Custom Settings in Configuration
The custom settings program in the Configuration Module allows you to customize your StockTrac® experience to meet your specific needs. There are two ways to get to this program:
- Configuration Module, Custom Settings button
- Configuration Module, System, Custom Settings
The settings are broken down to five main groups, located on the following tabs:
Required / Suggested
This prompt comes into play on the Add Item tab in the Point-of-Sale module. It allows you to control how and if the program prompts for required and suggested reasons.
- Disabled – The operator will not be prompted for Required/Suggested.
- Required/Suggested Only– Will enable the prompt but doesn’t require a specific reason for either.
- Use Standard Reasons for Replacement– Enables the prompt and requires that you select a standard reason for Required and Suggested.
- Use Standard and Extended Reasons– Enables the prompt and lets you use the normal Suggested/Required reasons as well as customize each inventory part, by Product Code, to the MAP standards of service codes.
Can Bypass Reason
By default the Required/Suggested option will force a prompt for the Reason that a part is required or suggested, i.e. missing, damaged, beyond useful life, etc. By checking this option, entering the reason for replacement can be bypassed.
Print Reasons on Estimate
- Don’t Print – The Reasons for Replacement will not be printed on the estimate.
- Print at Bottom – The Reasons for Replacement will be printed at the bottom of the estimate.
- Print Under Part – The Reasons for Replacement will be printed directly under each part that is associated with a reason.
Print Reasons on Invoice Also
If you want to print the Reasons for Replacement on the invoices as well as the estimate, check this option.
A/R Credit Limit Warning
When you prepare to finish an invoice for an Accounts Receivable customer, StockTrac® checks to see if the amount of the invoice exceeds the available credit balance. The value of this flag determines how the excessive amount is handled.
- No warnings – Credit limit is ignored.
- Enabled – Anyone can override.
- Enabled – Level 1 can override.
Number of Digits to Default
– Phone Numbers
This option lets you define how the telephone prefix, i.e., 312-555-1212, and the area code are inserted automatically for you when filling in the customer information. This option can save keystrokes in those locations that serve basically one area code, or small towns that have only one prefix.
It can be disabled (set to zero), or the number of digits increased to include part or all of the area code and prefix. For example, if it is set to 3, then just area code will be inserted into the field in Point-of-Sale. Whatever setting you choose can be overridden in the Point-of-Sale module.
– Zip / Postal Codes
This setting affects how your zip/postal code is displayed on your Customer Data input screen in Point-of-Sale. Select the number of digits that you would like StockTrac® to insert for you. For example, if your market area is in a small geographic area you could set it to five to include the entire number, or, if in a larger metropolitan area, you could set it to two or three. NOTE: Due to the nature of how Canadian Postal Codes are assigned, this feature may offer limited convenience.
If this box is checked the operator will be prompted for the installed location for each part on the invoice (Left, Front etc.). If you don’t want or need this information on the Invoice, uncheck the box. If the box is checked the part Location will be printed on the invoice. Some states and provinces may require this location information.
Checking this box will enable the prompt for gender, i.e., male or female. This prompt will then appear on your Customer Data screen when in Estimating and Invoicing.
Checking this box will enable the Customer Type prompt, i.e., Residential, Business and Fleet on the Customer Data input screen when you are in Estimating and Invoicing.
If this box is checked, you will have the ability to decline parts on an estimate. When a customer declines a part, or parts, they will still appear on the estimate, but be under a “Declined” heading along with the price, but not included in the total.
Check this box if you want to be prompted for a referral source.
Note: This option must be checked in order to specify its use when setting up your Job Status Requirements in Point-of-Sale. If you select this option, you will also have to setup your referrals in the Sales module.
Part New / Used
If your state or provincial laws require that you disclose whether the part you’re selling is new or used, check this option. It will then be available as an assignable prompt when defining parameters for Job Status Requirements!JumpID(`J02.HLP’,`frmMain.mniStatusRequires’) in Point-of-Sale.
Preview Estimates Before Printing
This option will preview the estimate to the screen in its final form. You will then have the option of printing the document on the printer.
Require Cash Drawer Reconcile
Checking this option will require that, when running the end of day closeout, the operator count the cash/checks in the drawer and complete the daily cash out screen.
Show Declined After Customer Lookup
If this option is checked, a pop-up window will be displayed in Point-of-Sale showing all the declined parts and services on previous estimates for this customer. You will then be able to select those declined items to appear on the new estimate. You will also be able to tag those declined items so you will not be reminded again.
Don’t Show Default Margin Profile
Checking this option will not display the Default Margin Profile in Point-of-Sale. It will only display the margins that you have created.
Warn if Hit Cancel on Estimate
Checking this box will warn the user that if they cancel the estimate, the information will not be saved.
Prompt for Fleet Information
Turning on this option will cause a Fleet box to appear when entering a ticket in Point of Sale. The box allows you to enter such information as the Fleet Company, Purchase Order #, Authorization #, etc. The fleet information process may function differently if you are affiliated with certain franchises.
Warn if No E-Mail Entered on Customer
If you regularly use email as a marketing tool, make sure this box is checked. It will prompt the user to enter an email address if none currently exists.
Check this box if you want to be prompted for an Inspector on the Finish tab in the estimate. You then would go into Point-of-Sale, Setup, Job Status Requirements and change the inspector to be either not required, warned, or required.
Check this box if you want to be prompted for a Counter Person on the Finish tab in the estimate. You then would go into Point-of-Sale, Setup, Job Status Requirements and change the counter person to be either not required, warned, or required.
Member # / Customer ID
Turning this option on with cause a field called “Cust ID” to display on the Edit Customer screen. This is useful for any shop that wants to associate a number with their customers.
Always Overwrite Estimate
Checking this option will always overwrite the old estimate without prompting the user.
Ask if Courtesy Check was Performed
If this item is checked, a prompt saying, “Courtesy Check Performed?” will be present on the Finish tab of the estimate. You then are allowed to select either Unknown, Yes, or No.
Validate Beginning Invoice # and Cash
StockTrac® keeps track of the last invoice number used from the previous day. It can also be set up to prompt for the opening cash in the drawer. This option can be set to respond in the following ways:
- Disabled – Does not check that the next invoice number is valid and does not require the beginning cash amount.
- Enabled – Will always use the next available invoice number when initializing a new day’s business. When initializing a new day, the operator is asked to validate the next invoice number to be used. You also will be prompted for the beginning cash amount.
- Enabled and Warned About Unposted Days – StockTrac® will check for any unposted days and alert you if there are any. It will also ask you to validate the next invoice number, and ask you to select the proper day of the week for this day’s business. You also will be prompted for the beginning cash amount.
Clocking In and Out
- Not Required/No Warning – If this option is selected, anyone can be credited on an estimate/invoice whether they are clocked in or not.
- Employees Must Clock In – If this option is selected, all salespeople and installers must be clocked-in to be assigned to an estimate or invoice.
- Warned If Not Clocked In – Selecting this option will warn the user if they are attempting to assign an un-clocked salesperson or installer to an estimate or invoice, but it can be overridden by the user.
Security Level Protection
In this section, you assign the security level required to do certain functions. Remember that security level 1 has the most access, and level 5 has the lowest. For example, if you only want those employees with high security to perform the function, then select 1. Otherwise, set it to a 2 for the second level (manager level) or 3 for salesmen/installers, etc.
- View Cost – Specify the level of security needed to view the cost on tickets.
- Change Next Invoice Number – Set the level of security needed to change the next available invoice number.
- Sell Below Suggested Price – Specify the level of security needed to sell parts below the suggested price that you have established.
- Unpost Vendor Documents – This setting applies to the Vendor Tracking module. If this option is checked, the user can select “Revert to Open Invoice” on an invoice that has been previously marked as complete. In addition, if this option is checked, the user has the ability to select “Unpost” on a statement that has previously been posted.
- Reverse Invoice – This setting determines the level of security needed to reverse an invoice that has been completed.
- Change Labor Rate on Est/Inv – This setting determines the level of security needed to override the defined labor rate on an estimate or invoice when the document is being created.
- Unclose Periods – This option states the security level that is needed to unclose a period in the Sales module. Once you unclose the period, it is unlocked, so that it can be edited. This feature is protected; if you want to change it, contact Janco support at (800)782-5872 (US) or (800) 323-5372 (Canada).
Accept Post Dated Checks
Post-dated checks are checks that have a negotiable date sometime in the future, and are held for deposit until the check date. Checking this box will allow post-dated checks to be accepted as payment on an Invoice. If this box is left unchecked then StockTrac® will not accept a check date other than today’s date (Accounting Date).
Estimate/Invoice Printing Tab
Clicking on the arrow at the end of this field will display a list of options available when printing prices on declined parts.
- Print Price Each – Will print the price of one item regardless of quantity.
- Don’t Print Prices – Printing of the individual prices is disabled.
- Print Extended Prices – Multiplies the selling price times the quantity.
StockTrac® can print the estimate and invoice in either English or French. Click on the down-arrow at the end of this field to select the language that you want.
Note: Selecting this option only prints the estimate and invoice in the language you select. As of this writing all other screens are only available in English.
Name of Printed Facility #
The Facility # prints on the estimate and the invoice, if there is one defined for your shop (Configuration module, Miscellaneous Shop Info). If you want the label next to the field to read something other than “Facility #”, change it here. You can also blank it out if you do not want a facility number to print on your estimates and invoices.
Print Declined at Estimate/Invoice Bottom
By default, StockTrac® will print declined parts in the part section of the estimate and invoice. By checking one or both of these boxes you can move the printing of the declined items to the bottom portion of one or both documents.
Group Items Into Jobs
When StockTrac® prints the estimate and invoice, it normally prints parts and labor as they were added to the document, i.e. some exhaust parts, and then brake items, and maybe more exhaust items.
If this option is checked, then StockTrac® will group and subtotal your brakes separate from exhaust, etc. Note: Selecting this option will create a longer printed document as it will group each type of service and provide subtotals for them.
Combine Required / Suggested
By default, StockTrac® will break down the parts on the estimate and provide you with separate totals for the required and suggested parts. Checking this option will turn off this function and consolidate the required and suggested parts into a single total.
Print Package Total Only
Checking this box will print the $ total of the package you have selected and not the individual price of each part within that package. If left unchecked, the price for each part will be calculated (determined by the total package price) and will be printed on the estimate and/or invoice.
Note: Some states and provinces may require that each part within a package be printed on the estimate and invoice forms. Check your applicable state or provincial requirements before selecting this option as you may be subject to fines and/or penalties for non-compliance.
Print Estimate Total on Invoice
Checking this option will print the amount of the latest estimate on the bottom of the invoice. Some states and/or province laws may require that this option be checked.
Allow Estimate Quick Prints
Selecting this option gives you a “Quick Print Estimate” button under “More Options” when editing an invoice. Allowing this feature gives you the ability to eliminate a couple of clicks when printing estimates.
Print Discount on Separate Line
Printing the item(s) discount on a separate line offers more detail about the discount. For example, if you are selling 4 items for the price of 3, printing the discount will provide more information to the customer.
Print Labor on Separate Line
Checking this option will change the output format of each detail item, showing the retail price each, selling price and the extended amount. Labor items will have their own line on the invoice/ estimate. If this option is unchecked, Labor will always be included on the same line as the part when printed on the invoice and estimate.
Print Labor Times as Flat Amounts
By default, StockTrac® will print labor showing the shop rate per hour times the number of hours. For example, if the labor time was 1.5 hours, and the shop rate is $50 per hour the quantity would be printed as 1.5, $50 would be printed in the labor column, and $75 would be printed in the extended column. Using the same example, if this option was selected, labor would be printed as follows; 1 on the quantity column, $75 in the labor column and $75 in the extended column.
Use Plain Text Disclaimers
Checking this option will cause the invoice and estimate disclaimers to be printed in regular non-proportional text without special editing features such as bold face, underlining, etc. (also known as RTF text format). Note that disclaimers can only be used in conjunction with the Plain-Paper option.
Print DOT/Serial Numbers on Invoice
Select this option if you want to be able to print serial numbers on your invoices. To print serial numbers for an item, do the following:
- Turn this flag on.
- Make sure that the item that you want to add a serial number to needs is assigned to a product code that has “Require Serial #” checked.
- Add the item to the estimate.
- Click the Serial Numbers button while editing the estimate, and enter the serial number.
Print Shop Supplies with Each Job
Selecting this option will cause shop supplies to be listed both by job (sale code) and at the bottom of the estimate and invoice. If this option is not checked, shop supplies will just be shown as a total at the bottom of the estimate or invoice. Shop supplies are defined by going to Configuration, System, Shop Supplies.
Print Warranty Bar Codes
These check boxes for Invoices and Labels provide you the option of printing, or not printing part number bar codes on either the Invoice or warranty Label.
Plain Paper Font Sizes
Plain Paper Font Sizes
The font size can be set for the following items that print on estimates and invoices:
- Shop Name
- Shop Address
- Cust. Info
The Reset Button can be used to reset the font sizes to the defaults provided by StockTrac®.
If you are using warranty labels, you can select from one of the following:
- Small (15/16 x 3-1/2) (the standard fanfold, pin-feed labels)
- Large with customer signature
- DYMO label (2 5/16” x 4”)
Estimate Hold Days
This is the number of days you can assign to keep your estimates on record so you can retrieve them. If your shop quotes that the estimate is only good for 30 or 90 days, then change this value accordingly. Keep in mind that higher values can cause your system to run slower. The maximum allowed value is 999 days.
Name of HazMat 1 and Hazmat 2
The default description of HazMat1 and Hazmat2 is HazMat/Excise and HazMat 2, respectively. Due to various state/provincial regulations this description may have to be changed. These two fifteen-character fields normally refer to disposing of batteries, waste fuel, used tires, etc. To change them, just type in the description you want to appear on estimates and invoices (for example, “Disposal Fee”).
Default Part Number on Custom Parts
When selling non-inventory (custom) parts in Point-of-Sale, this will be the default description that will be used. You can, of course, change the custom part description to be more descriptive, but you may save time by entering your default description in this field. You can either leave it CUSTOM, or change it to any 16-character description such as Non-Stock, Outside, etc.
Include Labor in Margins
If you want your labor income reflected in your gross profit margins, check this box. If you don’t want your labor income included in your gross profit margin percentages, leave this box unchecked.
Include Core in Margins
If you want your core values to be reflected in your gross profit margins, check this box. If you don’t want your core values included in your gross profit margin percentages, leave this box unchecked.
Part Usage Includes Transfers
If this option is checked, transfers of parts to other shops will be counted as usage at the shop doing the transfers. If you utilize a Hub Computer that does ordering for multiple shops, then this option should be left un-checked.
Checking this option will automatically increment your usage histories when a part is transferred out to another shop. If this shop is used like a small “feeder warehouse” for your other shops for normally non-stocking items, then you may want to increment your usage so that you have adequate inventories to supply them.
Guarantee Cost To Cost of Sales
If this option is checked, the cost of guaranteed parts is reflected in the Total Cost of Guaranteed column, and itis also added to the Day/Week/Month cost of goods for margin purposes.
This will cause the margin in Sales/Cost to be understated but may be preferable to having it be overstated when the cost of a guaranteed part is not included. Either way the cost figures should be adjusted when credit is allowed.
If this option is unchecked, the cost of guaranteed parts is only reflected in the Total Cost of Guaranteed column. It does not add to the Day/Week/Month cost of goods for margin purposes.
Note: If a part is sold for zero dollars, and is not guaranteed, the cost of the part is accumulated in the Cost of Free field. It is also included in the Cost of Goods for margin purposes.
Increment Core Usage
Checking this option will cause the core-on-hand to be incremented when a part with a core is sold. The core-on-hand will be incremented by the number of parts sold. Disable this option by un-checking the box to ignore the core-on-hand.
Include Price on Catalog Print
If this option is checked, the prices will be printed on the form along with the parts. If this option is not checked and the catalog page is printed at estimate time, the prices will not be printed.
Print Catalog on Estimate
Checking this option will print catalog information such as bend cards, brake specifications, and vehicle information on the estimate. This option is convenient for workstations that are located in the bay areas, as the technicians can use this as a worksheet.
Consolidate A/R at Hub
Checking this box will consolidate Accounts Receivable from all remote shops at the Hub. This option will automatically combine all A/R accounts from all the shops into a common file. After daily transactions are posted, this common file is then transmitted back to all the remote shops. Account consolidation allows customer information to be shared among all the shops, permitting a customer to charge and/or make payments at any of the company’s locations.
Note: Since changing this flag requires a certain amount of setup and configuration, it can only be changed while in Janco’s X Security Level. Call Janco Technical Support for assistance.
This Location Prints Statements
If your installation is for a single stand-alone shop, it is not necessary to check this flag. However, if you are using the Accounts Receivable for multiple shops, StockTrac® needs to know which location will be printing the monthly Accounts Receivable statements.
If the Hub location prints statements it must print them for either all shops, or none of the shops. If the Hub doesn’t print statements, each of the remote shops must have this option checked.
Show Tech Pay when Adding Part
Checking this option will show the amount of pay (based on the commission configuration for the employee) within the Add Part dialog box when adding a part.
Tech Pay Equals Labor Charge
Checking this option will override the flat-rate labor you have setup for the technician with the actual amount of labor attached to the part or the labor charge added to the Invoice. This does not apply to a guaranteed part.
Print Employee Times in 10ths
Selecting this option will print the Employee Times on the Time/Work Calculation Report in tenths of hours. Leaving this option unchecked will print the times in minutes.
Copy Next Week Sched. to Time Clock on Week Close
Check this option if you would like to have next week’s schedule in the Employee’s module copied to the time clock when you close a week in the Sales module. This is useful if you do not want your employees to have to manually clock in and out each day. Remember that adjustments to this time can always be made in the Employee module.
Use Rewards Program
Click this option if you would like to use the Rewards (Loyalty) program. For more information on the program, refer to the documentation regarding how the program works and how you and your customers can benefit from it.
Remote Inventory Is Used
This option should be un-checked on the remote shop if it is not using the remote inventory function in StockTrac®. If the remote shop is using this feature, then make sure this option is checked.
When this option is checked, a prompt will appear during estimating and invoicing so you can check the availability of parts at other stores. If this option is checked, StockTrac® assumes that the REMOTEXX.DAT file is being sent to the remote shops from the Hub on a regular basis.
Follow Up Enabled
If this option is checked, StockTrac® will analyze sale codes and services that you have established using the “Future Service” assignments and prompt you in Point-of-Sale for the pre-defined Follow-Up.
Future Service is an option in the Customers module that you use to set up descriptions of the type of future service you would like to assign to each invoice. After these assignments are posted to the invoice at the end of the day, StockTrac® will be able to generate cards or labels so direct mail can be sent to your customers to bring them back into the shop. These card descriptions as well as the text assigned to each one can be edited.
You can set up as many as you like to be automatic, based on the type of service rendered at the time of the invoice. For example, you may want to assign a free brake inspection six months after you do brake work on those invoices having brake sale code items equal to or over $100.00. By setting up an automatic assignment here and then selecting it at invoice time, StockTrac® will make a note to send a follow up card or letter six months later.
Un-checking this option disables the Future Service feature.
Highlight Last 8 VIN Digits
Checking this box will make the last 8 characters in the VIN be highlighted. Use this to more easily see these numbers if your supplier requests the last 8 digits of the VIN when placing an order.
Clear Negative Qtys
Checking this box will zero out any negative quantity-on-hand values in the inventory files. There are several reasons that a part’s quantity-on-hand could go negative: you sell two when the computer said you only had one; you sell two of a part on the same invoice, and there is only one on-hand, and the second one is a buy out; if a part is transferred in from another shop, and a transfer-in invoice is not done prior to printing the customer’s invoice; or if a pipe with a zero quantity-on-hand is sold, but it is bent.
Checking this box will always zero out negative quantities when you perform your daily close- out, which “fixes” your negative inventory problem. This can create other problems, however. For example, if you routinely “rob” the order for parts for jobs during the day before posting the order, and then you post your order after zeroing out your negative quantities, you will have more quantity-on-hand that you really have for those parts.
If you are concerned with proper inventory procedures (transfers in and out, buy outs, etc.), you should leave this box unchecked.
Use Huth Bend Cards
Check this option if you utilize Huth Bending Cards (diagrams) to assist in bending pipe. If you turn this option on, you will be able to pull up diagrams of the exhaust piece in Inventory and Point of Sale for an item. You also must have a data file installed to use this option. This option isn’t used very often, as now most shops do not do their own pipe bending.
-Do not default, set when placing order
-Default when 0 on-hand, set when placing order
-Do not default, do not set when placing order.
StockTrac® classifies a Buyout as a part that is sold with a zero quantity-on-hand, sometimes referred to as an Outside Purchase. There are different ways that buyouts can be handled:
Revert outsides to regular when on hand – If a part on an Estimate was out of stock at the time the Estimate was prepared, the part would be considered a Buyout. When the Estimate is retrieved, and the part is now in stock, StockTrac® will automatically change the Sale Type of this part from Outside Purchase to a Regular sale.
Sale type not automatically changed – If a part on an Estimate is now in stock when the Estimate is retrieved, the Sale Type will be left as an Outside Purchase.
Prompt to change outsides when on hand – This is similar to the Revert option, except StockTrac® will ask you if you want to change the Sale Type to Regular.
Always prompt to change outsides – StockTrac® will always ask you if you want to change the Sale Type regardless if the part is in stock or not.
Default HotShot Posting (“Inventory” or “Estimate”)
When you go to order a part marked for buyout in the Point-of-Sale module (using the order button on the items tab), select your vendor and ordering type (nexpart, IAP, outside, etc.). The item will then be available for online sending. After that is done, the order goes into the state “On Delivery”. From here, you just post it. But before you do that, you’ll see that you have an option on the part declaring where it will be posted to. For buyouts, you usually want to have it post to the estimate. Some people prefer to have it post to inventory, and then they will use the now on hand part and sell the part regularly. It’s a matter of preference.
Default Order Code (“Automatic”, “SemiAutomatic” or “Manual)
Order codes are used in inventory. Automatic sets a part for automatic ordering, which is solely based on the part’s selling history in this shop. Semi-Automatic allows you to state a value that a certain part would always need to be at. For example, if it’s set to 4 and you sell 3, StockTrac® will order 3 to get back to 4 the next time you generate an order. Manual simply says order 5 parts each time I generate an order. Many shops set this to Automatic.
Next PO Number
This is the next purchase order number that will be generated by the system on an inventory order. Orders can be created in both Point-of-Sale and in Inventory. For orders generated in Point-of-Sale, there is also a flag that allows the estimate number to be used as the PO number (see prompt below).
Require Buyout Entry Before Posting
Checking this option will force the user to enter the supplier name and the cost for those outside purchases that have no cost. If this option is not checked, the user will still have the opportunity to enter this information, but will have to manually select the option. It will not be forced upon you.
Ask to Reset Cost When Switching From Buyout
When checked, it will prompt you at Point of Sale time if you want to change the cost price if you are switching from a Buyout to a Regular sale.
Default File Cost On Buyouts
When this option is checked, StockTrac® will pull the cost figures for a part from the inventory file. StockTrac® will then use the cost price in the inventory file for computing gross profit margins.
When this option is unchecked, it requires valid input when prompted for cost on an outside purchase of a part that is in your inventory file.
Use Estimate Number for PO Number
If you check this box then anytime you are prompted for a PO (Purchase Order) number, i.e. online hot shot parts ordering, etc., the Estimate number will be used as the default PO number.
Do Not Prompt for Backorder
This prompt is typically left unchecked. However, if checked, it will cause the system to not warn you if an item is to go on backorder.
Enable StockTrac® Warehouse Ordering
This option comes into play if you have a multi-shop setup. If that were the case, the shops would turn this on to allow ordering from the warehouse. Contact Janco support before changing this field.
This Location is a Warehouse
You would check this box if you are the warehouse in a multi-shop setup. However, please contact Janco support before changing this field, as it will completely change the Point-of-Sale setup. The following three fields are available if this option is checked:
–New Order Estimate Status – allows you to pick the default status of the estimate
–Notify Wrk When Orders Arrive – specify which workstation is notified when orders are placed
–Pick List Printer – choose which printer to print your picking lists on