Getting Started With StockTrac® Enterprise

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Getting Started With StockTrac Enterprise

 

Welcome to StockTrac® Enterprise. This document will explain the estimating and invoicing process and how to get started using the software. To begin, double-click on the Enterprise icon on the desktop.

Enter the default password (DEMO11) and click OK to continue.

Click on the Point-Of-Sale option.

This above screen may come up next (depending on the system settings). Enter the following information:

Next Invoice # – If using plain paper for Estimating or Invoicing, Enterprise will create the numbering sequence. Confirm this number is correct.

Beginning Cash – Enter the beginning cash in the drawer.

Once the data on the above screen has been entered, click OK.

 

Preparing an Estimate

The estimate is started by collecting customer data.

It’s important that all the customer information is entered accurately. This ensures that the marketing features within StockTrac® can be used down the road.

There are a couple of ways to begin an estimate. The first way is by clicking on the icon at the far left top of the screen entitled New Ticket.

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New tickets can also be added by navigating to Documents and then New Ticket, as shown on the following screen.

As with previous versions of StockTrac®, the system will prompt to search for the customer in the database. This will help eliminate duplicate customer records.

The default search is by Last Name, First Name.  This can be changed by clicking the down arrow in the Search By field and changing to another method.

After typing part of the last name, the rest of the field will be filled in with the first match in the customer file. Arrow down to the appropriate customer record and double-click on it. Alternatively, highlight the selection by clicking on it, and then press the Enter key or click OK to make the selection.

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If the customer does not display after typing in the whole name, the customer is not yet on file. Click New to add them into the database.

(Note: When typing in the customer nameclicking the OK button or pressing the Enter key will be choosing the record that is highlighted. This holds true even if the name typed does not match exactly. This makes it much harder to duplicate records.)

Clicking the New button will bring up the Edit Customer screen. At a minimum, fill in a last name and a phone number. As much information should be filled in as possible, however, for completeness. Pressing the Tab key will navigate to the next field on the screen.

After the appropriate fields are filled in, click OK.

Next the system will prompt for vehicle information on the Vehicle Lookup screen. There are two ways in which the vehicle can be obtained.

The first method is by typing in the year, make and model of the vehicle and selecting the engine type. Start typing and then arrow down to the desired selection for each of the fields.

Once the vehicle is located, click OK.

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Enter any of the other vehicle information that is available. Press the Tab key to move through the fields. After entering the data, click on the OK button to accept the vehicle.

The second, and fastest way to select a vehicle is by doing a Plate or VIN Lookup.

Click the Plate/VIN Lookup button shown on the above screen.

Enter the Plate and State of the vehicle, and click the Find button.  (The ability to look up a vehicle by plate is only available if the Integration Subscription and the CarFax QuickVIN are turned on.)

The vehicle information will be displayed. There is also a similar lookup by VIN  (The option to lookup by VIN is available even if you don’t have the Integration Subscription. However, the Carfax terms and conditions have to be agreed to.)

Click OK to select the vehicle.

If the customer information needs to be changed at any point during the Estimate/Invoice process, click the Edit Customer button while viewing the ticket.

If there are notes on the customer or vehicle, the Customer Notes button and/or the Vehicle Notes button will be flashing red.

By clicking on Customer History, a list of every invoice that customer has in the system will display. Clicking on Vehicle History will show just that vehicle’s history.

 

Catalog Entry of Parts

After the customer information is filled in and the vehicle selected, the parts that are going to be used on this vehicle need to be looked up. In this example, “Standard Catalogs” are going to be used to locate parts.

Select Standard Catalogs in the drop-down near the top right of the screen and click GO. The following screen will display, provided the vehicle has a valid AAIA or ACES number.

This screen shows the categories and subcategories of parts that are available for the vehicle. Pick a category and one or more subcategories and click Search.

Click the Add box next to the part(s) that are to be added to the estimate. Note: If the parts are not in inventory, N/A will show for the retail price and labor. Click the X at the upper right corner of the screen to close the window and proceed to the Add Catalog Part screen.

The fields in red must be entered (Sale Code and Product Code).

In addition, a Cost and a Selling Price should be entered.

Enter any other additional information, and then click OK.  The item will be added to the estimate. It will also be added into the Inventory file if the Add Part flag is checked for the standard catalog that was selected. (See Point of Sale, Setup, Integrations, Standard Catalogs).

 

Manual Entry of Parts That Are in Inventory

Parts can also be entered manually without using a catalog.

To do this, click on the Items tab while in the estimate.

Then click the Add Part button near the bottom of the screen to get into the Add Parts screen.

Select the Category of the part and then either manually type in the entire Part Number or use the search icon to search for the part.

Information will be filled in based on what is in the inventory file. Add or change data as needed.

When all information is entered, click OK to add this part to the estimate.

 

Manual Entry of Parts That are Not in Inventory

Parts that are not in inventory can also be added to estimates; this is called a Custom Part. When adding a custom part, there are more fields to fill out. To add a custom part, click Add Part while on the Items tab of the estimate.

The Category for a custom part must be I = Custom. Enter a Part Number, Description, Sale Code, Product Code, Cost and Selling Price. Enter any additional information if desired.

When done entering data, click OK to add the part to the estimate. The custom part will NOT be saved in the Inventory file.

 

Adding Labor to an Invoice or Estimate

When adding labor, it can either be added to a part or added as a separate line item.

To add labor directly to a part, use the Labor field on the Add/Edit Part screen and choose either Time or Flat.

If choosing Time, enter the number of Hours and the Skill Level. The system will multiply the hours entered by the labor rate for that skill level for the Sale Code assigned to the part. (To see the rates for the Sale Code, go to Configuration, System, Sale Codes.)

Choosing Flat will prompt for a flat dollar amount.

When adding labor as a line item, go to the Items tab and click the Add Labor button at the bottom of the screen.

The Add Labor screen will display, which is similar to the Add Part screen.

Enter the fields in red (Product Code and Sale Code). It is important to remember to pick the correct codes here so that this item can be tracked properly .

In the example above, labor is being entered as a flat charge of $120.00. Click OK to save this to the estimate.

 

Finishing the Estimate

StockTrac® Enterprise offers the ability to set up Job Status Requirements. This will define what information is required to be entered at each step of the estimating and invoicing process.

Job Status Requirements are accessed via Point-Of-Sale, Setup and then Job Status Requirements.

To use this screen, look across the top to see the various document types. Next look at the column below for the requirements for each document.

For example, in order to finish an Estimate, the Customer, Vehicle, Odometer In and Sales Person must be filled in before the document can be saved as an Estimate. The system will warned about any of the fields marked “Warned”, but these can be bypassed at the time of saving the document.

To complete the Estimate, click on the Print Estimate option at the bottom of the Estimate screen.

Note that if a paper copy is not needed, select Save Estimate instead.

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Next pick a status for your estimate and click OK.

Regarding estimate statuses, custom status labels can be created and applied to saved estimates.

To define the custom statuses, go to Point-of-Sale, Setup and then Estimate Status.

Certain statuses (Quick Quote, Estimate, Work Order, Complete and Billed Out) are pre-defined and cannot be changed.

 

Retrieving an Estimate

Retrieving an estimate can be done one of two ways.

From the Daily Work Log (shown above), click on either Today’s Estimates or All Estimates and scroll to find the estimate.

Alternatively, click on the Find Ticket icon while on either the Today’s Estimates or All Estimates tab.

In the Find By drop down field, select whether to retrieve the estimate by Number, Name, Phone Number, Vehicle, Plate or Date.

After choosing one of these options, fill in the appropriate data. The system will then find the closest match to whatever was typed in. Once the desired estimate is located, doubleclick on it or press Enter.

Once the estimate is selected, the Items on the Estimate screen can be edited if needed and/or parts can be declined that were not authorized by the customer.

 

Finishing the Invoice from an Estimate

After the estimate is retrieved, more information needs to be entered before the estimate can become an invoice. For example, the technician data needs to be entered. To do this, click on the Jobs tab at the top of the Estimate screen.

As shown on the above screen, up to four Technicians can be selected for each job on the ticket.

Click in the box and type in the employee’s number, or click the down arrow for a list of all employees and select the one to assign to the job(s).

Note that there must be at least one technician assigned to each job.

Next click on the Finish tab.

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Before the invoice can be printed, the system needs to know how the customer is paying for the work. Select the appropriate payment method under Payment Detail, as shown above. If the customer is paying for the invoice with one payment method, leave the full balance in the Amount field and click Apply. The amount can be changed if the customer is using more than one payment method (i.e., part cash and part credit card).

Once the payment has been recorded, click on the Print Invoice button.

Accept the Estimate Status of Completed and click OK. If any information is missing on the invoice, the system will require the information to be entered before the invoice will print.

 

Retrieving an Archived Invoice

Past invoices can be looked up a couple of ways. The first way is by going to the All Invoices tab from the Daily Work Log and scrolling down to find the specific invoice. The All Invoices tab shows all invoices that have been created in StockTrac®.

Another way of looking up invoices is to click the Find Ticket button when on the All Invoices tab. Doing this will bring up the Find Archived Invoice screen.

Select the search method (Number, Name, Phone, Vehicle, Plate or Date), and enter the corresponding search criteria. Click OK to perform the search.

Once the desired invoice is located, double-click it or highlight it and click Select. The invoice will be displayed on the screen.

 

Entering a Charge Invoice

StockTrac® has the ability to allow specific customers to pay for their invoices over time. Customer of this type are referred to as “charge” or “Accounts Receivable” customers. To allow a customer to charge their invoices, they must be assigned an account number.

To assign the account number, click Edit Customer while the estimate is displayed on the screen.

Click the Edit A/R button.

In order to activate this customer’s charge account, enter an Account #. This field can consist of both numbers and letters, and can be made up of anything, such as the customer’s phone number or a combination of their last and first name.

Type in an account number and click OK. Click OK again on the Edit Customer screen.

This customer has now been added into Accounts Receivable. In order to complete this ticket, go to the Finish screen and select Charge for the payment method, as shown on the following screen.

The Charge payment method will only display for Accounts Receivable customers. Select that method, apply the full amount of the invoice, and finish the invoice as described previously in this document.

 

ROA – Entering a Received on Account Invoice

Once Accounts Receivable customers have been set up, the payments they make on their outstanding balance need to be accounted for in StockTrac®.

To record a payment, create a new ticket in Point-of-Sale. Select the customer that is paying on their bill. A vehicle does NOT need to be added to this type of ticket (just click Cancel when the Vehicle Lookup screen displays).

Next click on the Items tab.

Click on Add Part.

Enter ROA (Received On Account) for the Part Number. The Selling Price will be the amount of the payment.  Click OK. If the customer has a balance on their account, the following screen will display:

Click Yes. The system will then ask which invoices are related to the payment.

All charges the customer has on their account will be listed. If the Auto Apply button is clicked, the system will automatically apply the payment starting with the oldest invoice first. The amount to apply to each invoice can also be manually entered. Once the amounts are entered, click OK. The invoice can then be finished like a regular ticket.

 

POA – Using Money from the Drawer for Expenses

The process for entering a POA is similar to entering a ROA. A POA is used when money is taken out of the cash drawer. An existing customer can be used, or a new customer can be created. It is recommended that the name of the customer matches the reason the money is being taken out of the drawer (i.e., Pizza for Employees).

To record a POA, create a new ticket in Point-of-Sale. Select the customer that relates to the reason money is being taken out of the drawer. A vehicle does NOT need to be added to this type of ticket (just click Cancel when the Vehicle Lookup screen displays).

Next click on the Items tab.

Click on Add Part.

Enter POA for the Part Number. The Selling Price will be the amount of the payment.

Click OK. Finally, finish the invoice as normal with a payment type of Cash.

 

Reversing an Invoice

There are times when an invoice will need to be reversed. Perhaps the wrong part was entered or the wrong payment method was indicated. The reversal process is very simple. First retrieve the invoice (as described earlier in this document).

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Once the invoice has been selected, click on the More Options button on the far right of the screen and select Reverse Invoice.

Click Yes to reverse the invoice.

StockTrac® will then print out the reversal ticket. After the reversal ticket has been printed, the system will return to the invoice so that any necessary changes can be made. The invoice can then be re-finished if needed.

 

Taking and Applying a Deposit

StockTrac® allows the ability to accept deposits on estimates. In order to take a deposit, the estimate must have been saved previously.

To begin, retrieve the estimate that the deposit will be applied to. (Retrieving saved estimates was covered earlier in this document.)

On the right of the screen is a button entitled More Options. Click on that, and then select Take Deposit.

The Take Deposit screen will display.

Under the Payment Detail section, enter the method of payment and the amount, and then click the Apply button.

Next click on Print & Save. This will create a deposit invoice, which can be viewed under the “Today’s Invoices” tab.

 

When the customer comes back to finish paying off the estimate, this deposit will need to be applied to the estimate. Retrieve the estimate once again and click on the Finish tab.

Click on the drop down menu next to payment method and select Deposit.

This screen will show the deposits taken on this estimate. Highlight the desired deposit and click OK. Next record the customer’s additional payment methods and finish the invoice as usual.

NOTE: All deposits that have been taken on estimates and not invoiced out can be found by going to Point-of-Sale, Documents, View Deposits.

 

Guaranteed Replacement Part on an Estimate/Invoice

A guaranteed replacement part is one that is added to the invoice because it is warrantied and needs to be replaced. To mark a part as guaranteed, retrieve the estimate, and go to the Add Part or Edit Part screen.

For the Sale Type, choose Guaranteed Replacement. This will automatically change the selling price to zero.

This part will be counted in the Cost of Sales if the flag Guarantee Cost to Cost of Sales is checked (see Configuration, Custom Settings, Miscellaneous tab).

Once the part is set to Guaranteed Replacement, the invoice would be finished as normal.

Note that in order for a part to be marked this way in Point-of-Sale, the product code for this part has to be set up with a Warranty Term (see Configuration, Product Codes).

 

Closing of Periods – Choosing Reports

The reports that will be printed or emailed automatically when a period is closed need to be defined as part of the initial setup of StockTrac®. To do this, go to the Sales Module. Next click Setup and then Reports.

This is the Report Setup grid. The periods are listed at the top of the screen, and the reports are listed on the left.

Put a number in the corresponding box to indicate the number of copies of that report to be printed or emailed when that period is closed. Click OK to continue.

The following reports can be selected:

Aged Receivables Detail Exempt Sales Recap Post-Dated Checks
Aged Receivables Summary Flat Rate Detail Referral
Buyout Detail Gross Payroll Retail Sales Deposit Credit Card
Cash Drawer Reconciliation Installer Salesperson ROA POA MCR
Commissions Averages Inventory Audit Sales Cost Spreadsheet
Committed Parts Invoice Detail Shop Transfer
Counter Sales Summary Invoice Exception Summary Backout
Credit Card Item Detail Listing Tax Audit Detail
Custom Item and Buyout Margin Analysis Tech Proficiency
Declined Parts and Services Negative Quantity On Hand Time Clock
Detailed Backout Net Revenue Total Value of Inventory
Detailed Sales Cost Spreadsheet Part Serial Numbers Vendor Detail
Discount Coupon Parts Usage Zip Code

These values can be changed any time.

 

Closing a Period (Day, Week, Month or Year)

Close Period is done every business day, at the end of every week, at the end of every month, and at the end of every year. This should be done on the server, and all workstations, including the server, should be out of all other StockTrac® modules before proceeding.

To run this function, go into the Sales Module. Next either click the Close Period button or click Close Period, Close Period from the drop-down menu. In this example, the day is being closed.

The Posting Status screen will display showing a calendar for the current month.

The days in red are unclosed. If a day is closed, there will be a purple line through it.

Set the period to be closed to Day and click on the day to be closed in the calendar. Next click the Print/Close Day button.

If buyout or cash drawer information needs to be entered, those buttons will be red. The information will then have to be entered before the day can be posted.

Next a screen will display asking to preview the reports or send them to the printer.

If Preview is selected, click through the reports using the arrow buttons at the top of the report page. To obtain a paper copy of the reports, click the Printer icon at the top left of the screen.

After reviewing and printing the reports, click the Close button at the top right side of the screen.

The system will then prompt to close the period.

Click Yes to close the period and post the data.

 

The procedure for End of Week, End of Month, and End of Year are the same as End of Day. Also remember that when closing the year, all Year-to-Date figures will be reset.

 

This concludes the getting started tutorial. 

 

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