Configuration Module Overview
The following is an overview of each function in the StockTrac Configuration module.
This function is used to set which level of security has access to which Employees functions. Level 1 is the highest level of security, and level 5 is the lowest. A person with level 1 security has access to all functions that levels 2 through 5 have.
Company & Miscellaneous
Enter your company name, address, phone, email, franchise (if applicable), and define the logo that will appear on the StockTrac® screens.
Custom Settings (same as Custom Settings button)
The many settings in this program can be used to tailor StockTrac® to your specific needs. For a detailed explanation, see StockTrac® Configuration Module – Custom Settings.
Sale Codes (same as Sale Codes button)
The sale code is a job type classification label. All of the sales reports in StockTrac® will be broken down by sale code. Every part that you sell in your system has to have a sale code attached to it, including labor parts. Sale codes are defined by the user and have additional settings attached to them for labor rates, margins, corporate reporting, shop supplies, and skill level. The jobs on an invoice are also grouped by sale code. If you want to see a type of sale broken apart each day, such as shop supplies, you would want to assign it a unique sale code. This is one of the main building blocks in StockTrac®.
Product Codes (same as Product Codes button)
These are a further breakdown of a sale code. They are assigned to parts to identify what type of part they are. This information usually comes from your suppliers on the parts as a line code type of “identifier”. The NewPrice installation process will add new ones to your system under the sale code you specify. You can also create your own product codes. They are used in places where you want to single out a certain type of part, such as brake pads out of the brake sale code.
This option provides you with the ability to charge the customer for shop supplies on each invoice. You can specify which sale code to report the shop supplies under and a maximum shop supplies total charge. You will see all of your sale codes listed, and you can specify the following information for each code: supplies %, include parts, include labor, minimum job amount, minimum charge and maximum charge.
Four fields (A through D) allow you to define parameters for specific margin percentages and the colors assigned to them. This will give you a visual cue in Point-of-Sale, and it will easily show you whether or not you are meeting specific margin goals.
When you received your StockTrac® software, it came pre-loaded with zip and postal codes. If new codes are added or changed in your customer area, you can use this function to add or change them.
Use this option to create a list of colors that you can use as an additional vehicle description in Point-of-Sale. Colors come pre-loaded with your StockTrac® system, but you can add, change and delete colors here if needed.
Reasons for Replacement (Standard and Extended)
The Reasons for Replacement is where you can define standard and extended reasons that you can choose to be prompted for in Point-of-Sale. You set up the reasons in this application, and then you set up what you want to be prompted for in Configuration, Custom Settings, Prompts Tab.
Shop Name and Address
This screen displays your shop’s name, number, address, and phone numbers. This information can only be changed by Janco Support.
Miscellaneous Shop Info (same as Miscellaneous Shop Info button)
In this program you will see your Janco Account # (which cannot be changed except by Janco Support) and other information, some of which is specific to certain Franchises.
Use this function to manage the different integrations you are using. Note that most of these must be turned on by Janco Support.
Adding additional sales departments will allow you to group your estimates by department. It will also allow you to print reports for a specific department. At the end of the day when you close, all departments are closed as one (the data is not separated by department). Note that the maximum number of departments must be changed by Janco Support.
Use this option to change your shop email configuration and information. This information is used for various applications in StockTrac® and needs to be setup correctly with your email server configuration.
Use this option to assign up to five different security levels. Once passwords are assigned, you can restrict menu options on specific programs to authorized users.
You will see this option only if you are a Tuffy franchise. Information contained here can only be changed by Janco Support.
Use this function to define your Sales Tax Rate for your state or province. You have the ability to have separate tax rates for parts and labor, if that is what your state or province requires. Some Canadian provinces require that tax be calculated on top of their provincial sale tax; you can also define that here. In addition, check the Tax Core field if your state of province requires tax to be charged on the core value of the part.
This function was introduced in version 3.1.3. It allows a tax table to be created that is based off the “cents”, so you only need to define taxes for amounts between 0.00 and 0.99. The dollar tax amount is taken from the standard sales tax rate. Certain states (Florida) and provinces may need to use this feature.
Customer Tax Profiles
Multiple tax profiles may be created and then assigned to your customers. Your shop will have a “default” profile that is taxable. You may also want to add an “exempt” profile for those customers that are not to be taxed.
Part Tax Profiles
Just like with Customer Tax Profiles, you can have multiple tax profiles for your parts and labor. If certain parts are not taxable, you would set up an “exempt” profile and assign it to those parts.
Margin Matrix Profiles – Matrix Setup
Use this function to set up your various Margin Matrixes. For each matrix, you fill out a table with starting cost, ending cost, and the margin you want to make. You then use these tables in the next program below.
Margin Matrix Profiles – Profile Setup
This selection allows you to use the matrixes entered above and create profiles that are then applied to your parts. For example, if you purchase brake, electrical and A/C parts from a local supplier, you can configure your matrices to apply a different margin to each of kind of part you purchase based on the Sale Code of the item. You can even expand it further to include the specific Product Code of an item.
This application lets you define referral sources for customers. This lets you track how they heard about you (word of mouth, mailing, advertisement, etc.). You can also set up what to change a customer’s referral status to when they make a repeat visit.
Define which credit cards you accept in this function. You can also specify the merchant number, whether or not you account for the funds in your bank deposit, the rate, the fee and the processor.
Customer Pricing Profiles
This is where you would set up pricing profiles for customers. For example, a customer may be a family member, and you want them to always get a discount. You would define a profile for that type of customer here.
Documents and Printing
- Estimate – edit the text that will appear on the estimate
- Invoice – edit the text that will appear on the invoice
- Service Request – edit the text that will appear on the service request form
Duplex Printing (can be used if your printer can print in duplex)
- Estimate – enter any text that you would like to print on the back of the estimate
- Invoice – enter any text that you would like to print on the back of the invoice
Service Request Reasons
Use this selection to maintain service request reasons by sale code. You can enter multiple reasons for each sale code. Once you do that, you will be able to pull up those reasons in the Point-of-Sale module when editing an estimate (on the Service Request tab). The reasons will then print on the Service Request form (using the Print button on the Service Request tab).
Return for Service Labels
This program allows you to define what will appear on the service labels and whether you will be prompted to print these labels after estimates, invoices or both. In order to use this function, you must have a Service Label printer defined in Configuration, Workstation, Printers.
Use this function to define the different locations on a vehicle, such as front, right, left, rear, etc. These locations can be accessed from a drop-down list on the Service Request tab in Point-of-Sale.
Workstation Information (same as Workstation Info button)
This function contains several settings specific to the workstation, including type of user (normal or estimating only), sales department, whether or not to use the bay scheduler, form sizes, logo file and number of copies for invoices, estimates, work orders and service requests, and other options.
If you have certain integrations turned on, you need to further define them here for each workstation using each integration. There are settings here for Wrenchead (this setting isn’t used much anymore), Real-Time Labor Guide, Caller ID, AllData Parts & Labor, PayLink, and ChargeItPro.
Printers (same as Printers button)
Define your printers for printing estimates, invoices, reports, labels, service labels, work orders, service requests and inspection forms.