other – Add On Table).
- Accessories is the only Add On that must have a Product added or will receive an Error message.
Product Number:
- Draws from the Parts Profile.
Description:
- Add On Description.
- Draws from the Add On Table.
- Can be changed.
Quantity:
- Draws from the Product Profile.
- Can be changed.
- Must be greater than 0 or will get an Error message.
Tax Flag:
- Draws from the Add On Table.
- Can be changed.
Amount:
- Draws from the Parts Table.
- Only shows when a Product Number is added to the line.
- If an amount is showing, it can be changed.
- If no Product is added, this field is inaccessible.
- If a Price lower than the Average COST price, from the Product Profile, is entered, an Error message will appear.
Tax Codes/Amounts:
- Shows what Taxes are added to the Price and the accumulative amount for each.
- Cannot be changed in these fields.
Tax Total:
- Total amount of all the different Taxes calculated on the Quote.
- Closed field. Cannot be changed.
License Charge:
- Must be numeric or will receive an Error message.
- Can be positive, negative, or 0.00.
- No taxes are calculated from this field.
- Not mandatory.
Deal Total:
- Price – Trade Balance + PDI Charge + Setup Charge + Admin Fee + Add Ons + Tax Total + License Charge.
- This field cannot be edited.
Submit:
- Saves the Quote in the system.
- When Submitted, the line “#” Quote saved! Will be seen next to the Deal Total field.
Clear:
- Clears the screen for the next quote.
Delete:
- Deletes the quote if it has been submitted.
Close:
- Closes the window.
Disp. Costs:
- Shows the Unit Sales Cost Display.
- Shows the Margin and Markup % amounts.
- Shows the GL Transactions for the Sale using the GL Data Button.
Deal:
- Allows the Salesperson to try different amounts to reach the Required Margin.
- Customer Offer:
o Quote from the Customer.
o Price from Unit Quotes window defaults in.
o Can be edited.
- Trade Difference:
o Amount of Trade In, of there is one.
- Required Margin:
o Margin the Salesperson is hoping to obtain form the Sale.
- Close:
o Closes the window and returns to Unit Quotes window.
- Update Sale:
o Updates the Sale Price with the new amount in the Unit Quotes window.
Quote Print:
- Prints the Quote for the Customer.
- This is not a Sale.
- How long the Quote is Valid prints at the bottom of the page.
Add On Costs:
- Shows the Add-Ons associated with the Unit.
- Information only. Cannot be edited in this window.
Finance:
- Shows the amount for Weekly, Bi-Weekly or Monthly payments based on various parameters.
- Quote:
o The Quote Number.
o Can change to another Quote.
- Deal Total:
o The Total Amount the Customer would pay if buying this Unit.
o Can be edited on this page.
- Allowance Total:
o Defaults in from Unit Quotes window.
o The total amount of all Trade Ins associated with the deal.
o Cannot be edited in this window.
- Lien Total:
o Defaults in from Unit Quotes window.
o Total amounts on Liens on any Trade Ins associated with the deal.
o Cannot be edited in this window.
- Down Payment:
o How much of an initial payment the Customer makes on the Unit.
o Can be edited on this page.
- Principal:
o The amount upon which principal will be paid.
- Amortization:
o A measurement of the length of time in months that a loan payment is calculated on. On a normal installment loan, like for a car or boat, your amortization and term are the same. So when the term is up there is no more principal balance due. However, on certain other loans, including qualifying RV loans and some home loans, the amortization period can be longer than the term, allowing your payment to be less. But this also means you may still have a balance remaining when your term is up, so another loan will have to be made to payoff the remaining balance. This is typical of what is referred to as a balloon payment loan.
- Term:
o The length of time of your loan. Terms are generally measured in months. Example: if you have a 60 month term auto loan with scheduled monthly payments that means you will make payments every month for 60 months until your loan is paid off.
- Payment Frequency:
o How often a payment is made.
o Three options: Weekly, Bi-Weekly and Monthly.
- Payment Per Year:
o Calculated based on the Payment Frequency.
o Cannot be edited in this field.
o Can only be changed by changing the Payment Frequency.
- Interest Rate (Annual):
o Percentage Interest on the loan over a year.
- Period Payment:
o Payment Amount per Payment Frequency.
- Balloon Amount:
o The payment still due at the end of a loan.
o Principal – (Period Payment * Payments Per Year * Number of Year * Interest)
- Final Payment:
o Balloon Payment + Period Payment.
o Amount still owing after the Term payments are made.
- Recalculate:
o Recalculates if any numbers are changed.
Buying Tab:
- Looks at what the customer is interested in buying.
- Search based on criteria.
- Run all open for everything, or narrow down the parameters.
- Must enter either a Prospect ID or a Customer ID.
Search:
- Shows the Inventory that matched the search criteria under Search Hits.
- Can choose from the list and add a quote.
Looking to Buy:
- Shows Search criteria for what the customer is interested in buying that have been already saved in the system.
Author: Pear Tree
Last update: 2016-11-10 15:47
CUSTOMER- VENDOR UPDATE
CUSTOMER UPDATE
Use Customer Update to enter a new customer’s information into the system, or make changes to an existing customer. A customer is any individual or business to whom Units and Parts are sold, or for whom services are provided.
Any field with an asterisk (*) is mandatory.
Customer ID: (If the Customer ID is not known, the User can click on the Underlined title and bring up a list of Customers already added to the system.)
- Field is alphanumeric.
- There is no limit on the characters.
- Hyphens and spaces are not allowed.
- Clicking New will create a system generated ID.
Surname: Mandatory
- If the customer is a business, enter the business name here.
- Alphanumeric.
- No limit on characters.
First Name:
- Alphanumeric.
- No limit on characters.
Middle Name:
- Alphanumeric.
- No limit on characters.
Title:
- Alphanumeric.
- No limit on characters.
Address:
- Alphanumeric.
- No limit on characters.
- Can be a PO Box or a Street address.
City:
- Alphanumeric.
- Unlimited characters.
State/Province:
- Alphanumeric.
- Two characters.
- Codes found in State Code Table.
- If the desired Province/State is not shown, you can set it up in the Province/State Table (System Admin – Configuration – Location – State/Province).
Country:
- Select from dropdown.
- If the desired Country is not shown, you can set it up in the Country Table (System Admin – Configuration – Location – Country).
Home Phone:
- Numeric
- Enter the ten digit number with or without dashes. The system will automatically reformat.
- If incorrect format is used, an Error Message will appear.
Zip/Postal:
- Alphanumeric.
- For Canada, MUST be entered in the Canadian Format: X9X 9X9.
- If entered incorrectly, the following Error Message will appear.
- For US, MUST be entered in the US Format: 99999 or 99999-9999.
- If entered incorrectly, the following Error Message will appear.
**** State/Province, Country and Zip/Postal must match. If a State Code is used, the Country must be US and a Zip used. If a Province Code, the Country must be Canada and a Postal Code used. If they do not match, an Error message will appear. ********
Business Phone:
- Numeric
- Enter the ten digit number with or without dashes. The system will automatically reformat.
- If incorrect format is used, an Error Message will appear.
Extension:
- Numeric.
- Unlimited numbers.
- After three digits are entered, a comma will appear after the first digit.
- If anything other than a number is entered, an Error message will appear.
Fax Number:
- Numeric
- Enter the ten digit number with or without dashes. The system will automatically reformat.
- If incorrect format is used, an Error Message will appear.
Email:
- No set format.
- Alphanumeric.
- Unlimited length.
Charge To ID:
- Customer to be linked to must already exist.
- If Customer not entered, an Error message will appear.
- Used to link different Customers together if charging to one Customer only.
- Used if you wish to bill purchases to someone other than the customer.
- The Charged To Name will automatically appear in the space below.
Account Customer:
- The Option is Yes or No.
- Defaults according to the Customer Defaults in the Store Parameters (usually No)
- If this customer can charge part sales to their account, choose Yes.
- If Yes is chosen, a new field will appear next to it: Require PO?.
o The Option is Yes or No.
o Defaults to No.
Require PO?:
- The Parts Sales window has a PO No. field.
- If Yes is chosen AND the customer is charging the sale On Account, a PO number must be entered before any information can be submitted.
Customer Type:
- Four Options: Business, Dealer, Manufacturer, and Retail.
- Defaults according to the Customer Defaults in the Store Parameters (usually Retail).
- Retail is used for a walk in customer.
- Business and Dealer are used if selling to another Business or Dealer.
- Manufacturer is a company you bill for warranty work and/or a customer with a special hourly labour rate.
Comments:
- Any further information about this customer can be entered here.
Entry Date:
- Defaults to Today’s Date.
- Will appear as set up on the Computer (D/M/Y, M/D/Y, etc).
- The format MM/dd/yyyy is recommended.
Language:
- Choose from dropdown.
Standing PO No:
- Alphanumeric.
- Unlimited characters.
- Not mandatory, even if Standing PO? is set to Yes.
- If a PO No is entered, will print on an Invoice for this Customer.
Sales ID:
- Choose from the dropdown.
- Populated in a Table (System Admin – Configurations – Tables – Salesperson – Update).
- Only Salespeople added in the Table will appear in dropdown.
Discount %:
- Discounts apply to part sales and work orders, not to unit sales.
- Enter 2% as 2.
- Numeric only.
- If anything else is entered an Error message will appear.
- Must be less than 100 or an Error message will appear.
- Must not be negative or an Error message will appear.
Days Allowed:
- How long the Customer has to pay
- Used to calculate the Due Date on invoices.
- Numeric only or an Error message appears.
- Must not be a negative number or an Error message appears.
Terms Desc.:
- Reference field.
- Alphanumeric.
- Unlimited space.
- Payment Terms description.
Prospect ID:
- If the customer was originally set up as a Prospect in the Customer Relationship Management module, you can link the prospect to the customer here.
Credit Amount:
- If a Customer has Yes showing On Account, a credit limit can be set.
- If no credit limit is set, the customer has unlimited credit.
- Numeric only or an Error message appears.
- Unlimited field.
Blacklisted:
- Used for customers with whom you do not wish to do business.
- Choosing Yes from the dropdown prevents any further transactions with this Customer.
- Default is No.
Tax Code:
- Select the appropriate sales tax from the dropdown to apply to this customer’s order.
- If the appropriate Sales Tax is not showing, it can be added to the associated Table (System Admin – Configuration – Tables – Tax – Index).
- System automatically calculates the Customer’s tax amount.
- For Default purposes only. Can be changed in other windows.
Tax Exempt No.:
- If a Customer is exempted from Sales Tax, the Tax Exempt number can be entered here.
- Alphanumeric.
- Unlimited space.
Wholesale:
- Yes indicates that the customer is a wholesale customer.
- Does not affect pricing.
- Defaults to No.
Price Code:
- Choose what price the customer will pay for parts on a part sale or a work order (before discounts), from one of the 5 price levels.
- Price codes normally include Cost, Cost plus a percentage and Retail.
- Defaults to Retail.
- Price codes are defined and applied to parts using the Inventory, Parts, Administration, Price Grid menu.
-
A/R Code:
- A way of grouping customers, usually by the currency the customer will be billed in
- Defaults from the Store Parameters (System Admin – Parameters – Store – Cust Tab).
- Can be changed from the default showing using the dropdown.
- If the proper A/R Code is not showing, it can be added to the applicable Table (Finance – Receivables – Administration – A/R Code Update).
- Cannot be changed after the customer has any activity, so check with Accounting if uncertain.
Funds Code:
- Automatically defaults form the A/R Code chosen.
- Field cannot be edited.
Comments:
- Freeform.
- Alphanumeric.
- Can manually enter comments about the Customer.
Activity Log:
- Clicking on the light green in the # column allows the User to Delete the Comment.
- Clicking on the light green Activity Field shows the Comment in a pop up window.
-
Contacts
Contact:
- Alphanumeric.
- Unlimited space.
- Type in Contact Name.
Contact Phone:
- Freeform.
- Alphanumeric.
- Unlimited space.
- Type in Contact Number.
Contact Cell:
- Formatted.
- Numeric
- Enter the ten digit number with or without dashes. The system will automatically reconfigure.
- If incorrect format is used, an Error Message will appear.
Contact Email:
- Freeform.
- Alphanumeric.
- Unlimited space.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- Any new information added that has not been submitted will not be Saved.
Delete:
- Deletes the Customer from the system.
- Only allowed if the customer has no current or historical activity.
VENDOR UPDATE
Any field with an asterisk (*) is mandatory.
Vendor ID: (If the Vendor ID is not known, the User can click on the Underlined title and bring up a list of Vendors already added to the system.)
- Manually type in the ID for a New Vendor or click New to create a system generated ID.
- Field is alphanumeric.
- There is no limit on the characters.
Name: Mandatory
- If it is a business, the business name can be put here.
- Alphanumeric.
- No limit on characters.
Alt Name:
- Alternate name.
- Manually added.
- Alphanumeric.
- No limit on characters.
Address: Mandatory
- Alphanumeric.
- No limit on characters.
- Can be a PO Box or a Street address.
City: Mandatory
- Alphanumeric.
- Unlimited characters.
State/Province: Mandatory
- Alphanumeric.
- Two characters.
- Codes found in State Code Table.
- If a Code is not entered for the Province/State, one must be entered in the Province/State Table before it can be used (System Admin – Configuration – Location – State/Province).
Country:
- Select from dropdown.
- If the Country is not showing, one must be entered in the Country Table before it can be used (System Admin – Configuration – Location – Country).
Zip/Postal:
- Alphanumeric.
- For Canada, MUST be entered in the Canadian Format: X9X 9X9.
- If entered incorrectly, the following Error Message will appear.
- For US, MUST be entered in the US Format: 99999 or 99999-9999.
- If entered incorrectly, the following Error Message will appear.
**** State/Province, Country and Zip/Postal must match. If a State Code is used, the Country must be US and a Zip used. If a Province Code, the Country must be Canada and a Postal Code used. If they do not match, a warning Error will appear. ********
Comments:
- Any further information about this vendor can be entered here.
Sublet Mark Up %:
- The vendor’s cost on the sublet portion of a work order will be increased by this percentage to calculate the amount charged to a customer.
Tax Code:
- Select the appropriate sales tax from the dropdown to apply to Purchase Orders to and Accounts Payable invoices from this vendor.
- If the appropriate Sales Tax is not showing, it can be added to the associated Table (System Admin – Configuration – Tables – Tax – Index).
Discount Percent:
- If a Vendor gives you a Discount (for example, for prompt payment) enter the discount here.
- Enter 2% as 2.
- Numeric only.
- If anything else is entered an Error message will appear.
- Must be less than 100 or an Error message will appear.
- Must not be negative or an Error message will appear.
Discount Days:
- How many days you have to pay the vendor’s invoice before the Discount is no longer valid.
- Discount days are counted from the vendor’s invoice date.
Due Days:
- How many days you have to pay the vendor’s invoice before it is overdue.
- Added to the invoice date on a vendor invoice to calculate the due date.
- If nothing is entered here, the system default due days is used instead (System Admin – Parameters – Store – Finance tab).
-
- Numeric only or an Error message appears.
- Must not be a negative number or an Error message appears.
Payment Terms:
- Reference field for the User.
- Freeform.
- Alphanumeric.
- Unlimited space.
Credit Limit:
- The maximum funds the vendor will let the Dealership charge on account.
- Numeric only or an Error message appears.
- Must not be negative or an Error warning appears.
- Unlimited field.
Payables Code:
- A way of grouping vendors; affects what account the vendor’s invoices will post to in the General Ledger. Check with Accounting if uncertain.
- Can be changed from the default shown using the dropdown.
- If the proper Payables Code is not showing, it can be added to the applicable Table (Finance – Payables – Administration – Payables Code).
- Cannot be changed after the vendor has any activity.
-
Bank Name:
- Defaults based on the Payables code chosen, and cannot be changed from this screen.
- Added from Finance – Payables – Administration – Bank Codes Table.
Funds Code:
- Defaults based on the Payables code chosen and cannot be changed from this screen.
- Added from Finance – Payables – Administration – Funds Codes.
GST Registration:
- GST Registration number.
Manufacturer:
- Use only if the Vendor is also a Manufacturer.
- Enter the corresponding Customer ID number for the Manufacturer.
- May or may not be the same as the Vendor ID.
Manufacturer Name:
- Will default in from the Customer’s ID.
- Cannot edit in this window.
Vendor Account No.:
- The Vendor’s account number for the dealership.
- Printed on a Purchase Order to the vendor.
- Freeform.
- Alphanumeric.
Default GL Account (for invoice update):
- The inventory or expense account that vendor invoice amounts will be posted to in the General Ledger.
- Can be overridden in Accounts Payable invoice update.
Contacts
Contact:
- Alphanumeric.
- Unlimited space.
- Manually enter Contact Name.
Contact Phone:
- Freeform.
- Alphanumeric.
- Unlimited space.
- Manually enter Contact number.
Contact Cell:
- Formatted.
- Numeric
- Enter the ten digit number with or without dashes. The system will automatically reconfigure.
- If incorrect format is used, an Error Message will appear.
Contact Email:
- Freeform.
- Alphanumeric.
- Unlimited space.
- Manually enter.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- Any new information will be lost if it has not been submitted.
Delete:
- Deletes the Vendor from the system.
- Only allowed if the vendor has no current or historical activity.
MANUFACTURER
Manufacturers are Vendors, since the Dealer purchases Units and Parts from them for re-sale. But they are also the Dealer’s customers. As the Dealer likely services Units and Parts that have failed while under warranty, the manufacturer reimburses the Dealer’s business for services for which the customer does not pay. Because manufacturers are both, they must be entered into RV Dealership as both a Vendor and a Customer.
Customer Update
Enter the Manufacturer’s information, just as you would if they were a Customer, but pay special attention to the following fields.
Surname:
- Fill in the Business name.
- Leave other name fields blank.
Customer Type:
- Choose Manufacturer from the dropdown.
MFG Labour Rate:
- How much the Manufacturer will pay per hour for Warranty labour.
- Will be in the currency of the Funds Code.
- If you don’t enter a rate here, the default warranty labour rate (from the Store Parameters) will be used instead.
Tax Code:
- Since most Manufacturers are in the US, you may have to change the tax code to Exempt. Check with Accounting if unsure.
Price Code:
- How much the Manufacturer will pay for parts on a warranty work order.
- The list of Price codes normally includes Cost, Cost plus a percentage and Retail. Price codes are defined and applied to parts using the Inventory, Parts, Administration, Price Grid menu.
AR Code:
- Since most Manufacturers are in the US, you may have to change the AR code to US or US Warranty. Check with Accounting if unsure.
- The Funds Code is automatically set according to the AR code you choose.
Vendor Update
Enter the Manufacturer’s information, just as you would if they were a Vendor, but pay special attention to the following fields.
Vendor Code:
- Can be the same as the Customer ID, but doesn’t have to be.
Funds Code:
- Must be the same as the Customer’s funds code.
Manufacturer:
- Enter the Manufacturer’s Customer ID.
- Can use the Underlined link to see the Customers listed as Manufacturers in Customer Update.
- Vendor must be listed as a Manufacturer in Customer Update in order to appear in this Table.
Inventory – Units – Update – Update
After you have added the manufacturer information to the customer and vendor as described above, the manufacturer’s Vendor ID will show in the Mfg Code list on the Inventory Unit Update screen.
Author: Pear Tree
Last update: 2016-11-10 15:47
Customer Refund Documentation
Method #1--If customer wants a refund cheque
STEP 1-Set up an AP Clearing account if it does not already exist.
1. Go to Finance/GL/Update/Account Update
2. Enter current GL Year Sequence.
3. Choose a new Account Number for your payable clearing (preferably a number close to AP Control Account).
4. Enter Payables-Clearing in the Description field.
5. Choose liability for Account Type.
6. Status is Active.
7. Account Category is Accounts Payable.
8. Ignore Department and Store location.
This will only have to be done once. In this example the new account number chosen was 2620.
Step 2- Set up Payment Code
A new payment code must be set up for the payment to default to your new AP Clearing Account
1. Go to PTS/Table Maintenance/Sales Tables/Payment Codes
2. Choose Other for Payment Code.
3. Go to GL Bank Account. Choose the new AP Clearing Account created in Step 1.
This step will also only have to be done once for the set up of customer refunds.
Step 3-Set up Customer as Vendor
1. Go to Vendor Update on far left of screen.
2. Select New.
3. Enter the Customer information in Vendor Screen. The Customer file information can be used.
4. Enter Accounts Payable as Payables Code
5. Enter the appropriate Funds Code.
6. Choose Payables Control Account for Default GTL Account.
This step will also only have to be completed once. The customer is now also a vendor.
Step 4- Create an Accounts Receivable Invoice for the Customer for the amount that is owed on the unit sale.
1. Go to Finance/Receivables/Update/Invoice Update.
2. Click New.
3. Enter the Customer ID.
4. Enter the Date if it is different from the default date (today’s date).
5. Select Exempt as the Tax Code.
6. Enter Quantity 1, unit ea, Product (use Unit ID), Description is refund.
7. Enter the amount the customer is owed.
8. Choose the new AP Clearing Account number for the Sales Account number.
9. Click Print.
10. Click Submit
This creates the offsetting entry for the Customer’s Accounts Receivable balance.
Step 5- Enter Payment to Clear Accounts Receivable.
1. Go to Finance/Receivables/Update/Payment Update.
2. Enter the Customer ID and press TAB.
3. Enter the Payment Date.
4. Select Other as Payment Form.
5. Enter Refund in the Description field
6. Select either no or yes for printing of receipt.
7. Tab down to Payment box. X out any other invoices the customer has outstanding that show here.
8. Enter the negative amount owing in the Payment field for the deal of the invoice.
9. Enter the positive amount in the payment field for the invoice created in step 4.
10. Click Submit.
Step 6- Create AP Invoice for Payment to Customer
1. Go to Finance/Payables/Update/AP Invoice.
2. Enter the Vendor ID created in Step 3.
3. Create an invoice number.
4. Enter the appropriate date.
5. Enter in Due Date if different from default
6. Select exempt for the Tax Code.
7. Tab to the line amount and enter the amount owed to the customer.
8. Enter refund in Description field
9. Select the new AP Clearing account number
10. Click Submit.
You have now created an invoice and are ready to pay the customer/vendor the amount owed.
Step 7-Create AP Cheque for customer
1. Go to Finance/Payables/Update/AP Cheque Entry.
2. Click New for Cheque Number.
3. Enter the new vendor code created in Step 3.
4. Tab down to the Date field and make sure it is today’s date.
5. Depending on your Due Date for the AP invoice, you may have to enter a future date in the on or before due date and click reload list.
6. The invoice you created in step 6 should appear in the Payment field.
7. Click Submit and Print.
8. Issue the cheque to the customer
Method #2- Direct Payment to Customer’s Bank Account through Debit Card
Assuming you have already entered a sale in unit sale with a trade in value greater than the sale of the new unit, your initialized sale screen with look like this:
Step 1- Create a payment
1. Click on Payment. The Payment screen will appear.
2. Click Add Payment.
3. Click Debit and enter the negative amount the customer owes.
4. Click submit on the Unit Sale screen.
5. Finalize sale as you normally would. This can also be done from the finalize sale screen.
6. Have the customer enter their debit PIN.
7. Print receipt.
Your finalized sale screen should now read the customer has paid a negative amount and they still owe zero.
Author: Pear Tree
Last update: 2016-11-10 15:47
Daily Procedure
DAILY PROCEDURES
Sales – Parts – Daily Menu – Payments
This is a Daily Procedure to be done at the end of the day or beginning of the next day, before business begins. This is used to balance what was entered in the system each day. On Account does not show, only payments that can be counted physically (Cash, cheques, credit receipts, credit receipts, etc).
Till ID:
- Associated with a particular computer.
- Enter the Till ID or leave blank to view all Tills.
- Can click on the underlined link, if the Till ID is unknown, and choose from the Table.
From Date:
- Enter the Start Date for the Report.
- The system defaults to today’s date.
- Can be entered freeform (MM/DD/YY) or by clicking on the Calendar icon and choosing a date.
To Date:
- Enter the End Date for the Report.
- The system defaults to today’s date.
- Can be entered freeform (MM/DD/YY) or by clicking on the Calendar icon an choosing a date.
Detail/Summary:
- The report can be written with all the details, or a summary. Choose from the dropdown.
Include A/R Payments:
- Check if A/R Payments are to be included in the Repot.
Sort Option:
- Can sort by Payment Date or Till ID (if reporting on more than one Till).
- Choose from dropdown.
Print:
- Click to generate a Report.
- Compare the Printed Report to your manual Till Count.
- The Report will show Cash, cheques, Credit charges and Debit charges and whatever other payment types are accepted.
Posts the Daily Sales
Sales – Parts – Daily Menu – Daily Update
A list of all the Days and Work Stations that have not had Payments and Part Sales updated. Creates the G/L Transactions from the Payments and the Parts Sales.
Line #:
- Click on the Line # field to show all the Transactions from that date.
- Can only view one line at a time.
- Transactions will show in the lower section of the screen.
- Check all Transactions and, if everything is fine, click Submit .
- Transaction Line will disappear.
- Repeat for each remaining Line #.
Submit:
- Moves the Transactions from the Sales Module to the Financial Module.
- These Transactions will now be Un-posted Transactions in the General Ledger.
Print Payment Details:
- Click to print the Till Payment Type Details Report before the Line is submitted.
Author: Pear Tree
Last update: 2016-11-10 15:47
Daily Procedures
Following is a list of the procedures that we suggest you do on a daily basis. These are done either at the end of the day or at the beginning of the next day.
At many dealerships the people in charge of the cash box and debit/credit card machine are responsible for steps 1, 2 and 3. Then they pass the payment report, cash and cheques to be deposited and the debit/credit card machine summary on to accounting for verification. Accounting would then run steps 4, 5 and 6.
Cashier
- Run the Payments report (see below for more information)
- Count the cash, cheques, expense receipts, credit and debit card slips in your cash box (for the debit and credit card slips, you can also get a total from the debit/credit card machine)
- Check that the total for each type of payment in the cash box matches the total on the payment report. Cash plus receipts for expenses (paid for by cash removed from the cash box) minus the float should balance to the cash total on the payment report.
Accounting
- Run the Daily Update (see below for more information)
- Post General Ledger transactions. Call about any transactions that will not post.
- From the Bank Deposit screen, flag the cash and cheques, credit card and debit card payments deposited to the bank. This will clear your undeposited account and increase your bank account. If the cash in the cash box is under or over what it should be (for example, due to an error in the amount of change given) then you will need to do a manual journal entry to the undeposited account and the cash under/over account.
Payments Report.
From the top menu bar, select [Sales], [Parts], [Daily Menu], and then [Payments]. The Payments Report screen opens.
· Enter the Till ID or leave the field empty to view all tills.
· Enter the start date of the report in the From Date field or click on the box to select from a calendar.
· Enter the end date of the report in the To Date field or click on the box to select from a calendar.
· Click Print to generate a report.
· Compare the printed report to your manual till count.
Update Daily Sales
From the top menu bar, select [Sales], [Parts], [Daily Menu], and then [Daily Update]. The Daily Sales Update screen opens.
· Click on the Line # to view sales transactions for that date. The details of the transactions will be displayed.
· Review the details of the transactions.
· If you wish, click Print Payment Details to print the Till Payment Type Details Report.
· Click Submit to move the transactions from the sales module to the financial module. The transactions will now be unposted transactions in the General Ledger.
Repeat these steps for each of the remaining transactions on the [Daily Sales Update] screen.
Author: Pear Tree
Last update: 2016-11-10 15:47
Daily Sales Procedure
Daily Sales Procedure – Dealership
- Run the Payments Report.
From the top menu bar, select [Sales], [Parts], [Daily Menu], and then [Payments]. The Payments Report screen opens.
· Enter the Till ID or leave the field empty to view all tills.
· Enter the start date of the report in the From Date field or click on the box to select from a calendar.
· Enter the end date of the report in the To Date field or click on the box to select from a calendar.
· Click Print to generate a report.
· Compare the printed report to your manual till count.
2. Update the Daily Sales.
From the top menu bar, select [Sales], [Parts], [Daily Menu], and then [Daily Update]. The Daily Sales Update screen opens.
· Click on the Line # to view sales transactions for that date. The details of the transactions will be displayed.
· Review the details of the transactions.
· If you wish, click Print Payment Details to print the Till Payment Type Details Report.
· Click Submit to move the transactions from the sales module to the financial module. The transactions will now be unposted transactions in the General Ledger.
· Repeat the previous steps for each of the remaining transactions on the [Daily Sales Update] screen.
Author: Pear Tree
Last update: 2016-11-10 15:47
GENERAL LEDGER
GENERAL LEDGER
General Ledger transactions are created from everywhere and have to be funnelled into the General Ledger Transaction file to be Posted before they reach the General Ledger.
Finance – General Ledger – Inquiry
GL Account Number:
- Can either manually enter an Account Number, or use the dropdown to choose from a list.
- Choosing an Account will make the Fiscal Year Table appear in the lower section of the window.
o If the Fiscal Year Sequence field is clicked, another pop up will appear showing the Fiscal Periods for the year for that account.
o Drilling down further creates another pop up detailing the Transactions for that month.
o The User can further drill down on the GL # for more information.
- Alternatively, leave GL account number blank and specify a GL transaction to display or click on Unposted GL Transactions or Posted GL Transactions (see below).
GL Account Description/GL Account Type/GL Category
- Information displays if an Account is specified.
- Cannot be edited in this window.
Current Year:
- Shows the current Fiscal Year.
Specific Transaction:
- Can manually enter a specific GL transaction number, if known, to show the details of the transaction.
Unposted GL Transactions:
- Shows all the Un-posted General Ledger transactions.
- Click on the Trans ID (GL transaction number) to show the details of the transaction.
Posted GL Transactions:
- Shows all the Posted Transactions in the system.
- In the pop up, click on the GL transaction number to show the details of the transaction.
Fiscal Year Sequence:
- Shows all Fiscal Years in the system.
- Click in the Fiscal Year Sequence column to show the Fiscal Periods for that Year.
- Click in the Fiscal Periods column to show the GL Transactions for that Period.
- Click in the GL# column to show the accounts and amounts in the transaction.
- Click on the Transaction Details button to see the transaction(s) that generated the GL transaction.
Types of GL transactions:
- Source indicates the type of transaction that generated the GL transaction.
Source code | Type of transaction |
APAR | Accounts Payable to Accounts Receivable transfer |
APC | Accounts Payable cheque |
APCV | Accounts Payable cheque voided |
APP | Accounts Payable invoice |
APPV | Accounts Payable invoice voided |
AR | Accounts Receivable invoice |
ARAP | Accounts Receivable to Accounts Payable transfer |
ARP | Accounts Receivable payment |
ARR | Accounts Receivable invoice reversed |
BD | Bank Deposit |
J | Journal Entry |
NAP | Non-AP unit cost adjustment |
PAY | Payroll |
PHYS | Physical Inventory |
PT | Part transfer to another store |
RPO | Purchase Order Receipt |
RS | Retail sales and/or payments |
RSI | Part on-hand quantity adjustment |
RVS | Unit sale finalized |
RVSR | Unit sale reversed |
TC | Trade-in cost assigned |
UT | Unit transfer to another store |
WO | Work order closed |
WOR | Closed work order reversed |
YERP | Year end close |
Finance – General Ledger – Update – Post Trans
To Post Transactions means taking the transaction, putting it in the General Ledger and making it history.
- Drilling down on the Trans. ID shows the General Ledger Transactions.
- Clicking on Transaction Details will show further information, if there is any. If there is not an Error message will appear.
Submit:
- Posts ALL Transactions in the List.
Finance – General Ledger – Update – Bank Deposit
Removes the payments from the Undeposited Funds Account and puts them into the Bank.
- Bundle or group together different Payment Types as if entering into a Bank.
o Flag all Cash for one day and Submit.
§ If there is a difference between the Payments for the day and Cash of a small amount (less than $5), do a manual entry to add the discrepancy.
o Clear the window.
o Re-choose the Bank and Deposit Date and do the same for each different type of payment (credit card, direct deposit, etc.).
- Each Deposit is an Unposted General Ledger Transaction.
- Each Deposit will need to be Posted.
- Undeposited Funds will show as Bank Clearing Account.
Bank Code:
- Select from the dropdown.
- From Finance – Payables – Administration – Bank Codes.
Deposit History:
- Cycle No.:
o Manually enter the Cycle or click the Underlined link to choose from the Table.
o Shows different Cycles for each Submit.
Bank Code Name/Bank Clearing Account/Bank Deposit GL/GL Clearing Balance/Undeposited Total/Deposit Total:
- Default in from Bank Code.
- Cannot be edited in this window.
To Fiscal Period:
- Defaults to current Fiscal Period.
- Can be overridden to a prior date.
- Make sure the correct Fiscal Date is showing if depositing for a prior time.
Deposit Date:
- Defaults to current Date.
- Can be overridden to a prior date.
- Make sure the correct Date is showing if depositing for a prior time.
Bank Deposit GL Balance (After Deposit):
- The amount will change after each Submit and Clear.
BANK RECONCILIATION
Finance – General Ledger – Update – Bank Reconciliation
- A Bank Deposit creates a Transaction.
- A Bank Reconciliation does not create a Transaction.
- Creates a list to compare to the Bank Statement and General Ledger.
Bank Code:
- Select the correct Bank from the dropdown for the Bank Statement.
- Once a Bank is selected, a list will appear in the lower section of the window.
- Flag each item found on the Bank Statement.
To Fiscal Period:
- Manually enter the Period or click the Underlined link to choose from the Table.
Reconciliation Date:
- Defaults to the current date.
- Can be changed manually or use the Calendar icon.
- Usually the date on the Bank Statement.
Unreconciled Total:
- Decreases for each Debit flagged in the list.
- Increases for each Credit flagged in the list.
Reconciled Total:
- Increases for each Debit flagged in the list.
- Decreases for each Credit flagged in the list.
Derived Balance:
- Once everything on the bank statement is flagged, should be the same as the Closing Balance on the Bank Statement.
Submit:
- Saves the changes made.
Clear:
- Clear the screen once finished.
Once the Bank Reconciliation has been completed, do the following:
Bank Code:
- Choose the same Bank.
Print Unrecs:
- Print and attach to the Bank Statement.
Finance – General Ledger – Update – Account Update
GL Year Sequence: Mandatory
- From Finance – General Ledger – Administration – GL Year End – GL Fiscal Year.
- To which Fiscal Year the account is to Post.
- Defaults to the current Fiscal Year.
- Can be changed to a previous Fiscal Year by manually entering the Year Sequence or clicking the Underlined link to choose from the Table.
Account Number: Mandatory
- Manually enter the account number to be added.
- If looking at an account already submitted, manually enter the account or click on the Underlined link to choose from the Table.
- At year end, the Chart of Accounts is copied to the next Fiscal Year.
- If adding an account to a previous Fiscal Year, and it has already been Initialized for the current year, the account must be added to both the previous and current Fiscal Year.
- Alphanumeric.
- Freeform.
- Unlimited space.
Account Description: Mandatory
- Describes the account.
- Appears on Financial Reports.
- Alphanumeric.
- Freeform.
- Unlimited space.
Account Type: Mandatory
- Choose from the dropdown (Asset, Liability, Income, Expense).
- Liability = Equity.
Level:
- Only visible if, in Store Parameters (Finance Tab), GL Summary Accounts is enabled.
- Choose from dropdown (Posting, Summary).
- If not enabled, Posting is assumed to be used.
- Summary Account cannot be a Control Account.
- If Summary is chosen, Children Button appears next to Budgets.
o Groups together individual accounts to a Summary Account.
o Click on Select Account.
o Choose and account from the dropdown.
o Add a row and select another account.
o Keep adding rows until all the accounts have been added.
o Only Posting Accounts can be added.
o Cannot Post to a Summary account.
Status:
- Choose from the dropdown (Active or Inactive).
- Cannot be made Inactive unless currently has and for the last 12 months had a 0.00 Balance.
- Cannot Post to an Inactive account.
- An error message will appear to disallow making the account Inactive when Submitted.
Account Category:
- From Finance – General Ledger – Administration – GL Tables – Categories.
- Creates Subtotals on a Financial Report.
- If using Peartree Chart of Accounts, this is pre-populated.
- If not pre-populated, Dealership needs to create its own.
Department:
- From Finance – General Ledger – GL Allocation – Allocation Tables – GL Departments.
- Choose from the dropdown.
- Can run a mini P & L Report by Department.
Store Location:
- If a multi-store set up, choose the Store to which this account will be associatied.
Control Account:
- Enable if this is a Control Account (AP, AR, Unit Inventory, Parts Inventory).
- All transactions that happen to this account should be system generated.
- Cannot be used in a Manual Journal Entry.
Control Account Type:
- Added to Version 6.
- Control Account must be enabled in order to access.
- Allows the User to the Control Account type.
- Choose from the dropdown (Receivable Control, Payable Control, Unit Inventory Control, Part Inventory Control).
- Prepopulated in the system.
- Cannot be changed.
- Mandatory if Control Account is enabled.
- In previous versions, Parts and Inventory could not be flagged as a Control Account because AP Invoices could not use Control Accounts.
Budgets:
- Allows a Budget amount to be entered per month/year.
- Different Reports can compare the Budget Amount versus the actual amount.
- Period Description:
o Defaults in from Fiscal Year.
o Cannot be edited in this window.
- Budgets:
o Enter the amount.
o Numeric only or will receive an Error message.
- Close Window:
o Closes the window.
o No Submit on this window. Must remember to Submit in the original Update window or all new information will be lost.
- Clear:
o Clears the window.
Submit:
- Saves any new information to the system.
Clear:
- Clears the screen.
- Any new information added will be lost if not Submitted first.
System Admin – Configuration – Tables – Department
Sales, Parts, Service, F & I
Department Code:
- Manually enter the Code to be submitted.
- If looking at a Code already in the system, manually enter into the field or click on the Underlined link to choose from the Table.
- Alphanumeric.
- Unlimited.
Department Name:
- Description of the Code.
- Alphanumeric.
Department Type:
- Select from dropdown – Payroll or Non-Payroll.
- Does not come from a Table.
- Cannot be changed nor add anything.
Finance – General Ledger – Update – Journal Entry
- This window should not be used often.
- Used to load initial General Ledger Balances.
- The account cannot be a Control account. Can be changed to a Control account after making the entry.
- Used for Recurring Entries.
- Can be used for Service Charges, Bank Interest, Depreciation entries, and so on.
Journal Entry:
- Unposted Journal Entries.
- Enter the GL Transaction Number of the Entry or click on the Underlined link to choose from the Table.
New:
- New shows in the Journal Entry field.
- Assigns a unique Transaction number once Submitted.
GL Transaction Description:
- Manually enter a description: Bank Interest for the month, Depreciation for the month.
- Alphanumeric.
- Freeform.
- Unlimited.
Reference Date;
- Defaults to the current date.
- Can be changed by manually entering the new date (M/D/Y) or using the Calendar Icon.
- If changed to another Fiscal Period, the GL Fiscal Period will change accordingly.
- If the GL Fiscal Period is changed, the date will not automatically change.
GL Account:
- Manually enter the account to be used or click the Underlined link to choose from the Table.
GL Description:
- Defaults in from the account chosen.
- Cannot be edited in this window.
Debit Amount/Credit Amount:
- Put the amount to be debited or credited for the account in the proper field.
Account Line Description:
- Optional.
- Alphanumeric.
- Freeform.
- Add another line by tabbing through or clicking the +in the Title section.
- Repeat the above steps, putting in either a credit or a debit, until the Transaction Balance equals 0.00.
- Minimum of two lines must be used.
- No maximum number of lines.
Automatically Reverse Entry:
- Accounting Term for this is Accrual.
- If an expense is unknown, an estimate can be entered in Journal Entry.
- If checked, the estimate will automatically reverse out in the next month and the correct amount can be entered.
Get Recurring:
- An entry that happens on a regular basis (for example if the Dealership does not use the Payroll Module).
- Choose from the Table the recurring entry to be used.
- Change the amounts if needed and Submit.
Save Recurring:
- Saves an entry as a Recurring Entry.
Delete Recurring:
- If the recurring entry is no longer needed.
- Bring up a Recurring Entry from Get Recurring.
- Click Delete Recurring.
- Deletes instantly. Does not need to be submitted.
Submit:
- Saves the entry to the system.
- The Transaction Balance must be 0.00 in order to be saved.
- Becomes an Unposted Journal Entry.
- The entry has to be posted before it affects any of the accounts.
Clear:
- Clears the window of information.
- Any new information entered that has not been Submitted will be lost.
MONTH END PROCEDURES
The following should be done at Month End.
- Review Open Work Orders.
- Close what Work Orders need to be closed.
- Check the Sub Ledgers against the Ledger.
o Inventory – look at In Stock and Initialized, not Finalized and Service.
o Accounts Payable
o Accounts Receivable
- Compare the Ending Balance in Detailed reports like Trial Balance.
- Make sure all Daily Sales are Updated.
- All General Ledger transactions for the month are Posted and none are Invalid.
- Reconcile the Bank Statements.
- Check deposits for Undeposited Funds. Make sure it equals 0.00.
- Run Month End Reports
o Trial Balance
o Balance Sheet
o P & L
- Advance current Fiscal Period.
System Admin – Parameters – Current Fiscals
There are Four Current Fiscal Periods:
- General Ledger Manual – Journal Entries
- AP – Accounts Payable Invoices, Accounts Payable cheques, and Payroll.
- AR – Payments and Invoices through Accounts Receivable.
- Sales – Sales Department (Parts and Units) and Service Department (Work Order)s.
- This window establishes a backstop or cutoff date.
- Once Submitted no transactions can be entered for anything prior to the Current Fiscal Year showing.
- Cab=n re-open a Fiscal Period if necessary.
- The system only allows a two year adjustment, the Prior and Current Fiscal Years only.
REPORTS
Finance – General Ledger – Reports – Balance Sheet
Fiscal Period:
- Manually enter or click the Underlined link to choose from the Table.
Detail or Summary:
- Choose from dropdown: Detail or Summary.
- Defaults to Detail.
Sort by:
- Choose from dropdown: Category Code, Category Desc, or Category Sort Key.
- Choose to sort in Ascending or Descending Order.
Finance – General Ledger – Reports –Trial Balance
Fiscal Period:
- Manually enter or click the Underlined link to choose from the Table.
- Does not break down any further.
- Shows
o the Opening Balance
o Changes for the Fiscal Period (Debits and Credits)
o Closing Balances.
- Balances to 0.00 at the bottom of the report.
Finance – General Ledger – Reports – Profit/Loss – Single Fiscal
Fiscal Period:
- Enter the Period for the report or click the Underlined link to choose from the Table.
Store:
- Choose the store from the dropdown.
Department:
- From System Admin – Configuration – Tables – Department.
- Choose from dropdown.
Detail/Summary:
- Defaults to Detail.
- Choose from dropdown – Detail or Summary.
Sort by:
- Choose from dropdown - Category Code, Category Desc or Category Sort Key.
- Defaults to Category Code.
- From Finance – General Ledger – Administration – GL Tables – Categories.
- In the adjacent field, sort by Ascending or Descending.
- Defaults to Ascending.
Print:
- Runs the Report according to the parameters entered.
To Excel:
- Sends the information to an Excel spreadsheet.
Finance – General Ledger – Reports – GL Transaction – Transaction History
From Period/To Period:
- Able to run for a single Fiscal Period or a range of Fiscal Periods.
- Manually enter the Fiscal Period or click the Underlined link to choose from the Table.
From Entry Date/To Entry Date:
- Instead of running by Fiscal Periods, can run for a specific Date or Date Range.
- The actual Date the entry was made.
- Manually enter the Daye or use the Calendar icon .
GL Accounts:
- All:
o If checked shows all Transactions for the parameters specified.
- Selected:
o If checked, shows a Table to enter a specific GL Account to see all transactions.
o Manually enter the Account or click on the Underlined link to choose all accounts from the Table.
Sort By:
- Entry Date, GL Trans # or Source.
- Defaults to Entry Date.
- Further sort by Ascending or Descending order.
- Defaults to Ascending.
Finance – General Ledger – Reports – Chart of Accounts
- Shows the Chart of Accounts in the sytem.
- Can drill down on each account for the current Fiscal Periods for that account.
- Can further drill down to see the Transactions for that Fiscal Period.
- From Transactions, can drill down to see the details of each.
Print:
- Prints a copy of the Chart of Accounts.
Author: Pear Tree
Last update: 2016-11-10 15:47
General Ledger Administration Tables
Service – Administration – Service Sale Codes
- Used only in Service when closing a WO.
- Inventory GL Account – Control Account
- Sales GL Account – Income Account
- Cost of Sales GL Account – Expense Account
Physical Inventory and Part Quantity Adjustment both deal with GL transactions.
- Involves the Inventory account and the Inventory Adjustment account.
- Sometimes the Inventory Adjustment Account is separate; sometimes it is the same as the COS Account.
- When doing an adjustment it is one to one: one adjustment = one transaction.
- When doing Physical Inventory, it creates one transaction for everything, regardless of the Part.
- If different accounts are used, a different dr/cr transaction line will be created.
- Credit Inventory Adjustment – Found Inventory (more than what was in the system).
- Debit Inventory Adjustment – Lost Inventory (less than what was in the system).
Finance – General Ledger – Administration – Fix Invalid
Fixes any accounts which will not Post because of an Invalid accounts or information.
Transaction #:
- Shows all Invalid transactions in the system.
- Manually enter the transaction number or click on the Underlined link to choose from the Table.
GL Account:
- Manually enter the Account or click on the Underlined link to choose from the Table.
Ctrl Acct/Account Description:
- Defaults in from the GL Account.
- Cannot be edited in this window.
Debit Amount/Credit Amount:
- Enter the correct amounts to balance the Transaction.
Account Line Description:
- Manually enter a description for the transaction.
Transaction Balance:
- Has to be 0.00 in order to Submit.
Finance – General Ledger – Administration – GL Tables – Categories
Category Code:
- Some reports sort the information by Category Code not Sort Code.
- Creates Subtotals on a Financial Report.
- If using Peartree Chart of Accounts, this is pre-populated.
- If not pre-populated, Dealership needs to create its own.
- Manually enter the Code to be submitted.
- If looking at a Code already in the system, manually enter into the field or click on the Underlined link to choose from the Table.
- Alphanumeric but best to use a digital code.
- Best not to mix numbers and letters.
Description:
- Alphanumeric.
- Freeform.
- Shows in the dropdown on for Category Code on different windows and reports.
Sort Key;
- Allows reports to be sorted by the Sort Key and not the Category Code.
- Alphanumeric but best to use digits.
Cost of Sales Category:
- If checked, shows the Gross Profit in the P & L Report.
FISCAL CALENDAR
This is part of the Initial set up at any site. A Fiscal Calendar has to exist before any kind of Transaction can be created.
Finance – General Ledger – Administration – GL Year End – GL Fiscal Year
GL Year Sequence:
- First year will be 1000.
- A sequential number. Each new year adds to it (1001, 1002 etc.).
- Manually enter the Year of interest or click the Underlined link to choose from the Table.
- If choosing a previous year, a warning will appear.
GL Fiscal Year:
- Shows the Fiscal Year.
GL Fiscal Year Description:
- Describes Fiscal year, usually beginning month/year to end month/year.
- Alphanumeric.
- Freeform.
GL Fiscal Period:
- Usually abbreviation of the month and the last two digits of the year (January 2012 = JAN12).
- Once set up, never have to do again. System will automatically fill in when Year is rolled.
Period Description:
- Description of the Fiscal Period.
- Alphanumeric.
- Freeform.
Period Start Date:
- Month/Day/Year the Fiscal Period starts.
Period End Date:
- Month/Day/Year the Fiscal Period ends.
New Year:
- Once the first year has been set up, and Year End, creates the Periods for the next Fiscal Year.
Author: Pear Tree
Last update: 2016-11-10 15:47
GL Transactions in the System
G/L TRANSACTIONS IN THE SYSTEM
PARTS SALES
1. Parts Sales with no Discount with Customer Taxes(Cash):
Sales – Parts – Daily Menu – Daily Update
2. Parts Sales Return with no Discount with Customer Taxes(Cash):
3. Parts Sales with no Discount with Tax Exempt Product:
4. Parts Sales Return with no Discount with Tax Exempt Product:
5. Parts Sales with no Discount with Tax Included Product:
6. Parts Sales Return with no Discount with Tax Included Product:
7. Parts Sales with Discount with Customer Taxes(Cash):
8. Parts Sales Return with Discount with Customer Taxes(Cash):
9. Parts Sales with Discount with Tax Exempt Product:
10. Parts Sales Return with Discount with Tax Exempt Product:
11. Parts Sales with Discount with Tax Included Product:
12. Parts Sales Return with Discount with Tax Included Product:
Retail Parts Sales:
Inventory – Parts – Parts Inquiry
Find the Class on the Inventory Screen.
Inventory – Parts – Administration – Product Classes
- Choose the Class.
- Shows the Sales G/L Account, Cost of Sales G/L Account, Inventory G/L Account and the Inventory Adjustment G/L Account PER STORE set up.
- Sales G/L Account = Quantity on a Sales * Part Listed Price
- Cost of Sales G/L Account = Inventory Cost for Dealership to buy.
- Inventory G/L Account = Inventory Cost for Dealership to buy.
- Inventory Adjustment G/L Account = (Quantity started with – Quantity changed to) * Cost.
Undeposited Funds
PTS – Table Mtc. – Sales – Payment Codes (or Finance – Receivables – Administration – Payment Form)
Payment Form
- Select Payment Form.
- Shows the store and which account is used for that store.
Funds Code: Shows Currency.
Authorization Required
- For a Credit Card Payment, if set to Yes, a popup will appear at time of Sale for an Authorization Number.
- Some of the Payment Forms will have special accounts, and not go into Undeposited Funds.
o Bad Debt Writeoff (Will go into a Bad Debt Account)
o On Account (Accounts Receivable)
o Coupon (Advertising and Promotion)
o Direct Deposit (Canadian Bank)
o Dealer Reserve (Dealer Reserve Income)
o Early Payment Discount (Discounts)
o Gift Certificate (Unearned Income gift)
o US Cheque (US bank)
o Warranty Writeoff (Warranty Writeoffs)
Make this payment option No.:
- Orders the Payment Types in the Payment window.
Leave BLANK …:
- Some of the Payment Forms do not need to be seen by the Service people at the Register.
- Leaving this blank will ensure it does not show in any Payment List.
Accounts Payable Invoice
Finance – Payables – Update – AP Invoice
SALES PARTS SPECIAL ORDERS
Sales – Parts – Special Orders
Special Order with no Cash down:
Author: Pear Tree
Last update: 2016-11-10 15:47
How to Get Excel Viewer 2003
How to Get Excel Viewer 2003
As you may know, Dealership gives you the power to save some of your reports in Microsoft Excel format. It is possible, however, that you may not have Excel installed on your system. Microsoft offers a free program called Excel Viewer 2003 which can read and display Excel spreadsheet files.
To get Excel Viewer 2003, complete the following steps:
1. | Open a Web browser (such as Internet Explorer) and type in the following URL:
www.microsoft.com |
2. | Type excel viewer into the search box (top right-hand corner of the page) and click Search. | 
|
3. | The first result will be Excel Viewer 2003. Click on the link (shown in blue). | 
|
4. | Click Download. | 
|
5. | When you are asked what you want to do with the file, click Run. | 
|
6. | A window will show you the progress of your download. Wait for it to complete. | 
|
7. | If you are asked to confirm that you want to run the file, click Run. | 
|
8. | You will be required to accept the terms of the license agreement before installing the software. If you accept, check off the I accept the terms of the license agreement box and click Next >. | 
|
9. | Choose a folder to install the program in. If you’re not sure what this is, just click Next >. | 
|
10. | A window will notify you of the install progress. Do not click Cancel. When it is finished, you will be notified that Excel Viewer 2003 has been installed. | 
|
You have just installed Excel Viewer 2003! You are now able to read any Excel files generated by Dealership. Note that you will not be able to edit the files after they have been generated. To do so, you must purchase the full version of Microsoft Excel. For more information, see Microsoft’s Web site (http://office.microsoft.com).
Author: Pear Tree
Last update: 2016-11-10 15:47
Inventory - Adding a Base Cost and Other Costs to a Unit
Adding a Base Cost and Other Costs to a Unit
Base Cost is what the Unit costs to acquire.
Other Costs are costs which may or may not be added to the price, such as Freight, Brokerage, Breakage Cost, Duty, Internal Work Orders, and so on.
Adding a Base Cost
Finance – Payables – Update – AP Invoice
Payable No:
- Added by the system when Invoice is submitted.
- If entering manually, must be an Invoice already submitted in the system or will receive an Error message:
- Numeric only.
- Can click on the Underlined link. A Table will appear with all Payables entered in the system. Click in the light green area under Payable Number to bring up the appropriate invoice.
-
Vendor Code:
- Cursor automatically defaults to this field when screen is opened.
- Can either type in the Vendor ID from Vendor Update Profile or click on the Underlined link. A Table will appear with all Vendors entered in the system. Click in the light green area under Vendor Code to bring up the appropriate vendor.
- Usually General Electric (GE) or a bank.
- Could come straight from the Manufacturer.
Invoice No:
- Enter the number on the Invoice.
- Alphanumeric.
- Freeform.
Invoice Date:
- Enter the current date.
- Can be added manually or through the Calendar icon.
- Format will be MM/dd/YY.
Due Date:
- Will automatically fill in a month from the Invoice Date.
- Can be changed manually or through the Calendar icon.
- Format will be MM/dd/YY.
PO Number:
Tax Code:
- Defaults from the Vendor Profile.
- Can be changed by using the dropdown.
Discounts:
- Percentage:
o Cannot be a negative value or will receive an Error message.
o Cannot be over 100 or will receive an Error message.
- Date:
o If the Percentage is not 0.00, the current date will be entered by default.
o Can be changed manually or with the calendar icon.
- Total (Overridden):
o Amount defaults in from the Percentage.
o Can only be edited if Overridden is enabled.
o Freeform.
o Must be a valid number or will receive an Error message.
Line Amount:
- Amount paid for Unit.
- Numeric only or will receive an Error message.
- Positive, negative, or 0.00.
- Manually entered.
Gross Amt:
- Line Amount + Taxes
- Automatically calculates.
- To edit, click on the light green area. A pop up box will appear. A new Gross Amount can be entered.
- The Line Amount will recalculate to account for Taxes.
Line Description:
- Freeform.
- Alphanumeric.
- Unlimited Space.
GL Account:
- Automatically defaults in when the Line Amount is entered.
- Comes from Vendor Profile.
- Must be an Inventory Account.
- Can be changed.
- Can manually type in the correct account or click on the Underlined link and choose from the Table.
GL Description:
- Defaults from the GL Account.
- Cannot be edited from this field.
Comments:
- Alphanumeric.
- Unlimited.
- Freeform.
Override:
- Allows the User to override the Tax Amount.
- Checked allows the Tax to be overridden.
- Unchecked, the Tax cannot be overridden.
Tax Codes:
- Comes from the Tax Code dropdown in the upper section of the window.
- Cannot be overridden in this field.
Tax Amounts:
- Line Amount * Tax Amount (from the Tax Code).
- Cannot be changed if Overridden is not enabled.
- An Error message will appear if try to change without checking the Overridden box.
- Invoice Total will change if Tax Amounts is overridden.
- Line Amount and Gross Amt do not change.
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
- Line Amount must equal Unit Cost or will receive an Error message.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Unit Costs:
- Clicking this button allows access to the Unit Cost window.
More than one Unit and Unit Base Cost can be added to a Payable by either clicking the + sign or tabbing through an already created line.
Vendor Code/Total Costs/Payable No./ Invoice No./Funds Code:
- Default in from the AP Invoice Update screen.
- Cannot be edited in this window.
Unit ID:
- Enter the ID of the Unit for which the Base Cost is being entered.
- Unit must be saved in the Unit Inventory Profile.
- Cannot use a Unit that has already been sold or will receive an Error message about the Cost of Sales account.
Unit Description:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Dealer Price:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Base Cost:
- Enter the amount paid for the Unit.
- Cursor does not show in field. Click on the field and start typing in the amount.
- Manually entered.
- Must be a number or will receive an Error message.
- Can be positive negative or 0.00.
- Must equal to the Total Line Amount in the AP Invoice window.
- Updates under Cost Tabs in Unit Inquiry window.
Submit:
- Submits any new information.
- Is not needed to save the Unit ID.
- Need to submit if Base Cost needs to be saved, otherwise it will go to 0.00.
Cancel:
- Closes the window.
- If the Base Cost is not submitted before Cancel is clicked, it will revert to 0.00 but the Unit ID will stay.
Adding an Other Cost
There are two ways to add an Other Cost to a Unit:
- If the Cost is being added to the price, through Accounts Payable (Finance – Payables – Update – AP Invoice).
- If the Cost is not being added to the Price, through Non AP Unit Cost (Inventory – Units – Update – Non AP Unit Costs).
Finance – Payables – Update – AP Invoice
Payable No:
- Added by the system when Invoice is submitted.
- If entering manually, must be an Invoice already submitted in the system or will receive an Error message:
- Numeric only.
- Can click on the Underlined link. A Table will appear with all Payables entered in the system. Click in the light green area under Payable Number to bring up the appropriate invoice.
Vendor Code:
- Cursor automatically defaults to this field when screen is opened.
- Can either type in the Vendor ID from Vendor Update Profile or click on the Underlined link. A Table will appear with all Vendors entered in the system. Click in the light green area under Vendor Code to bring up the appropriate vendor.
- Could be a Freight Company, a Brokerage Firm, and so on.
- Could come straight from the Manufacturer.
Invoice No:
- Enter the number on the Invoice.
- Alphanumeric.
- Freeform.
Invoice Date:
- Enter the current date.
- Can be added manually or through the Calendar icon.
- Format will be MM/dd/YY.
Due Date:
- Will automatically fill in a month from the Invoice Date.
- Can be changed manually or through the Calendar icon.
- Format will be MM/dd/YY.
PO Number:
Tax Code:
- Defaults from the Vendor Profile.
- Can be changed by using the dropdown.
Discounts:
- Percentage:
o Cannot be a negative value or will receive an Error message.
o Cannot be over 100 or will receive an Error message.
- Date:
o If the Percentage is not 0.00, the current date will be entered by default.
o Can be changed manually or with the calendar icon.
- Total (Overridden):
o Amount defaults in from the Percentage.
o Can only be edited if Overridden is enabled.
o Freeform.
o Must be a valid number or will receive an Error message.
Line Amount:
- Total Amount paid for Other Costs.
- Numeric only or will receive an Error message.
- Positive, negative, or 0.00.
- Manually entered.
Gross Amt:
- Line Amount + Taxes
- Automatically calculates.
- To edit, click on the light green area. A pop up box will appear. A new Gross Amount can be entered.
- The Line Amount will recalculate to account for Taxes.
Line Description:
- Freeform.
- Alphanumeric.
- Unlimited Space.
GL Account:
- Automatically defaults in when the Line Amount is entered.
- Comes from Vendor Profile.
- Must be an Inventory Account.
- Can be changed.
- Can manually type in the correct account or click on the Underlined link and choose from the Table.
GL Description:
- Defaults from the GL Account.
- Cannot be edited from this field.
Comments:
- Alphanumeric.
- Unlimited.
- Freeform.
Override:
- Allows the User to override the Tax Amount.
- Checked allows the Tax to be overridden.
- Unchecked, the Tax cannot be overridden.
Tax Codes:
- Comes from the Tax Code dropdown in the upper section of the window.
- Cannot be overridden in this field.
Tax Amounts:
- Line Amount * Tax Amount (from the Tax Code).
- Cannot be changed if Overridden is not enabled.
- An Error message will appear if try to change without checking the Overridden box.
- Invoice Total will change if Tax Amounts is overridden.
- Line Amount and Gross Amt do not change.
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
- Line Amount must equal Unit Cost or will receive an Error message.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Unit Costs:
- Clicking this button allows access to the Unit Cost window.
More than one Unit and Unit Other Cost can be added to a Payable by either clicking the + sign or tabbing through an already created line.
Vendor Code/Total Costs/Payable No./ Invoice No./Funds Code:
- Default in from the AP Invoice Update screen.
- Cannot be edited in this window.
Unit ID:
- Enter the ID of the Unit for which the Other Cost is being entered.
- Unit must be saved in the Unit Inventory Profile.
- Cannot use a Unit that has already been sold or will receive an Error message about the Cost of Sales account.
Unit Description:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Dealer Price:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Base Cost:
- Can only be entered once for a Unit.
Cost Codes:
- Enter either the Cost Code manually or click on the Underlined link and choose from the Table.
- Make sure the Cost Code GL matches the GL Account from the AP Invoice Line Amount.
- The Amount can be put on one line under one Cost Code or spread over different Cost Codes.
- Total Cost Code Amounts must equal Total Line Amounts.
Submit:
- Submits any new information.
- Is not needed to save the Unit ID or the Cost Code or Cost Code Amounts.
Cancel:
- Closes the window.
- If the Base Cost is not submitted before Cancel is clicked, it will revert to 0.00 but the Unit ID will stay.
Inventory – Units – Update – Non AP Unit Costs
This window is used only if there is a Cost that needs to be applied to a Unit but the Dealer does not owe it to anyone. For example, depreciation.
Unit ID:
- Enter the ID of the Unit for which the Other Cost is being entered.
- Unit must be saved in the Unit Inventory Profile.
- A Sold Unit will not appear here.
Description/Unit Status/Base Cost/Product Class:
- Automatically fill in from the Unit ID.
- Cannot be edited in this window.
First Cost Code section defaults in from AP Invoice Update. This section cannot be edited in this window.
Transaction Date:
- Defaults to the current date.
- Can be changed manually or using the Calendar icon.
- Format will be MM/dd/YY
Cost Code:
- Enter either the Cost Code manually or click on the Underlined link and choose from the Table.
- Can only choose a Cost Code with a Non AP Credit Account.
- Make sure the Inventory GL Account matches the GL Account from the Class field in the Unit Details window.
- More than one Cost Code can be added.
Cost:
- Enter the Cost.
- Can be positive, negative, or 0.00.
- Must be numeric or will receive an Error message.
Other Costs:
- Total of all Costs from both sections.
- Field cannot be edited.
Rebate Total:
- Defaults in from another window.
- Cannot be edited in this window.
Internal Work Orders:
- Defaults in from another window.
- Cannot be edited in this window.
Total Cost:
- Base Cost + Other Costs - Rebate Total + Internal Work Orders
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
- Line Amount must equal Unit Cost or will receive an Error message.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Author: Pear Tree
Last update: 2016-11-10 15:47
Inventory - Store Transfer and Unit Class Change
Inventory – Units – Update – Store Transfer
If a Dealership has more than one Store and they are listed as different locations on the same database, usually because the inventory needs to be kept separate, the system allows the Inventory to be transferred back and forth between stores. All costs (Base Cost, Internal Work Orders, Other Costs, etc.) for the Unit are transferred to the Receiving Store.
Unit ID:
- Manually enter the ID to be transferred or click the underlined link to choose from the Table.
- If the Unit entered is Sold or Serviced an Error message will appear.
- All Unit information defaults in from the Unit ID and cannot be edited in this window.
Transferring Store:
- Initial store from which the Unit is transferring.
- Choose from the dropdown.
Receiving Store:
- Store where the Unit is transferring.
- Choose from the dropdown.
- If the same Store is chosen, an Error message will appear.
Submit:
- Saves the information entered.
Clear:
- Clears any information entered on the screen.
- Any new information that has not been submitted will be lost.
Inventory – Units – Update – Unit Class Change
New to Version 6. If the incorrect Codes are noticed before any Costs have been added, Unit Class can be changed in the Inventory Unit Update window. Use this window if Base Costs, Other Costs, Internal Work Orders and so on have been added to the Unit otherwise the proper GL Accounts will not be updated.
Unit ID:
- Manually enter the ID or click the underlined link to choose from the Table.
- Sold or Serviced Units will not appear in the Table. If one such Unit is manually entered an Error message will appear.
- All Unit information, along with Costs and Rebates, will appear in the upper part of the window.
- This information is not accessible from this window.
New Class:
- Manually enter the Code or click the Underlined link and choose from the Table.
- When New Class is entered will receive the following pop up window:
Transaction Date:
- Defaults to the current date.
- Can be changed manually.
- The changed date (past, present, or future) must be in the Fiscal Year showing or will receive an Error message.
Fiscal Period/Fiscal Year:
- Defaults from the current Fiscal Year on the system.
- Cannot be edited in this window.
Base Cost/Other Costs/Rebate Total (-)/Int. Work Orders :
- Default in from other windows.
- Cannot be edited in this window.
Total Cost:
- Base Cost + Other Costs – Rebate Total + Int. Work Orders
- Cannot be edited in this window.
Cost Code:
- Will show the Code of the last Cost Code showing in the upper Cost Code Table.
- Cannot be changed or will receive an Error message.
- Either click the + Button in the Title Row or tab through the existing row till the new row appears.
- Manually enter the new Cost Code or click on the Underlined link and choose from the Table.
- Make sure the correct Inventory GL Account and Cost of Sales GL Account are attached to the New Class.
- If the incorrect Cost Code is used will receive an Error message.
Cost:
- The Reversed Total of all the Costs in the upper Cost Table.
- Cannot be changed or will receive an Error message.
- Enter the original cost of the old Cost Code.
Description:
- Will show as Reverse Class: ‘Old Class Code’ Total.
- Cannot be changed or will receive an Error message.
Description:
- Description will default in from the Cost Code entered.
- Cannot be changed.
- Once a new Cost Code has been added, Description will default in from the Cost Code entered.
- Cannot be changed.
Continue adding Cost Codes for the New Class till the lower Cost Code Table matches the upper one.
Rebate Code:
- Will show the Code of the last Rebate Code showing in the upper Rebate Code Table.
- Cannot be changed or will receive an Error message.
- Either click the + Button in the Title Row or tab through the existing row till the new row appears.
- Manually enter the new Rebate Code or click on the Underlined link and choose from the Table.
- Make sure the correct Revenue GL Account and Rebate Inventory Account are attached to the New Class.
- If the incorrect Rebate Code is used will receive an Error message.
Rebate Amt:
- The Reversed Total of all the Rebates in the upper Rebate Table.
- Cannot be changed or will receive an Error message.
- Enter the Rebate Amount.
- A Rebate Code must be entered before the Rebate Amt or an Error message will appear.
Rebate Description:
- Will show as Reverse Rebate: ‘Old Class Code’ Total.
- Cannot be changed or will receive an Error message.
- Once a new Rebate Code has been added, Description will default in from the Rebate Code entered.
- Cannot be changed.
Continue adding Rebate Codes for the New Class till the lower Rebate Table matches the upper one.
Submit:
- Enters the new information into the system.
Clear:
- Clears the window.
- Any new information that has not been submitted will be lost.
Author: Pear Tree
Last update: 2016-11-10 15:47
INVENTORY - UNITS - Add Base Cost and Other Cost Invoice
Base Cost is what the Unit costs to acquire.
Other Costs are costs which may or may not be added to the price, such as Freight, Brokerage, Breakage Cost, Duty, Internal Work Orders, and so on.
Adding a Base Cost
Finance – Payables – Update – AP Invoice
Payable No:
- Added by the system when Invoice is submitted.
- If entering manually, must be an Invoice already submitted in the system or will receive an Error message:
- Numeric only.
- Can click on the Underlined link. A Table will appear with all Payables entered in the system. Click in the light green area under Payable Number to bring up the appropriate invoice.
Vendor Code:
- Cursor automatically defaults to this field when screen is opened.
- Can either type in the Vendor ID from Vendor Update Profile or click on the Underlined link. A Table will appear with all Vendors entered in the system. Click in the light green area under Vendor Code to bring up the appropriate vendor.
- Usually General Electric (GE) or a bank.
- Could come straight from the Manufacturer.
Invoice No:
- Enter the number on the Invoice.
- Alphanumeric.
- Freeform.
Invoice Date:
- Enter the current date.
- Can be added manually or through the Calendar icon.
- Format will be MM/dd/YY.
Due Date:
- Will automatically fill in a month from the Invoice Date.
- Can be changed manually or through the Calendar icon.
- Format will be MM/DD/YY.
PO Number:
Tax Code:
- Defaults from the Vendor Profile.
- Can be changed by using the dropdown.
Discounts:
- Percentage:
o Cannot be a negative value or will receive an Error message.
o Cannot be over 100 or will receive an Error message.
- Date:
o If the Percentage is not 0.00, the current date will be entered by default.
o Can be changed manually or with the calendar icon.
- Total (Overridden):
o Amount defaults in from the Percentage.
o Can only be edited if Overridden is enabled.
o Freeform.
o Must be a valid number or will receive an Error message.
Line Amount:
- Amount paid for Unit.
- Numeric only or will receive an Error message.
- Positive, negative, or 0.00.
- Manually entered.
Gross Amt:
- Line Amount + Taxes
- Automatically calculates.
- To edit, click on the light green area. A pop up box will appear. A new Gross Amount can be entered.
- The Line Amount will recalculate to account for Taxes.
Line Description:
- Freeform.
- Alphanumeric.
- Unlimited Space.
GL Account:
- Automatically defaults in when the Line Amount is entered.
- Comes from Vendor Profile.
- Must be an Inventory Account.
- Can be changed.
- Can manually type in the correct account or click on the Underlined link and choose from the Table.
GL Description:
- Defaults from the GL Account.
- Cannot be edited from this field.
Comments:
- Alphanumeric.
- Unlimited.
- Freeform.
Override:
- Allows the User to override the Tax Amount.
- Checked allows the Tax to be overridden.
- Unchecked, the Tax cannot be overridden.
Tax Codes:
- Comes from the Tax Code dropdown in the upper section of the window.
- Cannot be overridden in this field.
Tax Amounts:
- Line Amount * Tax Amount (from the Tax Code).
- Cannot be changed if Overridden is not enabled.
- An Error message will appear if try to change without checking the Overridden box.
- Invoice Total will change if Tax Amounts is overridden.
- Line Amount and Gross Amt do not change.
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
- Line Amount must equal Unit Cost or will receive an Error message.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Unit Costs:
- Clicking this button allows access to the Unit Cost window.
More than one Unit and Unit Base Cost can be added to a Payable by either clicking the + sign or tabbing through an already created line.
Vendor Code/Total Costs/Payable No./ Invoice No./Funds Code:
- Default in from the AP Invoice Update screen.
- Cannot be edited in this window.
Unit ID:
- Enter the ID of the Unit for which the Base Cost is being entered.
- Unit must be saved in the Unit Inventory Profile.
- Cannot use a Unit that has already been sold or will receive an Error message about the Cost of Sales account.
Unit Description:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Dealer Price:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Base Cost:
- Enter the amount paid for the Unit.
- Cursor does not show in field. Click on the field and start typing in the amount.
- Manually entered.
- Must be a number or will receive an Error message.
- Can be positive negative or 0.00.
- Must equal to the Total Line Amount in the AP Invoice window.
- Updates under Cost Tabs in Unit Inquiry window.
Submit:
- Submits any new information.
- Is not needed to save the Unit ID.
- Need to submit if Base Cost needs to be saved, otherwise it will go to 0.00.
Cancel:
- Closes the window.
- If the Base Cost is not submitted before Cancel is clicked, it will revert to 0.00 but the Unit ID will stay.
Adding an Other Cost
There are two ways to add an Other Cost to a Unit:
- If the Cost is being added to the price, through Accounts Payable (Finance – Payables – Update – AP Invoice).
- If the Cost is not being added to the Price, through Non AP Unit Cost (Inventory – Units – Update – Non AP Unit Costs).
Finance – Payables – Update – AP Invoice
Payable No:
- Added by the system when Invoice is submitted.
- If entering manually, must be an Invoice already submitted in the system or will receive an Error message:
- Numeric only.
- Can click on the Underlined link. A Table will appear with all Payables entered in the system. Click in the light green area under Payable Number to bring up the appropriate invoice.
Vendor Code:
- Cursor automatically defaults to this field when screen is opened.
- Can either type in the Vendor ID from Vendor Update Profile or click on the Underlined link. A Table will appear with all Vendors entered in the system. Click in the light green area under Vendor Code to bring up the appropriate vendor.
- Could be a Freight Company, a Brokerage Firm, and so on.
- Could come straight from the Manufacturer.
Invoice No:
- Enter the number on the Invoice.
- Alphanumeric.
- Freeform.
Invoice Date:
- Enter the current date.
- Can be added manually or through the Calendar icon.
- Format will be MM/dd/YY.
Due Date:
- Will automatically fill in a month from the Invoice Date.
- Can be changed manually or through the Calendar icon.
- Format will be MM/dd/YY.
PO Number:
Tax Code:
- Defaults from the Vendor Profile.
- Can be changed by using the dropdown.
Discounts:
- Percentage:
o Cannot be a negative value or will receive an Error message.
o Cannot be over 100 or will receive an Error message.
- Date:
o If the Percentage is not 0.00, the current date will be entered by default.
o Can be changed manually or with the calendar icon.
- Total (Overridden):
o Amount defaults in from the Percentage.
o Can only be edited if Overridden is enabled.
o Freeform.
o Must be a valid number or will receive an Error message.
Line Amount:
- Total Amount paid for Other Costs.
- Numeric only or will receive an Error message.
- Positive, negative, or 0.00.
- Manually entered.
Gross Amt:
- Line Amount + Taxes
- Automatically calculates.
- To edit, click on the light green area. A pop up box will appear. A new Gross Amount can be entered.
- The Line Amount will recalculate to account for Taxes.
Line Description:
- Freeform.
- Alphanumeric.
- Unlimited Space.
GL Account:
- Automatically defaults in when the Line Amount is entered.
- Comes from Vendor Profile.
- Must be an Inventory Account.
- Can be changed.
- Can manually type in the correct account or click on the Underlined link and choose from the Table.
GL Description:
- Defaults from the GL Account.
- Cannot be edited from this field.
Comments:
- Alphanumeric.
- Unlimited.
- Freeform.
Override:
- Allows the User to override the Tax Amount.
- Checked allows the Tax to be overridden.
- Unchecked, the Tax cannot be overridden.
Tax Codes:
- Comes from the Tax Code dropdown in the upper section of the window.
- Cannot be overridden in this field.
Tax Amounts:
- Line Amount * Tax Amount (from the Tax Code).
- Cannot be changed if Overridden is not enabled.
- An Error message will appear if try to change without checking the Overridden box.
- Invoice Total will change if Tax Amounts is overridden.
- Line Amount and Gross Amt do not change.
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
- Line Amount must equal Unit Cost or will receive an Error message.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Unit Costs:
- Clicking this button allows access to the Unit Cost window.
More than one Unit and Unit Other Cost can be added to a Payable by either clicking the + sign or tabbing through an already created line.
Vendor Code/Total Costs/Payable No./ Invoice No./Funds Code:
- Default in from the AP Invoice Update screen.
- Cannot be edited in this window.
Unit ID:
- Enter the ID of the Unit for which the Other Cost is being entered.
- Unit must be saved in the Unit Inventory Profile.
- Cannot use a Unit that has already been sold or will receive an Error message about the Cost of Sales account.
Unit Description:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Dealer Price:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Base Cost:
- Can only be entered once for a Unit.
Cost Codes:
- Enter either the Cost Code manually or click on the Underlined link and choose from the Table.
- Make sure the Cost Code GL matches the GL Account from the AP Invoice Line Amount.
- The Amount can be put on one line under one Cost Code or spread over different Cost Codes.
- Total Cost Code Amounts must equal Total Line Amounts.
Submit:
- Submits any new information.
- Is not needed to save the Unit ID or the Cost Code or Cost Code Amounts.
Cancel:
- Closes the window.
- If the Base Cost is not submitted before Cancel is clicked, it will revert to 0.00 but the Unit ID will stay.
Inventory – Units – Update – Non AP Unit Costs
This window is used only if there is a Cost that needs to be applied to a Unit but the Dealer does not owe it to anyone. For example, depreciation.
Unit ID:
- Enter the ID of the Unit for which the Other Cost is being entered.
- Unit must be saved in the Unit Inventory Profile.
- A Sold Unit will not appear here.
Description/Unit Status/Base Cost/Product Class:
- Automatically fill in from the Unit ID.
- Cannot be edited in this window.
First Cost Code section defaults in from AP Invoice Update. This section cannot be edited in this window.
Transaction Date:
- Defaults to the current date.
- Can be changed manually or using the Calendar icon.
- Format will be MM/dd/YY
Cost Code:
- Enter either the Cost Code manually or click on the Underlined link and choose from the Table.
- Can only choose a Cost Code with a Non AP Credit Account.
- Make sure the Inventory GL Account matches the GL Account from the Class field in the Unit Details window.
- More than one Cost Code can be added.
Cost:
- Enter the Cost.
- Can be positive, negative, or 0.00.
- Must be numeric or will receive an Error message.
Other Costs:
- Total of all Costs from both sections.
- Field cannot be edited.
Rebate Total:
- Defaults in from another window.
- Cannot be edited in this window.
Internal Work Orders:
- Defaults in from another window.
- Cannot be edited in this window.
Total Cost:
- Base Cost + Other Costs - Rebate Total + Internal Work Orders
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
- Line Amount must equal Unit Cost or will receive an Error message.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Author: Pear Tree
Last update: 2016-11-10 15:47
INVENTORY - UNITS - Update Cost Button
UNITS
A Unit is anything that has a Serial Number or can be repaired. Anything else is a Part.
Managing your unit inventory is easy with Dealership. Easy-to-use data entry screens allow you to enter as much or as little information as you want. Search functions ensure that you find what you need quickly and painlessly. A powerful inquiry system makes a library of information on every unit, from financial details to colour and year, available at your fingertips.
Inventory – Units – Administration – Product Classes
- Same window as Inventory – Parts – Administration – Product Classes.
- This window has two purposes:
o Accounting (GL Accounts are attached to the Class).
o Sales (Used by the Salesperson to get a Report listing of Units sold or in Inventory by Class).
Product Class: Mandatory
- Some examples of classes: New Motorhome, Used Motorhome, New Fifth Wheel, Used Fifth Wheel, Car, SUV, Truck, Van etc.
- Manually enter the new Product Class.
- Alphanumeric.
- Freeform.
Type: Mandatory
- Used for Units, Sales and Other Sales.
- Choose Unit from dropdown: Part, Unit, Other Sales.
Description: Mandatory
- Manually enter description of the Class.
- Freeform.
- Alphanumeric.
Vol. Price:
- Not really used.
- Choose from dropdown.
Retail Markup %:
- Information only.
- Not linked to anything.
- Must be numeric or will receive an Error message.
- Can be positive, negative, or 0.00.
Costline %:
- Information only.
- Not linked to anything.
- Must be numeric or will receive an Error message.
Prompt for Mileage:
- Checkbox.
- Required for Service Work Orders.
Coupon:
- No longer used.
- Not enabled.
Report Order:
- Not linked to anything.
- Has no impact in the system.
A list of stores will appear. No lines can be added or deleted.
Notes on the General Ledger Accounts:
- GL accounts must be entered for each store.
- For Incoming Units only, the system checks to make sure that the Product Class Inventory account matches the Inventory account on Invoices.
- Outgoing Units use all three accounts: Sales, Cost of Sales and Inventory.
o Credit Sales Account for the Price of the Unit.
o Credit Inventory Account for the Base Cost of the Unit - Debit Cost of Sales Account for the Cost of the Unit.
§ Price is the amount the Customer pays for the Unit.
§ Base Cost is the initial cost of the Unit with no additional charges such as shipping charges, handling, sales taxes, PDI, etc.
§ Cost is the amount the Dealership paid for the Unit.
- When buying a Unit and using the PO Receive window, no GL Transactions are created. GL transactions for incoming Units come from Accounts Payable (AP Invoice).
- The number of Classes set up depends on the number of GL accounts in the Chart of Accounts.
o Whichever type (Sales, Cost of Sales or Inventory) has the largest number of accounts, that is how many Product Classes are created.
- The following highlighted classes MUST be set up as shown because the system looks for these precise Product Class Codes in the Initialized Sale:
o The Sales Account only is needed for these Classes because no Inventory is involved.
- License Class: Credit License Sales Account – Debit License Company Account
Store ID/Store Name:
- Defaults in from Store Parameters.
- Cannot be edited in this window.
Sales GL Account: Mandatory
- Either manually enter the Sales Account to credit for this Class or click the Underlined link and choose from the Table.
- Income Account.
Cost of Sales GL Account: Mandatory
- Either manually enter the Cost of Sales Account for this Class or click the Underlined link and choose from the Table.
- Expense Account.
Inventory GL Account: Mandatory
- Either manually enter the Inventory Account for this Class or click the Underlined link and choose from the Table.
- Must be a Control Account or will receive an Error message.
Inventory Adjustment GL Account:
- Not used for Units, Parts Inventory only.
- Expense Account.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes a Product Class’ information from the system.
- The system will ask for confirmation before deleting.
UNIT SPECIFICATION
Inventory – Unit – Administration – Unit Specs – Category Specs
Different specifications can be added for different types of Categories (RV, Car, Truck, etc.).
Category:
- Choose a category from the dropdown.
- If the category is not showing, needs to be added in the Category Table (PTS – Table Mtc. – Inventory Units – Unit Categories).
Specification:
- The + Button in the Title section can add extra rows to the table.
- The X Button on the Line can delete a row.
- Manually type in the Specification for that Category.
- Alphanumeric.
- Freeform.
Add V6 Defaults:
- Adds all V6 specifications to the table.
- The X Button on the Line can delete a row for any V6 specification not required for that Category.
Add From…:
- Clicking this button adds a second Category dropdown.
- Choose a Category from the dropdown. All specifications set up for that category will be added to the Table.
- The X Button on the Line can delete a row for any specification not required for that Category.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Inventory – Unit – Administration – Unit Specs – Class Specs
Separates the Inventory Categories by Class. For RVs it could be New versus Used or Fifth Wheel versus Tent Trailer. Specifications are added that pertain to this particular Class but not to other Classes. Any time a new Unit is added in the Unit Update window, the specifications for that Class will be auto-populated in the Specs section, if it is set up in this Table.
Product Class:
- Choose the Unit Product Class from the dropdown (from Inventory – Units – Administration – Product Classes).
- Will only show Class Type Unit from the Table.
Specification:
- The + Button in the Title section can add extra rows to the table.
- The X Button on the Line can delete a row.
- Manually type in the Specification for that Category.
- Alphanumeric.
- Freeform.
Add From…:
- Clicking this button adds a second Category dropdown.
- Choose a Category from the dropdown. All specifications set up for that category will be added to the Table.
- The X Button on the Line can delete a row for any specification not required for that Category.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes a Product Class’ specification information from the system.
Sales - Administration – Sales Cost Codes
Cost Code: Mandatory
- Manually enter in the Cost Code or use the Underlined link to choose one from the Table.
- Alphanumeric.
- Unlimited space.
Description: Mandatory
- Description of the Cost Code.
- Alphanumeric.
- Unlimited space.
- Freeform.
Use COS from Unit Class:
- Use Cost Of Sales from Unit Class.
- If checked will use the Cost of Sales GL Account from Inventory – Units – Administration Product Classes.
Store:
- Defaults in from Store Profile.
- Cannot be edited in this window.
Name:
- Defaults in from Store Profile.
- Cannot be edited in this window.
Inventory GL Account:
- Either manually enter the Inventory Account for this Cost Code or click the Underlined link and choose from the Table.
- Must be a Control Account or will receive an Error message.
Cost of Sales GL Account: Mandatory
- Either manually enter the Cost of Sales Account for this Cost Code or click the Underlined link and choose from the Table.
- Non-Control Expense Account.
Non Accounts Payable Credit GL Account:
- Either manually enter the Non Accounts Payable Credit Account for this Cost Code or click the Underlined link and choose from the Table.
- Non-Control Account.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes a Cost Code’s information from the system.
Inventory – Units – Update – Update (Tabbed)
The Units Update screen is where you will be adding, updating, and deleting your unit inventory records.
You will notice that some fields have an asterisk (*) next to them. This means that the field is mandatory and must be filled out, as Dealership depends on them for several functions in the program. As typical, some headings are underlined (e.g. Unit ID). You can click on these to search for the information that belongs in these fields.
General Tab
Unit ID:
- Clicking the Underlined Link will show a Table with all the Units already in the system.
- To bring up a Unit already in the system, the User can either choose a Unit from the Table, or type in the Unit ID Code if it is known.
- If the User is entering a New Unit:
o Can type in a Unique Unit ID Code.
o Can click the New Button. The system will create a Unique ID for the new Unit. The Code will start with a I and will be the next sequential number in the system. For example, if the last Unit added using the New Button was # I45, the next Unit submitted will be I46.
- Alphanumeric.
- Mandatory.
Category:
- Dropdown.
- Comes from the Unit Category Table (PTS – Table Mtc. – Inventory – Units – Unit Categories) .
- Comes pre-populated when the software is sold.
- Mandatory.
- Type of Vehicle such as RV, truck, car, etc.
Status:
- Has six types:
o On Hold – Unit is on the Lot but can be excluded from the Inventory report.
o In Stock – On the Lot.
o On Order - Unit a Customer has ordered but not come in yet.
o Service – Dealership does not own it. It was brought in to be serviced. Not used in this window.
o Initialized Sale: Set automatically by the system, not the User. System automatically sets when an Initialized Sale has been created for the Unit.
o Finalized Sale: Set automatically by the system, not the User. System automatically sets when a Unit has been sold.
- Defaults to In Stock.
- Mandatory.
Duplicate:
- Makes a copy of the Unit.
- Only works if using the Unit Update numbering system.
- User needs to review the duplicated Unit. Most information is duplicated. If anything is different, needs to be changed.
Description:
- Alphanumeric.
- Usually Make/Model/Year and maybe colour of the Unit.
- Mandatory.
Type:
- Comes from the Unit Type Table (PTS – Table Mtc. – Inventory – Units – Unit Types).
- Differentiate by different Unit Types such as New, Used, Consignment, Service, etc.
- Comes pre-populated when the software is sold.
- Can add to.
- Mandatory.
Class:
- Product Class of Vehicle.
- Taken from a Table not prepopulated (Inventory – Units – Administration – Product Classes).
- Mandatory.
- Has two purposes:
o Required for accounting (has accounts attached to them).
o Used by the Salesperson to get a listing of Units sold or in Inventory by Class.
- Examples: New Fifth Wheel, Used Fifth Wheel, New Travel Trailer, Used Travel Trailer, Car, SUV, Truck etc.
Owner:
- Only accessible when Status is showing as Initialized Sale, Finalized Sale, On Order, or Service.
- Not accessible when Status is showing as In Stock, or On Hold.
- Used to keep track of Sold Units for future Service work.
- Must be a Customer in the system.
- If Customer ID is unknown, click on the Underlined Link to bring up all Customers and choose from the Table.
MFG Code:
- Manufacturing Code.
- Used for Invoicing warranty work orders.
- Code must be set up as a Manufacturer on the Customer Profile and be set up in both Customer Update and Vendor Update (See Customer Update/Manufacturer Notes).
Year:
- Year the Unit was made.
- Freeform.
- Alphanumeric.
Make:
- Company who manufactured the Unit (Toyota, Airstream, Yamaha, etc.).
- Freeform.
- Alphanumeric.
Model:
- Model of Unit (Corolla, Flying Cloud, TWS50, etc.).
- Freeform.
- Alphanumeric.
VIN #:
- Vehicle Identification Number.
- Only known after the Unit is In Stock.
- Freeform.
- Alphanumeric.
Odometer:
- Not for New Units.
- Only applicable to cars and motorhomes.
- Numeric only or will receive an Error message:
License #:
- Used if License Plate comes with the vehicle, as it does in some provinces.
- Freeform.
- Alphanumeric.
Key Code:
- Code given to Start Key.
Comments:
- Can be seen by Service People in Service Screen.
- Freeform.
- Alphanumeric.
Lot #:
- May have more than one parking lot or a large Lot divided into sections.
- If labeled, the User can put in the Lot # to know where the Unit is.
- Freeform.
- Alphanumeric.
On Lot Date:
- Defaults today’s date if entering a New Unit or the date the Unit was entered into the system.
- Unit arrival date.
- Can be overridden.
- Not mandatory but VERY advisable to enter.
- If there is a Loan on the Unit, will tell when the Unit was entered and the Loan started.
In Service Date:
- Not In Service till the Unit is Purchased.
- Can be filled in manually but when selling the Unit, this date will be prompted on the Finalized Units Sales screen and will automatically fill in here.
Warr Exp Date:
- Date the Warranty expires (if Unit is still under Warranty).
- Does not start till the Unit is Purchased.
- Can be filled in manually but when selling the Unit, this date will be prompted on the Units Sales screen and will automatically fill in here.
Ext. Warr Exp Date:
- Date the Extended Warranty expires (if Extended Warranty was purchased with the Unit).
- Does not start till the Unit is Purchased.
- Can be filled in manually but when selling the Unit, this date will be prompted on the Finalize Units Sales screen and will automatically fill in here.
Warranty Info:
- Not seen by Service.
- Shows on the Windows sticker for the Unit.
- Comments section is freeform.
MFG Date:
- Manufacturing Date.
Length:
- Used if transferring info to RV Hotline or Auto Hotline.
- Length of Unit in either feet or metres.
Weight:
- Used if transferring info to RV Hotline.
- Weight of RV in Pounds or Kilos.
Sleeps:
- Used if transferring info to RV Hotline.
- How many the RV sleeps.
Slideouts:
- Used if transferring info to RV Hotline.
- How many extra sections pull out.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes a Unit’s information from the system.
- A message will confirm that the Unit has been deleted.
- Deletes all information for this Unit.
- Cannot be deleted if anything is attached to it, like work orders or costs.
Window Sticker:
- Information collected from different screens in Unit Update (Tabbed) to be printed and put on the Unit.
Delivery Report:
- Items that are sent to Service to be fixed.
- Details anything wrong with the Unit when inspected after Delivery.
- Try to get them fixed as Warranty.
- Service people look at this to see what work needs to be done.
- May or may not be used, depending on who does the inspection. If Service people, not really needed.
- Ref #:
o Manually add.
o Alphanumeric.
- Problem:
o Type in problem.
o Alphanumeric.
- WO#:
o If there is a Work Order on this, Service puts in the WO #.
Specs Tab
The display for the Lower Specification Section depends on the Unit Class selected, Table dependant (Inventory – Units – Administration – Unit Specs – Class Specs).
Specification:
- Auto-populates if the Class selected on the General section has been set up in the Class Specs Table.
- Shown on the Window Sticker.
- Options or Features a Unit has.
- Click on Underlined Link to choose from a Table.
- Can be grouped according to Category.
- Can have a Standard set of Specs set up for each Class.
- Can use the + and – Buttons to make it individual for that specific Unit.
- Can be edited.
- Freeform.
- Alphanumeric.
Specification Value:
- Gives more information for the Specification.
- If left blank, will show as Incl. on the Window Sticker.
- Can be edited.
- Freeform.
- Alphanumeric.
Serial Numbers Tab
- Just for RVs.
- What in that Unit has a Serial Number (fridge, stove, heater, etc.).
- Each has its own Warranty and Warranty Expiry Date.
- Each has a different manufacturer for Warranty Claims.
- Does not show on Window Sticker.
Serial #:
- Serial number on a specific Part.
- Freeform.
- Alphanumeric.
Description:
- Description of the Part (GE Stove).
- Freeform.
- Alphanumeric.
Warr Years:
- Freeform.
- Alphanumeric.
Serial # Warr. Exp.:
- Not entered till Unit is sold.
- Must be in correct Date format or will receive an Error warning.
Manufacturer:
- Freeform.
- Alphanumeric.
- Not from a Table.
- Only need to be in the system if submitting a Warranty claim for that Manufacturer.
Gallery Tab
- Pictures can be attached to a Unit.
- Can upload images to RVHotline.
- Allows the User to organize photos or allow other people to see them.
- Can also be used for Warranty pictures.
Add:
- Will only work if a Unit ID or NEW is showing in the Unit ID field.
- Click Add,
- Pop up will appear:
- Click Browse.
- Find the picture to be added and click Open.
- Click submit.
- Name of picture will appear in the Images box and picture will show to the right.
- Add as many pictures as needed.
Flooring Tab
It is rare that a dealership owner would have the funds to finance the inventory with his or her personal assets. Therefore, it is typical that dealers seek assistance from a lender. Most dealerships are financed with a floor plan loan. What this means is that a bank will lend the dealer a percentage of the wholesale value of a unit so that the dealer can acquire inventory.
This lending method involves a continuing relationship between the lender and the dealership. As the lender's money is secured with only the units themselves, they will often perform audits to ensure that the units they've financed are as described. The dealership is required to make regular interest payments. In addition, the dealership will have to begin making payments on the principal of the loan after a certain time has elapsed. This process is called curtailment.
If your dealership operates on a floor plan loan, Peartree's Dealership software can keep this organized for you. Tracking both flooring costs and curtailment costs enables you to manage your inventory more efficiently, knowing exactly how much your units are costing you.
Amount Floored:
- Amount borrowed to pay for the Unit.
- Must be numeric or will receive an Error message.
- Two numbers only after the decimal or the system will automatically round.
Paid Principal:
- Not edited on this screen.
Balance:
- Amount Floored – Paid Principal
Flooring Company ID:
- From the Vendor Profile. Flooring Company must be in the system.
- If Vendor ID is known, type in the field. If not use the Underlined link and choose from the Vendor Table.
- Alphanumeric.
Flooring Start Date:
- When loan started.
- Will be either when the Unit is on the Lot or when it left the manufacturer.
- Defaults to current date.
Status:
- Dropdown.
o Active: Flooring has not been paid off.
o Completed: Flooring has been paid off.
- Does not come from a Table.
Price/Costs Tab
List Price:
- Manufacturer’s suggested Retail Price.
- Must be numeric or will receive an Error message.
- Two numbers only after the decimal or the system will automatically round.
Dealer Price:
- Dealer’s Selling Price.
- Must be numeric or will receive an Error message.
- Two numbers only after the decimal or the system will automatically round.
- The Default on a Unit Sale but can be overridden.
Costline Price:
- The lowest price the Dealer can possibly sell it.
- Usually only used by Spader Company clients.
- The bottom line cost.
- Alphanumeric.
- Prints on Unit Inventory Report.
Estimated Inv.:
- Estimated Invoice.
- Price put in if the Invoice has not arrived and the cost is unknown but the Unit is on the Lot.
Base Cost:
- Comes from another source (See Adding a Base Cost and Other Costs (if Update Unit Cost configuration is turned on) or Update Costs Button Section (if Update Unit Cost configuration is turned off) below).
- Updates automatically.
- Not edited in this window.
Other Costs:
- Comes from another source (See Adding a Base Cost and Other Costs (if Update Unit Cost configuration is turned on) or Update Costs Button Section (if Update Unit Cost configuration is turned off) below).
- Updates automatically.
- Not edited in this window.
Int. Wo’s:
- Internal Work Orders.
- Comes from another source.
- Updates automatically.
- Not edited in this window.
Rebates:
- Comes from another source.
- Updates automatically.
- Not edited in this window.
Cost Total:
- Base Cost + Other Costs + Int. Wo’s – Rebates
Advertised Pay amount:
- RV Hotline link.
- Shows payments:
o Weekly
o Bi-monthly
o Monthly
- For the customer who eventually buys the Unit.
Upd. Costs:
- Update Costs.
- Not visible when the Update unit costs (from AP) configuration is turned on.
- Base Cost:
o Defaults in from Price/Cost Window if there is a Base Cost on the Unit.
o Can enter the Base Cost of the Unit here.
o Must be numerical or will receive an Error message.
o If more than two numbers entered after the decimal, will round to the nearest number.
o If no decimal entered, will automatically default to .00.
o Does NOT update the General Ledger.
- Cost Code:
o Sales Cost Code
o Enter manually or use the Underlined link to choose from the Table.
o See Cost Code Notes.
- Other Costs:
o Amount of the Sales Cost.
o Can be positive, negative, or 0.00.
o Must be a valid number or will receive an Error message.
o If a Cost Code is entered, must enter an amount or will receive an Error message when submitting.
o Does NOT update the General Ledger.
- Cost Description:
o Defaults in from the Cost Code.
o Can be edited in this window.
- Other Costs:
o Total of amounts in Other Cost column.
- Rebate Code:
o Enter manually or use the Underlined link to choose from the Table.
o See Rebate Code Notes.
o Can be positive, negative, or 0.00.
o Must be a valid number or will receive an Error message.
o If a Rebate Code is entered, must enter an amount or will receive an Error message when submitting.
- Rebate Description:
o Defaults in from the Rebate Code.
o Can be edited in this window.
- Rebate Total:
o Total of amounts in Rebate Amount column.
- Internal Work Orders:
o Shows total amount for all Internal Work Orders for the Unit.
- Total Cost:
o Other Costs (Total) – Rebate Total + Internal Work Orders
- Submit:
o Saves any new information added and returns to Unit Details window.
Deal Entry:
- Used to figure out Gross Profit and Gross.
- What the Unit Cost needs to be with a possible Trade In to get in a greater Gross Profit.
Author: Pear Tree
Last update: 2016-11-10 15:47
MLNewFeatures
Sales module
Disable selling price override
You can now prevent part prices from being changed on a part sale or a work order.
To start using this feature:
- Go to Inventory, Parts, Update, Parts Update and select a part.
- Answer No to the question “Selling Price Override”
Changes to your procedures:
- Make sure that the person who sets up new parts knows how this question should be answered.
Sales Tax Report
You can now run the sales tax report by fiscal period instead of date range.
Benefits:
Easier to balance the report to the General Ledger tax account(s).
Service module
Payments made through Accounts Receivable Update Payments now show on work order or unit sale
Payments entered for a work order invoice through Accounts Receivable Payment Update will show on the work order payment screens. Payments entered for a unit sale invoice through Accounts Receivable Payment Update will show on the Unit Sale payment screens.
Benefits:
Payments on work orders and unit sales are accurate regardless of what menu option was used to enter the payment.
Automatic exchange calculation on invoices and payments for US$ work orders
You can now enter warranty work orders for US manufacturers in US dollars. Exchange will automatically be calculated.
Benefits:
You don’t need to do manual exchange calculations.
The Balance Sheet is more accurate, with US$ receivables converted to domestic currency,
To start using this feature:
- Set up or check the US exchange rate. Go to Finance, Payables, Administration, Funds Codes and select or add a funds code for US dollars. Enter the current Canadian to US exchange rate. (as of August 24, 2007 it was .9507)
- Set up the following General Ledger accounts, if you don’t already have them:
- Accounts Receivable US$
- Accounts Receivable US$ exchange
- US$ bank (if you have a separate US$ bank account)
- US$ bank exchange (if you have a separate US$ bank account)
- Gain/loss on foreign exchange
- Set up a US bank code (even if you don’t have a separate US$ bank account). Go to Finance, Payables, Administration, Bank Codes. Select or enter a US bank code.
- Check or enter the bank information (if you don’t have a separate US$ bank account, enter the information for your Canadian bank account)
- Select the US funds code
- Enter the US$ bank GL account number (if you don’t have one, use your Canadian bank GL account number)
- Enter the US$ bank exchange GL account number (if you don’t have one, use your Canadian bank GL account number)
- Enter the gain/loss on foreign exchange GL account as the currency variance account.
- Set up a US Accounts Receivable code. Go to Finance, Receivables, Administration, A/R code update. Select or enter a US Accounts Receivable code.
- Enter the US$ bank code
- Enter the US$ Accounts Receivable GL account
- Enter the US$ Accounts Receivable exchange GL account
- Enter the GL account for prompt payment discounts, if any.
- Check that the customers you want to invoice in US dollars have the US AR code.
Changes to your procedures:
- Select the US AR code when setting up a new customer to be invoiced in US funds.
- Change the exchange rate periodically (your accountant can advise you on how often)
- Balance the Aged Receivables report for US$ invoices to the US$ Accounts Receivable GL account; the invoices and the GL transactions will be in US dollars.
- Enter payments for US$ invoices in US dollars.
Sublet service sale codes
If you use the sublet section of work orders, make sure you have service sale codes set up specifically for sublet.
To start using this feature:
- Go to Service, Administration, Table Menu, Service Sale codes.
- Review your labour service sale codes – do you use any of them for sublet labour or services? Set up new service sale codes for these, selecting Work Order section Sublet. (You can use the same GL accounts.)
Work orders billed from actual hours or flat rate hours
You can now specify whether the extended labour price on a work order should be calculated based on the actual hours worked or the estimated hours from the flat rate file based on the labour code.
To start using this feature:
- Go to System Admin, Parameters, Store and click on the Service box. Click to check the box labeled “Bill by Actual Hours” if you want the work order labour to be billed by actual hours and click to uncheck the box if you want the work order labour to be billed by the flat rate hours. Close the Service Parameters pop-up and submit the store changes.
Work Order part installation status
Each part on a work order now has a status, indicating whether the installation of the part is complete, partially complete, waiting for approval or if the part is on order. New work order part lines have a default status, which can then be changed as required.
Benefits:
Provides better visibility about why a work order is still open.
To start using this feature:
- To set the default part installation status, go to System Admin, Parameters, Store and click on the Service box. Go to the question “Default Part Install Status” and choose the status you want new work order part lines to have. Close the Service Parameters pop-up and submit the store changes.
Changes to your procedures:
- All part lines for a specific type of work order must have status complete before you can close that work order type.
Increase unit inventory value with internal work orders
You can now increase the value of your unit inventory from repair or pdi work orders, instead of expensing them.
Benefits:
The General Ledger unit inventory account will now match your unit inventory with work orders included.
Your Profit and Loss statement will be more accurate, with work order costs recognized in the period the unit is sold instead of the period the work order is closed.
To start using this feature:
- Go to Service, Administration, Table Menu, Service Sale Codes. Select the code(s) used for internal work orders (it will have a non-paid debit account) that you want to update the unit inventory GL account instead of an expense account.
- Change the non-paid debit account from an expense account to the unit inventory account
Changes to your procedures:
- Ensure that all internal work orders for a unit are closed before finalizing the sale.
- When the work order is closed, its GL transaction will debit the unit inventory account.
- When the unit is finalized, its GL transaction will credit the unit inventory account for the unit costs and the work order costs. It will debit the cost of sales account for the unit.
- When running the unit inventory report to balance to the General Ledger unit inventory account, check the box to include closed work orders in the cost
Automatic creation of purchase orders from work orders
If a part on a work order is not in stock, a purchase order can automatically be created.
Benefits:
You save time on purchase order entry.
Parts ordering is more accurate and timely.
To start using this feature:
- Make sure that all parts have a vendor and a cost. Run the standard product listing (Inventory, Parts, Reports, Listings, Std. Products) sorted by vendor – the parts without a vendor will appear at the beginning of the report.
Changes to your procedures:
- When you submit a work order requiring parts which are not in stock, a question will appear asking “Part(s) must be ordered. Do you want to create PO(s)?” If you answer Yes to this question, a purchase order will be created to the primary vendor for the part, or, if an open (ie unprinted) purchase order already exists for the vendor, the part will be added to that purchase order instead. When a purchase order is created, the work order part installation status is changed to Order.
- On a regular basis, go to Purchasing, Inquiry, PO Inquiry and click on Purchase Order to review purchase orders which need to be printed and sent to the vendor.
- If you phone in your purchase orders or submit them through the vendor’s website, you should still print the purchase order so that new parts aren’t added to a purchase order already submitted to the vendor.
Default work order type
If you don’t enter a type on a work order, the type will now default.
To start using this feature:
- To set the default work order type, go to System Admin, Parameters, Store and click on the Service box. Go to the question “Default Work Type” and choose the type you want new work order lines to have. Close the Service Parameters pop-up and submit the store changes.
Work order cost display
It’s now possible to determine your gross profit, gross profit percentage and markup percentage on a work order for both parts and labour.
Benefits:
Analyze your work order costs more easily.
To start using this feature:
- Go to Service, Administration, Table Menu, Mechanic Table.
- Set up a code for each mechanic, with the name and the hourly pay rate.
Changes to your procedures:
- On a work order labour line, enter the mechanic code.
- View revenue, costs, gross profit, gross profit percent and markup percent from any of these Service menu options:
- Administration, WO Cost Display
- Update, Open/Create and click the WO Cost button
- Update, Close and click the WO Cost button
- Inquiry, WO Inquiry and click the WO cost button
Inventory module
Multiple store locations
It’s now possible to have separate parts and unit inventory, work orders and sales by location (store).
To start using this feature:
- Go to System Admin, Parameters, Stores and click on the ‘Copy Store’ button. Select an existing store (usually 1) to copy from, and enter a store number to copy to. Review the settings for the new store and change any that are different from the original store.
- Set up new General Ledger accounts for sales, cost of sales, parts inventory and unit inventory for the new store. (This is not required, but is recommended.)
- Add the new store’s General Ledger accounts to the following tables:
- Product class
- Add on table
- Payment codes
- Sales cost codes
- Sales rebate codes
- Service sale codes
- Deductions
- Go to Finance, Payroll, Update, Employees and update the store that each employee normally works for. (You may also want to change the Salaries and Wages account if you are separating labour costs by store.)
- Go to System Admin, Security, Users and click the checkbox “Access other stores” for each user who should be allowed to update information for other stores. For other users, update the store ID with the store they normally work for.
Changes to your procedures:
- Part sales, Unit sales, Work orders, Purchase orders, Purchase order receipts, Receive Product, On-hand adjustments and Unit Update are all store-specific, for the store specified on the user’s profile. If you have permission to access other stores, you can select the store you want to work on when you log in. If you want to change the store you’re working on, click on Internet Explorer’s refresh button to get the store selection prompt.
- Go to Inventory, Parts, Update, Part Transfer to record parts transferred from one store to another store. (This will create a General Ledger transaction)
- Go to Inventory, Units, Update, Store Transfer to record units transferred from one store to another store. (This will create a General Ledger transaction)
Disable price grid update of retail prices
You can now prevent part retail prices from being changed by an update from price grid.
Benefits:
Prevents accidental changes to your part retail prices.
To start using this feature:
- Go to Inventory, Parts, Update, Parts Update and select a part.
- Answer No to the question “Grid Retail Overwrite”
Changes to your procedures:
- Make sure that the person who sets up new parts knows how this question should be answered.
Update General Ledger from on-hand adjustment
You now have the option to create a General Ledger transaction for an on-hand quantity adjustment. The previous software version always created a GL transaction for an on-hand adjustment.
To start using this feature:
- Go to Finance, General Ledger, Administration, GL Tables, Product Classes and check that all the product classes related to parts have an inventory adjustment account.
Changes to your procedures:
- Make sure that the person who does on-hand adjustments knows whether to check the Post to GL box or not. Generally, unless you are just loading your parts inventory on-hand quantities, the box should be checked. Otherwise, you should create a manual journal entry to reflect the adjustment to parts inventory in the General Ledger.
Purchasing module
Purchasing Accruals
It’s now possible to update the General Ledger inventory account when you receive against a PO.
Benefits:
The GL inventory account is updated at the same time as the on-hand quantities, so that your parts inventory GL account balances to your parts inventory product listing.
To start using this feature:
- Create a new General Ledger liability account to be used for the purchasing accruals.
- In the Purchasing section of the store parameters, enter the Purchasing Liability GL account number.
Purchase order receipts entered from this point on will create a GL transaction to debit the inventory account(s) associated with the received part’s product class(es), and credit the purchasing accrual account, for the extended cost of the received parts.
Changes to your procedures:
- When entering an Accounts Payable invoice for the parts received, enter the purchasing accrual account.
- When using this feature, ensure that the cost displayed on the PO receive screen is the same as the cost that will be on the Accounts Payable invoice. If necessary, you can override the cost on the PO receive screen, which will also affect the cost on the part.
- Alternatively, if you don’t want to override the part cost (because it’s a special price, for example) enter the same amount on the Accounts Payable invoice as you accrued on the PO receive, and enter the difference between the purchasing accrual and the AP invoice to the purchase price variance GL account.
Automatic conversion to US$ of purchase orders for US vendors
Purchase orders for US vendors are automatically converted to US dollars. Changes to costs on purchase order receipts from US vendors are automatically converted back to Canadian dollars.
Benefits:
Keep your part costs accurate without doing a manual currency conversion calculation.
To start using this feature:
- Check that your US vendors have a US payables code.
- Check that your US exchange rate is current. Go to Finance, Payables, Administration, Funds Codes and select the US funds code.
- Check that your part costs are in Canadian funds.
Changes to your procedures:
- When you enter a new part, the part cost should be in Canadian funds.
- Change the exchange rate periodically (your accountant can advise you on how often).
- Purchase orders to US vendors will automatically convert the part costs to US funds.
- When receiving against a purchase order for a US vendor, if the part cost has changed, enter the new cost on the receipt in US funds. The system will calculate the new Canadian cost and update the cost on the part.
Finance modules
More detail in Daily Sales General Ledger transactions
The General Ledger transactions generated from part sales and payments from part sales, special orders, work orders and unit sales by the Daily Update routine are no longer summarized by payment type. Instead, each payment shows as a separate line on the GL transaction, referencing the receipt number and the customer name.
Benefits:
You can easily find the source of any discrepancies between the daily sales GL transaction and the payments report.
You can easily determine which amounts to move from the undeposited cash GL account to the bank GL account.
Bank Reconciliation
This new menu option allows you to reconcile your bank statement(s) to your General Ledger bank account(s).
Benefits:
Less work than reconciling manually or with a spreadsheet.
<Ctrl> F function allows you to search bank GL transactions for an amount.
To start using this feature:
- Decide on a date when you’re going to start using the bank reconciliation routine, and contact Peartree Software to reconcile all the GL bank entries prior to that date.
Changes to your procedures:
- Go to Finance, General Ledger, Update, Bank Reconciliation. Select the bank code and the fiscal period you want to reconcile to the end of.
- You no longer need to do cheque reconciliation – the bank reconciliation replaces this menu option. Use the Print Unrecs button to get a list of outstanding items (including cheques) from the bank reconciliation.
- Use the Print X’s button and the Cycle History button to print items reconciled in the current or prior bank reconciliation sessions.
- Check the Derived Balance (General Ledger bank balance less unreconciled total) – after reconciling all the amounts on your bank statement, the Derived Balance should be the same as your bank statement balance.
Automatic creation of lien payable
Finalizing a unit sale which has a lien amount automatically creates the payable to the lienholder for the lien payout.
Benefits:
Eliminates the step of entering the payable – you just need to create the cheque.
Ensures that your liens payable General Ledger account always balances to zero.
Changes to your procedures:
- When you set up a lienholder as a vendor, ensure that the vendor’s default GLT account is the liens payable account
- You cannot change or cancel an automatically created lien payable. If you need to adjust the lien amount, you need to:
- Roll back the unit sale, change the lien amount and finalize again OR
- Create an additional payable for the difference (but not to the liens payable account)
Unit cost update from Accounts Payable
It’s now possible to update the costs on a unit when you are entering the Accounts Payable invoices for the costs.
Benefits:
Saves duplication of data entry and paper handling.
Ensures that the General Ledger unit inventory accounts balance to the unit inventory report.
To start using this feature:
- In the Accounts Payable section of the store parameters, check the box labeled “A/P update of unit costs”
Changes to your procedures:
- Enter the information about the unit (description, model, serial number etc) from the Inventory Update Units screen prior to entering the Accounts Payable invoices for the unit or additional costs.
- When entering an Accounts Payable invoice for a unit cost (either the base cost or other costs), after entering the line amount and account, click on the box labeled “Unit Costs”. Select the unit, then enter either the base cost or a cost code and amount. Ensure that the GL account you enter on the invoice is the same as the inventory GL account corresponding to the unit’s product class, or to the cost code’s inventory GL account.
- You will no longer be able to enter or change unit or other costs from the unit inventory update screen.
- To update costs for a used unit taken in trade, click on trade balance from the finalize sale screen. Select the trade unit if it’s already in inventory, or click in the empty trade unit id box to add it. In either case, a new window will open allowing you to fill in additional information about the unit, including the cost.
- To update costs for a new unit, change the Accounts Payable invoice for the unit base cost or for the other costs, and click on the “Unit Costs” box to adjust the unit base or other costs.
Update Unit Rebate from Accounts Receivable Invoice Update
It’s now possible to update the rebate on a unit when you are entering the Accounts Receivable invoice for the rebate.
Benefits:
Saves duplication of data entry and paper handling.
Ensures that the General Ledger unit inventory accounts balance to the unit inventory report.
To start using this feature:
- In the Accounts Payable section of the store parameters, check the box labeled “A/P update of unit costs”
Changes to your procedures:
- When entering an Accounts Receivable invoice for a unit rebate, after entering the quantity, price and account, click on the box labeled “Unit Rebates”. Select the unit, then select a rebate code and enter an amount. Ensure that the GL account you enter on the invoice is the same as the rebate code’s GL account (normally the new unit inventory account) and that the invoice extension is the same as the rebate amount.
- You will no longer be able to enter or change rebates from the unit inventory update screen. To change the rebate for a new unit, change the Accounts Receivable invoice for the rebate, and click on the “Unit Rebates” box to adjust the rebate amount on the unit.
AR Activity Report – to facilitate balancing AR to GL
This new report shows invoices and payments affecting Accounts Receivable (all customers) for a range of dates.
Benefits:
Facilitates balancing Accounts Receivable to the General Ledger.
Accounts Receivable to Accounts Payable invoice transfer
You can now transfer invoices from Accounts Receivable to Accounts Payable, to offset invoices for a vendor who is also a customer, or to write a cheque to a customer with a credit balance.
Benefits:
Simplifies the process of transferring invoices from Accounts Receivable to Accounts Payable.
To start using this feature:
- Set up both a customer and a vendor. The funds for the customer and the vendor must be the same, but the customer id does not have to be the same as the vendor code.
- Go to Finance, Receivables, Update, AR to AP. Select the customer you want to transfer invoices from, then select the vendor you want to transfer invoices to.
- Click on the customer’s invoice number that you want to transfer. Change the transfer amount if desired. Repeat for all the invoices you want to transfer, then submit.
- The Receivables invoice is now in Accounts Payable, where it can be selected for payment or offset against other payables. Note that you cannot change or cancel an invoice transferred from Accounts Receivable.
Remove zero balance customers from Aged Receivables report
If the Aged Receivables Report shows customers whose invoices and payments total zero, you can now remove these customers from the report.
Benefits:
Reduces the size of your Aged Receivables Report.
You no longer have to enter zero dollar payments to match up a credit to an invoice.
To use this feature:
- Go to Finance, Receivables, Administration, Clear Zero Balances. Select a customer, or leave the Customer ID box empty if you want to process all customers.
- Click the Clear Zero Balances button. Note that this routine only matches invoices to credits if the customer balance is zero, not if the customer has an offsetting invoice and credit but also additional charges to their account.
Payroll adjustments, special pay
You can now issue more than one payroll cheque per employee per pay period. These additional cheques can be for adjustments to regular pay, bonus payments, advances, retroactive pay or vacation pay.
Benefits:
Greater flexibility on the timing of payroll cheques.
To use this feature:
- Go to Finance, Payroll, Update, Adjust/Special Pay.
- Select the employee, select the reason for the special pay from the drop-down list, and select the pay period. Enter the employee’s earnings. Standard deductions (CPP, EI and TAX) will be automatically calculated; to override these amounts, click on the override boxes. You must enter non-standard deduction amounts.
- Submit the pay, and click the Print Chq button to print the pay cheque. Employee year-to-date amounts are automatically updated.
Vacation pay
You can now automatically accumulate vacation earned by employees, and pay all or part of the vacation pay as a separate cheque.
Benefits:
Reduces payroll administration time and effort.
To start using this feature:
- Go to Finance, Payroll, Update, Employee and ensure that each employee has a vacation rate (to enter a rate of 4% of gross pay, enter 4.00). Each subsequent pay will accumulate vacation earned.
- To pay out vacation, go to Finance, Payroll, Update, Adjust/Special Pay. Select the employee, select vacation pay as the reason for pay, and select the pay period. Click on the YTD Vacation box to see the vacation pay earned and paid out. To pay out all the vacation pay, click on the Earned Vac box. To pay out only part of the vacation pay, close the Employee YTD Vacation Pay box, and enter the vacation pay amount in the Other Income box. Adjust the deduction amounts if desired.
- Submit the pay, and click the Print Chq button to print the pay cheque. Employee year-to-date amounts are automatically updated, and the vacation pay amount is subtracted from the vacation earned.
Payroll advances
It’s now possible to track payroll advances and subtract them from a later pay cheque.
Benefits:
Reduces payroll administration time and effort.
To use this feature:
- To pay an advance, go to Finance, Payroll, Update, Adjust/Special Pay. Select the employee, select cash advance as the reason for pay, and select the pay period. Enter the amount of the advance (deductions are not calculated). Submit and print the cheque.
- To deduct an advance from a regular pay, go to Finance, Payroll, Update, Payroll Run, Payroll Entry. Select the payroll code and the employee. Enter the employee’s earnings, then click on the YTD Advance box to view previous advances and repayments. Close the box, and enter the amount to be repaid in the Less Cash Advance box. Submit the pay and process as usual.
- To deduct an advance from a non-regular pay, go to Finance, Payroll, Update, Adjust/Special Pay. Select the employee, select the reason for pay, and select the pay period. Enter the employee’s earnings, then click on the YTD Advance box to view previous advances and repayments. Close the box, and enter the amount to be repaid in the Less Cash Advance box. Submit the pay and print as usual.
Cancel payroll cheques.
It’s now possible to reverse a payroll for all or selected employees.
To use this feature:
- Go to Finance, Payroll, Update, Cancel Pay and select the payroll code and period that you want to cancel.
- From the list of pays displayed, delete any pays that you do NOT want to cancel, then submit.
Automatic creation of payables for payroll remittances
It’s now possible to create Accounts Payable invoices for your payroll remittances automatically.
Benefits:
Reduces accounting administration time and effort.
Guarantees accuracy of remittances to Revenue Canada and other payroll-related vendors.
To start using this feature:
- Go to Finance, Payroll, Deductions and select a deduction code that you want to create a corresponding payable for.
- Select the vendor that the deduction payable should be for, from the drop-down list.
- Check the box labeled “Create AP Invoice” and submit.
Changes to your procedures:
- You cannot change or cancel an automatically created payable for payroll deductions. If you need to adjust the payable amount, you should cancel and/or adjust the payroll, which will also adjust the vendor’s account.
- Note that the payable created for CPP and EI will also include the employer portion of these deductions.
Author: Pear Tree
Last update: 2016-11-10 15:47
Parts Module
Table of Contents
Inventory – Parts – Administration – Inv. Locations
Inventory – Parts – Update – Parts Update
Master Parts Search:
Print Label:
Inventory – Parts – Update – Parts Kit
Part Sales
Inventory – Parts – Update – On Hand Adjustment
Sales – Parts – Special Orders
Balancing the Cash Drawer
Sales – Parts – Daily Menu – Payments
Sales – Parts – Daily Menu – Daily Update
REPORTS AND INQUIRIES
Sales – Inquiry – Parts Sales
Inventory – Parts – Parts Inquiry
Sales – Inquiry – Customer Inquiry – Cust. Purchases
Inventory – Parts – Administration – Inv. Locations
Used to set up Locations are for the Parts Update and the On Hands Adjustment windows.
- These need to be set up before Parts are set up.
- Single Location per Part. Cannot be stocked in multiple locations at this time.
Location:
- Code for where the Part is located i.e.:
o Shop
o Warehouse
o Row X Shelf Y, etc.
Description:
- Description of the Location.
o Alphanumeric.
o Freeform.
Submit:
- Saves and submits any new information to the system.
Clear:
- Clears the window of information.
- If any new information has been entered but not Submitted, it will be lost.
Print:
- Prints a list of the Location Codes and Descriptions.
Convert:
- Obsolete for new Users.
Inventory – Parts – Update – Parts Update
The Parts Update screen is where you can manage your parts inventory. You can add, update, and delete parts.
Product ID: Mandatory
- Can use the Distributor’s Product Number.
- Manually enter the code for the Product or use the New Button to have the system assign one.
- To bring up a Part that is already saved in the system, click on the Underlined link and choose from the Table or enter the part number into the box and press tab
New:
- By clicking this Button, populates the Product ID field with the word NEW.
- Once submitted, the system will assign an ID to the product.
Description: Mandatory
- Description of the Part being entered.
- Manually enter or use the Master Button to import the Product with the Vendor Description.
- Alphanumeric.
- Freeform.
- Unlimited.
Product Class: Mandatory
- Groups like Parts together.
- From Inventory – Parts – Administration – Product Classes.
- Only Classes with Class Type Parts from the above Table is available to use.
- Linked to various accounts through this Table:
o Sales account
o Cost of Sales General Ledger account
o Inventory General Ledger account
o Inventory Adjustment General Ledger account
- Can manually enter the Class if known or click the Underlined link and choose from the Table.
Price Button:
Activates Parts Price Update window.
- Usually Retail Price.
- Can have up to five different prices.
- Manually enter.
- If it has been pulled in from the Master catalogue, can be overridden.
- Must be a valid number or will receive an Error warning.
- If more than two decimals are entered, will round to two decimal places.
- Can calculate process from the Price Grid.
Average Cost:
- Must be set to Yes in Store Profile in order to calculate.
- Calculates on an ongoing basis.
- Same product coming in over time from different vendors at different prices and quantities.
Stock Levels:
- Min.
o Minimum stock the Dealership would like to have on hand.
o Not linked to anything.
- Max
o Maximum stock the Dealership would like to have on hand.
o Not linked to anything.
Purchasing UOM:
- (Second field Select UOM):
o If the Inventory received and the number of Products is a 1:1 Ratio, this field can be left as is.
o If the Inventory received and the number of Products is not a 1:1 Ratio, this field needs to be filled in.
§ If 1 Case = 12 Parts, Case would be chosen from the dropdown.
§ If 1 Roll = 50 Feet, Roll would be chosen from the dropdown.
- (First field)
o The amount the vendor charges the dealership for the product, in the purchasing unit of measure, i.e. the cost per package, carton or roll.
§ If 1 Case is received, the price for the Case.
§ If 1 Roll is received the Price for the Roll.
§ If it is a 1:1 Ratio, this field can be left blank. The cost will come from the Vendor Cost.
Stocking UOM:
- If the Inventory received and the number of Products is a 1:1 Ratio, this field can be left as is.
- If the Inventory received and the number of Products is not a 1:1 Ratio, this field needs to be filled in.
- If 1 Case = 12 Parts, Each would be chosen from the dropdown.
- If 1 Roll = 50 Feet, Feet would be chosen from the dropdown.
Stock To Purchase:
- If a Product is brought in as 1 Unit, this field does not need to be filled in or 1 is put here.
- If a Product is brought in by the Case/Roll, etc., how many Parts are in the Case/Roll, etc. are entered here.
o For example, if I Case = 12 Parts to be put into Inventory, 12 is entered here.
o If 1 Roll of Carpet is 50 feet long, 50 is entered here.
Examples:
1. A Part is ordered on a 1:1 Ratio. For each Part received, 1 goes into Stock.
a. Stock to Purchase = 1 or left blank.
b. Purchasing UOM (UOM field) = Left as the default Select UOM.
c. Purchasing UOM (first field) = Blank
d. Stocking UOM = Left as the default Select UOM.
2. One Case is ordered that contains 8 Parts to put into Inventory.
a. Stock to Purchase = 8.
b. Purchasing UOM (UOM field) = Package.
c. Purchasing UOM (first field) = Cost of the complete Package (for all 8 items).
d. Stocking UOM = Each.
3. One Roll is ordered that contains 16 Feet to put into Inventory.
a. Stock to Purchase = 16.
b. Purchasing UOM (UOM field) = Roll.
c. Purchasing UOM (first field) = Price of the Roll.
d. Stocking UOM = Feet.
Only Tax:
- Set up in Table System Admin – Configuration – Tables – Tax – Codes.
- If subject to only one type of Tax (federal or provincial/state), select from the dropdown.
- If nothing is selected, will choose the setting on the Vendor Profile.
Tax Included Code:
- Set up in Table System Admin – Configuration – Tables – Tax – Codes.
- If the Product has the Tax included in the price (like Propane), select the type of Tax Included from the dropdown.
- The system will calculate the amount of Tax included in the price and it will show in the Tax Code/Amount sections.
UPC Code:
- Universal Product Code.
- The Barcode number from the supplier.
- Scan the UPC directly into the system from the Part when this window is open to the product.
- Whenever the Part is used or sold, the UPC will automatically scan in.
- If not using the UPC, the Bar Code or Label Number can be used at time of sale.
Product Status:
- Choose from the dropdown:
o Active: The Part will appear in Searches and can buy/sell.
o Inactive: Does not appear on any searches.
Grid Price Override:
- Choose from dropdown: Yes or No.
- If Dealership wants to set its own process, set to No.
- See Price Grid Notes.
Selling Price Override:
- Choose from the dropdown:
o Yes: Can override the Price when selling the part. The User may/may not have the rights to override.
o No: Cannot override the Price.
Volume Price:
- If giving a better price if buying Parts in volume.
- Choose from the dropdown.
- From Sales – Parts – Administration – Volume Base Prices.
Notes Section:
- Alphanumeric.
- Unlimited.
- Freeform.
Vendor Code:
- If the Part has been added from the Master file, the Vendor will default to the first row.
- Can add more Vendors by using the + button in the Title row or by tabbing through an existing row.
- Manually enter the Vendor or use the Underlined link to choose from the Table.
Vendor Name:
- Defaults in from Vendor Code.
- Cannot be edited in this window.
Vendor Product:
Vendor Product number.
- If adding from the Master file, will automatically fill in. Otherwise manually enter.
- Can be edited.
- Alphanumeric.
- Unlimited space.
- Freeform.
Cost:
Amount the Dealer pays the Vendor for the Product.
- Can be edited.
- Numeric only or will receive an Error message.
- Can delete the cost by either manually deleting or clicking the Underlined link.
- Used on the Purchase Order under the Puom column for Cost.
- If ordering a Part from another country, use the domestic cost of the Part, not the international.
- If receiving from a Purchase Order, it will take the non-domestic cost, do the conversion using the exchange amount set up in the system, and enter the domestic amount.
Primary Arrow:
- Points to the Primary Vendor for the Product. Can be changed.
- P.O.’s that are generated through work orders will use the Primary Supplier.
- Can access the Primary by clicking on the Primary arrow.
- Click on the Vendor Code for the new Primary Vendor.
- Window automatically closes and the new Primary shows in the top row.
Store ID/Store Name:
- Defaults in from Store Profile
- Cannot be edited in this window.
On Hand:
- Shows amount of Inventory for that Part in the store.
- Cannot be edited in this window.
Inventory Location:
- Where in the Store the Inventory is located (bin, shelf, aisle, etc.). A physical location.
- From Table Inventory – Parts – Administration – Inv. Location.
- Manually enter or use the Underlined link to choose from the Table.
Location Description:
- Defaults in from Inventory Location.
- Cannot be edited in this window.
Stocked Product:
- If the Product is stocked in the Store.
- Choose from dropdown: Yes or No.
Submit:
- Saves any new information added to the system.
Clear:
- Clears all information from the screen.
- Any new information added that has not been submitted will be lost.
Master Parts Search:
Catalogue for different Vendors.
- Can use the Vendor Product Number as the Product Code
- If Vendor Part Number is known, User can manually enter in the field right of the Button.
- If unknown, the User can click on the Button to select from the Table.
- If a Catalogue Product Number is chosen, the following information for the Product will automatically populate in the Product Update window:
o Product ID (cannot be overridden or will clear all information from the window)
o Description (can be overridden)
o Product Class (can be overridden)
o Price (can be overridden. Good practise to look at to make sure the prices match).
o Vendor Code (cannot be overridden)
o Vendor Name (cannot be overridden)
o Vendor Product (can be overridden)
o Cost (can be overridden. Good practise to look at to make sure the costs match).
o UPC Code from certain suppliers (like Coastal).
- If the Part is already in the system, will advise it has already been added.
Print Label:
- Can print the Product Label from this screen
- Can only be used if the Product has been Submitted into the system.
- Barcode Printer: Mandatory
o If the Printer showing is not correct, manually enter the correct Printer name or use the Underlined link to choose from the Table.
- Preview before printing:
o If checked, can preview the label before printed.
o If unchecked, the label will automatically print.
- Number of Labels: Mandatory
o Can be manually changed from the default.
- Print Part Prices:
o If checked, will print the Price on the label, underneath the Product Code.
o If unchecked, the Price does not show.
- Print:
o Prints the number of labels specified, with the parameters selected.
o If Preview before Printing is checked, will show the labels in a Harvest Report first and can print from the Preview.
- Cancel:
o Cancels the Print and closes the window.
Delete:
- Does not Delete the Product from the system but makes the Product Inactive.
Inventory – Parts – Update – Parts Kit
Two or more Parts put together to make a Kit.
- Dealership does this, not pre-populated.
- When assembled, although the Kit is referred to by a Part Code, it will not show an On Hand quantity in the Parts Update window.
- On Hand refers to different parts of the Kit.
- Creating here does not increase the Quantity of the Kit or decrease the Quantity of the Part.
- The Parts are decreased in Part Sales when the Kit is sold. The Kit Quantity is not affected.
- Works differently for Work Orders as for Parts Sales. In Work Orders, Kit quantities are decreased, not Parts. Better to use Templates on a Work Order than add Kits.
Kit No.: Mandatory
- Need to prefix with an ‘S’.
- Either enter a number manually, or to bring up one already in the system, click the Underlined link to choose from the Table.
- Alphanumeric.
New:
- When clicked, puts New in the field.
- When submitted, the system will automatically assign a number for the Kit.
Description: Mandatory
- Description of the Part.
- Alphanumeric.
- Freeform.
Vendor Code:
- Vendor who’s Parts make up the Kit,
- Manually enter the Code or click the Underlined link to choose from the Table.
Product Class:
- The Class to which the Kit will belong.
- Manually enter the Class or click the Underlined link to choose from the Table.
UPC Code:
- Dealership Code for the Kit.
- Since the Kit is created by the Dealership, there will be no manufacturer so no Code.
- Alphanumeric.
- Freeform.
List Price: Mandatory if Costs are shown in Product Section.
- For how much the Kit will be sold.
Cost Price:
- Greyed out unless Override Cost is checked.
- Used if the User wants to change the Cost as Totaled in the Product Section.
Override Cost:
- Check to open the Cost Price field.
Only Tax:
- Choose from dropdown.
Parts Kit Status:
- Active or Inactive.
Store ID:
- If more than one store, in which stores the Kit is stocked.
Store Name:
- Defaults in from Store ID.
- Cannot be edited in this window.
Inventory Location:
- From Inventory – Parts – Administration – Inv. Locations.
- Where the Kit is in the Store.
Location Description:
- Defaults in from Inventory Location.
- Cannot be edited in this window.
Stocked Product:
- Yes or No.
Retail Product No.:
- Lists the Parts that make up the Kit.
- Should be two or more Parts added.
- Enter the Part Code manually or click the Underlined link to choose from the Table.
- Tab through to add another line or use the + in the Title area.
Description:
- Defaults in from the Product Code.
- Cannot be edited in this window.
Quantity:
- Defaults in from the Product Profile.
- Can be edited.
Cost:
- Defaults in from the Product Profile.
- Cannot be edited in this window.
Line Total:
- Quantity * Cost.
- Cannot be edited in this field.
Total Sub Cost:
- Total amount of the Line Total.
- Cannot be edited in this field.
Submit:
- Saves any new information to the system.
Clear:
- Clears the window of information.
- Any new information added that has not been saved will be lost.
Delete:
- Deletes the Kit from the system.
Print Label:
- Barcode Printer:
o If the correct Printer is not showing, use the Underlined link to choose from the List.
- Preview before printing:
o Check this box if a Preview is desired before printing the Barcode.
- Number of Labels:
o Enter the number labels that need to be printed.
- Print Part Prices:
o Check if List Price is to be printed on the Label.
- Print:
o Prints the Label.
- Cancel:
o Cancels the Print job.
Part Sales
Whether they are purchased to repair or to customize, parts are an integral aspect of any dealership. Dealership’s Sales module provides a powerful automated system for selling parts and tracking customer information. Selling a part deals with selling regularly stocked parts to customers, while Special Order are used to place an order on a less common part.
Sales – Parts – Parts Sales
Salesperson:
Salesperson must be listed in the Salesperson Table (System Admin – Configurations – Tables – Salesperson – Update).
- Does not have to be the Login ID.
- Mandatory or cannot Submit the Sale.
- If not listed will receive an error.
New Sale:
- Used to start a New Sale.
- Will clear the information from the previous Sale entered.
Parked Sale:
- Bring up Parked Sales saved in the system.
Customer ID:
- Type in the Customer ID, if known.
- Can click the Underlined Link to show all Customers saved in the system.
- If the Customer is not in the system, can be added here using the Add Button (See notes on Customer Update).
- Once a Customer has been entered, the system will automatically fill in the Customer´s name and address, Main Tax, Discount, Credit Limit (if On Account and a Credit Limit has been entered), and Account Balance.
- CASH is used if not keeping track of the sale for future use.
- If the Customer has a Special Order in the system, a pop up will appear to advice of this.
- If the Customer is not picking up the Special Order, click Close and proceed.
- If the Customer is picking up the Special Order, see the notes on Special Order.
- The Customer´s Funds Code must match the Store´s Funds Code or an Error warning will appear.
o Another pop up will appear:
Status #:
- Indicates Indian Status. Tax exempt number is put here.
- Disappears when any ID other than CASH is entered.
- Freeform.
- Alphanumeric.
- Unlimited space.
Main Tax:
- Populates automatically from the Customer ID, if set up on the Customer Profile.
Discount:
- User must have the Permission to give discounts in the System Admin à Security à Users Tab.
- Populates automatically from the Customer ID if set up on the Profile.
- Can be overridden.
- If no Discount appears, one can be entered.
- Must be Numeric or an Error warning appears.
- Cannot be greater than 100 or an Error warning appears.
- Cannot be less than 0 or an Error warning appears.
PO No:
- If the sale is attached to a PO, enter the number here.
- Freeform.
- If the Customer is listed as and paying On Account and Require PO is set to Yes on his Profile, a PO number must be entered. Will receive an Error warning if not.
Credit Limit:
- Automatically populates if the Customer is On Account and a Credit Limit has been set.
- Not an Active Field.
Acct. Balance:
- Automatically populates.
- Not an Active field.
View Details:
- Shows all Outstanding Invoices, Invoices and Invoice Payments associated with this Customer.
Product:
- Manually enter the Product number or click the Underlined link and choose from the Table.
- If the Customer is buying more than one Product, click the + square to add another line.
- If there is no Inventory on hand for the Product, or is in the negative, an Error warning appears.
Price:
- Automatically populates from the Product Profile.
- Tailored to Customers Pricing Level.
- Can be overridden.
- Must be Numeric or an Error warning appears.
- Must be 0 or a positive number or an Error warning appears.
Quantity:
- Populates automatically from the Product Profile.
- Can be overridden.
- Can be positive, negative, or zero.
- If a Product is being returned, put in the negative number of products being returned.
Product Description:
- Automatically populates from the Product Profile.
- Can be overridden.
- Alphanumeric.
- Unlimited space.
D%:
- Discount Percentage.
- Populates from the Customer Profile.
- Can be overridden (see notes above).
TX:
- Populates from the Product Profile.
- Clicking on the Underlined TX Title shows all Tax possibilities.
- Type in the Tax Code, if known, or use the link to choose one from the Table.
- If proper Tax Code is not showing, must be added to the Tax Table (System Admin – Configuration – Tables – Tax – Codes) and then added to the Product Profile.
Product Extension:
- Price * Quantity.
- Cannot be overridden in this field.
Park Sale:
- If the Customer has to leave the desk for whatever reason, the sale can be parked to be brought up again at a later date.
- All information already added for the customer will not be lost.
Del Parked:
- If the Parked Sale needs to be deleted for some reason, it can be deleted.
- A pop up will appear of all the Parked Sales.
- Click the light green Transaction Number. A pop up will appear.
- Click the appropriate button. If Yes another pop up will appear. 
- Click OK to return to the original window.
Payment Code/ Payment Description:
- A list of the different types of payment.
- If the Payment Type is not shown can be added in the Payment Table (Finance – Receivables – Administration – Payment Forms).
- On Account shows only if On Account is activated on the Customer Profile.
- A Salesperson or a new Customer ID must be entered for these Payment Codes to appear, or click in the Customer ID field if showing CASH .
Payment Amount:
- Payment can be split between different payment types.
- Type in the amount and it is automatically subtracted from the Balance.
- If it is a CASH Customer, CASH only can to be used.
- If not splitting the cost between different payment types, highlight the 0.00 and type 0. This will automatically put in the Invoice Balance.
Tax Codes/ Tax Codes Amounts:
- Populates automatically from the Product section of the Invoice.
- Automatically calculates the different Tax types and list each type separately.
- Products with the same Tax type will be calculated together.
Sales Total:
- Net Total + Taxes
Payment Total:
- Amount paid from the Payment Amount Table.
Invoice Balance:
- Sales Total – Total Payment Amount
Change:
- Sales Total - Total Payment Amount
Submit:
- Click this button when the Invoice is finished and the Customer has paid.
- Payment Total must be greater than or equal to Sales Total in order to Submit.
- Salesperson must be entered.
Wide Receipt:
- When this is checked, the Order will print in an 8 _ x 11“ format.
- If not checked, will print in Receipt size.
Clear:
- Clears the screen of all entered information.
Reprint:
- Reprints the receipt.
Putting a Credit on a Customer’s Account
- On Customer Profile, On Account must be set to Yes.
Payment Amount:
- Put the amount to be credited in the correct Payment Code row(s) (Cash, Visa, cheque, etc.).
- On Account: Enter the negative combined amount as showing in Invoice Balance.
Submit:
- Invoice Balance must be 0.00.
Inventory – Parts – Update – On Hand Adjustment
Product Number:
- Type in the Product Number, if known.
- If unknown, click the Underlined Link and choose from the Table.
- If an incorrect Product Number is entered, an Error warning will appear:
- If a partial number is entered, the system will offer suggestions on possible alternatives.
Store:
- Automatically fills in from the Product Profile.
- Cannot be edited in this window.
Description:
- Automatically fills in from the Product Profile.
- Cannot be edited in this window.
Price:
- Automatically fills in from the Product Profile.
- Cannot be edited in this window.
Stocking UOM:
- Automatically fills in from the Product Profile.
- Cannot be edited in this window.
Purchasing UOM:
- Automatically fills in from the Product Profile.
- Cannot be edited in this window.
Stock to Purch. Ratio:
- Automatically fills in from the Product Profile.
- Cannot be edited in this window.
Purchasing UOM Cost:
- Automatically fills in from the Product Profile.
- Cannot be edited in this window.
Class:
- Automatically fills in from the Product Profile.
- Cannot be edited in this window.
Replacement Cost:
- Automatically fills in from the Product Profile.
- Cannot be edited in this window.
Purchasing UOM Average Cost:
- Automatically fills in from the Product Profile.
- Cannot be edited in this window.
Average Cost:
- Automatically fills in from the Product Profile.
- Cannot be edited in this window.
Quantity On Hand:
- Automatically fills in from the Product Profile.
- This field cannot be edited in this window.
New On Hand:
- Freeform.
- Must not be alpha or an Error warning appears.
- Can be a negative, 0 or positive number.
Adjustment Date:
- Defaults to Today’s Date.
- Can be changed by either manually entering the Date or clicking the Calendar icon and choosing a Date from the pop up.
- Can be any Date in the past, present or future.
- A Date must be entered or will receive an Error warning:
Location:
- Type in the Location, if known.
- If unknown, click the Underlined Link and choose from the Table.
- If the Location wanted is not showing, can be added in Inventory – Parts – Administration – Inv. Locations.
- Not Mandatory.
- Shows where the Product is located in the store.
- If a Location is showing, can be changed to another Location.
- If an incorrect Location is entered, will receive an Error warning and Location reverts to original Location, if one was entered:
Post to G/L:
- Make sure this is checked.
- Will create G/L Transaction once submitted.
Comments:
- Can add Comments to the Adjustment.
- Freehand.
- Alphanumeric.
- Unlimited space.
- Additional lines can be added by clicking the + box in the Title.
Submit:
- Submits the entry.
- Updates the G/L if Post to G/L was checked.
- Updates the Inventory of the Product entered.
Clear:
- Clears the screen.
Sales – Parts – Special Orders
Sometimes, a customer may request a part that your dealership does not normally stock. When this occurs, you may need to place a special order with one of your vendors. Dealership integrates these functions with the sale of parts to help you keep track of special orders and ensure that each customer receives the parts they need.
Order No.:
- If bringing up a previous Order, type in the number.
- If creating a New Special Order, leave as New.
- Can click on underlined Title to show saved Orders in the system.
New:
- Click this Button to start a New Order if one is already shown.
Date Entered:
- Shows the Date the Order was entered.
- Defaults to Today’s Date for a New Order.
- Non active field.
Date Due:
- Entry must be numeric or will receive an Error warning.
- Can use the Calendar Icon to enter a Due Date.
- Can be left blank.
- Fill in if the Date the part is due to arrive is known.
Salesperson:
- Salesperson must be listed in the Salesperson Table (System Admin – Configurations – Tables – Salesperson – Update).
- If not listed will receive an error.
Customer ID:
- Type in the Customer ID, if known.
- Can click the Underlined Link to show all Customers saved in the system.
- If the Customer is not in the system, can be added here using the New Button (See notes on Customer Update).
- Once a Customer has been entered, the system will automatically fill in the Customer´s name and address, Main Tax, Discount, and Customer Balance (if this is a Saved Order and an Advance has been made).
- CASH cannot be used as a Customer. If used will receive an Error warning.
New:
- If the Customer is not in the system, can be added here using the New Button (See notes on Customer Update).
Customer Balance:
- With a New Order will show as 0.00.
- If this is a Saved Order and an Advance has been made, will show the Balance owing.
- Non active.
Tax Code:
- Defaults from the Customer Profile.
- Can be changed using the dropdown.
- If proper Tax Code is not showing, must be added to the Tax Table (System Admin – Configuration – Tables – Tax – Codes) and then added to the Product Profile.
Discount %:
- Populates automatically from the Customer ID if set up on the Profile.
- Can be overridden.
- If no Discount appears, one can be entered.
- Must be Numeric or an Error warning appears.
- Cannot be greater than 100 or an Error warning appears.
- Cannot be less than 0 or an Error warning appears.
Product:
- Used to order parts not in stock, or parts that have to be ordered special from the Manufacturer.
- If known, enter the Product number.
- If unknown, click the Underlined Product Title. A list of all Products saved in the system will appear.
- If the part is not in the system, it can be added by clicking the Add Product Button.
- If the Customer is buying more than one Product, either click the + square to add another line or Tab to the end and another line will show.
- If the Product is in stock, a warning will appear.
Price:
- Automatically populates from the Product Profile.
- Can be overridden.
- Must be Numeric or an Error warning appears.
- Must be a positive number or an Error message appears.
Quantity:
- Populates automatically from the Product Profile.
- Can be overridden.
- Can be positive, negative, or zero.
Product Description:
- Automatically populates from the Product Profile.
- Can be overridden.
D%:
- Populates from the Customer Profile.
- Can be overridden (see notes above).
TX:
- Populates from the Product Profile.
- Clicking on the Underlined TX Title shows all Tax possibilities.
- Type in the Tax Code, if known, or use the link to choose one from the Table.
- If proper Tax Code is not showing, must be added to the Tax Table (System Admin – Configuration – Tables – Tax – Codes) and then added to the Product Profile.
Product Extension:
- Price * Quantity.
- Cannot be overridden.
Purchase Order:
- Number is automatically assigned when Order is submitted, if there is a PO open for the Product’s Vendor.
- Non active field.
Add Product:
- If a Product is not in the system can be added here.
Payment Code/ Payment Description:
- A list of the different types of payment.
- If the Payment Type is not shown can be added in the Payment Table (Finance – Receivables – Administration – Payment Forms).
- On Account shows only if On Account is activated on the Customer Profile.
Payment Amount:
- Payment can be split between different payment types.
- Type in the amount and it is automatically subtracted from the Balance.
- If it is a CASH Customer, CASH only can to be used.
- If partial payment has already been made, clicking on the Underlined link shows the Payment History for that Order.
Tax Codes/ Tax Codes Amounts:
- Populates automatically from the Product section of the Invoice.
- Automatically calculates the different Tax types and list each type separately.
- Products with the same Tax type will be calculated together.
Sales Total:
- Net Total + Taxes
Payment Total:
- Amount paid from the Payment Amount Table.
- When bringing the Special Order up again, can click on the Underlined link and see a Payment History of the Order.
Invoice Balance:
- Sales Total – Total Payment Amount
Change:
- Sales Total - Total Payment Amount
Submit:
- Click this button when the Special Order is finished.
- Payment Total does not have to be greater than or equal to Sales Total in order to Submit.
Wide Receipt:
- When this is checked, the Order will print in an 8 _ x 11“ format.
- If not checked, will print in Receipt size.
Balancing the Cash Drawer
Sales – Parts – Daily Menu – Payments
This is a Daily Procedure to be done at the end of the day or beginning of the next day, before business begins. This is used to balance what was entered in the system each day. On Account does not show, only payments that can be counted physically (Cash, cheques, credit receipts, credit receipts, etc).
Till ID:
- Associated with a particular computer.
- Enter the Till ID or leave blank to view all Tills.
- Can click on the underlined link, if the Till ID is unknown, and choose from the Table.
From Date:
- Enter the Start Date for the Report.
- The system defaults to today’s date.
- Can be entered freeform (MM/DD/YY) or by clicking on the Calendar icon and choosing a date.
To Date:
- Enter the End Date for the Report.
- The system defaults to today’s date.
- Can be entered freeform (MM/DD/YY) or by clicking on the Calendar icon and choosing a date.
Detail/Summary:
- The report can be written with all the details, or a summary. Choose from the dropdown.
Include A/R Payments:
- Check if A/R Payments are to be included in the Repot.
Sort Option:
- Can sort by Payment Date or Till ID (if reporting on more than one Till).
- Choose from dropdown.
Print:
- Click to generate a Report.
- Compare the Printed Report to your manual Till Count.
- The Report will show Cash, cheques, Credit charges and Debit charges and whatever other payment types are accepted.
On the Printed report, Receipt could be anything that is a payment: Parts Order, Parts Payment, WO Payment, etc. You can Copy/Paste the Receipt number into the Product ID field of the Parts Inquiry window (Inventory – Parts – Parts Inquiry) to see what the details are.
Sales – Parts – Daily Menu – Daily Update
Creates the G/L Transactions from the Payments and the Parts sales.
Line #:
- Click on the Line # field to show all the Transactions from that date.
- Can only view one line at a time.
- Transactions will show in the lower section of the screen.
- Check all Transactions and, if everything is fine, click Submit .
- Transaction Line will disappear.
- Repeat for each remaining Line #.
Submit:
- Moves the Transactions from the Sales Module to the Financial Module.
- These Transactions will now be Un-posted Transactions in the General Ledger.
Print Payment Details:
- Click to print the Till Payment Type Details Report before the Line is submitted.
REPORTS AND INQUIRIES
Sales – Inquiry – Parts Sales
Receipt Number:
- Payment number.
- Could be anything that is a payment: Parts Order, Parts Payment, WO Payment, etc.
- Can Copy/Paste from Daily Menu Payments Report, enter manually or use the Today’s Sales or Past Sales Buttons to choose from the Table.
Today’s Sales:
- Sales that are not Posted.
- May not show just the current day’s sales. Could be sales from the current date or before.
Past Sales:
- Posted Sales to date.
- Shows history of the postings.
- If a Posted Sale is entered, the Button Show GLT will appear.
Show GLT:
- Shows the General Ledger Transactions of the Sale.
Inventory – Parts – Parts Inquiry
- Information about each Part individually.
- Different Vendor Codes, On Hand quantity, how many On Order and committed, Location etc.
Store ID:
- Click to drill down for more information.
Sales History:
- Click for more information on the Product’s transaction history.
- Year:
o Click to show Transaction history per month in Trans Year section.
- Month:
o Click to show all Transactions for that month in Trans. Month section.
- Trans. Month:
o Ref:
§ Click to show information on the actual Sale.
Sales – Inquiry – Customer Inquiry – Cust. Purchases
- Shows all Purchases ever sold, by Customer.
Author: Pear Tree
Last update: 2016-11-10 15:47
Payroll Run
How to do a Payroll Run
Finance – Payroll – Update – Employee
Employee ID: Mandatory
- Manually enter if using own Code, or click New for the system to assign.
Name
First Name: Mandatory
- Enter the First Name of the Employee.
- Alphanumeric.
- Freeform.
Middle Initial:
- Only one character or will receive an Error message.
- Must be alphabetic or will receive an Error message.
Surname: Mandatory
- Enter the First Name of the Employee.
- Alphanumeric.
- Freeform.
Street 1: Mandatory
- Enter the Address of the Employee.
- Can be a Street Address or a Postal Box.
- Alphanumeric.
- Freeform.
Street 2:
- Enter the additional Address information if needed.
- Alphanumeric.
- Freeform.
City: Mandatory
- Enter the City/Town.
- Alphanumeric.
- Freeform.
State/Province: Mandatory
- Enter the State or Province.
- Alphanumeric.
- Freeform.
- Not linked to any Tables.
Country: Mandatory
- Choose from dropdown.
- From System Admin – Configuration – Location – Country.
Zip/Postal: Mandatory
- Enter the Postal or Zip Code.
- Alphanumeric.
- Freeform.
- Not linked to any Tables.
Phone 1:
- Enter phone number.
- Alphanumeric.
- Freeform.
Phone 2:
- Enter phone number.
- Alphanumeric.
- Freeform.
Date of Birth:
- Month/Day/Year
- Manually enter or click on the Calendar icon.
- Affects deductions (Exp.: people under a certain age and over another do not pay CPP).
- Numeric only or will receive an Error message.
Social Insurance No.:
- Must be 3 sets of 3 numbers separated by a - or will receive an Error message.
Health Insurance Number:
- Alphanumeric.
- Freeform.
Marital Status:
- Choose from dropdown: Single or Married.
- Defaults to Single.
Name of Spouse:
- Alphanumeric.
- Freeform.
Dependants:
- Numeric only or will receive an Error message.
- Unlimited space.
- Affects deductions.
Direct Deposit
- Software does not do Direct Deposit. No interface in the system.
- To be developed in the future.
-
Institution ID:
- Information only.
- Name of the Banking Institution.
- Alphanumeric.
- Freeform.
Transit No.:
- Information only.
- Transit Number of the Banking Institution.
- Alphanumeric.
- Freeform.
Account No.:
- Information only.
- Account at the Banking Institution used.
- Alphanumeric.
- Freeform.
Termination Date:
- Last day the employee works.
- Enter manually or click on the Calendar Icon.
- Must do the Final Payroll before a date is entered.
- Cannot delete an employee. Once date is entered, no longer appears on Payroll.
Start Date:
- First day the employee works.
- Enter manually or click on the Calendar Icon.
Roll:
- Choose from dropdown.
- From PTS – Table Mtc. – Financials – Payroll Tables – Payroll Table or Finance – Payroll – Administration – Payroll Table.
- Allows employees to be grouped together by how they are paid.
- May have salaried employees paid bi-weekly and hourly employees paid weekly. Or both are bi-weekly but the salaried can be run anytime and the Hourly must wait till all time cards are in.
Number Pays/Year:
- Calculates automatically from Roll.
- System generated.
Salary/Hourly:
- Choose from dropdown if Salaried or Hourly employee.
Annual Salary:
- If Salaried, enter employee’s Annual Salary.
Hourly Rate:
- If Hourly employee, enter Hourly Rate.
Hours/Pay period:
- If work the same hours every Pay Period, enter the amount.
- If different hours every Pay Period, leave Blank.
- If Hours and Hourly Rate are entered, the system automatically calculates the Annual Salary and enters in Annual Salary field.
Overtime Rate:
- Enter if applicable.
Vacation Rate:
- Rate varies from Province to Province.
- Minimum rate is 4%.
- Enter the amount as a number, not a decimal (4% is 4 not 0.04).
Default Vacation Payment:
- If Vacation is paid on the cheque and not taken, check.
- If vacation time is accrued, do not check.
Department:
- Choose from dropdown if want to group employees by Department.
Store ID:
- Not mandatory but if a Store is not selected will receive an error when doing Payroll.
Wages GL Account:
- Expense account where Gross Wages go.
- Manually enter or click the Underlined link to choose from the Table.
Province Net Claim:
- Automatically entered by system when Roll is selected.
- Determined by Provincial Tax Table.
Federal Net Claim:
- Automatically entered by system when Roll is selected.
- Determined by Federal Tax Table.
LSF Tax Credit (Prv):
- Labour Sponsored Funds.
- By province.
- Manually enter.
LSF Tax Credit (Fed):
- Labour Sponsored Funds.
- Federal.
- Manually enter.
Additional Tax:
- If employee wants extra tax amount taken off each pay cheque.
- Manually enter.
Withholding Tax:
- If paying child tax, alimony, etc.
- Government gives a deduction.
Deduction Code:
- CPP, EI, Income Tax, Group Insurance, etc.
- Manually enter or click the Underlined link to choose from the Table.
- From Finance – Payroll – Update – Deductions.
Amount:
- Can enter an amount or let the system calculate from the Deductions Table.
- Can be overridden at time of Pay Roll.
Taxable Benefit Code:
- If Employer pays for something on employee’s behalf.
- Manually enter or click the Underlined link and choose from the Table
- From Finance – Payroll – Administration – Payroll Code – Taxable Benefits.
- Box 14 on the T4.
Employment Type:
- Do not choose from dropdown unless commissioned.
- If Commissioned is chosen, the following two fields become available.
Estimate Commission:
- Different formulas used for calculating tax if commissioned because pay could be irregular.
- Enter estimate.
TD1X Commission Expense:
- If filled out on TD1 form estimated daily expenses such as gas for the year, can legally be claimed on Income Tax at end of the year.
TDX1 Total Remuneration:
- Taxes on Total so the tax rate is evened out for the year.
Finance - Payroll – Administration – Payroll Table
- Once set up, do not have to do so again.
- At Year End, need to roll the Year forward.
Payroll Code:
- Code to be used for Payroll runs.
- Alphanumeric.
- Freeform.
Payroll Description:
- Description of the type of Payroll – Weekly, Bi-weekly, etc.
- Alphanumeric.
- Freeform.
Current Pay Year:
- Current Year.
- Keeps track of Calendar year.
- Pay Periods must be set up for the year before can enter or will receive an Error message (Finance – Payroll – Administration – Pay Periods).
Current Pay Period:
- The next pay period to run payroll for.
- System keeps track if using Payroll Run to do payroll.
- Weekly payroll will show current pay period as 01 – 52, Bi weekly: 1 – 26, Semi-monthly: 1 – 24, etc.
- Pay Periods must be set up for the year before you can enter the first payroll or will receive an Error message. (Finance – Payroll – Administration – Pay Periods).
State/Province:
- Choose from dropdown.
- From System Admin – Configuration – Location – State/Province.
- Calculates Provincial and Federal Tax.
- Make sure correct Province/State is chosen because every provinces tax is different.
Bank Code:
- The Bank out of which the salary will be taken.
- Choose from dropdown.
Finance - Payroll – Administration – Pay Periods
Payroll Code:
- Must be set up in Finance – Payroll – Administration – Payroll Tables first.
- Choose from dropdown.
Payroll Year:
- Enter the year for the Payroll, most likely the current year.
Number Of Pay Periods:
- How many periods for that period.
- Weekly – 52, Bi weekly: 26, Semi-monthly: 24, etc.
Pay Period:
- System automatically calculates the Pay Periods by the Number entered above.
- Cannot be edited in this field, must change the Number to change the listed Pay Periods.
Pay Period Start Date:
- Automatically starts at 01/01.
- Can be changed and system automatically recalculates the remaining lines.
Pay Period End Date:
- Automatically calculated from the Start Date.
- Can be changed.
- Cannot enter a Date the same as or later then the next Start Date or will receive a Warning message.
- Will not automatically update any other line in the Table or the Start Date.
Salary GL Account:
- Can enter the account but not necessary.
Finance – Payroll – Update – Deductions
Deduction Code:
- Enter Code.
- Alphanumeric.
- Freeform
Deduction Description:
- Description of the Deduction.
- Alphanumeric.
- Freeform.
Occurrences:
- Leave blank.
Tax Deductible:
- Check to see if it is Tax Deductible: exp., RRSP.
- Choose from dropdown: No or Yes.
- Defaults to No.
Employer Portion Rate:
- Percentage the employer pays.
- Numeric only or will receive an Error message.
- CPP: equal deductions for employer, enter 1.
- EI: Employer remits 1.4 times the amount.
Vendor:
- If the deduction taken from the employee has to be paid to someone else (like Revenue Canada). Choose from the dropdown.
Create AP Invoice:
- Check if all deductions are paid to someone else (like Revenue Canada).
- Commonly used for EI, CPP and Tax.
Standard Deduction:
- For Revenue Canada mandated deductions of CPP, EI and Tax.
Liability GL Account:.
- Manually enter or click the Underlined link to choose from the Table.
- Will show only Liability accounts in the Table.
- Can manually enter an Expense account but will receive a Warning message.
Expense GL Account:
- For employer portion of CPP, EI etc.
- Manually enter or click the Underlined link to choose from the Table.
- Will show only Expense accounts in the Table.
- Can manually enter a Liability account but will receive a Warning message.
Set up for EI
Two new boxes appear in the upper right hand corner.
Deduction Code:
- Must be EI.
Employer Portion:
- Must be filled in.
- Always 1.4.
Vendor:
- Revenue Canada.
Liability Account:
- Credited for amount deducted from the Employee and the amount the Employer matches.
Expense Account:
- Needs to be filled in.
- There is an Employer Portion Rate that needs to be paid.
- Debited from the Employer’s matching account.
EI Employee Rate (%):
- The percentage of Income that gets deducted.
Max. Annual Employee Premium:
- Amount up to which the Employee is deducted.
- After this amount the deductions stop.
Set up for CPP
Three new boxes appear in the upper right hand corner.
Deduction Code:
- Must be CPP.
Employer Portion:
- Must be filled in.
- Varies.
Vendor:
- Revenue Canada.
Liability Account:
- Credited for amount deducted from the Employee and the amount the Employer matches.
Expense Account:
- Needs to be filled in.
- There is an Employer Portion Rate that needs to be paid.
- Debited from the Employer’s matching account.
CPP Basic Exemption:
- $3500.
- First $3500 is exempt from CPP.
- If Employee makes less than this amount per year, does not pay CPP.
- Will average out the amount over the year.
Employee Contribution Rate (%):
- Maximum Employee contribution for the year.
- Contribution Rate/100 * Pay
Max. Annual Employee Premium:
- Amount up to which the Employee is deducted.
- After this amount the deductions stop.
- Revenue Canada sends out a document twice a year with the amounts.
Author: Pear Tree
Last update: 2016-12-21 15:56
Physical Inventory Procedure
Physical Inventory Procedure – Dealership
A Physical Inventory is the act of physically counting the individual items in stock at a particular date and time at your place of business. It is typically performed prior to a company’s year end.
1. Decide whether to enter counts for all parts or only some parts.
· From the top menu bar, select [System Admin], [Parameters] and then click [Store].
· Select the store you’re doing the physical count for, and click on the Parts tab.
· Turn on the checkbox Post only items counted if:
o you are not planning to count all parts for a store (partial physical) OR
o your parts inventory is fairly accurate
· If Post only items counted is checked, you only need to enter counts for the parts whose on-hand quantities you want to change. The on-hand quantities for all other parts will not be changed by the Post Counts step.
· If Post only items counted is not checked, you must enter counts for all parts that your store has in stock. The on-hand quantities for the parts you don’t enter will be set to zero by the Post Counts step.
2. Print the Count Sheets.
· From the top menu bar, select [Inventory], [Parts], [Physical Inv.], [Reports/Forms], and then click [Count Sheets].
· You can print all of the parts or limit by Location, Class, Primary Supplier or part number range
· Uncheck the ONLY Stocked Product checkbox to print all parts
3. Physically freeze your inventory. This means no sales or receiving of any kind should be performed during the physical inventory process. If you are unable to do this, keep track of all activity that affects the part on-hand quantities in the Dealership database. Then either adjust the counts prior to the Post Counts step OR adjust the counts after the Post Counts step without affecting the General Ledger (use Receive Product).
4. Manually enter the counts on the count sheets you printed.
· Don’t forget to include parts on open work orders in your count. Part quantities on an open work order or open special order show in the committed column on the Count Sheets.
· You can also run the Required Parts report to see parts and quantities on open work orders. From the top menu bar, select [Service], [Reports], [Scheduling] and then click [Required Parts]. Leave From Scheduled Date blank to get all open work orders scheduled up to today. Click the Show Installed Parts checkbox to see parts with Part install status Complete.
5. Enter your counts in the system.
· From the top menu bar, select [Inventory], [Parts], [Physical Inv.], and then click [Inv. Count Upd.].
· Enter the Product Number, the New On Hand quantity for your store and (optionally) the physical location of the part within the store. You can set up locations from [Inventory], [Parts], [Administration], [Inv. Locations]
· NOTE: If the store parameter Post only items counted is not checked, you must enter counts for all parts that your store has in stock. The Post Counts step will zero out all on-hand quantities, and then post only the entered counts.
6. Print Product Listing report for valuations (Optional, but recommended the first time you do a Physical Inventory).
· From the top menu bar, select [Inventory],[Parts], [Reports], [Listings], and then click [Std Products].
· This report will give you the value of your parts prior to the physical inventory to compare to the report after the physical inventory.
7. Print the Counts Entered report.
· From the top menu bar, select [Inventory], [Parts], [Physical Inv.], [Reports/Forms] and then click [Counts Entered].
· Use this report to compare what was written on the count sheets to what was actually entered into the system. It can be kept as backup information.
· NOTE: You can also reprint the Count Sheets. The Count Sheets will show the on-hand quantities entered for all parts. You will be able to determine if any errors were made when you entered the counts.
8. Print the Discrepancies report.
· From the top menu bar, select [Inventory], [Parts], [Physical Inv.], [Reports/Forms] and then click [Discrepancies].
· Use this report to check for:
o parts with an on-hand quantity but no count entered (if the store parameter Post only items counted is not checked)
o parts with an on-hand quantity different than the count entered by a specified percentage
o parts with an on-hand quantity greater than the count entered
o parts with an on-hand quantity less than the count entered
o parts with an on-hand quantity different than the count entered
9. Post Inventory Counts.
· From the top menu bar, select [Inventory], [Parts], [Physical Inv.], and then click [Post Inventory Count].
· Select the product class you want to update counts for, or accept the default (– Select Product Class –) to update counts for all product classes.
· Enter a date (usually your year-end date) in the posting date field if different from the default date.
· If desired, click on Produce Audit Report to show the parts and quantities which will be changed by posting the counts.
· Press Post Counts to update on hand quantities.
· NOTE: If the store parameter Post only items counted is checked, Post Counts will only change the on-hand quantities for the part counts you entered. If the store parameter Post only items counted is not checked, Post Counts will zero out all on-hand quantities, and then post only the counts entered.
10. Print Product Listing report
· From the top menu bar, select [Inventory], [Parts], [Reports], [Listings], and then click [Standard Products].
· This report will give you the value of your parts AFTER the physical inventory. Give the report to your bookkeeper or accountant.
11. Unfreeze inventory and begin carrying on business as usual. Your physical inventory is now complete.
Author: Pear Tree
Last update: 2016-11-10 15:47
PRICING PARTS - PRICE SALES GRID
PRICING PARTS
Special Pricing: Dealership puts Parts on Sale, giving a special price for a limited period of time.
Price Grid: Allows the Dealership to set up a certain pricing for a group of customers.
Sales – Parts – Administration – Sales Prices – Sales Prices Adj.
Only one checkbox can be enabled at a time or an Error message will appear.
Sale Start Date/Sale End Date:
- Date range of the Sale. How long it will last.
- Manually enter the Dates or use the Calendar icon to choose from the Calendar.
The next three Titles allows the Dealership to let the system know what is on sale.
By Single Part #:
- Can only do one Part at a time.
- Better to do by Vendor or Product Class than doing each part separately.
- Enabling the checkbox opens the Product Number and the New Sale Price fields.
- Product Number:
o What Part is on Sale for that time period.
o Enter the Part number manually or click the Underlined link to choose from the Table.
- New Sale Price:
o Manually enter the new Sale Price for that Date range.
o Numeric only.
By Vendor:
- All Parts for one particular Vendor are on Sale.
- Enabling the checkbox opens the Vendor Code and the Vendor – Percentage Off List Price fields.
- Vendor Code:
o What Vendor has all its Parts on Sale for that time period.
o Enter the Vendor code manually or click the Underlined link to choose from the Table.
- Vendor – Percentage Off List Price:
o Manually enter the new Percentage amount discount for all parts for that Vendor for that Date range.
o Numeric only.
By Product Class:
- All parts in a certain Product Class.
- Could possibly set up different Product Classes for what the Dealership wants to put on sale.
- Enabling the checkbox opens the Product Class and the Class – Percentage Off List Price fields.
- Product Class:
o What Class has all its listed Parts on Sale for that time period.
o Enter the Product Class code manually or click the Underlined link to choose from the Table.
- Class – Percentage Off List Price:
o Manually enter the new Percentage amount discount for all parts for that Class for that Date range.
o Numeric only.
Sales – Parts – Administration – Sales Prices – Sales Prices
Sales Date:
- Manually enter a known Sales Date or click the Underlined link to choose one from a list.
Print:
- Shows a Sales Report of Sales Prices for a given day.
PTS – Table Mtc. – Sales – Price Levels
- Labels for the different Price Levels on the Price Grid (see notes below).
- Manually enter the title in each Price Level field.
- Alphanumeric.
- Freeform.
- Can create a minimum of one and a maximum of five different Price Levels.
- Example of Price Levels:
o Internal: Some Dealerships are big enough that when Service does work for a Sale, Dealership charges Service for the parts used, either at cist or above cost.
o Warranty: The manufacturer for whom the Dealership is doing work. The manufacturer sets the price for the warranty work. They will tell the Dealership it is for Cost or Cost plus a certain percentage (Cost + 5, Cost + 10, etc.).
Sales – Parts – Administration – Price Grid
(Also Inventory – Parts – Administration – Price Grid – Price Grid Updates)
Price Level Titles:
- From PTS – Table Mtc. – Sales – Price Levels.
- Shown in Customer Profile in the Price Code dropdown.
- Can do different Prices for Parts that cost different amounts.
- Can create Cost Ranges and apply different percentages for each Cost Range.
First Dropdown:
- Choose from dropdown: Cost or List.
- First column is always set to Cost, cannot be changed. This defines the Dealership’s List price.
- The other four can choose between Cost or List.
Second Dropdown:
- Choose between Up and Down.
- If not adding anything to the Cost, can be Up or Down.
- If above Cost, choose Up.
- If below Cost, choose Down.
Cost Range ($):
- Different prices levels may have different discounts/premiums.
- Set the price range per row.
- If you have one set of prices for amounts between 0 and $100, the range would be 0 – 100.
- Maximum amount is $999,999.99.
Price Level 1 Price field:
- The percentage the Cost/List is up/down if Overwrite Retail Price From Grid is set to Yes in the Prices pop up on the Parts Update window (see notes below).
Price Level 2 Price field:
- The percentage the Cost/List is up/down.
- If selling a Price at 5% above Cost, the top dropdown would show Cost, the second dropdown would show Up and the numeric field would show 5.
ROUND TO NEAREST ($):
- Can round to the nearest cent, five cent, ten cent or dollar.
- Entering 1 will round to the nearest dollar, 0.01 to the nearest cent, etc.
- Uses the standard rules of rounding.
PLUS/MINUS ($):
- Can round and then add/subtract a certain amount from the rounding.
- Example: The system rounds to the nearest dollar and then drops a cent. The Cost is 7.86. The system rounds to 8.00 and then subtracts a cent so the Cost is 7.99.
Inventory – Parts – Update – Parts Update
Grid Price Override:
- Defaults to No.
- Can change to Yes by using the dropdown.
- If set to No, the Price on the Part will not be overridden.
- If set to Yes, clicking the Prices Button next to the Price, will show the different Costs.
Prices:
- First line (in this case called Retail) shows the Price of the Part.
- Second line (in this case called Cost) shows the Cost the Primary Vender charges for the Part.
- Third line (fourth line, etc.) will calculate the Cost + the percentage Up/Down as dictated from the Price Grid.
- For example, Cost is 298.52. The Price Grid Dictates Cost + 5 is the Cost plus 5 percent. 298.52 + 5% of the Cost = 313.45, as showing in the Price List.
- The majority of Customers will most likely be set to the first field, the Price of the Part.
- Overwrite Retail Price From Grid:
o Defaults to No.
o If set to Yes will use the Price Grid to recalculate the Price.
o Example: The Price is $463.74. The Cost is $298.52. If the Overwrite is set to Yes, the system will recalculate the Price as 298.52 + 30% (as set on the Grid – Cost Up 30) = 388.076. The Rounding will also be determined by the Price Grid.
o Once calculated, the Price, on the Parts window will change to 388.08 when the Price window is closed.
- From Grid:
o Recalculates the Price and/or Costs if the Overwrite dropdown has been changed.
- Submit:
o Saves any changes made.
Inventory – Parts – Administration – Price Grid – Update From Grid
- Global Change Setting.
- Allows all Parts priced in the Price Grid to be updated by Product Class.
- If Grid Price Override is set to No on the Parts Update window, the Price will not be overridden.
Product Class:
- Either manually enter the Class Code or use the Underlined link to choose from the Table.
- Only Product Classes with Class Type Parts will show in the Table.
Update:
- Updates the applicable Prices, as set by the Price Grid.
- Will show that the Update was completed.
Product Changed:
- Once Updated, shows how many Product Prices were changed.
- If Grid Price Override is set to Yes on the Parts Update window, the Price will be overridden.
Retail Prices Not Updated:
- Once Updated, shows how many Product Prices were not changed.
- If Grid Price Override is set to No on the Parts Update window, the Price will not be overridden.
Author: Pear Tree
Last update: 2016-11-10 15:47
Product Class Table gl transactions
Product Class Table:
4000 – New Unit Sales
5000 – Units – New – COGS
1050 – Unit Inventory – New
Initialize Sale – Unit Preview of what GL transaction will look like, Will not be created till Finalize Sale.
Parts Sales
Accounts for the Product Class for Part Sold (Propane – Included Tax).
4040 – Sales Account – Price of Part
5040 – Cost of Sales Account – Cost of Part
1045 – Inventory Account – Cost of Part
Author: Pear Tree
Last update: 2016-11-10 15:47
Product Classes Table
Inventory – Parts – Administration – Product Classes
- Same window as Inventory – Units – Administration – Product Classes.
- This window has two purposes:
o Accounting (GL Accounts are attached to the Class).
o Sales (Used by the Salesperson for a Report listing of Units sold or in Inventory by Class).
Product Class: Mandatory
- Must have at least one Parts Inventory Class.
- Manually enter the new Product Class.
- Alphanumeric.
- Freeform.
Type: Mandatory
- Used for Units, Sales and Other Sales.
- Choose Part from dropdown: Part, Unit, Other Sales.
Description: Mandatory
- Manually enter description of the Class.
- Freeform.
- Alphanumeric.
Vol. Price:
- Not really used.
- Choose from dropdown.
Retail Markup %:
- Information only.
- Not linked to anything.
- Must be numeric or will receive an Error message.
- Can be positive, negative, or 0.00.
Costline %:
- Information only.
- Not linked to anything.
- Must be numeric or will receive an Error message.
Prompt for Mileage:
- Checkbox.
- Required for Service Work Orders.
Coupon:
- No longer used.
- Not enabled.
Report Order:
- Not linked to anything.
- Has no impact in the system.
A list of stores will appear. No lines can be added or deleted.
Notes on the General Ledger Accounts:
- GL accounts must be entered for each store.
- Parts use all four accounts: Sales, Cost of Sales, Inventory and Inventory Adjustment.
- To create GL transactions for incoming Parts, Accounts Payable (AP Invoice) is needed.
- For incoming Parts, for both the PO Receive window and the Receive Product window, GL transactions are created only if the AP Invoice configuration link found in the Store Parameters – Purchase Tab window is turned on (See Store Parameters notes)
- An Inventory Asset account would be used.
Store ID/Store Name:
- Defaults in from Store Parameters.
- Cannot be edited in this window.
Sales GL Account: Mandatory
- Either manually enter the Sales Account to credit for this Class or click the Underlined link and choose from the Table.
- Income Account.
Cost of Sales GL Account: Mandatory
- Either manually enter the Cost of Sales Account for this Class or click the Underlined link and choose from the Table.
- Expense Account.
Inventory GL Account: Mandatory
- Either manually enter the Inventory Account for this Class or click the Underlined link and choose from the Table.
- Must be a Control Account or will receive an Error message.
Inventory Adjustment GL Account:
- Not used for Units. Parts Inventory only.
- Expense Account.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes a Product Class’ information from the system.
- The system will ask for confirmation before deleting.
Author: Pear Tree
Last update: 2016-11-10 15:47
PURCHASING
PURCHASING
This section refers to the Purchasing module of Dealership. It is divided into several sub-sections, each detailing a particular Purchasing function. These functions are used most often by Parts employees for ordering and restocking parts for the dealership and placing orders for customers.
Purchase Orders
A purchase order is a request to buy parts from a vendor and have them shipped to you (or a customer, or anywhere you like). Purchase orders can be created for two purposes. The first is to restock your inventory with parts. The second is to obtain parts that are not typically stocked for a customer with an uncommon request.
As a purchase order is a request for items made to a vendor, you cannot order parts from multiple vendors on a single purchase order. If you want to order parts from more than one vendor, you will need a separate order for each vendor. Likewise, individual parts in an order cannot usually be shipped to more than one location; you will need a separate order for each.
Purchasing – Update PO
Create a New Purchase Order
Purchase Order:
- Click New.
- Alphanumeric.
- Unlimited space.
Vendor Code:
- Either type in the Vendor Code, if known, or click on the Underlined link to see all existing Vendors in the system, and choose from the Table.
- Once a vendor is chosen, the link becomes inaccessible. If it is the incorrect vendor, need to Clear and start again.
- When a Vendor is entered, a table appears on the right with all the contact information entered on the Vendor Profile.
Ship To:
- Optional.
- If Shipping to the Dealership, enter the Dealership ID.
- If Shipping to the Vendor, enter the Vender ID. Make sure the Vendor’s complete address is on file before drop-shipping.
- Either type in the Vendor Ship To Code, if known, or click on the Underlined link to see all existing Vendors in the system, and choose from the Table.
Tax Code:
- Will default from the Vendor ID, if set up.
- Can change by choosing another Tax Code from the dropdown.
- If proper Tax Code is not showing, must be added to the Tax Table (System Admin – Configuration – Tables – Tax – Codes) and then added to the Product Profile.
P.O. Date:
- When New is clicked, automatically defaults to the current date.
- Can be overridden by either manually entering the Date (M/D/Y), typing the alphanumeric version (Sept 10 will put in 09/10 and the current year), or using the Calendar Icon to bring up the Calendar and choose from there.
Funds Code:
- Automatically defaults from the Vendor Profile.
- Cannot be overridden.
Add Product:
- If a Product is not in the system, can click this Button to add a New Product.
- An empty Product Profile window will appear. Fill in the pertinent information (see Section on Parts Profile).
Our Product No.:
- Type in the Product Number, if known.
- If unknown, click the Underlined Link and choose from the Table.
- Only parts for this Vendor, as set up in the Vendor’s section of the Parts Profile, will show in the Table.
Their Prod. No.:
- Defaults from the Parts Profile.
- Cannot be overridden.
Description:
- Defaults from the Parts Profile.
- Can be overridden.
- Alphanumeric.
- Unlimited Space.
Quantity:
- Defaults from the Parts Profile.
- Can be overridden.
- Alphanumeric. Must be numeric only to be added into the P.O. Total.
- Unlimited Space.
Puom Cost:
- Per Unit of Measure Cost.
- Defaults from the Parts Profile.
- Can be overridden.
- Unlimited Space.
STP:
- Stock to Purchase.
- Defaults from the Parts Profile.
- Numeric only. Must enter a number or an Error warning will appear.
- Number cannot be negative or 0 or an Error warning appears.
Extension:
- Qty * Puom Cost OR STP * Puom Cost
- Cannot be overridden.
Cust. ID:
- Fill in if this is a Special Order for a Customer.
- Leave Blank if this is for your Dealership.
- Type in the Customer ID.
- If unknown, click the Underlined Link and pick from the Table.
Reference ID:
- May be blank.
- Only used on PO created from Special Orders. Shows the Order Number to which the PO is linked.
- Cannot be edited.
View Cust.:
- Click on the light green field to show Customer Profile for whom this order was created.
- Only interactive if a Customer ID is showing in the Cust. ID field.
Comments:
- Can type in a comment if special instructions are needed.
- Freeform.
- Alphanumeric.
- Shown at the bottom of the Invoice.
Shipping/Handling:
- Enter the Shipping/Handling Charges, if applicable.
- Numeric only or will receive an Error warning.
- Cannot be negative or will receive an Error warning.
Discount/Surcharge:
- Numeric only or will receive an Error warning.
- Can be positive, negative, or 0.00.
- This is a dollar amount not a percentage.
- Negative amount is a Discount.
- Positive amount is a Surcharge.
Tax Code/Tax Amount:
- Calculates the Tax amount based on the TX Code entered on the PO.
- P.O. Total + Shipping/Handling + Discount/Surcharge * Tax amount.
P.O. Total:
- Total Extension + Shipping/Handling + Discount/Surcharge + Tax Amount.
- Calculated automatically.
- Cannot be overridden in this field.
Submit:
- Submits any New information to the system.
Clear:
- Clears the screen.
- If any new information is not submitted forst it will be lost.
Delete:
- Deletes the PO from the system.
- All information is lost.
Print:
- Prints the PO.
- If this is a new PO, it must be submitted before the Print Button is enabled.
- Any new information must be submitted before the Purchase Order can Print. If it is not, an Error warning will appear.
- Once printed, no more parts can be added.
Save As Std PO:
- A template to be used for future purchase orders.
- If your dealership regularly orders the same parts from the same vendors, this feature can save you a bit of time.
- Instead of clicking Submit, click Save as Standard.
- Dealership will save the purchase order as a Standard PO.
- To use a Standard PO, open the Update PO screen and click New. Enter the Vendor Code and click Standard PO. The standard PO for this vendor will load. Make any necessary changes and click Submit.
Update or Change a Purchase Order
Purchase Order:
- Type in the PO number or click on the Underlined link to see all existing POs in the system, and choose from the Table.
Vendor Code:
- Will automatically fill in when the PO is chosen.
-
- When a Vendor is entered, a table appears on the right with all the contact information entered on the Vendor Profile.
Ship To:
- If Shipping to the Dealership, make sure the Dealership ID is here.
- If Shipping to the Vendor, make sure the Vender ID. Ensure the Vendor’s complete address is on file before drop-shipping.
Tax Code:
- Will default from the Vendor ID, if set up.
- Can change by choosing another Tax Code from the dropdown.
- If proper Tax Code is not showing, must be added to the Tax Table (System Admin – Configuration – Tables – Tax – Codes) and then added to the Product Profile.
P.O. Date:
- Shows the Date the P.O. was entered.
- Can be changed by either manually entering the Date (M/D/Y), or using the Calendar Icon to bring up the Calendar and choose from there.
Funds Code:
- Automatically defaults from the Vendor Profile.
- Cannot be overridden.
Add Product:
- If adding a Product and it is not in the system, can click this Button to add a New Product.
- An empty Product Profile window will appear. Fill in the pertinent information (see Section on Parts Profile).
Our Product No.:
- Type in the Product Number, if known.
- If unknown, click the Underlined Link and choose from the Table.
- Only parts for this Vendor, as set up in the Vendor’s section of the Parts Profile, will show in the Table.
Their Prod. No.:
- Defaults from the Parts Profile.
- Cannot be overridden.
Description:
- Defaults from the Parts Profile.
- Can be overridden.
- Alphanumeric.
- Unlimited Space.
Quantity:
- Defaults from the Parts Profile.
- Can be overridden.
- Alphanumeric. Must be numeric only to be added into the P.O. Total.
- Unlimited Space.
Puom Cost:
- Per Unit of Measure Cost.
- Defaults from the Parts Profile.
- Can be overridden.
- Unlimited Space.
STP:
- Stock to Purchase.
- Defaults from the Parts Profile.
- Numeric only. Must enter a number or an Error warning will appear.
- Number cannot be negative or 0 or an Error warning appears.
Extension:
- Defaults from the Parts Profile.
- Cannot be overridden. Must be changed on the Parts record in order to change here.
Cust. ID:
- Fill in if this is a Special Order for a Customer.
- Leave Blank if this is for your Dealership.
- Type in the Customer ID.
- If unknown, click the Underlined Link and pick from the Table.
Reference ID:
- Only used on PO created from Special Orders. Shows the Order Number to which the PO is linked.
- Space is nor freeform. Cannot be overridden.
View Cust.:
- Click on the light green field to show Customer Profile for whom this order was created.
- Only interactive if a Customer ID is showing in the Cust. ID field.
Comments:
- Can type in a comment if special instructions are needed.
- Freeform.
- Alphanumeric.
- Shown at the bottom of the Invoice.
Shipping/Handling:
- Enter the Shipping/Handling Charges, if applicable.
- Numeric only or will receive an Error warning.
- Cannot be negative or will receive an Error warning.
Discount/Surcharge:
- Numeric only or will receive an Error warning.
- Can be positive, negative, or 0.00.
Tax Code/Tax Amount:
- Calculates the Tax amount based on the TX Code entered on the PO.
- Defaults from the Tax Code set up for the Store (System Admin – Parameters – Store – Purch.).
- Can be changed by choosing another Tax Code from the dropdown.
- Mandatory.
P.O. Total:
- Quantity * Cost + Shipping/Handling + Discount/Surcharge + Tax Amount.
- Calculated automatically.
Cannot be overridden in this field.
Purchasing – Process PO – PO Receive
Receive against an outstanding PO.
Purchase Order:
- Type in the PO number or click on the Underlined link to see all existing POs in the system, and choose from the Table.
Store:
- Store ID automatically fills in upon opening window.
- When retrieving from the PO Table, User must have access to this store in order to receive against any PO’s. If User does not access, an Error warning appears.
Vendor Code:
- Automatically fills in upon entering PO number.
- Cannot be overridden in this window.
Vendor Name:
- Automatically fills in upon entering PO number.
- Cannot be overridden in this window.
Receiving Date:
- Show’s Today’s Date.
- Can be overridden by either manually typing in the Date (M/D/Y) or using the Calendar Icon.
Date Printed:
- Shows Date PO was printed.
Funds Code:
- Automatically fills in upon entering PO number.
- Cannot be overridden in this window.
Ship To ID:
- Automatically fills in upon entering PO number.
- Cannot be overridden in this window.
Our Prod No:
- Automatically fills in from PO.
- Cannot add any other products to the Receiving PO section or will receive an error.
- Cannot change the Product No or will receive an error.
Their Prod No:
- Fills in automatically from PO.
- Alphanumeric
- Can be overridden.
Description:
- Fills in automatically from PO.
- Alphanumeric
- Can be overridden.
Purchasing UOM:
- Fills in automatically from PO.
- Cannot be overridden.
List Price (Update):
- Fills in automatically from PO.
- Numeric. If an alpha is used will receive an Error message.
- Can be overridden.
- If Update is checked, and the Price is changed, it will automatically be Updated on the Parts Inventory window (Inventory – Parts – Update – Parts Update).
PUOM Cost (Update):
- Fills in automatically from PO.
- Numeric. If an alpha is used will receive an Error message.
- Can be overridden.
- If Update is checked, and the Price is changed, it will automatically be Updated on the Parts Inventory window (Inventory – Parts – Update – Parts Update).
Qty:
- Quantity of Product from the PO.
- Can be overridden.
- Numeric.
Rec’d:
- Two ways to put in Received quantity;
o Manually type in the amount.
o Click the underlined Rec’d link and the Received is automatically updated with the Quantity amount for all rows. If all or most of the received amount is the same as the quantity this is the faster way. Any lines that differ can be manually changed.
- If the product is a special order for a customer, a pop up will appear to advise you of the customer name and telephone number.
Order Filled:
- Defaults to No before anything is filled in.
- If all products have been received, defaults to Yes.
- If the Received amount is less than the Quantity, the dropdown remains as No.
- Can change to Yes if the product will not be Backordered.
Cust ID:
- If this is a special order for a customer, the Customer’s ID will show in this field.
- Clicking in this field will show the Customer’s information.
# of Barcodes:
- Put in the number of barcodes that need to be printed.
- Rec’d * STP.
- Can be manually changed.
- Must be numeric or will receive an Error warning.
STP:
- Stock to Purchase.
- Defaults from the Parts Profile.
- Numeric only. Must enter a number or an Error warning will appear.
- Number cannot be negative or 0 or an Error warning appears.
- Designates how many items go into Stock when inventory arrives.
Shipping and Handling:
- Can add Shipping and Handling costs here.
- Number must be positive and greater than 0 or an Error warning appears.
- If Taxes apply to the shipment, they will be added to the Shipping and Handling charges.
- The amount is added to the P.O. Total.
Tax Codes/Tax Amounts:
- Calculated from the Tax Code set in the PO Update.
- Tax Codes will show the type of Tax Code used, and Tax Amounts will show the amount.
P.O. Total:
- Net Amount + Shipping/Handling + Tax Amounts + Discount/Surcharge
Update:
Part Costs:
o Automatically checked if PUOM Cost (Update) is checked in the Product Section.
o Unchecking one will uncheck the other.
Part Prices:
o Automatically checked if List Price (Update) is checked in the Product Section.
o Unchecking one will uncheck the other.
Submit:
- Enters the Products into Inventory.
- A pop up will appear asking if an Invoice needs to be created (Option in the system. May not appear).
- If Yes is chosen, another pop up appears asking to edit the Invoice.
o An AP Invoice Maintenance appears for editing.
- If No is chosen, the following pop up appears to print product labels.
o If Yes is chosen, the labels will appear in a Report to be printed.
o If No is chosen, the Purchase Order is updated.
- Inventory is increased.
- G/L Transactions are not created until the A/P Invoice is received and updated.
Purchasing – Process PO - Receive Product
- Use this screen if a PO has not been entered for the Product being received.
- Updates Products individually, not an Invoice.
Product ID:
- Enter the ID manually or click on the Underlined link to choose from the Table.
Invoice No.:
- Optional.
- Cam enter number if an Invoice was sent with the Product.
Date Received:
- Defaults to the current date.
- Can be changed by typing in manually or using the Calendar icon.
Vendor Code:
- Primary Vendor will appear as set on the Parts Update window.
- Can change by either typing in the correct Code or by clicking the Underlined link and choosing from the Table.
- Must be a Vendor that is listed for that part on the Products Update screen or will receive an Error message.
Description/UPC Code/Price/Store/Product Class/Location/Stocking UOM/Current On Hand Quantity/ Last Received/Average Cost:
- Fill in from the Products Update Profile.
- Information only.
- Cannot be edited in this window.
Quantity to Add:
- Enter the number of individual products received and to be stocked, not the Purchasing UOM.
- If one box of the product is received with 10 items in that box, enter 10, not 1.
Cost:
- Per Product, not the total amount.
Submit:
- Saves the information.
- Updates the Inventory.
- No GL transactions are created.
Clear:
- Clears the screen of any added information.
- If new information has been entered and not submitted, no information will be saved or updated.
Print Label:
- Barcode Printer:
o If the correct Printer is not showing, click on the Underlined link and choose from the Table.
- Preview before printing:
o Uncheck of no preview is necessary.
- Number of Labels:
o Enter the number of labels that need to be printed for that Product.
- Print Part Prices:
o Uncheck if do not want Prices on the Label.
INQUIRIES AND REPORTS
Sales – Parts – Reports – Outst. Retail Orders
- If fields are blank, a list of all Outstanding Orders will show.
Purchase Order:
- If looking for a specific Order, either enter manually or click the Underlined link to choose from the Table.
- If left blank will show all Orders.
Product Number:
- If looking for a specific Product, either enter manually or click the Underlined link to choose from the Table.
- If left blank will show all Products.
Print:
- Prints a report as per the parameters selected.
Inventory – Parts – Reports – Inventory Activity
- Can search by All Parts, a specific Part, Product Class, or Transaction.
From/To Date:
- Defaults to the current month range.
- If not the required date range, either manually enter or use the Calendar icon to change.
Product Number:
- Manually enter or use the Underlined link to choose one Product from the Table.
- Leave blank to show all Products Activities.
Product Class:
- Manually enter or use the Underlined link to choose one Product Class from the Table.
- Leave blank to show all Product Classes Activities.
Source Transaction:
- Use dropdown to choose one Transaction Type from the List.
- Leave as is to show all Transaction Types.
Ref #:
- Enter to look at just one Reference type (Invoice number, WO number, Sales number, etc.).
Sort Options:
- Use the dropdown to decide how the information is to be sorted.
Submit:
- Brings up the information as requested by the Search parameters entered.
Inventory – Parts – Reports – Listings – Std. Parts
- Leaving any fields blank will show all information for that Search Parameter.
Inventory – Parts – Reports – Ordered Prod. – Reorder
- What parts need to be re-ordered.
- Enter the Vendor Code or click the Underlined link to choose one from the Table.
- Leaving blank will show all Vendors.
Inventory – Parts – Reports – Consumption
- Leaving the From Date blank will show all information.
- Can narrow down the search by entering a From Date.
- Can be used if Min and Max Levels are not set on the Parts Profiles.
Author: Pear Tree
Last update: 2016-11-10 15:47
PURCHASING Module
Contents
Purchase Orders
Purchasing – Update PO
Create a New Purchase Order
Purchasing – Process PO – PO Receive
Inquiries and Reports
This section refers to the Purchasing module of Dealership. It is divided into several sub-sections, each detailing a particular Purchasing function. These functions are used most often by Parts employees for ordering and restocking parts for the dealership and placing orders for customers.
Purchase Orders
A purchase order is a request to buy parts from a vendor and have them shipped to you (or a customer, or anywhere you like). Purchase orders can be created for two purposes. The first is to restock your inventory with parts. The second is to obtain parts that are not typically stocked for a customer with an uncommon request.
As a purchase order is a request for items made to a vendor, you cannot order parts from multiple vendors on a single purchase order. If you want to order parts from more than one vendor, you will need a separate order for each vendor. Likewise, individual parts in an order cannot usually be shipped to more than one location; you will need a separate order for each.
Purchasing – Update PO
Create a New Purchase Order
Purchase Order:
- Click New.
- Alphanumeric.
- Unlimited space.
Vendor Code:
- Either type in the Vendor Code, if known, or click on the Underlined link to see all existing Vendors in the system, and choose from the Table.
- Once a vendor is chosen, the link becomes inaccessible. If it is the incorrect vendor, need to Clear and start again.
- When a Vendor is entered, a table appears on the right with all the contact information entered on the Vendor Profile.
Ship To:
- Optional.
- If Shipping to the Dealership, enter the Dealership ID.
- If Shipping to the Vendor, enter the Vender ID. Make sure the Vendor’s complete address is on file before drop-shipping.
- Either type in the Vendor Ship To Code, if known, or click on the Underlined link to see all existing Vendors in the system, and choose from the Table.
Tax Code:
- Will default from the Vendor ID, if set up.
- Can change by choosing another Tax Code from the dropdown.
- If proper Tax Code is not showing, must be added to the Tax Table (System Admin – Configuration – Tables – Tax – Codes) and then added to the Product Profile.
P.O. Date:
- When New is clicked, automatically defaults to the current date.
- Can be overridden by either manually entering the Date (M/D/Y), typing the alphanumeric version (Sept 10 will put in 09/10 and the current year), or using the Calendar Icon to bring up the Calendar and choose from there.
Funds Code:
- Automatically defaults from the Vendor Profile.
- Cannot be overridden.
Add Product:
- If a Product is not in the system, can click this Button to add a New Product.
- An empty Product Profile window will appear. Fill in the pertinent information (see Section on Parts Profile).
Our Product No.:
- Type in the Product Number, if known.
- If unknown, click the Underlined Link and choose from the Table.
- Only parts for this Vendor, as set up in the Vendor’s section of the Parts Profile, will show in the Table.
Their Prod. No.:
- Defaults from the Parts Profile.
- Cannot be overridden.
Description:
- Defaults from the Parts Profile.
- Can be overridden.
- Alphanumeric.
- Unlimited Space.
Quantity:
- Defaults from the Parts Profile.
- Can be overridden.
- Alphanumeric. Must be numeric only to be added into the P.O. Total.
- Unlimited Space.
Puom Cost:
- Per Unit of Measure Cost.
- Defaults from the Parts Profile.
- Can be overridden.
- Unlimited Space.
STP:
- Stock to Purchase.
- Defaults from the Parts Profile.
- Numeric only. Must enter a number or an Error warning will appear.
- Number cannot be negative or 0 or an Error warning appears.
Extension:
- Qty * Puom Cost OR STP * Puom Cost
- Cannot be overridden.
Cust. ID:
- Fill in if this is a Special Order for a Customer.
- Leave Blank if this is for your Dealership.
- Type in the Customer ID.
- If unknown, click the Underlined Link and pick from the Table.
Reference ID:
- May be blank.
- Only used on PO created from Special Orders. Shows the Order Number to which the PO is linked.
- Cannot be edited.
View Cust.:
- Click on the light green field to show Customer Profile for whom this order was created.
- Only interactive if a Customer ID is showing in the Cust. ID field.
Comments:
- Can type in a comment if special instructions are needed.
- Freeform.
- Alphanumeric.
- Shown at the bottom of the Invoice.
Shipping/Handling:
- Enter the Shipping/Handling Charges, if applicable.
- Numeric only or will receive an Error warning.
- Cannot be negative or will receive an Error warning.
Discount/Surcharge:
- Numeric only or will receive an Error warning.
- Can be positive, negative, or 0.00.
- This is a dollar amount not a percentage.
- Negative amount is a Discount.
- Positive amount is a Surcharge.
Tax Code/Tax Amount:
- Calculates the Tax amount based on the TX Code entered on the PO.
- P.O. Total + Shipping/Handling + Discount/Surcharge * Tax amount.
P.O. Total:
- Total Extension + Shipping/Handling + Discount/Surcharge + Tax Amount.
- Calculated automatically.
- Cannot be overridden in this field.
Submit:
- Submits any New information to the system.
Clear:
- Clears the screen.
- If any new information is not submitted forst it will be lost.
Delete:
- Deletes the PO from the system.
- All information is lost.
Print:
- Prints the PO.
- If this is a new PO, it must be submitted before the Print Button is enabled.
- Any new information must be submitted before the Purchase Order can Print. If it is not, an Error warning will appear.
- Once printed, no more parts can be added.
Save As Std PO:
- A template to be used for future purchase orders.
- If your dealership regularly orders the same parts from the same vendors, this feature can save you a bit of time.
- Instead of clicking Submit, click Save as Standard.
- Dealership will save the purchase order as a Standard PO.
- To use a Standard PO, open the Update PO screen and click New. Enter the Vendor Code and click Standard PO. The standard PO for this vendor will load. Make any necessary changes and click Submit.
Purchasing – Process PO – PO Receive
Receive against an outstanding PO.
Purchase Order:
- Type in the PO number or click on the Underlined link to see all existing POs in the system, and choose from the Table.
Store:
- Store ID automatically fills in upon opening window.
- When retrieving from the PO Table, User must have access to this store in order to receive against any PO’s. If User does not access, an Error warning appears.
Vendor Code:
- Automatically fills in upon entering PO number.
- Cannot be overridden in this window.
Vendor Name:
- Automatically fills in upon entering PO number.
- Cannot be overridden in this window.
Receiving Date:
- Show’s Today’s Date.
- Can be overridden by either manually typing in the Date (M/D/Y) or using the Calendar Icon.
Date Printed:
- Shows Date PO was printed.
Funds Code:
- Automatically fills in upon entering PO number.
- Cannot be overridden in this window.
Ship To ID:
- Automatically fills in upon entering PO number.
- Cannot be overridden in this window.
Our Prod No:
- Automatically fills in from PO.
- Cannot add any other products to the Receiving PO section or will receive an error.
- Cannot change the Product No or will receive an error.
Their Prod No:
- Fills in automatically from PO.
- Alphanumeric
- Can be overridden.
Description:
- Fills in automatically from PO.
- Alphanumeric
- Can be overridden.
Purchasing UOM:
- Fills in automatically from PO.
- Cannot be overridden.
List Price (Update):
- Fills in automatically from PO.
- Numeric. If an alpha is used will receive an Error message.
- Can be overridden.
- If Update is checked, and the Price is changed, it will automatically be Updated on the Parts Inventory window (Inventory – Parts – Update – Parts Update).
PUOM Cost (Update):
- Fills in automatically from PO.
- Numeric. If an alpha is used will receive an Error message.
- Can be overridden.
- If Update is checked, and the Price is changed, it will automatically be Updated on the Parts Inventory window (Inventory – Parts – Update – Parts Update).
Qty:
- Quantity of Product from the PO.
- Can be overridden.
- Numeric.
Rec’d:
- Two ways to put in Received quantity;
o Manually type in the amount.
o Click the underlined Rec’d link and the Received is automatically updated with the Quantity amount for all rows. If all or most of the received amount is the same as the quantity this is the faster way. Any lines that differ can be manually changed.
- If the product is a special order for a customer, a pop up will appear to advise you of the customer name and telephone number.
Order Filled:
- Defaults to No before anything is filled in.
- If all products have been received, defaults to Yes.
- If the Received amount is less than the Quantity, the dropdown remains as No.
- Can change to Yes if the product will not be Backordered.
Cust ID:
- If this is a special order for a customer, the Customer’s ID will show in this field.
- Clicking in this field will show the Customer’s information.
# of Barcodes:
- Put in the number of barcodes that need to be printed.
- Rec’d * STP.
- Can be manually changed.
- Must be numeric or will receive an Error warning.
STP:
- Stock to Purchase.
- Defaults from the Parts Profile.
- Numeric only. Must enter a number or an Error warning will appear.
- Number cannot be negative or 0 or an Error warning appears.
- Designates how many items go into Stock when inventory arrives.
Shipping and Handling:
- Can add Shipping and Handling costs here.
- Number must be positive and greater than 0 or an Error warning appears.
- If Taxes apply to the shipment, they will be added to the Shipping and Handling charges.
- The amount is added to the P.O. Total.
Tax Codes/Tax Amounts:
- Calculated from the Tax Code set in the PO Update.
- Tax Codes will show the type of Tax Code used, and Tax Amounts will show the amount.
P.O. Total:
- Net Amount + Shipping/Handling + Tax Amounts + Discount/Surcharge
Update:
Part Costs:
o Automatically checked if PUOM Cost (Update) is checked in the Product Section.
o Unchecking one will uncheck the other.
Part Prices:
o Automatically checked if List Price (Update) is checked in the Product Section.
o Unchecking one will uncheck the other.
Submit:
- Enters the Products into Inventory.
- A pop up will appear asking if an Invoice needs to be created (Option in the system. May not appear).
- If Yes is chosen, another pop up appears asking to edit the Invoice.
o An AP Invoice Maintenance appears for editing.
- If No is chosen, the following pop up appears to print product labels.
o If Yes is chosen, the labels will appear in a Report to be printed.
o If No is chosen, the Purchase Order is updated.
- Inventory is increased.
- G/L Transactions are not created until the A/P Invoice is received and updated.
Purchasing – Process PO - Receive Product
- Use this screen if a PO has not been entered for the Product being received.
- Updates Products individually, not an Invoice.
Product ID:
- Enter the ID manually or click on the Underlined link to choose from the Table.
Invoice No.:
- Optional.
- Cam enter number if an Invoice was sent with the Product.
Date Received:
- Defaults to the current date.
- Can be changed by typing in manually or using the Calendar icon.
Vendor Code:
- Primary Vendor will appear as set on the Parts Update window.
- Can change by either typing in the correct Code or by clicking the Underlined link and choosing from the Table.
- Must be a Vendor that is listed for that part on the Products Update screen or will receive an Error message.
Description/UPC Code/Price/Store/Product Class/Location/Stocking UOM/Current On Hand Quantity/ Last Received/Average Cost:
- Fill in from the Products Update Profile.
- Information only.
- Cannot be edited in this window.
Quantity to Add:
- Enter the number of individual products received and to be stocked, not the Purchasing UOM.
- If one box of the product is received with 10 items in that box, enter 10, not 1.
Cost:
- Per Product, not the total amount.
Submit:
- Saves the information.
- Updates the Inventory.
- No GL transactions are created.
Clear:
- Clears the screen of any added information.
- If new information has been entered and not submitted, no information will be saved or updated.
Print Label:
- Barcode Printer:
o If the correct Printer is not showing, click on the Underlined link and choose from the Table.
- Preview before printing:
o Uncheck of no preview is necessary.
- Number of Labels:
o Enter the number of labels that need to be printed for that Product.
- Print Part Prices:
o Uncheck if do not want Prices on the Label.
Inquiries and Reports
Sales – Parts – Reports – Outstanding Retail Orders
- If fields are blank, a list of all Outstanding Orders will show.
Purchase Order:
- If looking for a specific Order, either enter manually or click the Underlined link to choose from the Table.
- If left blank will show all Orders.
Product Number:
- If looking for a specific Product, either enter manually or click the Underlined link to choose from the Table.
- If left blank will show all Products.
Print:
- Prints a report as per the parameters selected.
Inventory – Parts – Reports – Inventory Activity
- Can search by All Parts, a specific Part, Product Class, or Transaction.
From/To Date:
- Defaults to the current month range.
- If not the required date range, either manually enter or use the Calendar icon to change.
Product Number:
- Manually enter or use the Underlined link to choose one Product from the Table.
- Leave blank to show all Products Activities.
Product Class:
- Manually enter or use the Underlined link to choose one Product Class from the Table.
- Leave blank to show all Product Classes Activities.
Source Transaction:
- Use dropdown to choose one Transaction Type from the List.
- Leave as is to show all Transaction Types.
Ref #:
- Enter to look at just one Reference type (Invoice number, WO number, Sales number, etc.).
Sort Options:
- Use the dropdown to decide how the information is to be sorted.
Submit:
- Brings up the information as requested by the Search parameters entered.
- Can drill down for further information by clicking on a Product or Reference field in the pop up.
Inventory – Parts – Reports – Listings – Std. Parts
- Leaving any fields blank will show all information for that Search Parameter.
Inventory – Parts – Reports – Ordered Prod. – Reorder
- What parts need to be re-ordered.
- Enter the Vendor Code or click the Underlined link to choose one from the Table.
- Leaving blank will show all Vendors.
Inventory – Parts – Reports – Consumption
- Leaving the From Date blank will show all information.
- Can narrow down the search by entering a From Date.
- Can be used if Min and Max Levels are not set on the Parts Profiles.
Author: Pear Tree
Last update: 2016-11-10 15:47
Receipt Set Up
POS Receipt Set Up
1. Set up the Trailer:
The trailer is the comments that appear on receipts. From the top menu bar, select [System Administration], then [Parameters], and then click [Stores]. The Store Update screen opens.
- Enter the Store ID or click on the underlined title to select from a list. The store details will appear.
- Click on Receipt. The [Store Update – Receipt Trailer] screen opens.
- Select Yes or No from the drop down list if you want to Print Trailer on receipts.
- Enter the trailer in the Receipt Trailer box.
- Click Close to return to the [Store Update] screen.
2. Update Coupons:
The receipt coupon is a discount that prints on the receipt, which can be presented by the customer for their next purchase. It is located in the same screen as the trailer. From the top menu bar, select [System Admin], then [Parameters], and then click [Stores]. The Store Update screen opens.
- Enter the Store ID or click on the underlined title to select from a list. The store details will appear.
- Click on Coupon. The [Store Update – Receipt Coupon] screen opens.
- Select Yes or No to the Receipt Coupon field.
- Enter the Coupon %.
- Enter the Number of Days Coupon is Valid for.
- Click Close to return to the [Store Update] screen.
3. Set up the Receipt Parameters for Each User.
The receipt parameters need to be set up for each user. From the top menu bar, select [System Admin], then [Security], and then click [Users]. The [Logon Update] screen opens.
- Enter the Logon ID of the user you want to set up the receipt paper for or click on the underlined title to search a list. The user information will appear.
- Select the Receipt Printer ID that is associated with the user from the drop-down list.
- Select Wide Receipt if the receipt is wide or leave empty if the receipt is narrow.
- If you want the drawer to open when the receipt is printed, select Open Drawer.
- Click Submit to save your changes.
- If you wish, click Clear to clear the screen and update another user.
Author: Pear Tree
Last update: 2016-11-10 15:47
Reconfiguring your bar code scanner
Re-configuring Your Bar Code Scanner
If you try scanning a bar code and it does not work, you might need to re-configure your scanner. Here’s how:
- Find your MetroSelect Single-Line Configuration Guide.
- Scan the Recall Default bar code on page 2 of the guide or scan the bar code below:
- Try the original bar code that would not scan again. It should now scan.
- If the bar code still does not scan, scan Code 39 on page 4 of the configuration guide.
- Try the original bar code again.
- If the bar code still does not scan, please contact Peartree Software at 519-743-2444 or toll free at 1-877-862-7327.
Author: Pear Tree
Last update: 2016-11-10 15:47
Restarting DesignBais
Restarting the DesignBais Service
DesignBais is the service that RV Dealership runs on. It is an application Peartree uses to develop the RV Dealership software. DesignBais is always running when RV Dealership is running.
Occasionally, your server may restart due to a power failure or manual shut down. If this happens, you will need to restart the DesignBais service in order to use the software.
If you receive an error message informing you that The page cannot be found when logging in to the RV Dealership software, DesignBais is not running.
(The error message you will get will look similar to the screen on the right. The URL [Web address] will end in thispagemisses.asp.)
In this case, follow these instructions to restart the DesignBais service.
Close the Internet Explorer window.
Reopen the RV software.
You will be prompted for a username and password, just as you would be if you were logging in to use the system.
In the User name: field, enter designbais. In the Password: field, enter {designbais}. (The { and } characters can be found on your keyboard just to the right of the P key.) Do not check off Remember my password.
A screen similar to this one will appear. There will be a link at the bottom that says Click here to start the service. Click on this link now.
When this page appears, DesignBais is running.
Close this Internet Explorer window and open Internet Explorer again. You can now log back in to the RV Dealership software. If everything looks normal, you are ready to go!
If it does not, contact Peartree Software for further assistance.
Author: Pear Tree
Last update: 2016-11-10 15:47
SERVICE
Dealership features a complete service department management system. It is very easy to use, yet offers extensive functionality.
· Create and manage quotes.
· Track the progress of work once it has begun.
· Keep the customer’s payments in order.
· Ensure that you have all of the necessary parts on hand to complete the repairs.
· Find out which of your mechanics are completing jobs faster.
· And of course, keep all of your previous work orders even after they are closed, so you will never lose critical information again.
Your service department probably has front counter staff (service writers/advisors) and staff that work in the shop (mechanics/technicians). When a customer requests service, a service writer will draft a work order and give it to a mechanic. When some or all of the work is completed, the work order is returned to the service writer to be updated. After the work is done, payment is collected, keys are returned, and the job is complete.
Dealership handles work orders in the following manner:
- If a customer is shopping around or is not yet ready to commit to the service, you can create a quote. Draft a written estimate for a customer, which is easily converted to a work order if they want the work done. Quotes can be printed, and have an expiry date determined by your dealership. (The default is 14 days.)
- When you receive the go-ahead to do the job, you create a work order. Work orders are created almost exactly like quotes, only they are “live”—the system treats them as work in progress. You can update work orders at any time.
- When work is completed, the work order is closed. This does not delete the work order, but renders it inactive so it is not treated as work in progress. You can still recall these, or even re-open them if necessary.
WORK ORDER
Service – Update – Open/Create
Four different types of Work Orders:
- External: A retail work order. The client pays.
- Warranty: The owner of the vehicle does not pay for it. Either the manufacturer or the seller of the Extended Warranty pays.
- Internal: The cost is to the Dealership. It either goes against the cost of the Unit or gets expensed. Or it could fall under Policy Service.
- Dealer: Anything else: Lot damage, Dealership vehicle, etc.
External Work Order:
Customer calls or comes in to the Dealership with a unit that is no longer under warranty or would like to have work done that is not covered under the warranty. They are expecting or their expectation is set that they will need to pay for the parts and services performed/added to their unit. Work is done according to their acceptance shown by signature if in the dealership or documented via phone or email.
Work Order:
- Leave blank, or if WO is already in the system, type in manually or use the Underlined link to choose from the Table.
- Can enter own number or use a system generated one by using the NEW WO# button.
New WO#:
- Click this button to create a new Work Order.
- NEW will appear in Work Order field. This will change to a work order number once submitted.
Quote:
- Leave blank.
- Will gray out once anything is entered into the Work Order field.
- If calling up a quote to change into a work order, manually type in the Quote number or use the Underlined link to choose from the Table.
Customer ID:
- Manually enter the ID or use the Underlined link to choose from the Table.
- Must be a valid Customer or will receive an Error warning,
- If the customer owns more than on Unit listed in the system, a message will appear.
Add Customer:
- If the Customer is not in the system, click this button to add. If the information in the system for the customer is incorrect, it can be changed by using the Add button. Therefore it can be done without leaving the screen.
- Add customer information in the pop up window that appears (see Customer Update Notes).
Customer Info:
- Click this button to see Billing information about the Customer.
- Window cannot be edited.
- WO Inquiry:
This button opens another window which displays any Work Orders attached to the Customer.
Unit ID:
- Stock number.
- Only required for WO Type Internal.
- Can manually type in the ID or use the Underlined link to choose from the Table.
- If a WO is already open on the Unit to be serviced, a Warning message will appear.
Add/Chg Unit:
- Can add a Unit not already in the system or make changes to an existing Unit.
- The only thing required is the Description.
- Once submitted, the system will supply a Unit ID, or the User can manually enter a unique code (see Inventory Unit Set up Notes).
Unit Info:
- Shows information on the Unit.
- Only editable field in the window is the Comments section.
- WO Inquiry:
- Shows any WO in the system for the Unit.
- Nothing can be edited in this window.
Bill To Warr:
- If Unit was sold at this dealership and is under Warranty, the Manufacturer will show.
- The Manufacturer must be entered on the Unit Profile in order to show.
- If a Manufacturer does not automatically fill in, type in the Manufacturer’s customer ID or use the Underlined link to choose from the Table.
- The Bill to Warranty customer will be invoiced for the type W lines on the work order.
Warranty Info:
- This button is only accessible if the Bill to Warr. field is populated.
- Dealer No: Enter the Dealer No.
- Warranty Claim No:
- Enter the Claim Number when received from the Manufacturer.
- This is entered when the Claim is submitted.
- Claim Authorization #:
- If approved, enter the Authorization Number when received from the people responsible for the warranty.
- This gives the go ahead to do the warranty work.
- This is time sensitive. The warranty needs to be applied for and then claimed in a specific amount of time or the warranty will be disallowed.
Bill To Cust:
- The customers ID will automatically default in this field.
- Can be changed by manually entering the ID or use the Underlined link to choose from the Table.
- The Bill to customer will be invoiced for the type E lines on the work order, and also for the type W lines if there is no Bill to Warranty customer on the work order
PO #:
- Manually enter if a PO number is given.
- This will appear on the paperwork.
Template:
- If the items on a Work Order are the same for many Work orders (ex. Winterization, PDI, etc.), a template can be created to save time (Service – Admin – WO Template).
- More than one template can be chosen for a given Work Order.
- Choose a template from the dropdown. The different section rows will automatically populate.
- If another template is required, choose the second template from the dropdown. Once again, the different section rows will populate following the already added rows.
- Rows not needed can be deleted using the x button for that row.
Entered By:
- Choose the Service Writer from the dropdown.
- If the Service Writer is not there, can be added in System Admin – Configuration – Tables – Salesperson – Update.
Km/Miles:
- If the Unit has a motor, fill in the current mileage.
- Numeric only or will receive an Error message.
WO Date:
- Defaults to the current date.
- Can be overridden manually or by using the Calendar icon.
Schedule Date:
- When scheduled to be worked upon.
- Defaults to the current date.
- Can be overridden manually or by using the Calendar icon.
Schedule Time:
- At what time the work is scheduled to be started on the Schedule Date.
- There is a Report for this.
Promise Time:
- At what time the work is promised to be finished on the Promise Date.
Promise Date:
- When Unit will be ready for customer pick up.
- Defaults to the current date.
- Can be overridden manually or by using the Calendar icon.
Repair Priority:
- How urgent the job is to be finished.
- Choose from the dropdown:
o No Repair Code
o High
o Normal
o Low
- Defaults to Normal.
- Comes from a Table (Service – Administration – Table Menu – Repair Priority).
Accept key from customer:
- Tick if Service obtains a key to the Unit from the customer.
Key Location:
- Alphanumeric.
- Manually enter if there is a set numbering system for spots for keys.
Notes Section:
- Freeform.
- Alphanumeric.
- Prints on Work Order Report.
Work Required:
- Expands upon and breaks apart each job on the Work Order.
- Can add extra Complaint comments to a job already on the work order by clicking on the Job #.
- Can add a new Complaint to the work order.
- To bring up and edit a job already entered, click on the Job # for that row.
- Work Type:
- Defaults to the WO Type of the job when a job already in the system is selected.
- Defaults to whatever is set up in the Store Profile for an Added Complaint.
- Can be changed by choosing another type from the dropdown.
- Complaint:
- Not enabled when opening the window.
- Becomes enabled by either choosing a Job # from the Job section or clicking the Add Complaint Button.
- Alphanumeric.
- Freeform.
- Unlimited for both Complaint section and on printed Work Order.
- Shows under the Complaint section on the Work Order.
- Can add more than one by Saving each Complaint and then clicking Add Complaint. May want to put different Labour and different Parts to each Complaint.
- Correction:
- This section is filled in either by the Mechanic after the work is finished or by the Service Person when receiving the details from the Mechanic on what parts were used and what was done.
- Not enabled when opening the window.
- Becomes enabled by either choosing a Job # from the Job section or clicking the Add Complaint Button.
- Alphanumeric.
- Freeform.
- Unlimited for both Correction section and on printed Work Order.
- Shows under the Correction section on the Work Order.
- Comments:
- Not enabled when opening the window.
- Becomes enabled by either choosing a Job # from the Job section or clicking the Add Complaint Button.
- Alphanumeric.
- Freeform.
- Used Internally only.
- Add Complaint:
- Opens the Complaint, Correction and Comments boxes for editing.
- Save Complaint:
- Saves any new information added to the Work Order.
- Delete Complaint:
- Deletes the highlighted Complaint already saved in the system.
- If the Line has not been Saved, will receive the following Error message.
- Return to WO:
- Returns the User to the Work Order window.
WO Cost:
- For Service Managers to see if there was a Profit made from the Work Order.
- Nothing can be edited in this window.
- Shows the Net Total for Sale, Cost, Gross Profit, Gross Profit %, and Mark Up % of all three sections together.
Work Order:
- Defaults in from Work Order window.
- Cannot be edited in this window.
- Shows as Open.
Customer ID:
- Defaults in from Work Order window.
- Cannot be edited in this window.
Close Date:
Unit ID:
- Defaults in from the Work Order window.
- Cannot be edited in this window.
Show Details:
- If not enabled:
o Shows the separate Totals for Sale, Cost, Gross Profit, Gross Profit %, and Mark Up % for each of the three sections of the Work Order: Parts, Labour and Sublet.
o Shows the Net Total for Sale, Cost, Gross Profit, Gross Profit %, and Mark Up % of all three sections together.
- If enabled:
o Breaks apart the different Sections and shows the Sales, Cost, Discount, Gross Profit, Gross Profit % and Mark Up % for each individual Job.
o Shows the Net Total for Sales, Cost, Discount, Gross Profit, Gross Profit % and Mark Up %.
Select Work Type:
- Choose from the dropdown:
o No Type Selected: Shows all Work Types.
o Dealer: Shows breakdown for Dealer (D) Work Type only.
o External: Shows breakdown for External (E) Work Type only.
o Internal: Shows breakdown for Internal (I) Work Type only.
o Warranty: Shows breakdown for Warranty (W) Work Type only.
If Show Detail is not enabled:
Section:
- Shows which Sections are used in the Work Order: Parts, Labour and/or Sublet.
- Shows the Net Total for all Sections together.
Sale:
- The total price of the parts, labour and/or sublet work.
Cost:
- The total cost of the parts, labour and/or sublet work.
Gross Profit:
- Sale – Cost
Gross Profit %:
- Profit gain or loss per total parts, labour or sublet work.
Mark Up %:
- The percentage the price of the total parts, labour or sublet work was marked up over the cost.
If Show Detail is enabled:
Section:
- Shows which Sections are used in the Work Order: Parts, Labour and/or Sublet.
- Each section is broken apart to show individual parts used, labour type done and sublet work.
- Shows the Net Total for all Sections together.
Code:
- Either the Product Code per part used, the Labour Code per labour type and/or the Vendor Code for the vendor doing the sublet work.
Description:
- Description of each individual part used as per the Product Code, each type of labour done, and/or the sublet work, if entered in the Sublet Section.
Sale:
- The individual price of each of the parts, labour and/or sublet work.
Cost:
- The individual cost each of the parts, labour and/or sublet work.
Discount:
- The discount amount given to each of the parts, labour and/or sublet work.
Gross Profit:
- Sale – Cost, for each individual part, labour or sublet work.
Gross Profit %:
- Profit gain or loss per each part, labour or sublet work.
Mark Up %:
- The percentage the price of each individual part, labour or sublet work was marked up over the cost.
Close:
- Closes the Cost Display window and returns to the Work Order Details window.
WO Summary:
- Display only, not an editable window.
- Shows the summary of all the different work order types on the Work Order, External, Internal, Dealer or Warranty.
- Shows whether each Work Order Type is opened or closed: External, Internal, Dealer or Warranty.
- If closed, shows on what date the specific WO type was closed.
- Shows A/R Invoices for External and Warranty work order types on the Work Order.
- Shows the G/L Transaction numbers of all the different work order types on the Work Order.
- Shows the total price for Parts, Labour and Sublet work.
- Shows the different taxes associated with the Work Order, and the Tax Total.
Submit:
- Saves any new information added to the Work Order to the system.
Clear:
- Clears the window.
- Any new information added and not submitted is lost.
Print:
- Prints the Work Order.
- To print showing all WO types, choose the line with no letter – 623.
- To print showing only External WOs, choose the line with E before the WO number – E623.
- To print showing only Warranty WOs, choose the line with W before the WO number – W623.
- To print showing only Dealer WOs, choose the line with D before the WO number – D623.
- To print showing only Internal WOs, choose the line with I before the WO number – I623.
Date Printed:
- Shows the Date and Time for every time part or all the Work Order was printed.
- User can click in the light green space under Harvest Report PDF to bring up the report printed.
- Does not tell the Type of WO printed: External, Internal, Dealer or Warranty or All.
Cancel WO:
- Cancels the Work Order.
- Pop up box will appear with a Yes or No option.
- Choosing No will close the pop up and go back to the WO Details screen. WO is not cancelled.
- If any section of the WO is closed, an Error message will appear advising it cannot be cancelled.
Products Section
- Lists the Parts needed to do the Work ordered.
Job #:
- The number assigned to the job.
- Type in manually or use the Underlined link to choose from the Work Required Table.
- Alphanumeric.
- Freeform.
- Unlimited space.
- Can save the WO without entering a Job #.
Type:
- External, Internal, Dealer, or Warranty.
- If using a Job #, fills in from Work Required.
- If adding new lines, leave blank, manually enter or use the Underlined link to choose from the Table.
- Must be one of the Types listed in the Table or will receive an Error message.
Sale Code:
- Enter manually or use the Underlined link to choose from the Table.
- Must be one of the Codes in the Table or will receive an Error message.
- From Service – Administration – Service Sale Codes (WO Section = Parts).
- It is important to use the correct Sales Code because it is linked to different GL accounts.
- Should be set up to be fairly obvious to the Service person, descriptors showing Internal versus External versus Warranty versus Dealer.
Prod No:
- Product Number.
- Add any parts that are needed for the Work Order.
- Enter manually or use the Underlined link to choose from the Table.
- Part must be in the system in order to use or will receive an Error message.
Description:
- Description of the part added.
- Defaults from the Product Profile for the part.
- Can be edited.
Qty:
- Number of that particular part needed.
- Defaults in from the Product profile.
- Can be edited.
- Numeric only or will receive an Error messge.
Unit Price:
- Defaults in from the Product profile.
- If the Price Grid is being used, Price is dependent upon what Type is chosen: Internal, External, Dealer or Warranty.
o If External, will look to Bill To Cust for Price code.
o If Warranty, will look to Bill To Warr for Price code.
o If Internal or Dealer, will look to Dealership Profile for Price code.
- Can be edited.
- Must be a number or will receive an Error message.
- Will automatically round to two digits.
Tax Flag:
- Taxes to be added to the Price.
- Can be entered manually or use the Underlined link to choose from the Table.
- Usually defaults to T(ax as per customer’s tax code) unless set up differently in the Part Inventory window.
- If Type is I(nternal), will automatically default to E(xempt).
- From System Admin – Configuration – Tables – Tax – Index (See Tax Notes for set up).
% Disc:
- Discount on the Price of the Part.
- Comes from the Customer Profile for the Customer to be billed as per WO Type.
- Can be overridden from the Sale Code, depending on what Discount Apply is set.
Total:
- Quantity * (Price – Discount)
- Cannot be edited in this field.
Install Status:
- Status of the Part – On order, partially installed, completely installed, etc.
- Automatically defaults – normally to Complete, but the default can be changed from System Admin – Parameters – Store – Service tab.
- Can be changed by manually entering or using the Underlined link to choose from the Table.
- From Service – Administration – Part Install Code.
- Choose from the following:
PO #:
- If the part is not in stock, the system will automatically add the part to a PO; the PO number appears. Click it to view the PO.
- Cannot be edited in this field.
Product Status:
- Shows how many of each product is On Order, On Hand or Committed.
- If more than one store, also lists which store the Product is located.
Labour Section
- Lists the amount and rate of Labour needed to do the Work ordered.
Job #:
- The number assigned to the job.
- Type in manually or use the Underlined link to choose from the Table.
- Alphanumeric.
- Freeform.
- Unlimited space.
- Can save the WO without entering a Job #.
- If manually entered, will automatically fill in a default Type, which can be changed.
Type:
- External, Internal, Dealer, or Warranty.
- Fills in from Work Required if a job is selected first.
- If nothing is in the field, enter manually or click the Underlined link to choose from the Table.
- If adding new lines, manually enter use the Underlined link to choose from the Table.
- Must be one of the Types listed in the Table or will receive an Error message.
Sale Code:
- Enter manually or use the Underlined link to choose from the Table.
- Must be one of the Codes in the Table or will receive an Error message
- From Service – Administration – Service Sale Codes (WO Section = Labour).
- It is important to use the correct Sales Code because linked to different GL accounts.
- Should be set up to be fairly obvious to the Service person, descriptors showing Internal versus External versus Warranty versus Dealer.
Labour Code:
- From Service – Administration – Table Menu – Labour Codes.
- Shows Table of usual Labour and how long it will take to do it.
- Fills in Description, Actual Hours, Billed Hours, Labour Rate, Tax Flag, and Total $.
Description:
- Defaults in from Labour Code.
- Can be edited.
Actual Hours:
- How long the mechanic took to do the job.
- Depending on how the system is configured, may be used to calculate Total $.
- Time recorded using the mechanic time clock automatically updates actual hours.
- Can be added or edited.
- Numeric only.
Billed Hours:
- How long the job should take to do.
- Depending on how the system is configured, may be used to calculate Total $.
- Defaults from Labour Code.
- Can be added or edited.
- Numeric only.
Labour Rate:
- Varies depending on Type (E, I, D or W).
- For W, If Bill To Warr has a rate set up on the Customer Profile, the system will use that rate. If not, the system will use the rate on the Store Parameters.
- Can be edited.
- Numeric only.
Tax Flag:
- Defaults from the Store parameters
- Can be edited by manually entering or clicking on the Underlined link to choose from the Table.
- Changing may affect Total $.
% Disc:
- Discount Percentage.
- Determined by Type (I and D do not allow discounts), customer’s discount and Sale Code (can be set to allow or disallow discounts).
- Can be edited.
Total $:
- Actual or Billed Hours x Labour Rate.
- Cannot be edited in this field.
Mechanic:
- From Service – Administration – Table Menu – Mechanic Table.
- Can add the mechanic assigned for the job.
- Will automatically fill in the Started and Completed columns with the WO Date.
- Mechanic time clock (if used) automatically updates mechanic
Started:
- When the job was started.
- Defaults in when the Mechanic is added.
- Can be edited.
- Can be added even if Mechanic field is not used.
- Mechanic time clock (if used) automatically updates start date.
Completed:
- When the job was finished.
- Defaults in when the Mechanic is added.
- Can be edited.
- Can be added even if Mechanic field is not used.
- Mechanic time clock (if used) automatically updates completed date.
Sublet Section
- Lists the jobs that are sublet to a third party.
Job #:
- The number assigned to the job from Work Required window.
- Type in manually or use the Underlined link to choose from the Table.
- Alphanumeric.
- Freeform.
- Unlimited space.
- Can save the WO without entering a Job #.
Type:
- External, Internal, Dealer, or Warranty.
- Fills in from Work Required.
- If adding new lines, manually enter use the Underlined link to choose from the Table.
- Must be one of the Types listed in the Table or will receive an Error message.
Sale Code:
- Enter manually or use the Underlined link to choose from the Table.
- Must be one of the Codes in the Table or will receive an Error message.
- From Service – Administration – Service Sale Codes (WO Section = Sublet).
- It is important to use the correct Sales Code because linked to different GL accounts.
- Should be set up to be fairly obvious to the Service person, descriptors showing Internal versus External versus Warranty versus Dealer.
Sublet To:
- To whom the job is sublet.
- Must be set up in Vendor Profile.
- Can enter manually or click the Underlined link to choose from the Table.
Description:
- Fill in what work was done.
Cost:
- How much the Vendor charged the Dealer.
Amount:
- How much the Dealer charged the Customer.
- If a sublet percentage markup is specified on the vendor profile, the markup is automatically calculated as a percentage of the cost and is added to the cost to calculate the amount.
- Amount can be overridden.
Tax Flag:
- Defaults from the Profile of the Sublet Vendor.
- Can change manually or use the Underlined link to choose from the Table.
Total:
- The Amount charged.
Close a Work Order
Service – Update – Close
Work Order:
- Enter the WO number or use the Underlined link to choose from the Table.
Close Work Type:
- There are check boxes next to the different types of Work Types on the Work Order.
- May be one or more than one.
- Check only what is ready to be billed.
Submit:
- Closes all Work Types that are checked.
- If anything is missing there will be an error message.
- The Missing Data Button will show.
Missing Data:
- Can fix the errors by clicking on this button.
- Work In-Process Screen
- Shows the Section that has the missing data, the Line with the missing data, and what is missing.
- In each Section, fill in the missing data.
- Submit:
- Saves the changes.
Submit:
- Updates the Missing data and closes the selected Work Types.
Re-open a Closed Work Order
Service – Update – Re-open
- Can be re-opened if a correction needs to be made.
- Best if only for same-day or recent fixes.
- There are accounting implications to re-opening a WO.
Work Order:
- Manually enter the WO number or use the Underlined link to choose from the Table.
Re-Open:
- Any Closed WO Types for that WO will have the checkbox enabled.
- Tick the pertinent Type box in order to Re-Open.
Notes:
- An explanation can be entered as to why the Type was re-opened.
Submit:
- Saves the updated information and re-opens that WO Type on the Work Order.
- Cancel pop up appears.
- Cancel Date:
- Very important to enter the correct date.
- Enter date manually or use the Calendar icon.
- Cancels the Invoice.
- Payment is NOT cancelled; will show as a credit on the customer’s account.
- Submit:
- Pop up will appear to advise what portion of the WO was re-opened.
- Click OK.
Submit:
- Submit again to save the changes made
Service – Update – Payment
If the User does not have access to the Close Work Order window, Payments for the WO can be made here.
Work Order #:
- Manually enter the number or use the Underlined link to choose from the Table.
- Must specify the work order type in front of the work order number – for example E1234
Add Payment:
- If the Sale has been fully paid, an Error message will appear.
- Payment Key:
- Will show NEW.
- Work Order #, Sales Transaction ID, Unit ID, A/R Invoice and Store Number default in.
- Payment Date:
- Defaults to the current date. Can be changed.
- Payment Type:
- Select from dropdown. You cannot select On Account here.
- Payment Amount:
- Enter a valid dollar amount.
- A positive amount makes a payment.
- A negative amount reverses a payment.
- Amount Still Remaining:
- Defaults to full amount still owing.
- Can be overridden if making a larger or smaller payment amount.
- Tracking Number:
- The Authorization Number the Credit Card company gives when making a payment.
- Submit:
- Saves the payment made or reversed.
- A Payment Type must be selected or will receive an Error message.
Will receive a pop up.
Button disappears once payment is submitted.
Reverse:
- Once a payment is submitted, the Reverse Button appears.
- If the incorrect amount is entered and Submitted, clicking this button will automatically reverse the payment.
- The Payment Amount will be the negative of what was entered.
- A pop up window will appear.
- Button disappears once payment is reversed.
- Change Date also appears underneath Payment Date.
- If the Reverse Date is not the same day as the Payment Date, this box must be checked in order to change.
- Payment Reversed On appears below once the box is checked.
- Manually enter the date or use the Calendar icon to change.
- Print Receipt:
- Button appears after payment is submitted.
- Click to print a receipt of the payment or reversal payment entered.
- Close:
- Closes the Payment window and returns the User to the Payment Details window.
- Multiple payments can be made.
- The User must close the window and click Add Payment again and repeat the above.
Clear:
- Clears the Payment window.
Service – Administration – WO Template
- A Template can be made when the same Parts/Labour/Sublet Labour is used repeatedly.
- Can create multiple Templates for different types of jobs.
Work Template Code: Mandatory
- Enter a Code for the Template: for example Winter for Winterization.
- Alphanumeric.
Work Order Template Description: Mandatory
- Type in a description for the Template, something self-explanatory (PDI for a Fifth Wheel).
- Alphanumeric.
Repair Priority:
- Choose from the dropdown.
- From Service – Administration – Table Menu – Repair Priority.
Work Required:
Type:
- External, Internal, Dealership or Warranty.
- Enter manually or use the Underlined link to choose from a Table.
Complaint:
- What the problem is.
- Enter manually or use the Underlined link to choose from a Table.
- From Service – Administration – Table Menu – Service Codes.
Correction:
- What was done to fix the problem.
- Enter manually or use the Underlined link to choose from a Table.
- From Service – Administration – Table Menu – Service Codes.
Comments:
- Extra notes about the problem.
- Enter manually or use the Underlined link to choose from a Table.
- From Service – Administration – Table Menu – Service Codes.
Product Section:
Type:
- External, Internal, Dealership or Warranty.
- Enter manually or use the Underlined link to choose from a Table.
Sale Code:
- Enter manually or use the Underlined link to choose from a Table.
- From Service – Administration –Service Sale Codes.
Prod No:
- Product Number.
- Any Parts that will be used for this Job.
- Either manually enter or use the Underlined link to choose from the Table.
- From Parts Profile.
Description:
- Defaults in from the Part number.
- Cannot be edited.
Quantity:
- How many parts are needed for the job.
Labour Section:
Type:
- External, Internal, Dealership or Warranty.
- Enter manually or use the Underlined link to choose from a Table.
Sale Code:
- Enter manually or use the Underlined link to choose from a Table.
- From Service – Administration –Service Sale Codes.
Labour Code:
- Enter manually or use the Underlined link to choose from a Table.
- From Service – Administration –Table Menu – Labour Codes.
Description:
- Defaults in from the Labour Code.
- Can be edited.
Time:
- How long it takes to do the job.
- From the Labour Code.
- Can be edited.
Sublet Section
Type:
- External, Internal, Dealership or Warranty.
- Enter manually or use the Underlined link to choose from a Table.
Sale Code:
- Enter manually or use the Underlined link to choose from a Table.
- From Service – Administration –Service Sale Codes.
Sublet To:
- Vendor doing the work.
- From Vendor Profile.
Description:
- Enter a description for the Sublet.
- Alphanumeric.
- Freeform.
Submit:
- Saves the Template.
Service – Other – Quote – WO Quote Entry
- Usually for External use or for Insurance companies.
- A lot like a Work Order.
- When Printed, shows Estimate instead of Invoice or Work Order.
WO Quote #:
- Only used if bringing up a Quote already entered in the system.
- Manually enter or use the Underlined link to choose from the Table.
- When entered, if an Expired Quote, a pop up will appear to advise when expired.
- Number of Days a Quote is valid is set up in the Store Parameters.
New Quote:
- Click to add a new quote.
- New will appear in the WO Quote # field which will change to a system generated number once the Quote is submitted.
Customer ID:
- Manually enter the ID or use the Underlined link to search by Customer Name.
- Fill in the Quote as if entering a Work Order.
- Choose from Templates already set up in the system, use the Work Required window to describe the problem and solution, and manually enter the Parts, Labour or Sublet needed in each of the different sections.
Submit:
- Saves the Quote in the system.
- A pop up will appear with the Quote number.
- Click OK.
- To bring up the Saved Quote in the Work Order Open/Create window, enter the Quote number in the Quote field.
- Once Submitted, the Quote will close and the WO will be created.
REPORTS AND INQUIRIES
Service - Reports – Work Orders
From Date:
- Can put in a date or leave blank for all work orders.
To Date:
- Defaults to the current date.
- Can be changed by typing in a new date or using the Calendar icon.
Filter Options:
- Can narrow down the search by choosing one or two Stages and/or Work Type.
- At least one checkbox must be enabled.
- Any: Shows all options.
Claim # with no Authorization #:
- Enable to look for any Work Order with a Claim number entered but no Authorization number. (warranty work orders not yet authorized)
Sort Options:
- Can sort by different fields.
- Use the dropdown to choose.
- Ascending or Descending.
Service – Reports – Scheduling - Sched. Service
- Shows scheduled service.
- Enter the date range required.
- Can be one day, a week, etc.
Service – Reports – Scheduling - Required Parts
- Shows status of parts required for open work orders, if the part completion status on the work order is not Complete.
- Sort by date, Customer, Unit, etc.
Author: Pear Tree
Last update: 2016-11-10 15:47
Setting the Till Table
Setting the Till Table
Each computer that accesses the software is considered a “till”, meaning that you can create a financial transaction. Each computer must have the Till Table set up. This allows the system to track where sales took place and is used in reports.
1. From the top menu bar in Dealership, select Sales, Administration, Till Table.
2. A Till identification number should automatically appear. This number is a “cookie” and is automatically created by your computer. Do not change this number.
3. Enter an appropriate Till Description. This could be a person’s name, the computer’s location or what the computer is normally used for (parts and service for example).
4. Click 
to finish setting the Till Table.
Author: Pear Tree
Last update: 2016-11-10 15:47
SETTING UP DEPARTMENTS FOR ALLOCATION
SETTING UP DEPARTMENTS FOR ALLOCATION
Finance – General Ledger – GL Allocation – Allocation Tables – GL Department
Department ID:
- Must be set up exactly as the Department Name in System Admin – Configuration – Tables – Departments. The Name not the Code.
- Manually enter the Code.
Description:
- Manually enter.
- Alphanumeric.
- Freeform.
Sort Order:
- Order the Departments appear in the Allocation Table.
- Choose 1 for the first department, 2 for the next, etc.
- Departments that are not numbered will appear at the top of the Table in alphabetical order, followed by the Departments in Sort Order.
- If no Departments have a Sort Order will appear in alphabetical order in the Table.
Finance – General Ledger – GL Allocation – Allocation Tables – GL Allocation
- Does not do a Journal Entry to allocate an Expense from one account to another.
- Only allocates on a Report.
GL Year Sequence:
- Current Year Sequence.
- Manually enter or click the Underlined link to choose from the Table.
GL Account:
- An Expense account.
- Manually enter or click the Underlined link to choose from the Table.
GL Departments:
- From Finance – General Ledger – GL Allocation – Allocation Tables – GL Departments.
- Cannot be edited in this window.
Allocation Percentage:
- For each Department, enter the percentage that Department will receive from the account entered.
- Do not need to allocate to every Department, as long as adds to 100%.
Percentage Total:
- Must add up to 100%.
Finance – General Ledger – GL Allocation – Allocation Reports – All Departments
Run the Report at Month End for the Fiscal Period required.
Fiscal Period:
- Choose from dropdown.
Department ID:
- Leave blank to run all departments.
- Choose a specific department from the dropdown.
Range:
- Choose from dropdown: Period or Year To Date.
Sort Option:
- Choose from dropdown: Category Code, Category Desc, or Category Sort Key.
- Choose Ascending or Descending.
Print:
- Shows different departments across the top of each page.
- If any departments are allocated, will show the percentage amounts in the row of the Expense Account under the Allocated department.
- Total Amounts show at the bottom of the Section.
Author: Pear Tree
Last update: 2016-11-10 15:47
support guidelines
SUPPORT GUIDANCE
When contacting our office, please be prepared to provide the following information:
1. Your name, the company's name, phone number, extension number, and email address
2. Screen shot and/or a detailed explanation of the issue, including what menu selections were used to get to the source of the problem
3. The priority of the request (high, medium, low, urgent, no rush, etc.)
4. Any other related information that will assist us in resolving the issue in a timely manner
Before Calling:
It is helpful to perform a few trouble shooting exercises prior to placing your call to Support.
Ask yourself:
· Is your entire system down and nothing is working?
· Do you have access to the internet?
· Is there a specific menu function that is not working?
· Is an individual workstation not functioning?
Know what screen you are in and what screen you were in immediately prior to the error occurring.
Copy down any error messages received exactly as displayed
Take a screen shot of the screen should it be over complex to explain or summarize (instructions below)
Creating Screen Shots:
One of the best ways to communicate a problem is to show us.
You can print a screen shot of the error message or the data by following these simple steps:
1. While on the software screen or message, hit the "print screen" button on the top row, towards the right of your keyboard. It is typically located above your home/end keys. This will take a "snapshot" of the screen your cursor is presently on.
2. Minimize the application software and open an application such as MS Word or Notepad or Paint.
3. On a blank page, hit the right key on your mouse and select "paste". This will paste the screenshot image onto the page. You may resize the screen for proper viewing.
This page can now be printed, faxed or emailed to us. You can also save the document for future use, if necessary.
Author: Pear Tree
Last update: 2016-11-10 15:47
TAXES
TAXES
Tax Setup is multi-layered.
System Admin – Configuration - Tables – Tax – Index
Main Code:
- Shows the Main Code created in this window.
- Can group different taxes into one Code (exp. GST + PST) which will show each separately on the Invoice.
- Can have one tax by itself with no grouping (HST).
- Can click on the Underlined link to show all Main Codes in the system.
Description:
- Alphanumeric.
- Freeform.
Sub Code:
- From System Admin – Configuration – Tables – Tax – Codes.
- Manually type in the Tax Code or click the Underlined link to choose from the Table.
- If just one Tax, enter the Code.
- If a combined Tax(PST + GST), enter the first Code, and then either use the + to create another line and enter the next Code, or Tab through to add a new line.
Tax Description:
- Defaults in from the Sub Code.
- Cannot be edited in this window.
Cumulative Tax:
- Yes or No.
- Defaults to No.
- If Yes, click in the field and choose Yes from the dropdown.
- For provinces like Quebec, which calculate the GST on top of the PST.
System Admin – Configuration - Tables – Tax – Codes
This Table is used by Accounts Payable as well as Parts.
Tax Code:
- Different Tax Rates are entered here (GST, HST etc.).
- Manually enter or click the Underlined link to choose a Saved Code from the Table.
Tax Rate: Mandatory
- Shows the Tax Rate for each Tax Code entered.
- Numeric.
- Enter manually.
Tax Description: Mandatory
- Alphanumeric.
- Freeform.
Tax GL Account: Mandatory
- Shows the G/L Account used for each Tax Code.
- Manually enter or use the Underlined link to choose from the Table.
- G/L Account must be set up before the Tax Code.
Tax Report Sort Order: Optional
- The Sales Tax Report has columns for different taxes (Sales – Reports – Misc. Menu – Sales Tax).
- This field indicates in what order the Taxes will show.
- This field should be filled in.
System Admin – Configuration - Tables – Tax – Flags
- Used in Service WOs, POs, Part Sales, Unit Sales.
- Shows the different types of Tax Flags set on a Product.
- Flags can be overridden at time of Sale.
Tax Flag: Mandatory
- Manually enter a new code or use the Underlined link to choose a Saved Code from the Table.
Description: Mandatory
- Alphanumeric.
- Freeform.
Tax Code Index: Mandatory
- Choose from the dropdown.
- From System Admin – Configuration - Tables – Tax – Index.
- If Tax Included, need to choose which type of Tax is included in the Price.
Author: Pear Tree
Last update: 2016-11-10 15:47
TIME CLOCK
TIME CLOCK
Service – Update – Open/Create
Billed Hours/Actual Hours:
- Change BOTH to 0.00.
Service – Other – Clock Menu – Time Clock
Mechanic:
- Choose from dropdown.
Work Date:
- Defaults to the current date.
- Can be changed by manually entering the correct date or using the Calendar icon.
Work Order:
- Enter manually or click the Underlined link to choose from the Table.
Mech Start Time:
- Enter the time the job was started.
- This is a 24 hour clock.
- If the time was 1:30 PM, enter 13:30. The 0 at the end must be entered for any number ending in 0 or it will interpret as that many minutes – 1:03 PM.
- If the time is 1:03 PM, enter either 13:3 or 13:03.
Mech Stop Time:
- Enter the time the job ended.
- This is a 24 hour clock.
- If the time was 2:30 PM, enter 14:30. The 0 at the end must be entered for any number ending in 0 or it will interpret as that many minutes – 2:03 PM.
- If the time is 2:03 PM, enter either 14:3 or 14:03.
Submit.
If a mistake has been made to the Time Clock, it was actually one hour and not 1.5 hours, do the following:
Mech Start Time:
- On the same line, enter the correct start time.
Mech Stop Time:
- On the same line, enter the correct end time.
Submit.
The Total Hours will show as the combination of the two.
Go back to the Work Order.
Service – Update – Open/Create
Actual Hours/Billed Hours:
- Change to the correct time worked – in this case 1 hour instead of 1.5.
Service – Other – Clock Menu – Time Clock
The Total Hours now show as 1.0 hours.
Service – Reports – Mechanic – Productivity.
Author: Pear Tree
Last update: 2016-11-10 15:47
To apply the payment to the invoice
To apply the payment to the invoice, go to [Finance], [Receivables], [Update], then
[Payment Update].
Enter the Customer ID.
Choose the Payment Form from the drop-down list.
Delete all outstanding items from the box except for the two that you want to offset
against each other.
Click Payment on the top right-hand side of the table and then Submit.
Author: Pear Tree
Last update: 2016-11-10 15:47
Trouble viewing Excel Documents from the Software
Trouble viewing Excel Documents from the Software
Use the following instructions on any workstation that does display the Excel output from the system:
1) First make sure that a pop-up blocker is not the true cause of the problem. If you press and hold the control key before you select click on the “To Excel” button, and the preview DOES display, then you are dealing with a pop-up blocker issue. Call support and they will instruct you on what steps to take next.
2) If it’s not a popup blocker problem, then what we now need to do is try to export a report to Excel. Pick any report in the dealership system that you would like, e.g. Unit Inventory, and click the “To Excel” button. The system may beep but a report will probably not display on this workstation.
3) Minimize your current Internet Explorer window and launch another copy of Internet Explorer. In the address bar, we want to start entering the URL for the folder where the report images are stored. In your case, start typing in http://tina/HarvestWebService ... as soon as you have entered enough characters for IE to search it’s history, a list of previous address entries will appear. You need to select one of the entries whose filename ends in xls. You should have at least one from the previous step, but if not let me know.
4) The file will be loaded into Internet Explorer and the message window will be displayed. Remove the checkbox near the bottom left that asks whether to always prompt for that file type. I cannot recall the exact details of the message but you will recognize the message that I am referring to.
5) Close that Internet Explorer session and return to the one that we minimized in step 3. You should now be able to preview Excel reports from the system.
Author: Pear Tree
Last update: 2016-11-10 15:47
Unit Inventory Administrative Tables
Inventory – Units – Administration – Product Classes
- Same window as Inventory – Parts – Administration – Product Classes.
- This window has two purposes:
o Accounting (GL Accounts are attached to the Class).
o Sales (Used by the Salesperson to get a Report listing of Units sold or in Inventory by Class).
Product Class: Mandatory
- Some examples of classes: New Motorhome, Used Motorhome, New Fifth Wheel, Used Fifth Wheel, Car, SUV, Truck, Van etc.
- Manually enter the new Product Class.
- Alphanumeric.
- Freeform.
Type: Mandatory
- Used for Units, Sales and Other Sales.
- Choose Unit from dropdown: Part, Unit, Other Sales.
Description: Mandatory
- Manually enter description of the Class.
- Freeform.
- Alphanumeric.
Vol. Price:
- Not really used.
- Choose from dropdown.
Retail Markup %:
- Information only.
- Not linked to anything.
- Must be numeric or will receive an Error message.
- Can be positive, negative, or 0.00.
Costline %:
- Information only.
- Not linked to anything.
- Must be numeric or will receive an Error message.
Prompt for Mileage:
- Checkbox.
- Required for Service Work Orders.
Coupon:
- No longer used.
- Not enabled.
Report Order:
- Not linked to anything.
- Has no impact in the system.
A list of stores will appear. No lines can be added or deleted.
Notes on the General Ledger Accounts:
- GL accounts must be entered for each store.
- For Incoming Units only, the system checks to make sure that the Product Class Inventory account matches the Inventory account on Invoices.
- Outgoing Units use all three accounts: Sales, Cost of Sales and Inventory.
o Credit Sales Account for the Price of the Unit.
o Credit Inventory Account for the Base Cost of the Unit - Debit Cost of Sales Account for the Cost of the Unit.
§ Price is the amount the Customer pays for the Unit.
§ Base Cost is the initial cost of the Unit with no additional charges such as shipping charges, handling, sales taxes, PDI, etc.
§ Cost is the amount the Dealership paid for the Unit.
- When buying a Unit and using the PO Receive window, no GL Transactions are created. GL transactions for incoming Units come from Accounts Payable (AP Invoice).
- The number of Classes set up depends on the number of GL accounts in the Chart of Accounts.
o Whichever type (Sales, Cost of Sales or Inventory) has the largest number of accounts, that is how many Product Classes are created.
- The following highlighted classes MUST be set up as shown because the system looks for these precise Product Class Codes in the Initialized Sale:
o The Sales Account only is needed for these Classes because no Inventory is involved.
- License Class: Credit License Sales Account – Debit License Company Account
Store ID/Store Name:
- Defaults in from Store Parameters.
- Cannot be edited in this window.
Sales GL Account: Mandatory
- Either manually enter the Sales Account to credit for this Class or click the Underlined link and choose from the Table.
- Income Account.
Cost of Sales GL Account: Mandatory
- Either manually enter the Cost of Sales Account for this Class or click the Underlined link and choose from the Table.
- Expense Account.
Inventory GL Account: Mandatory
- Either manually enter the Inventory Account for this Class or click the Underlined link and choose from the Table.
- Must be a Control Account or will receive an Error message.
Inventory Adjustment GL Account:
- Not used for Units, Parts Inventory only.
- Expense Account.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes a Product Class’ information from the system.
- The system will ask for confirmation before deleting.
UNIT SPECIFICATION
Inventory – Unit – Administration – Unit Specs – Category Specs
Different specifications can be added for different types of Categories (RV, Car, Truck, etc.).
Category:
- Choose a category from the dropdown.
- If the category is not showing, needs to be added in the Category Table (PTS – Table Mtc. – Inventory Units – Unit Categories).
Specification:
- The + Button in the Title section can add extra rows to the table.
- The X Button on the Line can delete a row.
- Manually type in the Specification for that Category.
- Alphanumeric.
- Freeform.
Add V6 Defaults:
- Adds all V6 specifications to the table.
- The X Button on the Line can delete a row for any V6 specification not required for that Category.
Add From…:
- Clicking this button adds a second Category dropdown.
- Choose a Category from the dropdown. All specifications set up for that category will be added to the Table.
- The X Button on the Line can delete a row for any specification not required for that Category.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Inventory – Unit – Administration – Unit Specs – Class Specs
Separates the Inventory Categories by Class. For RVs it could be New versus Used or Fifth Wheel versus Tent Trailer. Specifications are added that pertain to this particular Class but not to other Classes. Any time a new Unit is added in the Unit Update window, the specifications for that Class will be auto-populated in the Specs section, if it is set up in this Table.
Product Class:
- Choose the Unit Product Class from the dropdown (from Inventory – Units – Administration – Product Classes).
- Will only show Class Type Unit from the Table.
Specification:
- The + Button in the Title section can add extra rows to the table.
- The X Button on the Line can delete a row.
- Manually type in the Specification for that Category.
- Alphanumeric.
- Freeform.
Add From…:
- Clicking this button adds a second Category dropdown.
- Choose a Category from the dropdown. All specifications set up for that category will be added to the Table.
- The X Button on the Line can delete a row for any specification not required for that Category.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes a Product Class’ specification information from the system.
Sales - Administration – Sales Cost Codes
Cost Code: Mandatory
- Manually enter in the Cost Code or use the Underlined link to choose one from the Table.
- Alphanumeric.
- Unlimited space.
Description: Mandatory
- Description of the Cost Code.
- Alphanumeric.
- Unlimited space.
- Freeform.
Use COS from Unit Class:
- Use Cost Of Sales from Unit Class.
- If checked will use the Cost of Sales GL Account from Inventory – Units – Administration Product Classes.
Store:
- Defaults in from Store Profile.
- Cannot be edited in this window.
Name:
- Defaults in from Store Profile.
- Cannot be edited in this window.
Inventory GL Account:
- Either manually enter the Inventory Account for this Cost Code or click the Underlined link and choose from the Table.
- Must be a Control Account or will receive an Error message.
Cost of Sales GL Account: Mandatory
- Either manually enter the Cost of Sales Account for this Cost Code or click the Underlined link and choose from the Table.
- Non-Control Expense Account.
Non Accounts Payable Credit GL Account:
- Either manually enter the Non Accounts Payable Credit Account for this Cost Code or click the Underlined link and choose from the Table.
- Non-Control Account.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes a Cost Code’s information from the system.
Author: Pear Tree
Last update: 2016-11-10 15:47
UNIT SPECIFICATION Tables
UNIT SPECIFICATION
Inventory – Unit – Administration – Unit Specs – Category Specs
Different specifications can be added for different types of Categories (RV, Car, Truck, etc.).
Category:
- Choose a category from the dropdown.
- If the category is not showing, needs to be added in the Category Table (PTS – Table Mtc. – Inventory Units – Unit Categories).
Specification:
- The + Button in the Title section can add extra rows to the table.
- The X Button on the Line can delete a row.
- Manually type in the Specification for that Category.
- Alphanumeric.
- Freeform.
Add V6 Defaults:
- Adds all V6 specifications to the table.
- The X Button on the Line can delete a row for any V6 specification not required for that Category.
Add From…:
- Clicking this button adds a second Category dropdown.
- Choose a Category from the dropdown. All specifications set up for that category will be added to the Table.
- The X Button on the Line can delete a row for any specification not required for that Category.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Inventory – Unit – Administration – Unit Specs – Class Specs
Separates the Inventory Categories by Class. For RVs it could be New versus Used or Fifth Wheel versus Tent Trailer. Specifications are added that pertain to this particular Class but not to other Classes. Any time a new Unit is added in the Unit Update window, the specifications for that Class will be auto-populated in the Specs section, if it is set up in this Table.
Product Class:
- Choose the Unit Product Class from the dropdown (from Inventory – Units – Administration – Product Classes).
- Will only show Class Type Unit from the Table.
Specification:
- The + Button in the Title section can add extra rows to the table.
- The X Button on the Line can delete a row.
- Manually type in the Specification for that Category.
- Alphanumeric.
- Freeform.
Add From…:
- Clicking this button adds a second Category dropdown.
- Choose a Category from the dropdown. All specifications set up for that category will be added to the Table.
- The X Button on the Line can delete a row for any specification not required for that Category.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes a Product Class’ specification information from the system.
Author: Pear Tree
Last update: 2016-11-10 15:47
Units Module
UNITS
A Unit is anything that has a Serial Number or can be repaired. Anything else is a Part.
Managing your unit inventory is easy with Dealership. Easy-to-use data entry screens allow you to enter as much or as little information as you want. Search functions ensure that you find what you need quickly and painlessly. A powerful inquiry system makes a library of information on every unit, from financial details to colour and year, available at your fingertips.
Inventory – Units – Update – Update (Tabbed)
The Units Update screen is where you will be adding, updating, and deleting your unit inventory records.
You will notice that some fields have an asterisk (*) next to them. This means that the field is mandatory and must be filled out, as Dealership depends on them for several functions in the program. As typical, some headings are underlined (e.g. Unit ID). You can click on these to search for the information that belongs in these fields.
General Tab
Unit ID: Mandatory
- Clicking the Underlined Link will show a Table with all the Units already in the system.
- To bring up a Unit already in the system, the User can either choose a Unit from the Table, or type in the Unit ID Code if it is known.
- If the User is entering a New Unit:
o Can type in a Unique Unit ID Code.
o Can click the New Button. The system will create a Unique ID for the new Unit. The Code will start with a I and will be the next sequential number in the system. For example, if the last Unit added using the New Button was # I45, the next Unit submitted will be I46.
- Alphanumeric.
Category: Mandatory
- Dropdown.
- Comes from the Unit Category Table (PTS – Table Mtc. – Inventory – Units – Unit Categories) .
- Comes pre-populated when the software is sold.
- Type of Vehicle such as RV, truck, car, etc.
Status: Mandatory
- Has six types:
o On Hold – Unit is on the Lot but can be excluded from the Inventory report.
o In Stock – On the Lot.
o On Order - Unit a Customer has ordered but not come in yet.
o Service – Dealership does not own it. It was brought in to be serviced. Not used in this window.
o Initialized Sale: Set automatically by the system, not the User. System automatically sets when an Initialized Sale has been created for the Unit.
o Finalized Sale: Set automatically by the system, not the User. System automatically sets when a Unit has been sold.
- Defaults to In Stock.
- Can add to the Table.
Duplicate:
- Makes a copy of the Unit.
- Only works if using the Unit Update numbering system.
- User needs to review the duplicated Unit. Most information is duplicated. If anything is different, needs to be changed.
Description: Mandatory
- Alphanumeric.
- Usually Make/Model/Year and maybe colour of the Unit.
- Shows up almost everywhere.
Type: Mandatory
- Comes from the Unit Type Table (PTS – Table Mtc. – Inventory – Units – Unit Types).
- Differentiate by different Unit Types such as New, Used, Consignment, Service, etc.
- Table is pre-populated when the software is sold.
- Can add to the Table.
Class: Mandatory
- Product Class of Vehicle.
- Taken from a Table not prepopulated (Inventory – Units – Administration – Product Classes).
- Has two purposes:
o Required for accounting (has accounts attached to them).
o Used by the Salesperson to get a listing of Units sold or in Inventory by Class.
- Examples: New Fifth Wheel, Used Fifth Wheel, New Travel Trailer, Car, SUV, Truck etc.
Owner:
- Only accessible when Status is showing as Initialized Sale, Finalized Sale, On Order, or Service.
- Not accessible when Status is showing as In Stock, or On Hold.
- Used to keep track of Sold Units for future Service work.
- Must be a Customer in the system. If Customer ID is unknown, click on the Underlined Link to bring up all Customers and choose from the Table.
MFG Code:
- Manufacturing Code.
- Used for Invoicing warranty work orders.
- Code must be set up as a Manufacturer on the Customer Profile and be set up in both Customer Update and Vendor Update (See Customer Update and Vendor Update/Manufacturer Notes).
Year:
- Year the Unit was made.
- Freeform.
- Alphanumeric.
Make:
- Company who manufactured the Unit (Toyota, Airstream, Yamaha, etc.).
- Freeform.
- Alphanumeric.
Model:
- Model of Unit (Corolla, Flying Cloud, TWS50, etc.).
- Freeform.
- Alphanumeric.
VIN #:
- Vehicle Identification Number.
- Only known after the Unit is In Stock.
- Freeform.
- Alphanumeric.
Odometer:
- Not for New Units.
- Only applicable to cars and motorhomes.
- Numeric only or will receive an Error message:
License #:
- Used if License Plate comes with the vehicle, as it does in some provinces.
- Freeform.
- Alphanumeric.
Key Code:
- Code given to Start Key.
Comments:
- Can be used for information about the warranty or anything else does not have a field.
- Can be seen by Service People in Service Screen.
- Freeform.
- Alphanumeric.
Lot #:
- May have more than one parking lot or a large Lot divided into sections.
- If labeled, the User can put in the Lot # to know where the Unit is.
- Freeform.
- Alphanumeric.
On Lot Date:
- Defaults today’s date if entering a New Unit or the date the Unit was entered into the system.
- Unit arrival date.
- Can be overridden.
- Not mandatory but VERY advisable to enter.
- If there is a Loan on the Unit, will tell when the Unit was entered and the Loan started.
In Service Date:
- Not In Service till the Unit is Purchased.
- Can be filled in manually but when selling the Unit, this date will be prompted on the Finalized Units Sales screen and will automatically fill in here.
Warr Exp Date:
- Date the Warranty expires (if Unit is still under Warranty).
- Does not start till the Unit is Purchased.
- Can be filled in manually but when selling the Unit, this date will be prompted on the Units Sales screen and will automatically fill in here.
Ext. Warr Exp Date:
- Date the Extended Warranty expires (if Extended Warranty was purchased with the Unit).
- Does not start till the Unit is Purchased.
- Can be filled in manually but when selling the Unit, this date will be prompted on the Finalize Units Sales screen and will automatically fill in here.
Warranty Info:
- Not seen by Service.
- Shows on the Windows sticker for the Unit.
- Comments section is freeform.
MFG Date:
- Manufacturing Date.
Length:
- Used if transferring info to RV Hotline or Auto Hotline.
- Length of Unit in either feet or metres.
Weight:
- Used if transferring info to RV Hotline.
- Weight of RV in Pounds or Kilos.
Sleeps:
- Used if transferring info to RV Hotline.
- How many the RV sleeps.
Slideouts:
- Used if transferring info to RV Hotline.
- How many extra sections pull out.
Submit:
- Saves any new or updated information to the system.
- The User does not have to Submit between Tabs.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes a Unit’s information from the system.
- A message will confirm that the Unit has been deleted.
- Deletes all information for this Unit.
- Cannot be deleted if anything is attached to it, like work orders or costs.
Window Sticker:
- Information collected from different screens in Unit Update (Tabbed) to be printed and put on the Unit.
-
Delivery Report:
- Items that are sent to Service to be fixed.
- Details anything wrong with the Unit when inspected after Delivery.
- Try to get them fixed as Warranty.
- Service people look at this to see what work needs to be done.
- May or may not be used, depending on who does the inspection. If Service people, not really needed. If Sales people they can use this window.
- Ref #:
o Manually add.
o Alphanumeric.
- Problem:
o Type in problem.
o Alphanumeric.
- WO#:
o If there is a Work Order on this, Service puts in the WO #.
Specs Tab
The display for the Lower Specification Section depends on the Unit Class selected. Table dependant. (Inventory – Units – Administration – Unit Specs – Class Specs). Mainly used for the Window Sticker.
Specification:
- Auto-populates if the Class selected on the General section has been set up in the Class Specs Table.
- Shown on the Window Sticker.
- Options or Features a Unit has.
- Click on Underlined Link to choose from a Table.
- Can be grouped according to Category.
- Can have a Standard set of Specs set up for each Class.
- Can use the + and – Buttons to make it individual for that specific Unit.
- Can be edited.
- Freeform.
- Alphanumeric.
Specification Value:
- Gives more information for the Specification.
- If left blank, will show as Incl. on the Window Sticker.
- Can be edited.
- Freeform.
- Alphanumeric.
Serial Numbers Tab
- Just for RVs.
- What in that Unit has a Serial Number (fridge, stove, heater, etc.).
- Each has its own Warranty and Warranty Expiry Date.
- Each has a different manufacturer for Warranty Claims.
- Does not show on Window Sticker.
Serial #:
- Serial number on a specific Part.
- Freeform.
- Alphanumeric.
Description:
- Description of the Part (GE Stove).
- Freeform.
- Alphanumeric.
Warr Years:
- Freeform.
- Alphanumeric.
Serial # Warr. Exp.:
- Not entered till Unit is sold.
- Must be in correct Date format or will receive an Error message.
Manufacturer:
- Freeform.
- Alphanumeric.
- Not from a Table.
- Only need to be in the system if submitting a Warranty claim for that Manufacturer.
Gallery Tab
- Pictures can be attached to a Unit.
- Can upload images to RVHotline.
- Allows the User to organize photos or allow other people to see them.
- Can also be used for Warranty pictures.
Add:
- Will only work if a Unit ID or NEW is showing in the Unit ID field.
- Click Add,
- Pop up will appear:
- Click Browse.
- Find the picture to be added and click Open.
- Click submit.
- Name of picture will appear in the Images box and picture will show to the right.
- Add as many pictures as needed.
Flooring Tab
It is rare that a dealership owner would have the funds to finance the inventory with his or her personal assets. Therefore, it is typical that dealers seek assistance from a lender. Most dealerships are financed with a floor plan loan. What this means is that a bank will lend the dealer a percentage of the wholesale value of a unit so that the dealer can acquire inventory.
This lending method involves a continuing relationship between the lender and the dealership. As the lender's money is secured with only the units themselves, they will often perform audits to ensure that the units they've financed are as described. The dealership is required to make regular interest payments. In addition, the dealership will have to begin making payments on the principal of the loan after a certain time has elapsed. This process is called curtailment.
If your dealership operates on a floor plan loan, Peartree's Dealership software can keep this organized for you. Tracking both flooring costs and curtailment costs enables you to manage your inventory more efficiently, knowing exactly how much your units are costing you.
Amount Floored:
- Amount borrowed to pay for the Unit.
- Must be numeric or will receive an Error message.
- Two numbers only after the decimal or the system will automatically round.
Paid Principal:
- Not edited on this screen.
Balance:
- Amount Floored – Paid Principal
Flooring Company ID:
- From the Vendor Profile. Flooring Company must be in the system.
- If Vendor ID is known, type in the field. If not use the Underlined link and choose from the Vendor Table.
- Alphanumeric.
Flooring Start Date:
- When loan started.
- Will be either when the Unit is on the Lot or when it left the manufacturer.
- Defaults to current date.
Status:
- Dropdown.
o Active: Flooring has not been paid off.
o Completed: Flooring has been paid off.
- Does not come from a Table.
Price/Costs Tab
List Price:
- Manufacturer’s suggested Retail Price.
- Must be numeric or will receive an Error message.
- Two numbers only after the decimal or the system will automatically round.
Dealer Price:
- Dealer’s Selling Price.
- Must be numeric or will receive an Error message.
- Two numbers only after the decimal or the system will automatically round.
- The Default on a Unit Sale but can be overridden.
Costline Price:
- The lowest price the Dealer can possibly sell it.
- Usually only used by Spader Company clients.
- The bottom line cost.
- Alphanumeric.
- Prints on Unit Inventory Report.
Estimated Inv.:
- Estimated Invoice.
- Price put in if the Invoice has not arrived and the cost is unknown but the Unit is on the Lot.
- Information only. Not linked to anything.
Base Cost:
- Comes from Accounts Payable (See Adding a Base Cost and Other Costs below).
- Updates automatically.
- Not edited in this window.
Other Costs:
- Comes from Accounts Payable (See Adding a Base Cost and Other Costs below).
- Updates automatically.
- Not edited in this window.
Int. Wo’s:
- Internal Work Orders.
- Comes from Service.
- Updates automatically.
- Not edited in this window.
Rebates:
- Comes from Accounts Receivable.
- Updates automatically.
- Not edited in this window.
Cost Total:
- Base Cost + Other Costs + Int. Wo’s – Rebates
Advertised Pay amount:
- RV Hotline link.
- Shows payments:
o Weekly
o Bi-monthly
o Monthly
- For the customer who eventually buys the Unit.
Deal Entry:
- Used to figure out Gross Profit and Gross.
- What the Unit Cost needs to be with a possible Trade In to get in a greater Gross Profit.
Submit:
- Saves any new information added to the window.
Adding a Base Cost and Other Costs to a Unit
Base Cost is what the Unit costs to acquire.
Other Costs are costs which may or may not be added to the price, such as Freight, Brokerage, Breakage Cost, Duty, Internal Work Orders, and so on.
Adding a Base Cost
Finance – Payables – Update – AP Invoice
Payable No:
- Added by the system when Invoice is submitted.
- If entering manually, must be an Invoice already submitted in the system or will receive an Error message:
- Numeric only.
- Can click on the Underlined link. A Table will appear with all Payables entered in the system. Click in the light green area under Payable Number to bring up the appropriate invoice.
Vendor Code:
- Cursor automatically defaults to this field when screen is opened.
- Can either type in the Vendor ID from Vendor Update Profile or click on the Underlined link. A Table will appear with all Vendors entered in the system. Click in the light green area under Vendor Code to bring up the appropriate vendor.
- Usually General Electric (GE) or a bank.
- Could come straight from the Manufacturer.
Invoice No:
- Enter the number on the Invoice.
- Alphanumeric.
- Freeform.
Invoice Date:
- Enter the current date.
- Can be added manually or through the Calendar icon.
- Format will be MM/dd/YY.
Due Date:
- Will automatically fill in a month from the Invoice Date.
- Can be changed manually or through the Calendar icon.
- Format will be MM/dd/YY.
PO Number:
- Add if known.
Tax Code:
- Defaults from the Vendor Profile.
- Can be changed by using the dropdown.
Discounts:
- Percentage:
o Cannot be a negative value or will receive an Error message.
o Cannot be over 100 or will receive an Error message.
- Date:
o If the Percentage is not 0.00, the current date will be entered by default.
o Can be changed manually or with the calendar icon.
- Total (Overridden):
o Amount defaults in from the Percentage.
o Can only be edited if Overridden is enabled.
o Freeform.
o Must be a valid number or will receive an Error message.
Line Amount:
- Amount paid for Unit.
- Numeric only or will receive an Error message.
- Positive, negative, or 0.00.
- Manually entered.
Gross Amt:
- Line Amount + Taxes
- Automatically calculates.
- To edit, click on the light green area. A pop up box will appear. A new Gross Amount can be entered.
- The Line Amount will recalculate to account for Taxes.
Line Description:
- Freeform.
- Alphanumeric.
- Unlimited Space.
GL Account:
- Automatically defaults in when the Line Amount is entered.
- Comes from Vendor Profile.
- Must be an Inventory Account.
- Can be changed.
- Can manually type in the correct account or click on the Underlined link and choose from the Table.
GL Description:
- Defaults from the GL Account.
- Cannot be edited from this field.
Comments:
- Alphanumeric.
- Unlimited.
- Freeform.
Override:
- Allows the User to override the Tax Amount.
- Checked allows the Tax to be overridden.
- Unchecked, the Tax cannot be overridden.
Tax Codes:
- Comes from the Tax Code dropdown in the upper section of the window.
- Cannot be overridden in this field.
Tax Amounts:
- Line Amount * Tax Amount (from the Tax Code).
- Cannot be changed if Overridden is not enabled.
- An Error message will appear if try to change without checking the Overridden box.
- Invoice Total will change if Tax Amounts is overridden.
- Line Amount and Gross Amt do not change.
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
- Line Amount must equal Unit Cost or will receive an Error message.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Unit Costs:
- Clicking this button allows access to the Unit Cost window.
More than one Unit and Unit Base Cost can be added to a Payable by either clicking the + sign or tabbing through an already created line.
Vendor Code/Total Costs/Payable No./ Invoice No./Funds Code:
- Default in from the AP Invoice Update screen.
- Cannot be edited in this window.
Unit ID:
- Enter the ID of the Unit for which the Base Cost is being entered.
- Unit must be saved in the Unit Inventory Profile.
- Cannot use a Unit that has already been sold or will receive an Error message about the Cost of Sales account.
Unit Description:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Dealer Price:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Base Cost:
- Enter the amount paid for the Unit.
- Cursor does not show in field. Click on the field and start typing in the amount.
- Manually entered.
- Must be a number or will receive an Error message.
- Can be positive negative or 0.00.
- Must equal to the Total Line Amount in the AP Invoice window.
- Updates under Cost Tabs in Unit Inquiry window.
Submit:
- Submits any new information.
- Is not needed to save the Unit ID.
- Need to submit if Base Cost needs to be saved, otherwise it will go to 0.00.
Cancel:
- Closes the window.
- If the Base Cost is not submitted before Cancel is clicked, it will revert to 0.00 but the Unit ID will stay.
Adding an Other Cost
There are two ways to add an Other Cost to a Unit:
- If the Cost is being added to the price, through Accounts Payable (Finance – Payables – Update – AP Invoice).
- If the Cost is not being added to the Price, through Non AP Unit Cost (Inventory – Units – Update – Non AP Unit Costs).
Finance – Payables – Update – AP Invoice
Payable No:
- Added by the system when Invoice is submitted.
- If entering manually, must be an Invoice already submitted in the system or will receive an Error message:
- Numeric only.
- Can click on the Underlined link. A Table will appear with all Payables entered in the system. Click in the light green area under Payable Number to bring up the appropriate invoice.
Vendor Code:
- Cursor automatically defaults to this field when screen is opened.
- Can either type in the Vendor ID from Vendor Update Profile or click on the Underlined link. A Table will appear with all Vendors entered in the system. Click in the light green area under Vendor Code to bring up the appropriate vendor.
- Could be a Freight Company, a Brokerage Firm, and so on.
- Could come straight from the Manufacturer.
Invoice No:
- Enter the number on the Invoice.
- Alphanumeric.
- Freeform.
Invoice Date:
- Enter the current date.
- Can be added manually or through the Calendar icon.
- Format will be MM/dd/YY.
Due Date:
- Will automatically fill in a month from the Invoice Date.
- Can be changed manually or through the Calendar icon.
- Format will be MM/dd/YY.
PO Number:
- Add if known.
Tax Code:
- Defaults from the Vendor Profile.
- Can be changed by using the dropdown.
Discounts:
- Percentage:
o Cannot be a negative value or will receive an Error message.
o Cannot be over 100 or will receive an Error message.
- Date:
o If the Percentage is not 0.00, the current date will be entered by default.
o Can be changed manually or with the calendar icon.
- Total (Overridden):
o Amount defaults in from the Percentage.
o Can only be edited if Overridden is enabled.
o Freeform.
o Must be a valid number or will receive an Error message.
Line Amount:
- Total Amount paid for Other Costs.
- Numeric only or will receive an Error message.
- Positive, negative, or 0.00.
- Manually entered.
Gross Amt:
- Line Amount + Taxes
- Automatically calculates.
- To edit, click on the light green area. A pop up box will appear. A new Gross Amount can be entered.
- The Line Amount will recalculate to account for Taxes.
Line Description:
- Freeform.
- Alphanumeric.
- Unlimited Space.
GL Account:
- Automatically defaults in when the Line Amount is entered.
- Comes from Vendor Profile.
- Must be an Inventory Account.
- Can be changed.
- Can manually enter or click on the Underlined link and choose from the Table.
GL Description:
- Defaults from the GL Account.
- Cannot be edited from this field.
Comments:
- Alphanumeric.
- Unlimited.
- Freeform.
Override:
- Allows the User to override the Tax Amount.
- Checked allows the Tax to be overridden.
- Unchecked, the Tax cannot be overridden.
Tax Codes:
- Comes from the Tax Code dropdown in the upper section of the window.
- Cannot be overridden in this field.
Tax Amounts:
- Line Amount * Tax Amount (from the Tax Code).
- Cannot be changed if Overridden is not enabled.
- An Error message will appear if try to change without checking the Overridden box.
- Invoice Total will change if Tax Amounts is overridden.
- Line Amount and Gross Amt do not change.
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
- Line Amount must equal Unit Cost or will receive an Error message.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Unit Costs:
- Clicking this button allows access to the Unit Cost window.
More than one Unit and Unit Other Cost can be added to a Payable by either clicking the + sign or tabbing through an already created line.
Vendor Code/Total Costs/Payable No./ Invoice No./Funds Code:
- Default in from the AP Invoice Update screen.
- Cannot be edited in this window.
Unit ID:
- Enter the ID of the Unit for which the Other Cost is being entered.
- Unit must be saved in the Unit Inventory Profile.
- Cannot use a Unit that has already been sold or will receive an Error message about the Cost of Sales account.
Unit Description:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Dealer Price:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Base Cost:
- Can only be entered once for a Unit.
Cost Codes:
- Enter either the Cost Code manually or click on the Underlined link and choose from the Table.
- Make sure the Cost Code GL matches the GL Account from the AP Invoice Line Amount.
- The Amount can be put on one line under one Cost Code or spread over different Cost Codes.
- Total Cost Code Amounts must equal Total Line Amounts.
Submit:
- Submits any new information.
- Is not needed to save the Unit ID or the Cost Code or Cost Code Amounts.
Cancel:
- Closes the window.
- If the Base Cost is not submitted before Cancel is clicked, it will revert to 0.00 but the Unit ID will stay.
Inventory – Units – Update – Non AP Unit Costs
This window is used only if there is a Cost that needs to be applied to a Unit but the Dealer does not owe it to anyone. For example, depreciation.
Unit ID:
- Enter the ID of the Unit for which the Other Cost is being entered.
- Unit must be saved in the Unit Inventory Profile.
- A Sold Unit will not appear here.
Description/Unit Status/Base Cost/Product Class:
- Automatically fill in from the Unit ID.
- Cannot be edited in this window.
First Cost Code section defaults in from AP Invoice Update. This section cannot be edited in this window.
Transaction Date:
- Defaults to the current date.
- Can be changed manually or using the Calendar icon.
- Format will be MM/dd/YY
Cost Code:
- Enter either the Cost Code manually or click on the Underlined link and choose from the Table.
- Can only choose a Cost Code with a Non AP Credit Account.
- Make sure the Inventory GL Account matches the GL Account from the Class field in the Unit Details window.
- More than one Cost Code can be added.
Cost:
- Enter the Cost.
- Can be positive, negative, or 0.00.
- Must be numeric or will receive an Error message.
Other Costs:
- Total of all Costs from both sections.
- Field cannot be edited.
Rebate Total:
- Defaults in from another window.
- Cannot be edited in this window.
Internal Work Orders:
- Defaults in from another window.
- Cannot be edited in this window.
Total Cost:
- Base Cost + Other Costs - Rebate Total + Internal Work Orders
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
- Line Amount must equal Unit Cost or will receive an Error message.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Inventory –Units – Reports – Outstanding Floor
- This shows Flooring put in through Accounts Payable, not by any other events.
- Similar to Outstanding Invoices in AP Invoice Inquiry (Finance – Payables – Inquiry – AP Invoices).
- The Accountant takes this Report and matches it to the report received from the Flooring Company.
- The Stock Number on the report is the the Unit ID since the Flooring Company would not have the Dealership Unit ID for the Units.
- When making a payment to the Flooring Company, the User can put a Comment on the Line Description and it would show on this report under Description.
Vendor Code:
- Manually enter the Code or click the underlined link to choose from the Table.
- If the report is for all Vendors, do not populate this field.
Sort By:
- Can choose from three different options: Vendor Code, Vendor Name, Invoice Number.
- Defaults to Invoice Number.
Print:
- Prints the outstanding Flooring Invoices for the Vendor chosen, or for all Vendors, if a Code is not put in the field.
To Excel:
- Exports the information to an Excel spreadsheet.
- The same columns as the report, no extra columns added.
Clear:
- Clears the Vendor Code field.
- Does not set the Sort By back to the default.
UNIT SALES
When selling a Unit there are a minimum of two steps to follow:
- Initialize a Sale.
- Finalize a Sale.
If the customer is also trading in another Unit, there is a middle step: Assign a Trade Cost. This is still an optional step because this can also be done during Final Sale. This window will also be used if the Dealer wants to add Cost to Finalize Cost.
Sales – Units – Initialize Sale
An initialized sale is basically a sale that is pending. You have a customer who wants to buy the unit in question, and you are ready to proceed.
Any client who is also using Quantech V6 would not use this window, because the Quantech system does it for them. This window is only used when a deposit is being made on a Unit. It is a commitment made with money put down on the Unit.
Unit ID:
- Either manually enter the ID or click on the Underlined link and choose from the Table.
- The Unit information will automatically populate.
- If there is no Base Cost associated with the Unit, an Error message will appear.
- A Base Cost must be added before the Dealer can finalize the Sale (See Adding a Base Cost and Other Costs in the Inventory Notes section).
Deal Store:
- If the User has access to only one store, that store will automatically default in.
- If the User has access to more than one store, and it is not the default store showing, choose the correct store from the dropdown.
Description/Unit Type/ Manufacturer/Class/Retail:
- Default in from the Unit Update window.
- Cannot be edited in this window.
Customer ID:
- Either manually enter the ID or click on the Underlined link and choose from the Table.
- If the Customer is not in the system already, either enter in the Customer Update window (see Customer Update notes), or click the New Button and enter through the pop up window.
New:
- Adds a new Customer into the sytem.
- Click the Button. A pop up window will appear similar to the Customer Update window.
- Fill in the pertinent information and Submit.
Tax Code:
- Initially defaults in from the Store Profile window.
- Once a Customer ID is added, defaults from the Customer Update window.
- Can be changed by using the dropdown.
Customer Name:
- Defaults in from the Customer Update window.
- Cannot be edited in this window.
Salesperson:
- Choose from the dropdown.
- Comes from System Admin – Configuration – Tables – Salesperson – Update.
Sales Date:
- The date the Unit is sold.
- Defaults to the current date.
- Can be changed by typing in the new date (MM/DD/YY) or by clicking on the Calendar icon an choosing a date.
- Can be a Past, Present or Future date.
Delivery Date:
- The date the Unit leaves the Lot.
- May or may not be the same as the Sales Date.
- Defaults to the current date.
- Can be changed by typing in the new date (MM/DD/YY) or by clicking on the Calendar icon and choosing a date.
- Can be a Past, Present or Future date.
Notes:
- Manually type in anything that pertains to the Delivery Unit or the Unit to be sold.
- Alphanumeric.
- Freeform.
Price:
- The price at which the Unit is being sold.
- Defaults in from the Inventory Update window.
- Can be overridden.
- Must be numerical or will receive an Error message.
- Can be positive, negative or 0.00.
Trade Number:
- Free form.
- Alphanumeric.
- Common practice is to use the Unit Id and add a suffix to it, such as ‘a’. I14 Trade In - I4a.
- If coming from Quantech, uses 1 if it is first Trade and 2 if there is another Trade In, etc.
Trade Description:
- Free form.
- Alphanumeric.
- Manually type in a description of the Trade In, usually Year/Make/Model maybe colour.
- Defaults in when putting this Trade into Inventory.
Tax Flag:
- Defaults in from Unit Profile.
- Can be changed.
- Manually enter the new Code or use the Underlined link to choose from the Table.
Allowance:
- Amount for the Trade In given to the Customer.
- Most likely will not be the same as the actual value of the Unit.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
- Must have a Trade Number entered or will get an Error message.
Lien Amount:
- Amount still owed on the Trade In.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
Lien Holder:
- Amount the Dealer will have to pay the Lien Holder when the Trade is done.
- Must be in the system.
- Can use the Underlined Link to choose a Lien Holder from the Table.
Trade Balance:
- Defaults from the Allowance field in the Trade section.
- Cannot be edited in this field.
- Must edit in the Allowance field, if the amount is incorrect.
- Subtracts from the Price.
PDI Charge:
- Amount for the PDI if charging the Customer.
- Usually Internal and built into the price for the Unit.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
- Adds to the Price.
Setup Charge:
- Charge for the Set Up.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
- Adds to the Price.
Admin Fee:
- Charge for Admin.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
- Adds to the Price.
Add Ons:
- Total of all the Priced Add Ons in the Add On section.
Add On Code:
- Extras such as rust proofing, extra fees, Life/Illness insurance, etc. Not Insurance on the Unit.
- From a Table (Sales – Units – Other – Add On Table).
- Accessories is the only Add On that must have a Product added or will receive an Error message.
Product Number:
- Extra things to go with the Unit that are not included in the Sale.
- Draws from the Parts Profile.
- Some Dealerships use Part numbers with Add Ons but most have a generic product set up.
- Can manually enter or use the Underlined link to choose from Table.
- Can only be used with Add On Code Accessories with an RP Code or will receive an Error message.
Description:
- Add On Description.
- Draws from the Add On Code.
- Can be changed.
Quantity:
- Draws from the Product Profile.
- Can be changed.
- Must be greater than 0 or will get an Error message.
Tax Flag:
- Draws from the Add On Table.
- Can be changed.
Amount:
- Draws from the Parts Table.
- Only shows when a Product Number is added to the line.
- If an amount is showing, it can be changed.
- If no Product is added, this field is inaccessible.
- If a Price lower than the Average COST price, from the Product Profile, is put in, an Error message will appear.
Inst. Req’d:
- Installation Required.
- Options of Y(es) or N(o).
- Defaults to Y.
- Can be changed using the dropdown.
- Y – Part is taken out of Inventory on the Work Order.
- N – Part is taken out of Inventory upon Sale.
Net Sale:
- Price – Trade Balance + PDI Charge + Setup Charge + Admin Fee + Add Ons
Amounts/ Tax Codes:
- Shows what Taxes are added to the Price or Costs and the accumulative amount for each.
- Cannot be changed in these fields.
Tax Total:
- Total amount of all the different Taxes calculated on the Sale.
- Closed field. Cannot be changed.
License Charge:
- If the License Plate stays with the Unit, there may be a charge.
- Must be numeric or will receive an Error message.
- Can be positive, negative, or 0.00.
- No taxes are calculated from this field.
- Not mandatory.
Deal Total:
- Price – Trade Balance + PDI Charge + Setup Charge + Admin Fee + Add Ons + Tax Total + License Charge.
- This field cannot be edited.
Customer Has Paid:
- Shows amount Customer has already paid.
- Not an editable field.
- Comes from Payment window.
Customer Still Owes:
- Deal Total – Customer Has Paid
Amount Financed:
- Amount financed by another party.
Submit:
- Saves the Initialized Sale in the system.
- When Submitted, the line “Unit ID” Sale Initialized will be seen under the Deal Total field.
Clear:
- Clears the screen for the next Sale.
- Any new information that has not been submitted will not be saved.
Cancel Sale:
- If the sale is going no further, cancels the Sale if it has been submitted.
- If the Sale has been Finalized, the User needs to reopen the Finalized Sale before it can be cancelled here.
Payment:
- Pop up window.
- Unit ID, Sales Total, Customer Has Paid and Customer Still Owes defaults in from main screen.
- Shows the Payments made on the Unit.
- Can make extra payments in this window using the Add Payment Button or the + Button in the Title Row.
- A Sale should not be Initialized until the customer makes a payment.
- Cannot use the – button to delete a row or an Error message will appear.
- Payment File Key:
o Payment number assigned to the payment.
o If it is a Payment or a Payment Reversal, click in the field to show the Payment Details.
o If it is a Payment and needs to be reversed, click in the field to being up the Payment Screen. The Payment can be Reversed from this screen.
- Payment Type:
o Shows with what the Payment was made (cheque, credit card, cash, etc).
o Cannot be edited in this window.
- Payment Description:
o Shows what kind of Payment it is (Payment, Reversal, Dealer Reserve, etc.) and on what Unit.
o Cannot be edited in this window.
- Payment Date:
o Shows the Date of the payment.
o Cannot be edited in this window.
- Payment Amount:
o Shows the Amount of the payment.
o Cannot be edited in this window.
- Add Payment Button:
o Payment Key:
§ Will show NEW.
o Work Order #, Sales Transaction ID, Unit ID, A/R Invoice and Store Number default in.
o Payment Date: Defaults to the current date. Can be changed.
o Payment Type:
§ Select from dropdown.
o Payment Amount:
§ Enter a valid dollar amount.
§ A positive amount makes a payment.
§ A negative amount reverses a payment.
o Amount Still Remaining:
§ Defaults to full amount still owing.
§ Can be overridden if making a larger or smaller payment amount.
o Tracking Number:
§ The Authorization Number the Credit Card company gives when making a payment.
§ If the incorrect amount is entered and Submitted, a Reverse Payment can be made by putting in the negative amount of what is incorrect. Redo with the correct amount.
o Submit:
§ Saves the payment made or reversed.
§ Payment Type must be selected or will receive an Error message.
· Will receive a pop up.
· Button disappears once payment is submitted.
o Reverse:
§ Once a payment is submitted, the Reverse Button appears.
· If the incorrect amount is entered and Submitted, clicking this button will automatically reverse the payment.
· The Payment Amount will be the negative of what was entered.
· A pop up window will appear.
· Button disappears once payment is reversed.
o Print Receipt:
§ Button appears after payment is submitted.
§ Click to print a receipt of the payment or reversal payment entered.
o Close:
§ Closes the Payment window and returns the User to the Payment Details window.
§ If the Sale has been fully paid, an Error warning will appear.
- Close:
o Closes the Payment Details window and returns the User to the Initial Unit Sales window.
Disp. Costs:
- Shows the Unit Sales Cost Display.
- Shows the Margin and Markup % amounts.
- Shows the GL Transactions for the Sale using the GL Data Button.
- GL Data:
o A preview of what the G/L transactions will look like.
o No G/L transactions done as of yet.
- Flooring:
o Only use this section if using the Flooring Curtailment subsystem.
o Do not use if using AP Invoice.
Add On Costs:
- Pop up window.
- Similar to Add On Table on Initial Unit Sales screen.
- Has an extra Cost column. If the Insurance Company or and company needs to be paid, using this column will create an automatic invoice so the User can write a cheque.
- Can add more Add On items.
Recap:
- Pop up window.
- Shows Price versus Cost of all monetary amounts for the Sale.
- Same information as the Payment window but in a slightly different format.
- Include Curtailment: The premium for the Unit.
Commissions:
- Information only.
- Does not link to anything.
- Can use the + Button to add more than one Salesperson, if needed.
- Commission ID:
o Can put in the Salesperson responsible for the Sale by choosing from the dropdown.
- Commission Amount:
o Put in the commission the Salesperson earned from the Sale.
- Sales Area:
o Not editable field.
- Commission Total:
o Total of all the commissions for the sale is more than one Salesperson was involved.
Deal:
- A ‘what-if’ screen.
- The User can play with the Customer Offer to show different Margins.
- Update Sale:
o If the Customer Offer is changed and agreed upon by both parties, the Sale can be updated with this button.
o This will reflect in the Price in the Initial Unit Sales window.
Print Deal:
- Two formats available:
o Powersport Agreement
o Vehicle Purchase Agreement
- Format defaults from System Admin – Parameters – Store – Units Tab.
- Format can be changed in the above screen.
- Vehicle Purchase Agreement is used in Ontario.
- Majority of Dealerships print the contract from Quantech, not from here.
Sales – Units – Other – Add On Table
Add On Code: Mandatory
- Manually enter Code.
- Can see all Codes entered by clicking on the Underlined link.
- If the system is linked with Quanteck and using this for the deals, the Code needs to be in a particular format for Insurance reasons.
Description:
- Type in the description of the Code.
- Alphanumeric.
- Freeform.
Add On Type: Mandatory
- Choose from dropdown.
- Options come from Sales – Units – Other – Add On Type Table.
- Not linked to any reports.
Tax Flag:
- Choose from dropdown.
- Insurance is Tax Exempt.
Generate AP:
- If checked then need to add a Vendor as well.
- Will generate an AP transaction for the Vendor upon Sale.
- If a Vendor must be added to the Add On, this field must be checked.
Vendor:
- Mandatory if Generate AP is checked.
- If Generate AP is not checked, this field will be inaccessible.
- Must be in the Vendor Profile.
Cost:
- Rarely filled in.
- Most Add Ons will change cost from deal to deal.
List Price:
- Rarely filled in.
- Most Add Ons will change price from deal to deal.
- Only add on that may have a set price is a Doc Fee.
Default for Accessories:
- Check only if the Add On must have a Part Number.
Apply Revenue To:
- New to Version 6.
- Choose option from dropdown: Other, Sales Office, Business Office.
- Defaults to Other.
- Takes Revenue from the Add On and places it in the appropriate place.
- What department gets the commission.
Store/Store Name:
- Defaults in from Store Profile.
- Shows the stores to which the User has access.
Sales G/L Code: Mandatory
- What G/L account is used for Revenue for the Add On.
- Manually add or use the Underlined link to choose from the Table.
Sales GL Description:
- Defaults in from the GL Account chosen.
- Cannot be edited in this window.
Cost of Sales GL Account:
- Used only if Default for Accessories is checked.
- Manually add or use the Underlined link to choose from the Table.
Submit:
- Saves any new information added tp the window.
Clear:
- Clears the window of information.
- Any new information not submitted will be lost.
Delete:
- Deletes the Add On.
- Only can delete add ons that have not been added to a Unit or will receive an Error message.
Initialized Sale with a Trade
When Dealerships take a Unit in Trade, they want to sell it right away. Sometimes the Trade In is sold before the Sale is finalized. The Unit cannot be sold till a Trade Cost is added, which can be done from the screen below OR from Finalize Sale.
Sales – Units – Assign Trade Cost
Sold Unit ID:
- Only Initialized Sales with Trades.
- Manually enter the ID of the Unit with an assigned Trade In or use the Underlined link to choose from the Table.
- Must be a valid Initialized sale with a trade-in or will receive an Error message.
Customer/Class/Sales Date/Trade Balance:
- Default in from the Initialized Sale window.
- Cannot be edited in this window.
Add/Update Trade:
- Pop up window where information about the Trade In can be entered.
- Fill in the same as Unit Update Window.
- Unit ID: Mandatory
o Manually enter an ID for the Trade in.
o Usually similar to the original Unit ID.
o If the Trade In is already in the system can manually enter or use the Underlined link to choose the ID from the Table.
o Alphanumeric.
o Freeform.
- New Unit:
o If the Trade In is not in the system can add to the Inventory using this Button.
o Unit ID changes to NEW.
o When Submitted, the system will assign a Unit number.
- Description: Mandatory
o Defaults in from the Trade In window.
o Can be changed.
o If a Unit already saved in the system is entered in Unit ID, it will change to that Unit Description.
- Type: Mandatory
o Defaults in.
o Can be changed by using the dropdown.
- Status: Mandatory
o Defaults in.
o Can be changed by using the dropdown.
- Mfg Code:
o Manually enter Code or use Underlined link to choose from the Table.
o See Manufacturers Notes for explanation and set up.
- Year:
o Year the Unit was made.
o Alphanumeric.
o Unlimited.
o Manually enter.
- Make:
o Make of the Unit (Coachman, Keystone, Toyota, Ford, etc.).
o Alphanumeric.
o Unlimited.
o Manually enter.
- Model:
o Model of the Unit (Hideout, Prowler 245c, Corolla, Mustang, etc.).
o Alphanumeric.
o Unlimited.
o Manually enter.
- Length:
o Length of the Unit (feet, inches, meters, centimeters, etc.).
o Alphanumeric.
o Unlimited.
o Manually enter.
- Interior:
o Info on Interior.
- Licence #:
o Licence Number of the Unit.
o Alphanumeric.
o Unlimited.
o Manually enter.
- Odometer:
o Number of KM or Miles already on the Unit.
o Numeric only or will receive an Error message.
o Manually enter.
o Choose KM or Miles from dropdown after the field.
- Key Code:
o Manually enter Key code for Unit if there is one.
o Alphanumeric.
o Unlimited.
o Freeform.
- Chassis No.:
o Alphanumeric.
- VIN #:
o Manually enter VIN # for the Unit.
o Alphanumeric.
o Unlimited.
o Freeform.
- Coach No.:
o Manually enter Number.
o Alphanumeric.
o Unlimited.
o Freeform.
- Other Serial Number(s):
- Serial #:
o If Serial Numbers were missed in the initial adding of the Unit, they can be entered here.
o Manually enter Number.
o Alphanumeric.
o Unlimited.
o Freeform.
- Description:
o Enter a Description for the Serial Number (GE Fridge, LP Stove, etc).
o Manually enter.
o Alphanumeric.
o Unlimited.
o Freeform.
- Warr. Yrs:
o Enter the number of years for which the Warranty is eligible, if there is one.
o Manually enter Number.
o Numeric only or will receive an Error message.
o The number can only be smaller or equal to 99 and cannot be negative or will receive an Error message. 0 is allowed.
o Freeform.
- Serial# Warr. Exp.:
o Date the Serial Number Warranty expires.
o Does not depend on or connected to number of years entered for Warranty.
o Will show as MM/DD/YY, with only the last two year digits showing.
o Must enter a valid Date or will receive an Error message and the date will show as 12/30/99.
- Manufacturer:
o Manually enter the name of the Manufacturer.
o Alphanumeric.
o Unlimited.
o Freeform.
- Category: Mandatory
o From PTS – Table Mtc. – Inventory – Units – Unit Categories.
o Choose from dropdown.
- Class: Mandatory
o Either manually enter the Class Code or click the Underlined link to choose from the Table.
o From Inventory - Units - Administration - Product Classes
o If an incorrect code is entered an Error message will appear.
- Estimated Inv.:
o Estimated Invoice amount
o May enter if the Invoice has not arrived and the cost is unknown but the Unit is on the Lot.
- List Price:
o Manufacturer’s suggested Retail Price.
o Must be numeric or will receive an Error message.
o Two numbers only after the decimal or the system will automatically round.
- Dealer Price:
o Dealer’s Selling Price.
o Must be numeric or will receive an Error message
o Two numbers only after the decimal or the system will automatically round.
o The Default on a Unit Sale but can be overridden.
- Costline:
o The lowest price the Dealer can possibly sell it.
o Usually only used by Spader Company clients.
o Alphanumeric.
o Prints on Unit Inventory Report.
- Base Cost/Other Costs/Rebates/Cost Total:
o Default in from other window.
o Cannot be edited in this window.
- Upd. Costs:
o Update Costs.
o This window adds the cost to the Unit (Base Cost, Rebates and Other Costs).
- Transaction Date:
o Defaults to the current date.
o Can be changed by manually typing in the address (MM/DD/YY or the alphabetic abbreviation for the Month (Sept) and the day, the year will automatically default to the current).
- Base Cost:
o Base Cost is what the Dealer thinks the Unit is worth.
o This may not be the same amount as the Allowance Amount in the Initialized Sale.
o Manually entered.
o Must be a number or will receive an Error message.
o Can be positive or 0.00.
o Cannot be negative or will receive an Error message.
- Allowance:
o Defaults in form the Initialized Sale window.
o Cannot be edited in this window.
o It is the amount the Dealer paid for the Trade In.
- Cost Code:
o Additional costs on the Trade In, if required.
o The Code must match the Class Inventory Type or will receive an Error message.
o Can be manually entered or use the Underlined link to choose from the Table.
o Class from previous window must be filled in or will receive an Error message.
- Other Costs:
o Amount for additional Costs for the Trade In.
o A Cost Code must be present or will receive an Error message.
o Can be positive, negative or 0.00.
- Cost Description:
o Defaults in from Cost Code.
o Cannot be edited in this window.
- Other Costs:
o Total of all the Costs added in the Cost Section above.
- Rebate Code:
o Code for type of Rebate from the Manufacturer.
o Can be manually entered or use the Underlined link to choose from the Table.
- Rebate Amount:
o A Rebate Code must be entered or will receive an Error message.
o The Code must match the Inventory Class or will receive an Error message.
o Can be positive, negative or 0.00.
- Rebate Description:
o Defaults in from Rebate Code.
o Cannot be edited in this window.
- Rebate Total:
o Total of all the Rebate Amounts added in the Rebate Section above.
- Total Cost:
o Base Cost + Other Costs – Rebate Total
- Close Window:
o Closes Window and saves whatever was entered.
o If any line has entries, all fields in the row must be filled or will receive an Error message.
- Specification
o Like the Specification Tab on the Unit Update Tab.
o Add different specs by manually entering or clicking on the Underlined link and choose from the Table.
o Alphanumeric.
- Specification Value:
o Description of the Specification.
o Manually entered.
o Alphanumeric.
- Lot #:
o If the Dealership has more than one Lot or area where the Units physically are.
o Manually enter.
o Alphanumeric.
o Not linked to anything.
- On-Lot Date:
o Defaults to current date.
o Can be changed manually using the MM/DD/YY format or by typing in the month and day, the current year will automatically be entered.
- In Service Date:
o The date the Unit was put In Service.
o Can be entered manually using the MM/DD/YY format or by typing in the month and day, the current year will automatically be entered.
- Warranty Expiry Date:
o Date warranty expires, if there is one on the Unit.
o Can be entered manually using the MM/DD/YY format or by typing in the month and day, the current year will automatically be entered.
- Comments:
o Alphanumeric.
o Freeform.
o Unlimited.
- Submit:
o Submits and saves any new or updated information to the system.
- Delete:
o Deletes all entered information from the system.
- Clear:
o Clears the screen.
o If any new information has not been submitted it will be lost.
- Close Window:
o Closes this window and returns to Assign Trade Cost window.
- Window Sticker:
o Information collected from different screens in Assign Trade Cost to be printed and put on the Unit.
Sales – Units – Finalize Sale
Once the customer has paid for the unit, you can finalize the sale. You can always undo a finalized sale in the event that it cannot be completed. It is important to keep in mind, though, that finalizing a sale will adjust your finance and inventory modules. After a sale is finalized, it is removed from your inventory and associated with the customer it has been sold to. If that customer requires service in the future, the RV’s information will be stored in the customer’s file.
Unit ID:
- Manually enter the ID of the Unit or click the Underlined link to choose an Initialized Sale from the Table.
- The Unit must have an Initialized Sale in the system or an Error warning will appear.
Deal Store:
- Defaults from the Store Profile.
- Can use the dropdown to change to another store, if the User has access to more than one.
Description/Unit Type/Class/Customer ID/Manufacturer/MFG Date:
- Default in from the Initialized Sales Window.
- Cannot be edited in this window.
Sales Date:
- Defaults in from the Initialized Sales window.
- Will show the date of the Initialized Sale.
- Can be manually changed by typing in a new date or by using the calendar icon.
Posting Date:
- Defaults to the current date.
- Can be manually changed by typing in a new date or by using the calendar icon.
- This is the date when the transaction needs to be posted to the General Ledger, usually when delivered (unless the dealership is storing the Unit for the customer).
Delivery Date:
- When the Unit is to be delivered to the customer.
- Usually the Posting Date but not always of the Unit is being stored for the customer.
Tax Code:
- Defaults from the Initialized Sale window.
- Can be changed by using the dropdown.
Salesperson:
- Defaults from the Initialized Sale window.
- Can be changed by using the dropdown.
Price:
- Defaults from the Initialized Sale window.
- Can be changed.
Trades:
- Shows if there was a Trade In associated with the Sale.
- Gives the Description of the Trade IN, how much was paid for the Trade IN (Allowance), Lien and the Trade In ID.
- Cannot be edited in this window.
- Defaults from the Initialized Sale window.
Trade Balance:
- Total of all the Trade Ins listed in the Trades section.
- Defaults in from the Initialized Sales window.
- Subtracts from the Price.
- Cannot be edited in this window.
- Can click the Underlined link to see more details on the Trade In(s).
- Description:
o Defaults in from the Initialized Sales window.
o Can be overridden.
o Alphanumeric.
o Freeform.
- Tax Flag:
o Defaults in from the Initialized Sales window.
o Can be changed by manually overriding or clicking the Underlined link.
- Allowance:
o Defaults in from the Initialized Sales window.
o Can be overridden.
o Does not save.
- Trade Unit ID:
o Defaults in from the Initialized Sales window.
o If the Trade In has not been added to the Inventory, or is in inventory but not linked to the deal, it can be added by clicking in the empty Trade Unit ID box. The Trade In window will appear (see Assign Trade In Cost Notes above).
- Lien Amount:
o Defaults in from the Initialized Sales window.
o Can be overridden by manually editing.
o Does not save.
- Lien Vendor:
o Defaults in from the Initialized Sales window.
o Can be overridden by manually editing or clicking the Underlined link and choosing from the Table.
o Must be saved in the Vendor Update window in order to add.
o Does not save.
- Close Window:
o Closes the window.
o Does not save any changes.
PDI Charge:
- Amount for the PDI if charging the Customer.
- Usually Internal and built into the price for the Unit.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
- Adds to the Price.
Setup Charge:
- Charge for the Set Up.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
- Adds to the Price.
Admin Fee:
- Charge for Admin.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
- Adds to the Price.
Add Ons:
- Total of all the Priced Add Ons in the Add On section.
- Defaults from the Initialized Sale window.
- Click the Underlined link for more information on the Add Ons.
Net Sale:
- Price – Trade Balance + PDI Charge + Setup Charge + Admin Fee + Add Ons
Payments:
- List of Payments made towards the Sale of the Unit.
Tax Code/Amount:
- Shows the different tax codes applied to the sale and the amounts.
Total Tax:
- Total of all the different taxes added together.
Customer Has Paid:
- Amount Customer has paid towards the Unit.
Customer Still Owes:
- Total = Customer Has Paid
Notes:
- Alphanumeric.
- Freeform.
- Unlimited.
License Charge:
- Some provinces has the License stay with the Unit.
- Must be numeric or will receive an Error message.
- Can be positive, negative, or 0.00.
- No taxes are calculated from this field.
- Not mandatory.
Total:
- Net Sales + Tax Total
In Service Date:
- Date the Unit is put In Service for Inspection.
- Can be manually entered or use the Calendar icon.
Amount Financed:
- If the Unit is being financed, the amount for which is being financed.
MFG Warr. Exp. Date:
- Manufacturer’s Warranty Expiry Date.
- Usually the Sales Date + 3 years.
Ext. Warr. Exp. Date:
- Extended Warranty Expiry Date.
- The date the extended warranty ends if the customer has purchased.
Submit:
- Saves any new information entered.
Clear:
- Clears the screen of Unit information.
- Any new information entered that has not been submitted will be lost.
Payment:
- Pop up window.
- Unit ID, Sales Total, Customer Has Paid and Customer Still Owes defaults in from main screen.
- Shows the Payments made on the Unit.
- Can make extra payments in this window using the Add Payment Button or the + Button in the Title Row.
- Cannot use the x button to delete a row. An Error message will appear.
- Payment File Key:
o Payment number assigned to the payment.
o If it is a Payment or a Payment Reversal, click in the field to show the Payment Details.
o If it is a Payment and needs to be reversed, click in the field to being up the Payment Screen. The Payment can be Reversed from this screen.
- Payment Type:
o Shows with what the Payment was made (cheque, credit card, cash, etc).
o Cannot be edited in this window.
- Payment Description:
o Shows if it is a Payment or Reversal and on what Unit.
o Cannot be edited in this window.
- Payment Date:
o Shows the Date of the payment.
o Cannot be edited in this window.
- Payment Amount:
o Shows the Amount of the payment.
o Cannot be edited in this window.
- Add Payment Button:
o Payment Key:
§ Will show NEW.
o Work Order #, Sales Transaction ID, Unit ID, A/R Invoice and Store Number default in.
o Payment Date: Defaults to the current date. Can be changed.
o Payment Type:
§ Select from dropdown.
§ If the deal is Financed by a Financing Company, choose Direct Deposit from the dropdown.
§ If it is a Dealer Reserve type payment, choose Dealer Reserve in the dropdown.
o Payment Amount:
§ Enter a valid dollar amount.
§ A positive amount makes a payment.
§ A negative amount reverses a payment.
§ If a Dealer Reserve payment type is being entered, a negative amount is added for the kick back amount for the dealership.
o Amount Still Remaining:
§ Defaults to full amount still owing.
§ Can be overridden if making a larger or smaller payment amount.
o Tracking Number:
§ The Authorization Number the Credit Card company gives when making a payment.
§ If the incorrect amount is entered and Submitted, a Reverse Payment can be made by putting in the negative amount of what is incorrect. Redo with the correct amount.
o Submit:
§ Saves the payment made or reversed.
§ Changes the Sale to a Finalized Sale.
§ Takes the Unit out of Inventory.
§ Any Liens, Add-Ons etc. may create Accounts Payable invoices, depending on the settings in the store parameters and the add-on table.
§ Payment Type must be selected or will receive an Error warning.
· Will receive a pop up.
· Button disappears once payment is submitted.
o Reverse:
§ Once a payment is submitted, the Reverse Button appears.
· If the incorrect amount is entered and Submitted, clicking this button will automatically reverse the payment.
· The Payment Amount will be the negative of what was entered.
· A pop up window will appear.
· Button disappears once payment is reversed.
o Print Receipt:
§ Button appears after payment is submitted.
§ Click to print a receipt of the payment or reversal payment entered.
o Close:
§ Closes the Payment window and returns the User to the Payment Details window.
§ If the Sale has been fully paid, an Error message will appear.
- Close:
o Closes the Payment Details window and returns the User to the Final Unit Sales window.
Print:
- Prints the Sale Invoice.
- The Sale must be Invoiced in order to print or will receive an Error message.
Disp. Costs:
- Display Costs Window.
- A summary of the unit sale.
- Margin: Total Sales – Total Costs.
- Mark Up %: Percentage of Total Cost.
- Margin %: Percentage of Margin.
- Over/Underallowance:
o Shows as Trade Difference in G/L Data.
o What was allowed on the Trade and what was stated to be really worth.
- GL Data:
o Shows the General Ledger Transactions for the Sale.
o Can be Printed or sent To Excel spreadsheet.
- Close:
o Closes the window and returns to the Finalize Unit Sale window.
Recap:
- Pop up window.
- Shows Price versus Cost of all monetary amounts for the Sale.
- Include Curtailment: The principle for the Unit.
Re-Open a Sale
If a mistake has been made on the Finalized Sale, like the Cost which cannot be changed once a Sale is finalized, the Sale can be re-opened to make changes.
Sales – Units – Re-Open Sale
- Re-opening does not reverse Payments.
- Re-opening does reverse the General Ledger Transactions.
- The Customer will have a Credit Balance until the deal has been re-finalized.
Unit ID:
- Manually enter the Unit whose Sale is to be re-opened or use the Underlined link to choose from the Table.
Submit:
- Click to enter the Cancel Date.
- A pop-up will appear.
o Manually enter the Cancel Date or use the Calendar icon.
o Click Submit to re-open the Sale.
- Once re-opened, nothing can be edited in this window. The salesperson must go back into Initialized Sale, Inventory or whatever window that needs to be changed.
- Once the correction has been made, the salesperson can open the Initialized Sale window, bring up the Unit and all the information will still be there. If the Sale is not going though, once brought up, the salesperson can click Cancel Sale in the Initialized Sale window to cancel.
REPORTS AND INQUIRIES
Sales – Inquiry – Unit Sales
- To inquire on Initialized and Finalized Sales.
- Can see if there were any Trade Ins with the Unit, Payments made, Costs, etc.
Sales – Units – Reports – Unit Sales
- To see everything, leave the non-dropdown fields blank.
- Can be used to do Commission Calculations: Export to Excel and add a Commissions column.
From/To Date:
- Enter a date range.
- The To Date will automatically default to the current date.
Date to Use:
- Use dropdown to choose between Sale or Posting.
Status:
- Choose between Initialized Only, Finalized Only or Initialized or Finalized(shows both).
Sales – Units – Reports – Salesperson
- To see everything, leave fields blank and do not select a Salesperson.
- Can be used to do Commission Calculations: Export to Excel and add a Commissions column.
From/To Date:
- Enter a date range or leave blank to see all dates.
Salesperson:
- Leave as is to see all Salespeople or choose from the dropdown to see just one.
Sales Status:
- Choose between Initialized Only, Finalized Only or Initialized and Finalized(shows both).
Exclude Internal WO’s:
- Check to include Internal WO’s and PDI’s.
Inventory – Units - Inquiry – By Unit (Tabbed)
- Organized the same way as the Unit Inventory Input Screen.
Service History:
- Any work orders against the Unit.
Costs:
- Trade Difference:
o Difference between Trade Allowance and Actual Cost will show here.
- Base Detail:
o Where the Costs come from.
Inventory – Units – Reports – Unit Inventory
Unit Category/Manufacturer:
- Leave as is.
Status/Type/Class:
- Click All to check all boxes.
- Can check individual boxes if do not want to see All.
- Can check more than one box.
Display Costs:
- May or may not have access, depends upon privileges of the User.
Include Internal WO Costs for:
- Can include all WO’s, only closed WO’s or no WO’s (by not checking the boxes).
Sort Options:
- Can use default options or uncheck and choose own from the dropdown.
- Can still change default options by choosing a different option in one of the dropdowns.
- Days On Lot is a dropdown option.
Sales – Inquiry – Customer Inquiry – Customer Unit(s)
- Only one customer at a time.
- Shows all Units to which the Customer is associated.
- Will initially show all WO’s for that Customer.
- Clicking on a Unit shows all WO’s associated with just that Unit.
- No units: There are WO’s for the customer but not associated with any Unit.
Customer ID:
- Manually enter the ID or use the Underlined link to choose from the Table.
Work Order:
- Clicking on a WO shows a pop up of that WO.
- There are further Buttons and drilldown items within this pop up.
Author: Pear Tree
Last update: 2016-11-10 15:47
Updating Costs with PO Receive
Updating Costs with PO Receive: When receiving product through PO receive (purchasing>process PO>PO receive), you can update a part’s cost based on the vendor’s cost listed on the packing slip or invoice you are receiving from.
If you change the cost in PO receive, you will note that the cost of the part has been updated in parts update (inventory>parts>parts update).
If you do not want the cost updated in parts update, do not change the cost on the PO receive screen.
Please note that changing the cost in the PO update (purchasing>update PO) screen does NOT change a part’s cost in parts update.
Author: Pear Tree
Last update: 2016-11-10 15:47
Using the RV Dealership Software from Home
Using the RV Dealership Software from Home
From time to time, you may wish to use your RV Dealership software from home. This is possible through the use of a Virtual Private Network (VPN). Using Windows XP, you are able to create a VPN connection to your server at work. The following instructions explain how you can access RV Dealership from home, or any other computer.
Before connecting from home, you will need to know the IP address of the server. An IP address performs the same function as a street address—it contains information on where it is, so other computers can find it. IP addresses all have the same format: four numbers, each from 0 to 255, separated by periods. An example of an IP address would be 10.38.231.3 (with no period at the end). You can determine your IP address on the Web.
Important note: Your IP address is assigned to you when you connect to the Internet. You may receive a different IP address every time, or it may change at any time. If your IP address is static, then you will have the same one indefinitely. If your IP address is dynamic, it changes periodically and every time you log on. If you are not sure whether your IP address is static or dynamic, please contact your Internet Service Provider.
TO DETERMINE YOUR IP ADDRESS
To determine your IP address, simply do the following:
1. From your server, open Internet Explorer.
2. In the address bar, type in www.whatismyip.com or www.ipchicken.com (each of these sites performs the same function).
(Note that these sites are third-party tools and are not created, maintained, nor endorsed, by Peartree Software Inc.)
3. The site will tell you your IP address. Write it down on a piece of paper so you will be able to recall it later.
If your server has a dynamic IP address, you should check your IP address often to see if it has changed. Consult your Internet Service Provider if you are unsure whether you have a dynamic IP address.
TO CREATE THE VIRTUAL PRIVATE NETWORK (VPN)
1.
On your desktop, right-click on the My Network Places icon. A menu will appear.
Click Properties at the bottom of the list.
2. The Network Connections window will then appear. Click on Create a new connection in the Network Tasks box.
3.
This opens the New Connection Wizard.
Click Next > to continue setting up this connection.
4.
The wizard will ask you what type of connection you would like to create.
Choose the second option, Connect to the network at my workplace, and click Next >.
5.
The wizard will then ask you whether you want to create a dial-up connection, or a Virtual Private Network (VPN) connection.
Select Virtual Private Network connection, and click Next >.
6. Then, specify a name for your connection. This can be anything you want, such as the name of your business.
Enter a name, and click Next >.
7.
Your computer can automatically connect you to the Internet when you open this connection. If you are always connected (i.e. you have a Cable or DSL connection), select Do not dial the initial connection. If you have to connect to the Internet (i.e. you have a dial-up connection), choose Automatically dial this initial connection and select your Internet account from the list.
Click Next > to continue.
8.
Enter the IP address of your server, as you determined earlier in this guide.
The example IP address given previously will be used for this demonstration. Be sure to use your own IP address, not this one!
Click Next > to continue.
9.
If other people use your computer, and have their own log-in names, you can make the connection available to anyone who uses your computer. If you want to do this, choose Anyone’s use. To restrict access to this connection to your own use only, choose My use only.
Click Next > to continue.
10.
If you want to connect to your work server often, you can add a shortcut to the connection to your desktop by checking the Add a shortcut box. If you decline, you can always do so at a later date by opening Network Connections (step 2) and dragging the connection onto the desktop.
Click Finish to complete the wizard.
11.
The Connect window then appears. This is the window you will see every time you connect to your work network. Before you do, though, the connection must be properly configured.
Click on the Properties button.
12.
The Properties window allows you to change information about your new connection.
If you have a dynamic IP address and it has changed, you can simply type in the new IP address in this box.
Select the Options tab near the top of the window, beside General.
13. In the Options tab, check the box next to Include Windows logon domain.
Click on the Networking tab.
14.
Once inside the Networking tab, ensure that the item Internet Protocol (TCP/IP) is highlighted in the list (it should be by default).
Then, click the Properties button.
15.
In the Properties window, click on the Advanced button.
16.
In the Advanced TCP/IP Settings window, uncheck the box next to Use default gateway on remote network.
Click OK.
17. In the Internet Protocol (TCP/IP) Properties window, click OK.
18.
In the Properties window, click OK.
19.
Your Connect window now looks like this.
In the User name: field, enter the user name you would use to log into the system at work. Enter your password in the Password: field. Enter the domain of your work network in the Domain: field. (If you are unsure about these, ask your system administrator.)
If you like, you can save the user name and password so you do not have to enter it again next time you use it. Simply check the box. You can save it for you only, or anyone who uses the computer.
Congratulations! You have just set up a Virtual Private Network connection to your work server. If you opted to place a shortcut to the connection on your desktop, you can simply double-click the shortcut to open the Connect window. If not, simply right-click on My Network Places and click Properties as you did in step 1. Then, you will see your connection under Virtual Networks in the Network Connections window. Double-click on it to bring up the Connect window.
TO USE THE RV DEALERSHIP SOFTWARE
Now that you have determined your IP address, and you have created and configured the Virtual Private Network, you may now connect to your network at work and use the RV Dealership software.
1. Open the Virtual Private Network by double-clicking on the icon on your desktop or in My Network Places as described above.
If you opted to save your user name and password, it will automatically be filled in. If it is not, type in your user name and password now.
Click Connect to make the Virtual Private Network connection.
2. Once the connection is made, open Internet Explorer.
3.
In the address bar, enter http:// followed by the IP address of your server, followed by a slash, and then the letters dm in lowercase.
When prompted, enter your user name and password for the RV Dealership software.
You’re done! You should now have access to the RV Dealership software from home. When you are finished, close Internet Explorer. Then, disconnect the Virtual Private Network connection by double-clicking on the icon again (either on your desktop or in My Network Places), and click Disconnect.
Author: Pear Tree
Last update: 2016-11-10 15:47
VENDOR UPDATE - Manufacturer
VENDOR UPDATE
Vendors are companies and people that you purchase products from for your dealership. Peartree Dealership tracks vendors in a similar manner to customers.
Any field with an asterisk (*) is mandatory.
Vendor ID: (If the Vendor ID is not known, the User can click on the Underlined title and bring up a list of Vendors already added to the system.)
- Manually type in the ID for a New Vendor or click New to create a system generated ID.
- Field is alphanumeric.
- There is no limit on the characters.
Name: Mandatory
- Some form of ID MUST be used.
- If it is a business, the business name can be put here.
- Alphanumeric.
- No limit on characters.
-
Alt Name:
- Alternate name.
- Manually added.
- Alphanumeric.
- No limit on characters.
Address: Mandatory
- Alphanumeric.
- No limit on characters.
- Can be a PO Box or a Street address.
City: Mandatory
- Alphanumeric.
- Unlimited characters.
State/Province: Mandatory
- Alphanumeric.
- Two characters.
- Codes found in State Code Table.
- If a Code is not entered for the Province/State, one must be entered in the Province/State Table before it can be used (System Admin – Configuration – Location – State/Province).
- Either enter the Code manually or use the Underlined link to choose from the Table.
Country:
- Select from dropdown.
- If the Country is not showing, one must be entered in the Country Table before it can be used (System Admin – Configuration – Location – Country).
Zip/Postal:
- Alphanumeric.
- For Canada, MUST be entered in the Canadian Format: X9X 9X9.
- If entered incorrectly, the following Error Message will appear.
- For US, MUST be entered in the US Format: 99999 or 99999-9999.
- If entered incorrectly, the following Error Message will appear.
**** State/Province, Country and Zip/Postal must match. If a State Code is used, the Country must be US and a Zip code used. If a Province Code, the Country must be Canada and a Postal Code used. If they do not match, a warning Error will appear. ********
EXP.: 
Comments:
- Any further information about this vendor can be entered here.
Sublet Mark Up %:
- The extra cost charged to a customer if any Sublet work is contracted out to this Vendor.
- Vendor amount + the Mark Up amount.
Tax Code:
- Select the appropriate sales tax from the dropdown to apply to this vendor’s invoices.
- If the appropriate Sales Tax is not showing, it can be added to the associated Table (System Admin – Configuration – Tables – Tax – Codes).
Discount Percent:
- If a Vendor gives you a Discount for prompt payment, enter here.
- Numeric only.
- If anything else is entered an Error message will appear.
- Must be less than 100 or an Error message will appear.
- Must not be negative or an Error message will appear.
Discount Days:
- How many days before the Discount is no longer valid.
Due Days:
- Number of days from the invoice date to when the payment is due.
- Numeric only or an Error message appears.
- Must not be a negative number or an Error message appears.
Payment Terms:
- Reference field for the User.
- Freeform.
- Alphanumeric.
- Unlimited space.
Credit Limit:
- The maximum funds the vendor will let the Dealership charge on account.
- Not filled in means Unlimited Credit, not no credit.
- Numeric only or an Error message appears.
- Must not be negative or an Error warning appears.
- Unlimited field.
Payables Code:
- Can be changed from the default showing using the dropdown.
- If the proper Payables Code is not showing, it can be added to the applicable Table (Finance – Payables – Administration – Payables Code).
-
Bank Name:
- Display only
- Added from Finance – Payables – Administration – Bank Codes Table.
Funds Code:
- Defaults from Finance – Payables – Administration – Bank Codes.
- Cannot be edited from the Vendor Update window.
GST Registration:
- GST Registration number.
Manufacturer:
- Use only if the Vendor is also a Manufacturer.
- Enter the corresponding Customer ID number for the Manufacturer.
- May or may not be the same as the Vendor ID.
Manufacturer Name:
- Will default in from the Customer’s ID.
- Cannot edit in this window.
Vendor Account No.:
- The Vendor’s account number for the Dealership.
- Freeform.
- Alphanumeric.
- Not linked to anything.
Default GL Account (for invoice update):
- The account these charges are normally posted to in the General Ledger.
- Enter manually or use the Underlined link to choose from the Table.
- Can be overridden on the Accounts Payable invoice.
Contacts
Contact:
- Alphanumeric.
- Unlimited space.
- Manually enter Contact Name.
Contact Phone:
- Freeform.
- Alphanumeric.
- Unlimited space.
- Manually enter Contact number.
Contact Cell:
- Formatted.
- Numeric
- Enter the ten digit number with or without dashes. The system will automatically reconfigure.
- If incorrect format is used, an Error Message will appear.
Contact Email:
- Freeform.
- Alphanumeric.
- Unlimited space.
- Manually enter.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- Any new information will be lost if it has not been submitted.
Delete:
- Deletes the Vendor from the system.
- System checks for any history.
- If there is a history, must make Inactive instead.
- Loses all information for this Vendor.
MANUFACTURER
Manufacturers are Vendors, since the Dealership purchases Units and Parts from them for re-sale. But they are also the Dealership’s customers because they are billed for warranty work. Manufacturers must be entered into Peartree Dealership as both a Vendor and a Customer.
Customer Update
Enter the Manufacturer’s information, as for a retail customer, but pay special attention to the following fields.
Surname:
- Fill in the Business name.
- Leave other name fields blank.
Customer Type:
- Choose Manufacturer from the dropdown.
MFG Labour Rate: Mandatory
- Dictates how much the Manufacturer will pay per hour for Warranty services.
- Will be in the currency of the Funds Code.
Price Code: Mandatory
- There are five Price Codes.
- Every Part has potentially five Prices.
- The Manufacturer will almost never be set to Price. They set their own price.
Vendor Update
Enter the Manufacturer’s information, just as you would if they were a Vendor, but pay special attention to the following fields.
Vendor Code:
- Can use the Manufacturer’s Customer ID or enter a different code.
Funds Code:
- Must be the same as the Customer.
Manufacturer:
- Enter the Manufacturer’s Customer ID.
- Can use the Underlined link to see the Customers listed as Manufacturers in Customer Update.
- Vendor must be listed as a Manufacturer in Customer Update in order to appear in this Table.
Inventory – Units – Update – Update (Tabbed)
Mfg Code:
- Manufacturer’s Customer ID Code.
Author: Pear Tree
Last update: 2016-11-10 15:47
Window Sticker
Inventory – Units – Update – Update (Tabbed)
Specs Tab
The display for the Lower Specification Section depends on the Unit Class selected on the General window. Mainly used for Window Sticker information, Equipment and Accessories section.
Specification:
- Table dependant. (Inventory – Units – Administration – Unit Specs – Class Specs).
- Auto-populates if the Class selected on the General section has been set up in the Class Specs Table (See Unit Specs notes below).
- Options or Features a Unit has.
- Click on Underlined Link to choose from a Table if not already populated.
- Can be grouped according to Category.
- Can have a Standard set of Specs set up for each Class.
- Can use the + and – Buttons to make it individual for that specific Unit.
- Can be edited.
- Freeform.
- Alphanumeric.
Specification Value:
- Gives more information for the Specification.
- Not from a Table, User defined.
- If left blank, will show as Incl. on the Window Sticker.
- Can be edited.
- Freeform.
- Alphanumeric.
Window Sticker:
- Information collected in Specs Tab shows under Equipment and Accessories Section.
UNIT SPECIFICATION
Inventory – Unit – Administration – Unit Specs – Class Specs
Separates the Inventory Categories by Class. For RVs it could be New versus Used or Fifth Wheel versus Tent Trailer. Specifications are added that pertain to this particular Class but not to other Classes. Any time a new Unit is added in the Unit Update window, the specifications for that Class will be auto-populated in the Specs section, if it is set up in this Table.
Product Class:
- Choose the Unit Product Class from the dropdown (from Inventory – Units – Administration – Product Classes).
- Will only show Class Type Unit from the Table.
Specification:
- The + Button in the Title section can add extra rows to the table.
- The X Button on the Line can delete a row.
- Manually type in the Specification for that Category.
- Alphanumeric.
- Freeform.
Add From…:
- Clicking this button adds a second Category dropdown (from Inventory – Unit – Administration – Unit Specs – Category Specs Table – See notes below).
- Choose a Category from the dropdown. All specifications set up for that category will be added to the Table.
- The X Button on the Line can delete a row for any specification not required for that Category.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Delete:
- Deletes a Product Class’ specification information from the system.
Inventory – Unit – Administration – Unit Specs – Category Specs
Different specifications can also be added for different types of Categories (RV, Car, Truck, etc.).
Category:
- Choose a category from the dropdown.
- If the category is not showing, needs to be added in the Category Table (PTS – Table Mtc. – Inventory Units – Unit Categories).
Specification:
- The + Button in the Title section can add extra rows to the table.
- The X Button on the Line can delete a row.
- Manually type in the Specification for that Category.
- Alphanumeric.
- Freeform.
Add V6 Defaults:
- Adds all V6 specifications to the table.
- The X Button on the Line can delete a row for any V6 specification not required for that Category.
Add From…:
- Clicking this button adds a second Category dropdown.
- Choose a Category from the dropdown. All specifications set up for that category will be added to the Table.
- The X Button on the Line can delete a row for any specification not required for that Category.
Submit:
- Submits any new or updated information to the system.
Clear:
- Clears the screen.
- If any new information has not been submitted it will be lost.
Author: Pear Tree
Last update: 2016-11-10 15:47
WO Scheduler
The Work Order Scheduler allows you to schedule work orders by date, time and resource. The availability of service bays and mechanics are examples of resources that affect work order scheduling.
Access the Work Order Scheduler from the Service, Reports, Scheduling, WO Scheduler menu option.
The Work Order Scheduler view defaults to today’s date and the following 4 days. You can change the dates shown by clicking on the Prev Week, Next Week or Plus 1 Day buttons.
To schedule a work order:
1. Go to the red box in the 17:00 time slot in the first column of the scheduler and click on it. This will show you unscheduled work orders and work orders which have been scheduled for previous dates but are still open.
2. Click in the Work Order start time column, then click in the time and resource slot that you want to start the work. The default time estimate for a work order is 30 minutes (2 time slots).
3. If you estimate that the work order will take longer than 30 minutes, click on one of the day/time/resource slots that it’s scheduled for, click in the Estimated column for the work order, then click in the day/time/resource slot that you expect to finish the work.
Before printing the Work Order Schedule, you can assign names to your resources using the System Admin, Parameters, Store menu option (the dealership owner/manager and the bookkeeper usually have access to this menu option). Click on the Service tab, and enter one resource name on each line under Service Bay Description.
You can print the Work Order Schedule in the following formats:
All 5 days shown on the screen for all 5 resources/buckets (1 page per day)
The first day shown on the screen for all 5 resources/buckets (1 page per resource)
The first day shown on the screen for all 5 resources/buckets (summarized in 1 page)
All 5 days shown on the screen for a specific resource/bucket (1 page per day)
The first day shown on the screen for a specific resource/bucket (1 page)
All 5 days shown on the screen for a specific resource/bucket (summarized in 1 page)
Author: Pear Tree
Last update: 2016-11-10 15:47
Year End Procedure
Year End Procedure – Dealership
1. Set up your Fiscal Calendar. This should be completed within the two months prior to your Year End.
From the top menu bar, select [Finance], [General Ledger], [Administration], [GL Year End], and then [GL Fiscal Year].
- Click on New Year. The Fiscal Calendar will generate automatically.
- Make any desired changes to the fiscal calendar.
- Press Submit.
NOTE:
- Do not include the closing period in your calendar.
- Enter your dates in alpha format (i.e. 1 Mar 2010).
- You will not see the new fiscal calendar in the GL Inquiry until you do the initial close.
2. Check that the retained earnings account is correct.
From the top menu bar, select [System Admin], [Parameters], [Ret. Earnings].
· Check that the General Ledger account number shown is the retained earnings account.
· If there is no account number or if the account number is incorrect, click on GL Account Number and select the correct account number from the list.
· The retained earnings account must be a liability type account.
3. Perform your Initial Close. The Initial Close creates a place for the new year’s transactions to post and closes the Income and Expense accounts. All profit from the old year is posted to the Retained Earnings account (i.e. generates a closing transaction). The Initial Close can be done any time in the last month of your current Fiscal Year, but it is ideally done at the end of the month.
From the top menu bar, select [Finance], [General Ledger], [Administration], [GL Year End], and then [Initial Close].
- The Current Fiscal Year and the Last Fiscal Year (Open) are displayed.
- If a GL year sequence number and fiscal year description are displayed next to Last Fiscal Year (Open), you must run the Final Close for this year before you can continue with the Initial Close. See step 8 in this document for more information about the Final Close.
- The number of Unposted Transactions is displayed. This number should be ‘0’. You can click on Unposted Transactions to view details of any unposted transactions.
- Once you have posted any unposted transactions, click Submit to perform your Initial Close.
NOTE: After you have performed your Initial Close, any adjustments you make to the old year automatically generate closing transactions in the closing (CLO) fiscal period.
As per your normal month end procedure, be sure to advance your Current Fiscals. From the top menu bar, select [System Admin]. [Parameters] and click [Current Fiscals].
4. Complete your Physical Inventory (see Physical Inventory Procedure document for details).
5. Run a Parts Inventory valuation report. This report should be run after you have posted your physical inventory counts and before any activity for the new year. The report shows your parts inventory with on-hand quantities and extended costs. If you have more than one General Ledger Parts Inventory account for each store, run a separate report for each part class. Give this report to your accountant.
From the top menu bar, select [Inventory], [Parts], [Reports], [Listings], [Std. Products].
6. Adjust the General Ledger Parts Inventory account(s) balance(s).
The Post Inventory Counts step of the physical inventory procedure creates a GL transaction for the cost difference between the old quantities and the new quantities. However, part cost changes throughout the year may not be reflected in the General Ledger Parts Inventory account balance.
If your store is not configured to update the General Ledger from Purchase Order receipts, subtract the cost of any parts received (and included in your physical inventory) for which you haven’t entered an Accounts Payable invoice, from the total on the year-end Parts Inventory listing. Do a manual journal entry to adjust your General Ledger Parts Inventory account balance to match this amount.
If your store is configured to update the General Ledger from Purchase Order receipts, do a manual journal entry to adjust your General Ledger Parts Inventory account balance to match the total on the year-end Parts Inventory listing.
7. Run a Unit Inventory valuation report. This report should be run after you have finalized all unit sales and entered all unit costs for the old year and before finalizing any unit sales or entering any unit costs for the new year. The totals on this report should be the same as the General Ledger Unit Inventory accounts’ year end balances. Give this report to your accountant.
From the top menu bar, select [Inventory], [Units], [Reports], [Unit Inventory].
- Select the In Stock and Initialized Sale Statuses. If there are units in your inventory that have other statuses, select those statuses also.
- Click the Display Costs button.
- Click the Include only Closed WO’s in Cost button.
8. Perform your Final Close. This is often done months after the Initial Close when your accountant has completed everything for the year. After you perform the Final Close, you cannot make any more adjustments to that year.
From the top menu bar, select [Finance], [General Ledger], [Administration], [GL Year End], and then [Final Close].
- The Current Fiscal Year and the Last Fiscal Year (Open) are displayed.
- The number of Unposted Transactions is displayed. This number should be ‘0’. You can click on Unposted Transactions to view details of any Unposted Transactions.
- Once you have posted any Unposted Transactions, click Submit to perform your Final Close.
9. Your Year End Procedure is now complete.
Author: Pear Tree
Last update: 2016-11-10 15:47
Making payments to Accounts Payable
Making payments from PearTree Dealership is easy. The system keeps track of what is owed, when, and will automatically print the proper cheques for you.
For more information on the Accounts Payable fuctions, see the Accounts Payable documentation
Author: Pear Tree
Last update: 2016-12-21 15:54
How To Documents
What is the Year End procedure?
Year End Procedure – Dealership
1. Set up your Fiscal Calendar. This should be completed within the two months prior to your Year End.
From the top menu bar, select [Finance], [General Ledger], [Administration], [GL Year End], and then [GL Fiscal Year].
- Click on New Year. The Fiscal Calendar will generate automatically.
- Make any desired changes to the fiscal calendar.
- Press Submit.
NOTE:
- Do not include the closing period in your calendar.
- Enter your dates in alpha format (i.e. 1 Mar 2010).
- You will not see the new fiscal calendar in the GL Inquiry until you do the initial close.
2. Check that the retained earnings account is correct.
From the top menu bar, select [System Admin], [Parameters], [Ret. Earnings].
· Check that the General Ledger account number shown is the retained earnings account.
· If there is no account number or if the account number is incorrect, click on GL Account Number and select the correct account number from the list.
· The retained earnings account must be a liability type account.
3. Perform your Initial Close. The Initial Close creates a place for the new year’s transactions to post and closes the Income and Expense accounts. All profit from the old year is posted to the Retained Earnings account (i.e. generates a closing transaction). The Initial Close can be done any time in the last month of your current Fiscal Year, but it is ideally done at the end of the month.
From the top menu bar, select [Finance], [General Ledger], [Administration], [GL Year End], and then [Initial Close].
- The Current Fiscal Year and the Last Fiscal Year (Open) are displayed.
- If a GL year sequence number and fiscal year description are displayed next to Last Fiscal Year (Open), you must run the Final Close for this year before you can continue with the Initial Close. See step 8 in this document for more information about the Final Close.
- The number of Unposted Transactions is displayed. This number should be ‘0’. You can click on Unposted Transactions to view details of any unposted transactions.
- Once you have posted any unposted transactions, click Submit to perform your Initial Close.
NOTE: After you have performed your Initial Close, any adjustments you make to the old year automatically generate closing transactions in the closing (CLO) fiscal period.
As per your normal month end procedure, be sure to advance your Current Fiscals. From the top menu bar, select [System Admin]. [Parameters] and click [Current Fiscals].
4. Complete your Physical Inventory (see Physical Inventory Procedure document for details).
5. Run a Parts Inventory valuation report. This report should be run after you have posted your physical inventory counts and before any activity for the new year. The report shows your parts inventory with on-hand quantities and extended costs. If you have more than one General Ledger Parts Inventory account for each store, run a separate report for each part class. Give this report to your accountant.
From the top menu bar, select [Inventory], [Parts], [Reports], [Listings], [Std. Products].
6. Adjust the General Ledger Parts Inventory account(s) balance(s).
The Post Inventory Counts step of the physical inventory procedure creates a GL transaction for the cost difference between the old quantities and the new quantities. However, part cost changes throughout the year may not be reflected in the General Ledger Parts Inventory account balance.
If your store is not configured to update the General Ledger from Purchase Order receipts, subtract the cost of any parts received (and included in your physical inventory) for which you haven’t entered an Accounts Payable invoice, from the total on the year-end Parts Inventory listing. Do a manual journal entry to adjust your General Ledger Parts Inventory account balance to match this amount.
If your store is configured to update the General Ledger from Purchase Order receipts, do a manual journal entry to adjust your General Ledger Parts Inventory account balance to match the total on the year-end Parts Inventory listing.
7. Run a Unit Inventory valuation report. This report should be run after you have finalized all unit sales and entered all unit costs for the old year and before finalizing any unit sales or entering any unit costs for the new year. The totals on this report should be the same as the General Ledger Unit Inventory accounts’ year end balances. Give this report to your accountant.
From the top menu bar, select [Inventory], [Units], [Reports], [Unit Inventory].
- Select the In Stock and Initialized Sale Statuses. If there are units in your inventory that have other statuses, select those statuses also.
- Click the Display Costs button.
- Click the Include only Closed WO’s in Cost button.
8. Perform your Final Close. This is often done months after the Initial Close when your accountant has completed everything for the year. After you perform the Final Close, you cannot make any more adjustments to that year.
From the top menu bar, select [Finance], [General Ledger], [Administration], [GL Year End], and then [Final Close].
- The Current Fiscal Year and the Last Fiscal Year (Open) are displayed.
- The number of Unposted Transactions is displayed. This number should be ‘0’. You can click on Unposted Transactions to view details of any Unposted Transactions.
- Once you have posted any Unposted Transactions, click Submit to perform your Final Close.
9. Your Year End Procedure is now complete.
Author: Pear Tree
Last update: 2017-08-23 15:40
How do I add a new Logon Profile?
This entry is in revision and can not be displayed.Author: Pear Tree
Last update: 2017-08-23 15:41
Make a GST/HST Remittance
If GST on purchases for a month is larger than GST on sales:
Create a tax-exempt customer for the CRA.
Enter an invoice to the CRA from Finance, Receivables, Update, Invoice. In the following example, the May closing balance (from the Trial Balance report) for GST on purchases is 15,000.00 and the closing balance for GST on sales is -13,000.00.
This creates a Receivable from the CRA, which you can apply the payment to when you receive it (using Receivables, Update, Payment).
If GST on sales for a month is larger than GST on purchases:
Create a tax exempt vendor for the CRA.
Enter an invoice to the CRA from Finance, Payables, Update, AP Invoice. In the following example, the May closing balance (from the Trial Balance report) for GST on purchases is 15,000.00 and the closing balance for GST on sales is -17,000.00.
Then pay the invoice using Finance, Payables, Update, AP Payment.
Author: Pear Tree
Last update: 2017-08-23 15:32
Change a payment from one type to another on a prior date
To change a payment from one type to another on a prior date:
1. Go to Sales, Parts, Parts Sales.
2. Change the transaction date to the original payment date.
3. Enter your salesperson code.
4. Enter or select the customer.
5. Enter the payment as a negative number next to the original payment method (in this example, we’re changing the payment from Mastercard to Visa)
6. Enter the payment next to the correct payment method.
7. Submit.
Now you can rerun the Payment report for that date. Run the Daily Update and Post Transactions to see the change on the Bank Deposit screen.
Author: Pear Tree
Last update: 2017-08-23 15:33
Create Interest Invoices
1. Go to Finance->Receivables->Update->Collections
2. Enter how old (in days) an invoice has to be before you charge interest on it (default is 30 days)
3. Click the Days from Due Date checkbox if you want to calculate overdue invoices based on their due date, or click the Invoice Date checkbox if you calculate overdue invoices based on their invoice date. (default is Invoice date).
4. Enter an interest rate. For example, enter 2% interest as 2.
5. Enter an invoice date for the interest invoices. This date is used with the number of days in step 2 to calculate which invoices are overdue. Usually it would be the month end date.
6. Click on Get/Refresh. It will create a list of customers who have overdue invoices according to the information you entered in steps 2, 3 and 5, and show you the interest amount for each customer
7. Click the x to the left of the customers you DON’T want to charge interest
8. Click the Print or To Excel buttons for a preview of the interest amounts.
9. Click the Create Int. Invoices button
10. Now enter a prefix (for example INT) for the interest invoice numbers
11. Enter a product (optional – for example INTEREST)
12. Enter a description (for example INTEREST ON OVERDUE ACCOUNT)
13. Enter a tax treatment (usually E for exempt)
14. Enter a sales/income General Ledger account to post the invoices to
15. Enter additional comments if desired
16. Click the Create Invoices button
17. When the process is complete, you will see a message indicating how many invoices were created.
Author: Pear Tree
Last update: 2017-08-23 15:34
Cash back on a debit card purchase
How to do cash back on a debit card purchase:
Author: Pear Tree
Last update: 2017-08-23 15:35
Email a Peartree Report
From the preview of the report on your screen, check whether you have the Adobe toolbar, which looks like this (it should be near the top of the page):
If you don’t see the toolbar, hover your mouse near the bottom of the page. You should see this toolbar:
Click on the 
symbol. Now you should see the Adobe toolbar.
On the Adobe toolbar, click on the 
symbol.
You should now see the following pop-up:
Unless the report is very large, send it as a copy not a link. Some email filters block emails containing links.
Next, you should see the following pop-up:
Answer this question according to what kind of email program you use. If you select Microsoft Outlook, you will see a new email with the pdf attached, waiting for you to fill in the To, Subject and body.
Author: Pear Tree
Last update: 2017-08-23 15:36
Move a unit cost from one unit to another
Create a new Accounts Payable invoice for $0 to the unit inventory account(s).
Click on the Unit Costs button, choose the unit and enter a positive cost in the cost code amount column and a negative cost in the cost code amount column. Alternatively, you can use the base cost column if the unit(s) doesn’t already have a base cost.
Author: Pear Tree
Last update: 2017-08-23 15:37
Move a unit cost from another to base
Create a new Accounts Payable invoice for $0 to the unit inventory account.
Click on the Unit Costs button, choose the unit and enter a positive cost in the base cost column and a negative cost in the cost code amount column.
Author: Pear Tree
Last update: 2017-08-23 15:37
Reduce a unit cost
To reduce the cost of a unit:
1. go to Inventory, Units, Update, Non-AP Unit costs
2. enter the unit id of the unit
3. enter the date of the cost adjustment (this will determine what fiscal period the GL transaction posts to)
4. enter or select the appropriate writedown cost code for the type of unit you’re adjusting
5. enter the amount to reduce the cost by, as a negative number.
6. Check that the total cost is now the amount that you want, and Submit.
Author: Pear Tree
Last update: 2017-08-23 15:38
Reverse a customer payment
To reverse a customer payment:
1. Go to Finance, Receivables, Update, Payment.
2. Enter or select the customer
3. Enter the original date of the payment you want to reverse
4. Select the original payment method of the payment you want to reverse
5.
Find the invoice number that the original payment was applied to. The inquiry: Finance, Receivables, Inquiry, AR payments can help you find it. If the invoice you want isn’t showing on the screen (or if no invoices show on the screen), click on the Invoice No. column heading to get a list of invoices. Click on the one you want.
6. On the relevant invoice line, enter a negative payment amount (assuming that the original payment was a positive amount – if not, enter a negative amount).
7. Submit.
If you re-run the Payment Report for the original date, click the checkbox “Include AR Payments” on. Run Post Transactions (you don’t need to do the Daily Update for payments reversed through the Receivables menu) to see the change on the Bank Deposits screen.
Author: Pear Tree
Last update: 2017-08-23 15:38
Set up payroll for direct deposit
1. create a new GL asset account for "payroll clearing" (Finance, General Ledger, Update, Account Update)
2. set up a new bank code "payroll" (Finance, Payables, Administration, Bank Codes)
3. change the bank code on the payroll table to the “payroll” bank code (Finance, Payroll, Administration, Payroll Table).
4. after each payroll, do a journal entry to move the direct deposit total from the payroll clearing account to the bank account. This transaction should match your bank statement.
Author: Pear Tree
Last update: 2017-08-23 15:39
Take payments on account from the parts desk
The following example shows how to take a $100.00 Visa payment and apply it to the customer’s account. If you don’t see the CR ON ACCOUNT line on the screen, click the Add button, enter the customer id and change the Acct Cust? Question to Yes (see below).
If the customer is paying for a work order, use the Work Order Payment screen instead.
Author: Pear Tree
Last update: 2017-08-23 15:40
How to change the class on a unit
If a unit’s cost is zero, you can change the class from the Inventory Unit Update screen.
If the new class’s inventory General Ledger account is the same as the original class’s inventory General Ledger account, you can change the class from the Inventory Unit Update screen even if the unit has a cost. (To review the General Ledger accounts on classes, go to Inventory, Units, Administration, Product Classes or Inventory, Parts/Products, Reports, Listings, Product Class.)
If a unit has a cost (from Accounts Payable, internal work orders and/or non-AP cost adjustments), use the Change Class menu option to change the class. This will create a General Ledger transaction to move the costs from the original class’s inventory account to the new class’s inventory account.
You cannot change the class on a unit after its sale has been finalized, or if its status is Service.
Go to Inventory, units, update, change class.
Enter or select the Unit ID of the unit you want to change.
The Unit information, along with Costs and Rebates, shows in the upper part of the window.
Enter or select the class you want to change the unit to in the New Class box.
Change the transaction date if required. The transaction date will determine which fiscal period the Class Change General Ledger transaction posts to. The default date is today.
The software will reverse the additional costs and rebates on the unit, if any, and show these reversals in the lower half of the window.
Click on the + button 
to add new cost codes and amounts that replace the reversed cost codes and amounts. The new cost codes must have the same inventory GL account as the New Class. Click on the Cost Code column heading to review the available cost codes. To set up a new cost code, go to Sales, Administration, Sales Cost Codes.
Click on the + button 
to add new rebate codes and amounts that replace the reversed rebate codes and amounts. The new rebate codes must have the same inventory GL account as the New Class. Click on the Rebate Code column heading to review the available rebate codes. To set up a new rebate code, go to Sales, Administration, Sales Rebate Codes.
Note that the Sales Cost Code’s Cost of Sales and Non-AP Credit GL accounts are not used in the Class Change transaction. Also, the Rebate Code’s Revenue account is not used in the Class Change transaction.
The total of the new cost amounts you add must be the same as the original other costs.
The new rebate amounts you add must be the same as the original rebate total.
After you submit, the software creates a General Ledger transaction to reverse the base cost, internal work order total amount, original other cost amounts and original rebate amounts to the original class’s inventory GL account and add these amounts to the new class’s inventory GL account. It also changes the class on the unit.
Author: Pear Tree
Last update: 2017-11-30 19:57
