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:
