Setting up Email

Setting up E-Mail in StockTrac

StockTrac allows you to integrate a Shop’s email account, which will allow them to stay in contact with their customer. The shop can then send the customer estimates, invoices, promotions, etc.

To set up your email, go into the Configuration Module.

Next select ShopEmail Setup.

The following screen will display.

Information you will need to enter includes – Email Server, Name on the Account, Authentication information – E-mail address & Password, and what secure connection/port their server runs on. Once all entered it will look similar to this.

After you have the information entered, click on Test Email Server and Send Test Email To Janco Support. If everything is setup correctly, you will get messages indicating that you were able to successfully connect to the Email Server and that the Test Email was sent.

Contact Janco Support at 800.782-5872 (US) or 800.323.5872 (Canada) with questions about this or any other procedure.

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Changing a Payment Type on an Invoice

Changing a Payment Type on an Invoice

Occasionally, a shop will close a ticket and apply the wrong payment type to the estimate. This can be corrected in the Point-of-Sale module.

First you need to make sure the accounting date is set to the right date and that the day has not been closed. To get help determining this, contact our support department.

Next into Point-of-Sale.

Go to DocumentsChange Payment Method On Invoice.

In this window, select the invoice you want to make a change to and click OK

On this screen just select the New Payment Method from the drop down and click OK.

If the switch was successful you will see this notification

When you go back into the Invoice and look at the Entered Payments you should see the change in payment type.

BEFORE and AFTER screenshots:

NOTE: Screen Captures are form Stocktrac v3.4.

Contact Janco Support at 800.782-5872 (US) or 800.323.5872 (Canada) with questions about this or any other procedure.

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SMS Texting Setup

Once Janco has set you up with SMS Text Messaging, you will need to setup SMS Text Messaging for use in the Point of Sale Module.

First, you will want to setup some text message templates. Navigate to SetupText Message Templates.

The following window will display, allowing you to create custom Text Messaging Templates for different estimate statuses so customer can be kept up to date on the progress of their vehicle.

To create a new template, click the Add button.

Give your new template a Title, and enter the message in the large text field. Click on the Add Field button on the lower right to add specific customer information into the message.

Click OK and your new template will be saved.

To apply that specific template to an estimate status, go to SetupEstimate Status.

The following window will open. You can then apply certain Text Message Templates to specific estimate statues. When you save an estimate to a specific statues, you will receive a prompt as shown below before the message is sent. This will allow you to make any modifications to the message or cancel the message before it is sent. Be sure to check the Send SMS Prompt box next to the drop down box.

   

You can also send messages to customers as needed. To do this you go to the estimate they are connected to, and click on More Options…Text Messaging…

         

This window will pop-up. From here you click New, and then you can either use a premade template from the drop down menu or enter your own message. At the bottom select where the message will be sent.

 

From the main screen in Point-of-Sale, you can also track and respond to Text messages that have been received. To do this, click on the Text Messages button.

You will then get this window from which you can check to see text messages that you’ve received and be able to respond to them.

Note: Screenshots were captured from StockTrac v3.4.

Contact Janco Support at 800.782-5872 (US) or 800.323.5872 (Canada) with questions about this or any other procedure.

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Editing Disclaimer Text/Wording

Editing Disclaimer Text/Wording

StockTrac gives you the ability to edit disclaimers that print at the bottom of Estimates, Invoices, Service Requests and Inspections.

To do this, you first need to go into the Configuration module.

From there, go to Shop – Documents & Printing – Disclaimers.  Next select the disclaimer for which document you wish to work on – Estimate, Invoice, Service Request, or Inspection.

Depending on what you select you will get a screen that looks like this.

You can then edit the information and then click OK. This will save any changes you made, and the new text will print on any future forms.

Note: Screenshots were taken from StockTrac v3.4

Contact Janco Support at 800.782-5872 (US) or 800.323.5872 (Canada) with questions about this or any other procedure.

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Downloading and Installing Pricing Files

Downloading and Installing Pricing Files

Pricing files in Stocktrac allow you to update prices/costs for items in your inventory, add categories/manufacturers, and add part numbers. Pricing files are typically sent from one of your distributors to our pricing department. The pricing department will turn those files into ones that can be processed through your system. You will get an email when a pricing file is ready to be installed.

Go into the Pricing module.

Go to the Updates tab, and then click Refresh List on the left side of the screen.

Pricing files will begin to populate. Select the checkbox next to the ones you want to download and install.

Once you have selected the desired files, click Get Updates on the right of the screen.

The pricing files will then download to the location you specify, which is normally the Common folder in the STWIN3 folder.

Once the files have finished downloading, select the Install tab. Click the checkbox next to the files you want to install, and then click the Install button on the right of the screen.

Note: there are some additional options related to the install of the pricing files below the install button. Typically these should be left alone unless otherwise stated.

Often times when you are installing new pricing files, they contain Categories and Parts that you do not have in your system. You will be prompted to provide additional information, such as giving new Prefixes to a new Category.

Once the files have been installed, a date will appear next to the pricing files you selected to install.

Once you have installed all the pricing files desired, it is a good idea to delete them to free up space on your system. To do this, go to the Delete tab, click the checkbox next to the files you want to delete, and then click Delete on the right.

Note: Screen captures taken from Stocktrac v3.4

Contact Janco Support at 800.782-5872 (US) or 800.323.5872 (Canada) with questions about this or any other procedure.

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Applying a Deposit to a Specific Estimate

Applying a Deposit to a Specific Estimate

Once a deposit has been taken in, it can be applied to any estimate the customer has open. To apply a deposit start by opening the estimate you want to apply it to. Next click on the Finish tab.

In the Payment Detail drop-down box, select Deposit as a payment method. Notice the Red Text below the payment method drop down. “DEPOSIT(S) ON FILE FOR THIS CUSTOMER”

After you select Deposit, the following window will display. This will allow you to select the deposit(s) you wish to apply to this estimate.

Select the deposit and click OK. Next click Apply near the bottom of the Payment Detail window.

You will now see the Deposit in the Entered Payments window.

Now it is just a matter of getting the rest of the total payment from the customer when they come to pick up their vehicle.

Contact Janco Support at 800.782-5872 (US) or 800.323.5872 (Canada) with questions about this or any other procedure.

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Adding a Counter Person and Inspector to an Estimate

Overview

The purpose of this document is to explain how to add both a counter person and an inspector to an estimate in the Point-of-Sale module.

Procedure

From the main StockTrac® menu, go into the Configuration module.

Click on Custom Settings.

Click on the Prompts Tab.

Click the box next to Inspector and next to Counter Person. Click OK to save the changes.

You will now be able to enter both an Inspector and a Counter Person on the Finish tab of an estimate.

Contact Janco Support at 800.782-5872 (US) or 800.323.5872 (Canada) with questions about this or any other procedure.

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Adding a SmartPac to an Estimate

Adding a SmartPac to an Estimate

Once a SmartPac has been created, it can be used on an estimate. To add a SmartPac to an estimate, go to the Items tab in an estimate. At the bottom of the screen you will see the SmartPac button.

Select this button, and a window will open allowing you to select which SmartPac you want to add to the estimate.

Once selected, you will be able to select HOW and what part(s) of a SmartPac you want to add to the estimate.

In the Parts section of the screen you will see check boxes next to each part. They are either listed as:

Add to Total (Part Amount): This indicates that you want to add the cost for this part to the cost of the SmartPac which increases the total cost overall.

Add to Total (Labor Amount): Same as above but adds to the overall total but increases the labor cost vs the parts cost.

Include?: Do you want to include this part in the SmartPac when you add it to the estimate.

Lastly, you will need to replace the Placeholder Item with the specific item that you will be using on this estimate. To do so, click on the Placeholder Item and then select Replace

You will be able to select whether you want to replace that Placeholder Item from a part from your inventory or from a part that you already have on the estimate

If you Lookup in Inventory, you will be prompted to look up the part via the part number

Once you have all the parts selected that you want to include on the ticket and how, click OK.

Once added, this is how it will appear on the ticket

Note: Screen captures taken from Stocktrac v3.4

StockTrac ATD/NTD Tire Integration

StockTrac Enterprise ATD/NTD Tire Integration

 

Overview

StockTrac Enterprise has completed the integration to the new ATD/NTD tire lookup and ordering system. To use the new interface, you will need to have at least version 3.4.0.52 of Point of Sale installed on your system. If you do not have this version installed, please call our support line for assistance. For those that are using the previous ATDConnect system, there is a transition time of a few days to get you on the new system.

Note: ** You must subscribe to the StockTrac Integration Subscription to activate this.

When you are ready to turn this on, please contact our support department first with your ATD/NTD location information. We need to request that your account be linked to our Master Account for StockTrac in their system. This usually takes 1-2 days. When we receive notice you are set, we will contact you and help you activate it.

ATD/NTD Integration Setup

To activate this integration, we will go into the Configuration module, and then select Shop, Integrations, Ordering & Catalogs.

The setup will consist of entering your location number, selecting a margin matrix you would like to use for this integration, what field to use for the excise tax, whether or not you want to use the ATD/NTD cost on buyouts, and selecting the Distribution Centers you want to reference.

Next we will need to make sure that the ordering functions are set up for your ATD/NTD vendor. We will go into the Vendor Tracking module, and select the Vendors tab. Search for your ATD/NTD vendor, and select the Ordering/Categories tab. If you don’t already have ATDConnect in the Ordering list, click the button and select it from the list. It should now appear in the Ordering list.

Now you are ready to use it in Point of Sale.

 

Using the Integration

During the estimating process, you will get to the ATD/NTD integration as you do with other integrations – by selecting it in the Catalog dropdown box to the upper right of the vehicle information section.

When you enter the ATD/NTD integration, you will land on this screen. This integration will only find tires and wheels by size. ATD/NTD does not offer a fitment guide for integrated systems to use, only when going directly into their website will you have access to their fitment guide.

Here you have two choices:

You can use the system like this and enter the tire size manually

You can subscribe to our new Tire Fitment Integration, called Tire Size.

 

TireSize Integration

If you would like to use the StockTrac TireSize Integration, you will have access to a full Tire Fitment database to populate the new TireSize fields that are stored on the vehicle. These fields can then be passed into integrations that require a tire size, saving you time with each search.

**Note: If you currently subscribe to TireTrac (our full system with fitment and parts), you will automatically have access to the TireSize integration.

There are a few different ways to get the tire size stored on the vehicle. You can either:

Click on the TireSize button on the Vehicle information screen.

Click on Edit Vehicle, and go to the new Tire Size tab and click Lookup Size.

Or just go into the ATD integration and the Tire Size selection window will come up automatically – when selected, it will be stored on the vehicle back in the Vehicle information screen.

The price for the data use license for TireSize is $19.95/month (US dollars).

 

 

ATD/NTD Integration

Back to the ATD/NTD integration. Once there is a valid tire size connected with the vehicle through some process, this is the screen you will see. The tires that match that size are displayed for your selection.

Alternately, you can also Search by Part Number or you can select other Filtering Options to narrow the list.

On the display you will notice there are 4 columns for available quantities – the last one being your Shop On hand of that particular tire. In order for us to be able to display this, we need to know where those tires can be found in your inventory. (see Mapping Manufacturers section below)

Select the tires you are interested in by checking the box on the far left and making sure the quantity you want is correct. The Transfer / Transfer & Exit /Exit buttons in the upper right of the screen will allow you to send tires back to the estimate if you wish.

Once the tires are on the estimate, they can be ordered through a standard order by selecting the ATD/NTD vendor and the ATDConnect ordering type.

Mapping Manufacturers

In order for us to match up the parts that you are looking at in ATD/NTD with your inventory parts, we need to know where each of the manufacturers are in StockTrac.

Also, StockTrac has the ability to update the pricing of those parts to your ATD/NTD pricing if you wish. Additionally, if there are tire lines that you purchase that are not currently in your inventory file, you can use the ATD/NTD integration to install them. All of this is dependent on having the manufacturers in ATD/NTD matched to the StockTrac manufacturers.

To do the mapping, go into Point of Sale, and then select Setup, and then select Integrations. Go to the ATDConnect Manufacturers to set these up.

If you would like to either update the pricing on the parts you already have in your inventory file, or if you would like to add additional manufacturers to your inventory file, please call our support line for assistance.

 

Contact Janco Support at 800.782-5872 (US) or 800.323.5872 (Canada) with questions about this or any other procedure.

 

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StockTrac’s Tire Registration Plus Integration

StockTrac’s Tire Registration Plus Integration

 

Setup

**Note – To use the Tiremetrix Tire Registration Plus integration in StockTrac®, you must be at least on version 3.4.0 and subscribed to the Integration Subscription.

To enable the integration, go into the Configuration module from Main Menu, select Shop, Integrations, Miscellaneous, and TireMetrix.

Check the Enabled box and enter the UserName and Password supplied to you. Also, when turning it on for the first time, you will need to click on Register Library and Update Brands.

While you are in Configuration, you also want to make sure that all of your Product Codes for Tires are marked to Require a Serial Number. In Configuration, click on the Product Codes button. You can filter on the Tire Sale Code to find them easier – and check the box under Require Serial # for each one. You can also set one product code properly and then use the Copy function on the bottom of the screen to copy this setting to all tire lines – please call our support line for assistance.

Now we are ready to start using the function in Point of Sale!

 

Instructions

When we add tire parts to the estimate, you can either click on the Serial Numbers box at any time to enter the Dot numbers, or if they are not filled in before the invoice is finished, you will be prompted to enter them.

Once the number is entered, we will connect with Tiremetrix to see if the number is valid and if there are any recalls.

You will then see the status and have the ability to copy that number (Copy to Next button) to the other tires if they all have the same Dot number. The View Status button lets you see the Recall information again, and the Change Brand will allow you to change the brand of the tire if you receive a message back from Tiremetrix that the brand is not valid for the plant code you have entered.

If we find a match for the tire in your inventory file, we can default the Brand (manufacturer) that we find it in into this screen. In the case of the tire being a Custom part – a part not in your inventory file – you will be asked to enter the tire brand.

In the Select Brand window, you will be given a small list of known Plant Brands for the Plant code section of the DOT number you have entered to pick from. There may be a time when the real Brand of the tire is not listed there. For example, this could occur when a manufacturer changes plants they use for production. Simply click on the All Brands button on that screen, and you will now have a list of all Brands to choose from.

**Note – Clicking on the Update Brands button on the Configuration setup screen every so often will keep that list updated on your system as changes occur.

Once all of the Serial Numbers are entered and have a status filled in, you will be allowed to finish your invoice. As soon as the invoice is completed and printed, the registration data is transmitted to Tiremetrix!

An additional feature in Point of Sale is the ability to do a recall check on any Dot number. This can be useful if you want to add this to your courtesy inspection, or have tires in stock that you want to check. Also, customers may have spares that should be checked before installing them on the vehicle. In the Point of Sale module, select Utilities and then Check Tire Recall.

You are now Compliant and registering and checking tires for recalls. What about in the case of a recall that you want to see who this affects? You have full access to the Tire Registration Plus dashboard in the Customers Module. Once in there, select Reports and Tire Registration Plus.

Once in here, you have the ability to search the database of customers you have registered tires for. You also can search by tire or even by Recall NHTSA campaign number.

Additionally, our Search Customer Data function allows you to search for specific DOT/Serial Numbers on invoices. The search will find all numbers that match the beginning – dependent on how many characters you enter. So if you enter “123” for the search, it will find all DOT numbers beginning with “123”.

 

Contact Janco Support at 800.782-5872 (US) or 800.323.5872 (Canada) with questions about this or any other procedure.

 

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