Setting up Email

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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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StockTrac ATD/NTD Tire Integration

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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

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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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Email Set Up

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Email Set Up

 

Overview

An email address is stored in StockTrac® to allow estimates, invoices, statements, etc. to be emailed to customers. If the email or password changes, the information may need to be edited. This document explains where to go to make the changes.

 

Procedure

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

01

Go to Shop, Email Setup.

02

Change the information as necessary. If you need assistance with this process, please contact Janco Support.

 

 

Return for Service Labels (Oil Change Stickers)

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Return for Service Labels (Oil Change Stickers)

 

Overview

StockTrac® allows the ability to print Return for Service Labels. The system will prompt for the labels after printing Estimates, Invoices or both.

 

Defining the Labels

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

01

Select Shop, Documents & Printing, Return for Service Labels from the drop-down menu.

02

Edit and existing label or click the New button.

03

Enter the following information:

  • Name – enter a name for this label
  • Sale Code – select the sale code that will be associated with this label or pick All Sale codes.
  • Label Height/Width – define the size of the label. (The dimensions shown on the screen above are the defaults for the labels and Zebra printer we sell.)
  • Logo Height – enter the height of the logo. This tells the system how far down the page to begin printing text.
  • Prompt for Printing After – choose to prompt for label printing after Estimates, Invoices or both.

After entering the above information, click the Edit Text button.

04

This is where the content of the label is defined. Text can be entered, and the following data fields can also be inserted into the label using the Insert Variable Text button circled on the screen above:

  • Shop Name
  • Shop Address
  • Shop City, State Zip
  • Shop Phone
  • Customer Name
  • Year Make Model
  • Odometer+??
  • Date+??

The Odometer and Date fields have the ability to specify the current odometer reading and date and add a value to it. For example, on the above screen it shows to print the odometer reading plus 3000 miles. The date shows to add 90 days to the date.

Once the label is defined, click X in the upper right-hand corner to exit out of this screen. The system will prompt to save the design; do so. Next Click OK twice to exit out of the Return for Service Labels function.

 

Specifying the Label Printer

Once the label has been created, it is time to specify the label printer. We recommend our Zebra printer and corresponding labels. Labels are available with your franchise logo on it, and we also offer a generic label. For more information, see the following links:

To define the printer, go into the Configuration module if not already there.

05

Click on the Printers button.

06

Select the printer to use for the Service Labels and click OK to continue.

 

Printing the Service Labels

Once the label format is designed and the printer specified, the system will prompt to print the labels after printing either Estimates, Invoices or both, depending what was specified when the label was designed.

The system will check the sale codes used on the ticket, and if a Service Label is specified for that sale code, it will prompt to print the Service Label. A screen similar to the following will display:

07

The labels you are eligible to print (based on sale code) will display. Check the Print? box and then click the Print button.

08

The above images is an example of what the text would look like on the label that was created. There may be a logo pre-printed on the label if the shop is a franchise.

 

 

Continue reading Return for Service Labels (Oil Change Stickers)

Setting Up Referrals

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Setting Up Referrals

 

Overview

Referrals can be used to keep track of different types of customers or see how your customers were referred to you. This article describes how to set up the referrals. Once set up, the referrals can be applied to specific invoices, and then searches and reports can be run based on that information.

 

Instructions

From the main StockTrac® menu, go into the Configuration module. Click on the Shop pull-down menu, and then Referrals.

Window Capture 1

 

The following screen will display:

Window Capture 2

 

Click the Add button to add a new code. The referral entry screen will display:

Window Capture 3

Give the referral a name and click the OK button to save it.

 

Referrals can also be edited and deleted. In addition, there is an Advanced button. Click that and the following screen will display:

Window Capture 4

As the screen states, this option will change all occurrences of one referral to another.

 

 

Using Tax Tables

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Using Tax Tables

 

Overview

If you are using version 3.1.3 or later of StockTrac® Enterprise, you now have the ability to calculate your sales tax based on a Tax Table. This was put into the system based on how Florida uses tax tables. If your state or province uses them, this process may need to be changed based on your calculation method.

 

Procedure

From the Configuration module, go to Shop, Tax Tables to set your table up.

1

The following screen will display:

2

Click on Add to create a new tax table.

3

You can have as many tables set up as needed for your area.

The table is based off of the “cents”, so you only need to define between 0.00 and 0.99. The dollar tax amount is taken from the standard tax rate (in this case 6%). Make sure to name your table, and then your screen will look like the one above. The Cents Range Start will fill in for you starting at 0. You will then put the Cents Range End to be the end of the first bracket. Fill in the Tax amount for that bracket. This will put you on the next line with the start already filled in – continue on until you are at .99.

 

Next go into Shop, Sales Tax Setup (also in the Configuration module).

4

The following screen will display:

5

Make sure your base tax rate is setup, and then click on the drop down under Tax Table to select the tax table that goes with this tax rate.

For example, if a part is $52.35, the tax will be 6% of $52 ($3.12) and then an additional $.03 from the tax table, making the tax total $3.15.

 

 

Adding Gift Card as a Payment Method

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Adding Gift Card as a Payment Method

 

Overview

This document describes how to set up “Gift Card” as a payment method in StockTrac® Enterprise and then use it when finalizing an invoice in Point-of-Sale.

 

Setting Up Gift Card as a Payment Method

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

1

 

From the Shop drop-down menu, go into Credit Cards.

2

 

Click the Add button to create a new payment type.

3

Enter a name, and uncheck the Deposit box. Click OK to save the new payment method.

 

Using Gift Card as a Payment Method in Point-of-Sale

Once the payment method has been added via the Configuration module, it can be used on the Finish tab when finalizing an invoice in Point-of-Sale.

4

Simply select Gift Card from the drop down Payment Detail drop-down menu as shown above.

 

 

Warranty Issuing and Redemption

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Warranty Issuing and Redemption

 

Overview

We have two ways of issuing warranties on parts in StockTrac® Enterprise. You can have the system generate a warranty number for you or you can enter a warranty number for a part. In order for a part to be seen as a warranty item, it needs to have a warranty number associated with it.

You may have one or two lines of parts that you have specific warranty cards for. You would set up the product code for those lines to enter warranty numbers. For other parts that you warranty just as a business practice, you can have the system assign a number for you. This number will begin with “Z” and will be incremented by one each time another one is issued.

**Note – if you are setting up a line to prompt you to enter warranty numbers, it will not prompt you if the part is marked as an outside purchase.

 

Setup

To set this up, go into Configuration and click on the Product Codes button. Highlight the product code that you want to set the warranty terms on. First make your selection for Warranty Term for that product line. Once a warranty term is set, the options box below will enable and the Track Warranty Numbers box will be checked.

If you would like to be able to enter the original warranty information when redeeming a warranty (selling a part as a guaranteed replacement), then check the next box labeled “Prompt for original install info upon redemption”.

For the lines that you choose to have automatic sequential warranty numbers assigned to parts, you would use the Auto-generate warranty numbers option. This can be setup to generate numbers for all parts (set as warrantyable) or just for your buyouts.

If you would like to enter warranty numbers for your on hand parts and auto-generate them for your outside purchase parts, you would select Buyouts Only.

 

Entering the Warranty Numbers

Below is an example showing how both warranty numbers print on the invoice. The first part, UCD-154, was set to enter the warranty number. The second part, AXCD1004, was set to automatically generate a warranty number.

During the invoicing process, you can click on the Warranty button at any time to enter your warranty information.

You can also set the system up to require the warranty information to be entered at different points along the way in the Job Status Requirements screen. If that is set, it will also prompt you for the information at the appropriate times.

 

Redeeming Warranties

Once a part is sold on an invoice and flagged as a warranty part, you have the ability to retire the warranty when it is redeemed for a new part. You would place the replacement part on the customer’s invoice as a Sale Type of Guaranteed Replacement. This will force the selling price to 0.00.

Now, when you are prompted to enter the warranty information, you will see (if you have checked the box in Configuration to Prompt for Original Install info upon redemption) this screen below.  Select the Invoice that the original part was sold on.

The boxes are automatically filled in after selecting the original invoice information.

Once that invoice is finished, the original warranty is now marked as Redeemed and the new part sold is listed as a new warranty item.

If you choose the Redeemed item as an original installation again, you will receive the following prompt to alert you to the fact it has already been redeemed.

The new Warranty Redemption report will show you the information for the parts that were redeemed for any selected time period. (coming soon)

 

 

MyFleetCenter Overview

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MyFleetCenter Overview

 

To turn on MyFleetCenter, you need to be on StockTrac® Enterprise version 3.1.2 or later (your version number can be found in the bottom right-hand corner of the Main Menu Screen).

To turn the feature on, you will need to be have the Integration Subscription. Please contact our Support Department for assistance if you are not yet subscribed.

 

Step 1: Set Up an Account in Accounts Receivable

First, we will need to set up an account in Accounts Receivable that will collect all of our MyFleetCenter charges as a Billing Center. From the Main Menu, go into the Accounts Receivable module.

Click on the Edit Customer Button. Click on the New Button on the next screen to add a new “customer”.

Fill in a minimum of the information highlighted on the next page. Enter a Last Name, set the Customer Type to Billing Center, enter a Phone Number and an Account #. This is your internal account to help manage what has gone to MyFleetCenter. The information you enter and account number you choose is up to you.

 

Step 2: Turn on MyFleetCenter

Now we are ready to turn it on. In the Configuration module, you will need to go to Shop, Integrations, Miscellaneous, and then MyFleetCenter.

You will be taken to MyFleetCenter Setup, and this screen will display.

Check the box to EnableMyFleetCenter. Fill in your Store Number from MyFleetCenter, and make sure that the Base URL: shows what you see on the above screen. Finally, select the A/R account that you set up in the previous step for Billing Center for Charges. Click OK to save the changes.

 

Step 3: Import YourMyFleetCenter Customers

This information will come from a list that MyFleetCenter has prepared for your shop specifically. Go into the Sales Module and select Fleet and Import MyFleetCenter Customers.

If any new customers are found for your shop, this screen will appear.

The top screen will show the first account we have hit. The bottom part of the screen will find the closest match to this customer in your customer data file. Your options are then to Match With This Customer, Create New Fleet Customer, Skip (this customer), or Cancel (the operation).

If you skip on a Fleet Customer, you can come back later and run this again. They will keep reappearing in the list until you do something else with them.

This is the “on demand” way to grab these customers. This operation will also fire off when you are closing your day in case you want to just deal with the new ones each day as you close. If you choose to bypass that, you can hit Cancel and go back and do it through Sales at a later time.

So now we have it turned on, our billing center account set up, and some Fleet customers in our system.

Let’s do a transaction.

 

Step 4: Entering a FleetCenter transaction

Go into Point of Sale, and start a new ticket. You now see the CheckBox labelled “MyFleetCenter Fleets Only” that appears on the Customer Lookup screen.

By checking that box, you will only see customers that are valid MyFleetCenter customers. Select one, and then select the vehicle as you normally would.

You will now see the following screen.

This is where you will enter the information for that Fleet Customer and the specific vehicle they have brought into your shop. Each box outlined in Red indicates a field that needs to have some type of output before you will be able to finish the invoice. You can enter it at any time during the invoicing process, but you will not be able to print until it is complete.

If there are any specific rules for this Fleet, regarding authorizations, information needed, etc., it will appear in the Fleet Rules Box on this screen. It is up to you to ensure that these requirements are met.

After you have entered the information you know at this point, click on Ok and continue on creating your invoice as you wish. At this point, the invoicing process is the same as a standard invoice.

At any time in this process, if you wish to enter more of the Fleet Information, you can click on the Fleet button on the top toolbar to bring this window back up.

When you are done with the invoice and are ready to enter the payment method, you can bill it to the MyFleetCenter account by selecting MyFleetCenter from the payment type list. You can also select other payment methods as needed if the customer is paying cash, check, etc.

As a shortcut, if you are just going to let the charge go to the Billing Center, you can click on Print Invoice at this point, and it will automatically assign that so you do not have to select and apply the payment method. You will see this message as a confirmation – click Yes if ok.

Before it prints, you will see the Fleet Information screen one more time to ensure that everything has been entered correctly. The check box should default to Send to MyFleetCenter so the transaction gets submitted automatically. You can uncheck that box if for some reason you do not want to transmit the invoice. Click OK. Answer the other messages you will normally see when finishing an invoice, and then you will see a final message saying that the invoice is being transmitted.

You have now completed your MyFleetCenter Invoice.

 

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