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Understanding the Daily Counter Sales Update

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Once you are finished posting counter slips for the day, you update the counter slips to Accounting. When you click the End Of Day option on the Parts Inventory menu, the Daily Counter Sales Update menu appears. You use this menu to update counter sales.  If you want to print sales reports, you must print them before updating the sales. Once you update the sales, the report information is reset to prepare for the next day’s business. Therefore, the counter sales should be updated daily. The menu displays the date of the last update for reference.

daily_counter_sales_update_menu.png

You have the option of viewing the daily counter slip reports on your screen or printing them to paper. When prompted to verify your printer is ready, click to select To Printer to print the information or To Screen to view the information on your screen.  Once you select your print type, click Print.

If you select to print the report to your screen, you can print the report from the viewing screen by clicking File and Print. To exit the viewing screen, click File and Exit

In some cases (Daily Parts Sales Summary

 

List Active Sales

Use this button to print a list of the active/open counter slips. These are the slips that you started and saved but have not been printed and closed. For each open counter slip, the printout lists the invoice number, inventory source, customer’s name, purchase date, sale price, tax, total sale, and cost. The end of the printout lists the total number of open slips and the total sale and cost for the slips.

 

List Finished Sales

Use this button to print a list of finished/closed counter slips. Finished counter slips are the slips you printed. For each finished counter slip, the printout lists the invoice number, inventory source, customer’s name, purchase date, sale price, tax, total sale, and cost. The end of the printout lists the total number of finished slips and the total sale, cost, and tax for the slips. It also lists the total cash sales and total A/R for the slips.

 

Daily Parts Sales Summary

Use this button to print a list of parts that have been sold on the current day. In addition to To Printer and To Screen, the print criteria for this option include Export to Excel, which creates and opens a Microsoft Excel document, which you can manipulate and save as necessary.

The summary lists parts sold on both counter slips and repair orders today. Parts on the counter slips and repair orders are reported when they are relieved from inventory. 

If a counter slip or repair order is held open and a part is removed the following day, the report will be incorrect in terms of total sales. Therefore, this report should be used as a source of daily information rather than a measure of performance of the Parts and Service Departments. 

 

Print Accounting Summary

Use this button to print a list of parts sold only on counter slips on the current day. This report is usually used when the Parts module is not integrated with the Accounting module. 

 

View Current Parts Sales

Use this button to open the Daily Counter Sales Update screen. This screen is used to view a list of all of the parts sold. This list is also cleared when the sales are updated.

The list will display the invoice number, inventory source, sale date, customer’s name, total sale amount, and the status of the counter slip (open or closed). 

To view stocking information for parts on the closed counter slips, click Switch List. The screen displays a parts summary for all of the parts on closed counter slips. For each part sold, the screen lists the invoice number, inventory source, part number, quantity in stock before the sale, and quantity in stock after the sale.

To view the counter slip for a sale, click the slip in the list, and the detail is displayed on the screen. 

  • The slip displays the Invoice number and Date
  • The customer’s information (address, customer number, discount code, and purchase order number) are also included.
  • The bottom part of the screen lists information for each part on the counter slip. It lists the part number, inventory source, quantity sold, part description, cost, list price, unit price, and extended price. 

Click Back to return to the Daily Counter Sales Update screen.

 

Parts Daily DOC

The Daily Operating Control screen allows the Parts Manager to view the Parts daily DOC. This DOC was created in the Accounting module. The DOC will show the Parts Manager where the Parts Department stands with respect to the general ledger figures on each day the DOC is compiled. The DOC must be compiled in the Accounting module before you can view the DOC in the Parts module.

Step 1. Click Parts Daily DOC. The screen automatically displays the DOC for the Parts Department.

Step 2. Click Service or Body to view the Service or Body Shop DOC (if the Service Department has given your Parts Department permission to access its DOCs).

Step 3. Click History to view a list of DOCs that have been compiled previously. (Click Back to return to the Daily Operating Control screen.)

Step 4. Click Comparison to compare the current Daily DOC with a DOC from the DOC history. (Click Close to the return to the Daily Operating Control screen.)

Step 5. Click Print to print the DOC. When prompted to verify your printer is ready, select your print criteria.

Tip:  The Allow Service To View My DOCs checkbox on the Daily Operating Control screen allows you to grant or restrict access to the parts daily DOC in the Service Writing module. If you check the box, the Parts button on the Service Daily DOC screen in the Service Writing module will be available. If you leave the box empty, the Parts button on the Service Daily DOC screen will be unavailable.

  

Previous Daily Summaries

Use this button to view previous daily summaries. The list will hold 23 updates. The list will show each update available if you updated more than once a day.

Step 1. Click Previous Daily Summaries.

Step 2. Click the update in the list you want to view. The update displays on your screen as a PDF.

Step 3. Print or save the PDF as needed.

 

Daily Update of Finished Sales

Use this button to update the closed counter slips. This process purges the closed counter slips but saves the information for monthly reports. The sales information is sent to Accounting if your system has been set to integrate with Accounting and only if you set the parameter under More Operating Defaults to update the counter slips to Accounting. All open counter slips remain in the counter slip list until they are closed/printed.

Step 1. Click Daily Update of Finished Sales.

Step 2. Click OK when prompted to verify you want to update the day’s counter slips.

Note:  All Parts Inventory users must be out of the system before you can perform the update. If a user is in the system, the update will not be completed. 

The system will scan counter slips and update the closed counter slips. When the update is finished, the system returns you to the Parts Inventory menu.

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