autoline drive service management reference...

Autoline Drive

Service Manager Workshop

Management Reference Notes

©CDK Global 2014 Autoline Drive Service Management Reference Notes 1

©CDK Global 2014. These materials may be used only subject to the terms of any applicable licence

agreement with the copyright owner or its duly authorised licensees. Reproduction or transmission of these

materials without written permission of the owner is prohibited.

These materials do not necessarily cover every situation or every individual configuration of software. It is

your responsibility to check that these materials correspond to the version of software that you are using

before relying on them. In case of any doubt as to whether or how to apply any measures contained in

these materials always contact your local CDK Global support organisation.


Operator Management

The Point-of-Sale operators' table will allow you to allocate an operator number to each Point-of-Sale user

to allow analysis of sales by operator. Each user within the Point-of-Sale system should be allocated an

operator number. This number is subsequently entered by the user as the first prompt within the Point-of-

Sale system. The system will identify if the number has been entered correctly. If this is the case then the

user's name will be displayed. If the number entered is invalid then the system will again prompt for

operator number.

The path to POS Operators is – System Menu / Point of Sale / Miscellaneous Options / POS Operators The Miscellaneous Options folder is normally set so it is only accessible to Managers

In order to create a new Operator, it is customary to select an existing operator who performs a similar role.

This can then be copied (by using Insert / Copy from the toolbar) and the relevant fields amended i.e.

Operator number / Name / Operator Code as these all need to be unique.


SO (Point of Sale) Controls –

Field Description

Operator Number The operators numeric code (maximum of 4 digits). This cannot be amended on an existing record and must be unique to each operator

Operator Code The code the operator will use to log-in at POS, can be alpha numeric and a maximum of 4 digits. This field must also be unique.

Operator Name This information will appear on invoices, credit notes, etc and must be unique.

Operator Location Can define the operator’s workplace eg front counter, service reception etc.

Stock Location to use

This field holds the default stock location number (as per the stock record locations 1 to 9) from which issues by this operator should be decarded, and for which stock on hand should be used to display free stock (usually 1 for most operators, unless stock is maintained

separately in a bin location other than the first one, say, for a shop as opposed to the main parts sales counter).See also"Sell from" below

Sell From

This field allows all the locations from which an operator may sell. An "*" would indicate all.

Teams If Workshop Loading teams are being used, the team to which this user belongs

Follow-up Executive The Autoline login for the person designated to carry out follow ups when estimates have been created by this POS user. This can be an individual or a department.

Operator Password

To prevent operators using the incorrect operator numbers at Point-of-Sale, an alphanumeric password (up to eight characters) can be entered here. Password protection is optional.

POS Priority

The priority that this user has within Point-of-Sale. A priority level for POS is also set against the main login, but the priority set here will take precedence.

Allow Dept Code/Sale

Type Permits the editing of Department code and Sale type on the ‘Codes’ tab in the main POS screen.

Warranty Link

Allows a particular operator to access Manufacturer systems direct from Point-of-Sale for the completion of warranty claims. Normally set as e.g. RE for Renault or ** for all franchises.


Other Controls PC Controls - The PC Controls area relate purely to parts so will not be covered here, although the ‘Display

Order Selection’ field is mandatory so will need completing, even for service users.

WL Controls

Teams

The team that this user belongs within Workshop Loading. This will allow work to be assigned only to technicians that are in the same team

Scope start date

These fields allow start and end dates and times that control the span of view on the ‘Activity’ tab within workshop loading. This will only apply where 24 hour shifts are operational

Scope start hour

Scope end date

Scope end hour

Default screen

Select from the dropdown list which view is to be seen when looking at the workshop diary. Examples are, Actual load in hours or percentage, capacity in hours or adjusted etc

Miscellaneous Controls

CRM WIP update operator

A tick in this box will insist this user creates WIPs from CRM rather than directly from Point of Sale

Allow WIP creation

A tick here indicates that this user is allowed to create new WIPs as well load existing WIPs

Supersession Prompt

Type

This field controls the first view the operator is given when accessing superseded parts The choices are :- 1 = First in Chain 2 = Original Part 3 = First with Free Stock 4 = Last with Free Stock 5 = Last in Chain

Fixed Width Default Default fixed width font on POS Labour Details screen

Stop if short order Prevents invoicing WIPs if incomplete lines are present

Sublet Order Limit Financial limit imposed for Sublet orders (warning 0 = unlimited)

Allow WIP Creation Determines whether this POS user is allowed to create new WIPs


Labour Rates

The path to Labour Rates is – System Menu / Point of Sale / Miscellaneous Options / Labour Rates

The Labour Rates table will allow you to create different charge out rates for each franchise on the system.

The rates themselves are defined by a up to three letters A-Z e.g. AAA or BC or D, and may be used when

selling labour within the Service Point-of-Sale system.

If you have agreed specific rates per hour to certain customers then it is possible to store the appropriate

labour rate code on the Sales Ledger. When the customer subsequently comes in for work, the system will

automatically charge labour at the agreed rate per hour.

When creating labour rates you will need to enter the Franchise code followed by the Labour rate code to

be created. This is followed by a description of the labour code, Rate per hour, and finally a Cost rate per

hour.

When selling labour at Point-of-Sale, you will be able to see the appropriate rates from this table to

establish the correct labour rate to be used.

It is possible to set a default Labour rate against each Sales Ledger account. This will automatically be

used by the Point-of-Sale system but may be over-typed by the user.

New labour rate letters can be created by right clicking in the grid and select ‘Insert Row’. The details can

then be entered as required.


Because labour lines can be used to sell things other than labour e.g. sundries, consumables, loan car

charges etc. the system uses the labour rate letter to define where to make postings in the Nominal Ledger.

It is therefore very important that the labour rate letter is chosen carefully. Below is a list of where postings

are made in a typical set up.

If you are not sure where postings will be made when you create a new letter, refer to your system

administrator in the first instance.

A to I Genuine labour rate codes, where ‘G’ is usually the warranty labour rate and ‘I’ the internal

labour rate.

J MOT rate

L,M,N,O Oil and Lubes (not charged by way of parts through parts department)

P Paint and materials (not charged by way of parts through parts department)

K,Q & R Other spare labour rate codes

S Sub-let work

T Text only records (messages on the invoice to the customer, zero value and cost)

U Not reserved specifically

V VAT, insurance excess and customer contributions, which are removed from the insurance

company invoice and charged on to the customer.

W, X, Y Other spare codes used for items such as vehicle recovery, etc.

Z Consumables & sundries

Note:

Codes in the ranges ‘A’ to ‘J’ normally require both an employee (technician) number and a time taken

value to be entered against them. Code ‘S’ only requires a cost, and codes in the range ’L’ to ‘R’ and ‘T’ to

‘Z’ do not require a time taken value or an employee number.


Labour rates can be attached to Sales Ledger Accounts so the correct rate is automatically used. This can

be done either directly in the Sales Ledger (which may need to be done by the accountant) or in the option

Edit Customer Details. This option is in the Point of Sale / Miscellaneous Options folder.

To attach a labour rate letter to an account, the ‘Default labour rate’ filed should be amended to contain the

labour rate letter you wish to use for this account.


Invoice Messages

This option permits the creation of customized messages dependent on Department, Franchise or Sale

Type that can be used on Invoices.

Typical examples could be notification of seasonal closing times, forthcoming special offers, franchise

specific messages etc.

The path to Invoice Messages is –

System Menu / Point of Sale / Miscellaneous Options / Invoice Messages

Messages can be set up for different departments by entering the relevant department letter e.g ‘P’arts,

‘W’orkshop, ‘B’odyshop etc.

A different message can be set up for different franchises e.g. a message thanking a customer for having

their Mercedes/BMW/Ford/Peugeot work carried out at the dealership.

Additionally, messages can be setup against specific sale types e.g. a message that appears only on

warranty invoices etc.


Standard RTS Codes

RTS codes are used in Point of Sale to sell, cost and describe repairs. They can be used to sell Labour,

Sublet, Sundries, Oils. They can also be used as memo or report lines on an invoice.

It is very important that they are set up correctly as they can also control the Labour type used to analyse

the sale in the Nominal Ledger. Each RTS code created will either work for all POS companies (00) or be

specific to a particular company e.g. S09 for Co 01.

The path to Standard RTS Codes is –

System Menu / Point of Sale / LTS Interfaces / Global Data / Standard RTS Codes


The Tabs are as follows :-

General

This contains the basic details of the RTS code and includes

Field Description

Short name look-up Short names can be used to locate a code when the search facility is used. It is therefore advisable to group the RTS codes under logical short names, e.g. SERVICE for any service related item, TEXT for comments and REPORT for reports.

Load Group Workshop Loading specific. This defines the skill required for this repair

Average time taken This will accumulate average time taken if this is a generic RTS code (see below)

Generic RTS code Tick this to allow average time taken to be calculated.

:

Allowed (default) If the system has trouble locating an allowed time via the model code for any reason, then this time will be used as a default. Leave at ‘0’ for direct time entry to work

Unit of labour This is a descriptive field only and has no effect on any values. Typical values for this field are 'Hour', ‘AW’. The unit can be printed against the unit charge on any documents raised through P.O.S. if this RTS code is used.

Mins per unit The number of minutes contained in a unit above. In general this will be '60'. For BMW etc. it would usually be 5. Sales values will always be calculated as follows.

Allowed Time multiplied by the Labour Rate per hour x Mins per unit / 60

DO NOT LEAVE AT 0

Labour types If this field is left blank then any Labour rate code can be used. If more than one code is entered here the system will validate the code entered on the labour page against the labour rates table and warn the user if it is not valid. If only one code is used the system will overwrite the code entered on the labour page with the code entered here. You can enter e.g. A,B,C or AAA,AAB,ABC

Description A Field to describe the type of repair this RTS code relates to. Any text typed at the far right of this box (approx last 20 characters) MAY be printed on Job Cards but not Invoices. Take care with this option. Use it for Technician or Receptionist reminders.


Model specific hours A to E

These three screens contain model specific hours. There are normally 225 time slots over these 3 tabs.

Model groups can be set with a slot number corresponding to the slot number on the RTS code. This

model and RTS code combination will be used at Point-of-Sale to allocate the correct time allowed as an

aid to Job Costing.

A time slot can be shared by more than one model if the repair times are the same across all RTS codes.


Text

For the Service department, the message must be created in the ‘Sales’ area of the screen. This facility

will display a message in a pop up window in Point of Sale. The message could contain anything from

customer information to upsell opportunities. The message can also be added to the customer invoice if

appropriate.

Note – the text tab is only accessible when the RTS code is company specific. It is not available if the RTS

code is set up as global one i.e. company 00.


Menu Pricing

The menu pricing facility is designed to allow the user to sell parts and labour at a fixed price (inclusive or

exclusive of VAT). A menu can also be used simply as a shortcut to insert many labour and part lines onto

a WIP without it being at a fixed price. Menus are created within the 00 Global Data area.

The path to Menu Pricing is –

System Menu / Point of Sale / Service Menu Pricing / Global Data / Menu Pricing


The fields are as follows :-

Field Description

Short Name This should be used to group Menus together when using the '*' to search facility

Model group Used to match the Menu to specific vehicle models when searching in Point-of Sale

Free Text Free text field for identification of the purpose of the menu.

Fixed Price Amount The price of the menu may be set using this field. If set to 0.00 it will simply allow automatic load of parts and labour operations

VAT inclusive flag Ticked if the Fixed Price Amount is to include VAT

VAT code Enter valid VAT code - normally ‘S’ Standard Rate

Analysis Code For reporting purposes

RTS Codes Enter the required RTS Codes (Maximum of 8)

Parts/Assemblies Enter the required Part Nos. Assemblies (Maximum of 24. Nos 9-24 may be accessed from the Additional Parts tab)

To use Menu pricing

To assign a menu to a job, a WIP is created in the normal manner. At the RTS code prompt, you may

enter an '*' followed by the menu code if known. Alternatively '*' on its own will allow you to search for a

menu using a short name.

Note:

All parts loaded from a fixed price menu will be displayed on the Main POS screen with an '*' in the Type

column.

Menus that are set up with a zero price will purely use the facility to load labour operations and parts

automatically. Pricing will be as normal and not fixed.


Invoice Verification

The path to Verify Received Invoice is –

System Menu / Purchase Control / Verify Received Invoice

Take the New invoice option. Note down the Internal Reference (the PCxxxxxxxx number). You will need

this to re-access an Old invoice.

The status will be shown as ‘N’ - for new at this stage. Later it will become ‘L’ - for live (GRNs or Orders

attached) and eventually ‘C’ - for cleared.

The retention period is normally 1 day. This is the number of day ends that a verified invoice will remain on

the system. Usually this is increased to 5-7 for a new system.

Enter (or search for) Supplier Account number. Then enter supplier’s reference (their invoice number).

This can be searched for against the Purchase Ledger transaction file. If the document has been correctly

registered then the invoice details will be automatically filled in for you

Document Date is the Invoice Date. Internal Document Number is the Registered document number if

registered in Purchase Ledger. This is often used by Accounts for filing.

Cost Centre is the Nominal Ledger cost centre and is defaulted from the User Details.


Authority code could be your initials or operator number.

The ‘extras’ boxes will not often be required when verifying sublet invoices. However, if there are any items

such as carriage, rebate, etc., they will need to be entered in the appropriate boxes here.

Goods Total’ is the value of the invoice excluding any VAT or surcharges (on parts). This field and the VAT

will be filled in for a registered invoice. The extras (carriage etc.) total will be carried across to the next field

and the ‘Grand Total’ also filled in for you.

The Delivery Note Tab. On this Tab enter the GRN that you received the goods against. BE ACCURATE

You can use the Select GRN’s button to search for valid GRN numbers that could be used with this invoice.


Once back at the main Document Numbers screen, take the option to Accept all. If the invoice value

matches the sublet cost value (and the invoice VAT matches the system VAT), you will get the message

‘Posted and updated successfully’

The verification process is now complete and your supplier can be paid.

If the values do not match, you will see the message ‘Error, invoice does not agree’. In that case, identify

the WIP that contains the sublet line. If the sublet line has been invoiced, it will need to be credited. Once

credited, the sublet line can be opened by double clicking the line number. In the Sublet details screen,

click the ‘Unreceive’ button. Save the WIP and reload it. Now the sublet cost can be amended to the correct

value.

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