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Adding Additional Parts Operating Defaults

Autosoft -

Use the More Operating Defaults option on the Parts Inventory module's System Setup & Updates menu to open the System Setup screen. This screen is used to answer yes or no questions about the way you want your Parts Inventory program to run and integrate. The fields in the top part of the screen need to be completed for every inventory source. The fields in the bottom section are common to all sources.

Step 1. From the Parts Inventory main menu, select Setup & Updates. The System Setup & Updates menu opens.

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Step 2. Click More Operating Defaults. The System Setup screen opens.

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Step 3. Verify you are in the correct source. Use the F5 key to select the inventory sources as needed.

Step 4. The fields in the first section must be set for each source.

Step 5. In Is Parts Sales Integrated With Service Writing, indicate if Parts integrates with Service and if the parts entered for repair orders should carry over to the Service Desk to be printed when the repair order is closed. Type Y for yes or N for no.

Step 6. The Is This Source Eligible For WINS/Comp From Service R/O’s field applies if you integrate with the Service Writing module. If your dealership offers wholesale compensation for qualified service part sales, you should type Y in this field.

Step 7. Use the Allow ‘On Hand’ Quantity Corrections From Quote/Query field to indicate if the on-hand quantity can be edited from the Parts Queries screen. Type Y for yes or N for no. If you type Y, a Corrections button will appear on the QwikLook screen from the Parts Queries, Counter Parts Sales, and Service R/O Parts screens. It allows you to edit the bin and quantity. If you enter N, the button is disabled, and the quantity can only be changed on the Master Inventory screen.

Step 8. In Should ‘Limited Special Pricing’ Apply To Counter Retail, indicate if retail counter sales are eligible for limited special pricing. Type Y for yes or N for no.

Step 9. In Should ‘Limited Special Pricing’ Apply To Counter Wholesale, indicate if retail wholesale sales are eligible for limited special pricing. Type Y for yes or N for no.

Step 10. The Use ‘Factory’ or ‘Alternate’ Cost Default (When Available) field determines which cost will be used as the default cost for counter slips and repair orders. Type F for factory or A for alternate.

Step 11. Use the Are Counter Salesman Paid Commission On Service Parts field to indicate if the counter salespeople are eligible for commission on the sale of service parts. Type Y for yes or N for no.

Step 12. In the Credit Counter Salesman on Order-Que at Point Of Sale field, indicate whether a counter salesman will be credited for the parts order. Type Y for yes or N for no. If you type Y, the counter salesperson's name will always be affiliated with that sale, ensuring that the original counter salesperson will always be credited with the order despite who pulls the order to the final sales document.

Step 13. Use the Are There Two Physical Inventories And Sales Locations For This Source field to indicate if this source is for an inventory file that will be used by two locations that each have their own inventory. Type Y for yes or N for no.

Step 14. If you typed Y to indicate there are two inventories and locations, use the This Station Relieves Stock From Location 1 or 2 field to indicate which inventory this workstation relieves. Type 1 for location 1, 2 for location 2, or 0 (zero) for both locations. This allows the inventory for each location to be tracked and relived separately as needed.

Step 15. In Number of Months Without a Sale Before a Part is Considered Obsolete, specify the number of months a part can go unsold before it is considered an obsolete part.

Step 16. The parameters in the This Section is Common to All Sources apply to all sources and only need to be set once. 

Step 17. The Use Enhanced Counter Parts Sales Workflow field allows you to cut down on the number of keystrokes necessary for adding parts to an invoice by enabling window to pop up when a part number is entered or clicked on on the Counter Parts Sales screen. The popup window will contain all the fields available on the Counter Parts Sales screen, but the user can move between the fields with fewer clicks. Enter Y for yes to use the enhanced workflow or N for no. Step 16. In Should Finished Orders Be Updated To Accounting, indicate if Parts integrates with Accounting and if the counter slips should automatically post to Accounting. Type Y for yes or N for no.

Step 18. Use the Print Accounting Summary On Accounting Copy field to indicate if the accounting summary will print on the Accounting copies. Type Y for yes or N for no.

Step 19. Use the Automatically Insert Decimal For Currency Entries field to indicate if you want the system to automatically insert the decimal point for currency entries. The default entry is N for no.

If you leave this setting at N, you will have to enter the decimal point manually. Otherwise, the system will treat the entries as whole dollar amounts. For example, if you type 5, the system will format it as 5.00.

If you select Y, the system automatically adds the decimal two places from the last digit in the figure. Below are examples of entries and how the system will format them.

If you type . . .  The system will format it as
5 .05
50 .50
550 5.50
5050 50.50

Step 20. Use the Print Actual Cost On Accounting Copy field to indicate if the actual cost will print on the accounting copy. Type Y for yes or N for no.

 

Step 21. Include Supercession from P/T allows you to specify if you want to include supercession on the price tape. If you type Y, the supercession will display when available. If you enter N, parts supercession will not display.Step 23. Use the Core return default field to indicate the default you want to set for core returns for service sales. Type C for charge customer, O for outstanding, or R for returned. The default you set here automatically populates the core field (C) on the Service R/O Parts screen. You can change the entry as needed on the Service R/O Parts screen. This setting affects service sales only. The core value for counter slips automatically defaults to C for charge customer.

Step 22. Use the Restrict Pricing Changes on Active ROs and Counter Slips field to indicate if you would like to restrict pricing changes on active repair orders and counter slips. If you type Y, the price fields in existing repair orders and counter slips cannot be changed without a password. If you enter N, pricing changes may be made in repair orders and counter slips without a password. 

Step 23. Use the ERO Part Request section to add parameters if you use the ERO Parts Request feature. 

Step 24. Use the Run ERO Parts Request On This Client field to indicate if this workstation needs to run the ERO Parts Request program. Type Y for yes or N for no. The parts request program integrates with the Electronic Repair Orders (ERO) program in Service Writing so technicians can request parts for repairs. When a request is sent, the ERO Parts Request program displays a notification a request has been received. The parts order can be filled from the Counter Sales screen.

Step 25. Use the Send ERO Parts Requests to a printer parameter to determine if ERO parts requests will print automatically on the default printer established in Setup. Enter Y for yes or N for no. 

Note:  The Run ERO Parts Request on this client parameter and Send ERO Parts Requests to a printer parameter can be used in conjunction with each other or separately. The Run ERO Parts Request on this client parameter allows you to indicate if you want the ERO parts request to run on this workstation. The Send ERO Parts Requests to a printer parameter indicates if the request should automatically print.  

If the values in both parameters are set to Y, the parts request will both appear on the workstation and automatically print via the default printer.

Values in both fields can also be set to N or any combination of Y and N. Leaving the fields blank equates to entering N

Step 26. The Use notification sound setting allows you to specify if you want the notifications to use sound. Enter Y for yes or N for no. If you select Y, the system will play the “Train Whistle” sound when a parts request comes in and then every time the notification displays based on the time setting in the next field. 

Step 27. The Notification Timing field allows you to specify the frequency for the notification display. Enter the time in seconds, and the system will display the notifications accordingly. (The default time is 25 seconds.) For example, if you set this field to 60 (for 60 seconds), the ERO Parts notification will display every 60 seconds until you dismiss it.

Step 28. Click Save to save the information. The system displays a message indicating the information has been set for the current source and that you must set the parameters for additional sources as needed. Click OK to acknowledge the message.

Step 29. Use the F5 key to select the next source, and add the information as needed in the This Section Must be Set for EACH Source section.

Step 30. When you are finished defining the parameters for all of your inventory sources, click Exit to return to the System Setup & Updates menu.

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