The Enter Service Menu Operations option on the Service Writing module's System Setup menu allows you to create menu codes. Menu codes save time by allowing you to enter all information for more popular service conditions.
The menu items are created by entering information on three screens. The first screen is used to enter service information. The second screen is used to enter part information, and the third screen is used to enter comments that you want to print on the hard copy of the repair order. The following sections walk you through entering information on each of the three screens.
The first screen you will use to enter menu codes is the Enter Service Menu Ops screen. This is where you enter service information. The information entered on this screen determines the labor rates and labor information pulled to quotes or repair orders.
Step 1. From the Service Writing menu, select System Setup. The System Setup menu opens.
Step 2. Click Enter Service Menu Operations. The Enter Service Menu Ops screen appears.
Step 3. In Menu, type a code for the service condition. This field holds up to five alphanumeric characters. Assign each menu item a word or abbreviation that easily associates the menu with the service. For example, Lube, Oil, and Filter can be coded as LOF.
Step 4. Use the Complaint Lines to type the complaint that would normally accompany the service. You can also use these fields to enter a description of the service. Each line holds up to 52 alphanumeric characters. The text prints exactly as it appears on each line, so you may need to press ENTER to force line breaks to ensure your text prints properly.
Step 5. In Labor Units, type the labor units required for the repair. Do not enter decimal points. For example, 1.0 should be entered as 10.
Step 6. In Labor Rate, type the code (A through J) that corresponds to the labor rate you want to use for the menu item for service contract, body shop, and quick lube repairs. The labor rates were entered under Labor Rates in the Service System Setup.
Step 7. Use the Cust/Warr/Int/QkLube field to indicate the repair type for the service. Type C for customer pay, W for warranty, I for internal, N for new car road ready, or Q for quick lube. You can leave this field blank and fill it in when adding the repair to the repair order.
Step 8. Use the Update List Price on Parts field to indicate if you want to automatically update the service price based on the price tape price. Type Y for yes or N for no. If you type Y, the system will automatically change the service price for parts to match the price tape price when the Update Parts Pricing report finds discrepancies in pricing.
Step 9. The Exclude Shop Supplies box allows you to exclude shop supplies for this code. Click to select the box. A check mark will appear in the box. Click again to clear the box. When adding repairs to an R/O, shop supplies will not be added to repairs that use this code if this box is selected.
Step 10. Use the Calculate S/S With Quote field to indicate if you want the shop supplies to be included on a customer quote for this menu code. Type Y for yes or N for no. This does not keep shop supplies from pulling to a repair order when the menu code is used.
Step 11. If the service requires special pricing, type the price in Special Price.
Step 12. If a specific discount code applies to the service, type the code in Discount Code. You can search for a discount code by clicking Discount Codes. A list of all the discount codes entered in the system appears. Click the discount you want to select.
Step 13. Use the Repair Is NON-Taxable field to indicate if the repair is non-taxable. Type Y for yes or N for no.
Step 14. Use the Repair Net G/L Account field to specify the general ledger account number for the repair. The charges for repairs using this code will update to this general ledger account.
Step 15. In Commission, type the advisor’s commission percentage or dollar amount. Type the percentage in the .00% field or the dollar amount in the $ field.
Step 16. In Technician, type the ID number for the technician who will perform the service. This is an optional entry. Technicians can be added or edited when the repair order is being generated.
Step 17. In Labor Operation, type the labor operation code if one is needed for the repair. Your manufacturer supplies the applicable Labor Operation codes.
Step 18. In Customer Complaint Code, type the default complaint code for the service if one is needed. The Customer Complaint Code must match the entry in the Menu field. This ensures third-party vendors can identify the code. If you do not fill in the Customer Complaint Code, the code will not transfer to third-party vendors.
Step 19. In Trouble Code, type the default trouble/fail code for the service if one is needed.
Step 20. In Default Next Service, type a description of the next service that may be needed.
Step 21. In Parts Source, type the parts inventory source number for the inventory that will be used for the menu item.
Step 22. Use the Print Menu Customer Presentation parameter to indicate if you want to print the customer presentation for the menu code on the RO. Type Y for yes or N for no. If you type Y for yes, the customer presentation for the menu code will print on the RO along with the Service Writer's story when you add the menu code to an RO. You will not see this information on any of the screens. It will only display on the RO. If you type N for no, only the Service Writer's story will print on the RO for the repair, but the customer presentation will print when you use the menu code to add an upsale to the RO.
Step 23. Click Next to advance to the Service Menu Parts screen or Save to save the menu code without adding any additional information.