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July 2018 Tips & Tricks (July 13, 2018)

Autosoft -

Accounting Tip: Using the End-of-Month Checklist

Did you know we have an end-of-month checklist? You can print the checklist with some prefilled steps set up by Autosoft, or you can add to the list to include your own month-end steps and procedures. Print this checklist every month before you start your processes so you don’t miss a thing.   

Step 1. From the Dealership Accounting main menu, select Month-End. The Month-End Procedures menu opens. 

Step 2. Click Permissions/Forms to open the End-of-Month 'Check Off' menu. 

Step 3. If you wish to add to Autosoft's set checklist, click Add To Check Off List. This opens the screen of the same name, where you can select and edit existing checklist lines and add new ones. When you're done editing the list, click Save. If you don't want to edit the checklist, skip to Step 4. 

Step 4. Select Print 'Check Off' List.

Step 5. When prompted to verify your printer is ready, select To Printer and click Print. The checklist is sent to your printer. 

 

BONUS TIPS

Completing the Month-End Procedure
Adding a New Line to the Month-End 'Check Off' List
Rebuilding Month-End Journals
Printing Copies of Month-End Records

 

Fixed Ops Tip: Understanding Parts Kits

The parts kits you create in the Parts Inventory module are available throughout the module. You can pull parts kits directly to counter slips and repair orders from the Counter Sales and Service Sales screens. In addition, you can pull parts kits to the Parts Queries screen.  Once pulled to the Parts Queries screen, you can “dump” the list to a counter slip, repair order, quote, or order queue. 

You can create multiple parts kits that are used for the same service but set different pricing for each pay type (customer pay or internal sales) as needed. At the time of sale, you'll pull the corresponding pay-type kit to the document. 

Establish parts kits using the Enter Parts Kit screen, accessible by following these steps:

Step 1. From the Parts Inventory main menu, select Special Inventories.

Step 2. The Special Inventories & Maintenance menu opens. Click Parts Kits.

Step 3. Use the Enter Parts Kits screen to create your parts kits. Type the ID you want to assign the kit in the Part Kit ID field. This field holds up to six alphanumeric characters. The kit ID appears on all documents to which you assign the parts kit.

Step 4. Use the Description field to type a description for the list. 

Step 5. Type the Customer Class and Discount Level for the kit. If you will not be setting a specific price for the kit, these fields allow you to control the kit pricing based on the pricing set for the selected customer class and discount level.

Step 6. In Update Cost Automatically, indicate if you want the part cost automatically updated based on the current price tape information. If you type Y for yes, the cost automatically updates when you run the monthly inventory update. If you type N for no, you will have to use the Update Cost for Kit button to manually update the cost as needed.

Step 7. Specify the Start Date and End Date for the kit. This is an optional entry. If you set a time frame for the kit, the system will prompt you if you try to use a kit after the set date. You will still be able to use the kit outside of the specified time frame.

Step 8. The Ovr/Sale field allows you to override the total sale so you can create a kit with a pre-set sales value, regardless of the accumulated sales values of the individual parts. Type Y in this field, and specify the sale price in the Total Sale field. The sale amount you set also overrides any pricing that would have applied if you assigned a customer class and discount level.

Step 9. In the Part field, type the part number for the part you want to add to the kit. The Description, Cost, List, C (Core), S (source), and Loc (Location) fields automatically fill in with the information from the part's master inventory record.

Step 10. In Qty, type the quantity of the part you want to add to the kit. For example, if you were building a list of parts used for a particular service, you could use this field to indicate the quantity of each part used during the service.

Step 11. If you selected to use the accumulated sale for the kit rather than specifying a sale total, you can edit the price for each part as you add it to the kit. If you set an overriding sale amount, the Pricefield will be unavailable for editing.

Step 12. Press ENTER until the part line is filed in the part window on the bottom of the screen.

Step 13. Continue to add parts to the kit as needed. 

Step 14. The Total Cost, Total Sale, and Gross Profit fields automatically update as you add parts to the kit. Note that the gross profit does not include cores.

Step 15. Click Save to save the kit.   

 

BONUS TIPS

Parts Order Reports / Setup / Parts Kits (Webinar)
Adding a Wholesale Pricing Level Classification 
Adding Parts Inventory Operating Defaults
Adding Default Price Tape Parameters

 

Sales and F&I Tip: Resetting Your Password

Avoid complications around password resets.

If you forget your password when logging in to Sales and F&I, you can reset it by following these steps:

Step 1. Click I forgot my User Name or Password link at the bottom of the login screen.

Step 2. The screen prompts you for your Company ID and your Email Address. To avoid complications with the password reset process, be sure to enter ONLY the email address on record in your Sales and F&I user account. Using an address that is not associated with your Sales and F&I account could cause delays and complications verifying your new password.

Step 3. Click Reset Password. An email is sent to your email address to notify you of the password change. 

Step 4. Open the system-generated email sent to your email address. The email will have the subject line "Autosoft DMS Password Reset."

Step 5. Click the first link in the email to reset your password. A Reset Password Webpage opens.

Step 6. Enter a new password in the New Password field. It must be at least eight characters in length with one uppercase letter, one lowercase letter, one symbol, and one number.

Step 7. Type the same password exactly in the Retype New Password field.

Step 8. Click Save New Password. A green "Password Reset Successful" message appears to verify that your password has been reset.

 

BONUS TIPS

Logging In to the Program for the First Time
Setting Your User Preferences
Understanding the Collaboration Center
Sharing a Page with Another User

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