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Jul. 2019 Tips and Tricks (Jul. 11, 2019)

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Accounting Tip: Adding Payroll Deductions

Do you need to add a new deduction to your payroll? It’s as simple as adding a description for the deduction and then setting the amount or percentage used for the deduction. Use the steps below to help you.

Step 1. Click Accounting on the Autosoft DMS startup menu.

Step 2. Select Payroll from the Dealership Accounting main menu. The Dealership Payroll menu opens.

Step 3. Click Setup on the Dealership Payroll menu. The Payroll Setup menu opens.

Step 4. From the Payroll Setup menu, click Pay/Deduction Descriptions. The Pay/Deduction Setup screen opens. You will use this screen to enter the deduction description.

Step 5. The two Deduction columns are where you specify the deduction to be taken. Type the deduction descriptions in the Deduction Description field. (If you do not have a 401K or cafeteria, the first two fields should be blank, and the deductions should start on 03.)

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Important: You must enter deductions in the order that they will be taken; therefore, if the deduction is a pretax (cafeteria) deduction, it should be entered before all other deductions that are adjusted by it. If it is used to calculate adjusted gross, it must be entered before the deductions that will use the adjusted gross figure.

If a deduction needs to be entered where there is no space, use the Switch Deduction Number option on the Set Global Parameters menu to reorder the deductions as needed so you can add the new deduction. (See the section "Using the Switch Deduction Number Utility to Move Deductions" below for more information.)

Step 6. Use the GC column to indicate what the deduction is based on. Type G for gross pay, A for adjusted gross, or C for cafeteria/pretax.

Step 7. Use the TD column to define the tax table to use for calculating taxes, if any. Type F for federal, S for state, A for auxiliary, or N for no table used. 

Step 8. In the G/L Acct. column, type the general ledger account used to post each deduction.

Step 9. Use the SA column to indicate if the general ledger account for the line is a scheduled account. If you type S for scheduled, the system will post to this account by line. If you type N for no, the system will post by totals to that account.

Step 10. Click Save to save the information. The system returns you to the Payroll Setup menu.

Step 11. Click Set Standard Deductions. The Set Standard Deductions screen appears. You’ll use this screen to set the amount or percentage used for the deduction.

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Step 12. For each deduction listed, specify the deduction taken.
• If the deduction is a flat dollar amount, type the amount in the $ field.
• If the deduction is based on a percentage, type the rate in the % field.
• If the deduction is based on a flat amount and a percentage, type the appropriate values in both fields.

Step 14. Click Save to save the information. The system returns you to the Payroll Setup screen.

 

Using the Switch Deduction Number Utility to Move Deductions

If you need to add a deduction to a line where a deduction already exists, use the Switch Deduction Number option on the Set Global Parameters menu to move the deduction to free up the line you need for the new deduction.

Step 1. Click Set Global Parameters.

Step 2. Click Switch Deduction Number.

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Step 3. In Switch Deduction No., type the original deduction line number. The bottom of the screen displays a list of deductions for your reference.

Step 4. In With Deduction Number, type the line number you want to use as the new deduction line number.

Step 5. Click OK when prompted to verify you want to make the change.

Step 6. The system will go through the existing payroll setup for the employees and ensure the deduction lines are adjusted accordingly.

Step 7. The system will display a “Completed!” message to indicate the parameters have been set. Click OK to acknowledge the message.

Step 8. Return to the Pay/Deduction Description screen and add the new deduction on the appropriate line.

 

BONUS TIPS

Set Up an Employee and Direct Deposit (Webinar)
Adding a Payroll Department

 

Fixed Ops Tip: Tracking Declined Service

Autosoft makes it easy to track and report the declined services so you can follow up with customers to get them back in for service. Use the information below to see how!

When closing repair lines on the Close Service screen, you can select the Declined box to flag a repair as a declined service.

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You can then generate a list of Declined Service. The report uses the RO update date to generate the list. Once generated, you have the option to print a list or mailing labels. Use the instructions below to assist you.

 

Generating the Declined List

Step 1. Click Followup & Marketing on the Service Writing main menu. 

Step 2. Click Miscellaneous Lists on the Service Followup menu.

Step 3. Click Declined Service on the Miscellaneous Lists menu.

Step 4. Use the From Date and To Date fields to enter the date range you would like to use for the Declined Service Report. The date must be in an eight-digit format, with or without slashes (05012019 or 05/01/2019). If you do not include the slashes, you will have to press ENTER in each field to advance to the next field and begin the scanning process.

Step 5. When prompted to verify you would like to scan for the list, click OK.

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Step 6. The system displays a message indicating the list has been generated and identifying the number of repairs on the list. Click OK to acknowledge the message.

 

Printing the Generated List

Step 1. Click Print List.

Step 2. When prompted to verify your printer is ready, select To Printer to print the information or To Screen to view the information on your screen.

Step 3. Click Print.

 

Printing Labels

You can print mailing labels for the customers on the generated list. The labels must measure 1-inch-by-4-inches. There should be two labels across the page and 10 labels down the page. We recommend the Avery 5161 labels. 

Step 1. Ensure that your labels are loaded into the appropriate tray in your printer.

Step 2. Click Print Labels.

Step 2. When prompted to verify your printer is ready, select To Printer.

Step 3. Click Print.

Tip: You can use the To Screen print option to preview your labels on screen before printing them. However, when you are ready to print the labels, use the To Printer option rather than printing them from the viewing screen. This will ensure your labels align correctly.

 

BONUS TIPS

Menu Ops and Follow-Up Marketing (Video)
Generating Service Come Back Reports

 

Sales and F&I Tip: Working in Multiple Browser Tabs

Did you know that you can work out of multiple parts of Autosoft Sales and F&I or in multiple deals at once? Autosoft makes it easy to do this.

When working in your Recents or Favorites, you can click the pop-out icon to open the item in a new browser tab.

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When working with deals, single-click on a deal you want to open in the Deal Search list to open the deal's quick-look card. Then, click the pop-out icon in the upper-right corner of the quick-look card. The deal will open in a new tab, labeled for easy identification with the customer's last name.

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When working on screens where there are links that can be used to view information (such as the customer connects, customer vehicles, etc.), you can hold down the CTRL button on your keyboard and click the link. This will open the record on a new browser tab.

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Once the information has been opened in a new browser tab, you can arrange the tabs as needed. If you're using multiple monitors, most browsers allow you to drag the new tab onto another screen. This makes it easy to work with both records as needed.

 

BONUS TIPS

Opening Recently Viewed Items
Flagging Favorites

 

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