This section is where all of the administrative tasks, program settings are done.
Accounts Receivable Terms
General Ledger
Manufacturers
Hide MSRP
Printer Setup
Web Service
List Maintenance
Finance Charges
Shop Setup
Sales Tax Setup
Dealer Information
Users
Vendors
Register Controls
Setup Customer Pricing
Inventory Count Reset
Change Admin Password
Payment Methods
Accounts Receivable Terms
Here is where you setup the invoice terms, finance charges, discounts for your customers. To enter new terms, click the next line under Code and enter a code, description, and the rest of the options. To add another term, click the next line under the Code column and fill in the information. If you are finished click OK to save and exit, to exit without saving click Cancel.
General Ledger
Here is where your general ledger information is located. There are four tabs here for managing these functions:
Ledger Codes:
This is where you will setup the Income and Expense GL codes for the program. To enter a new GL code, click in the GL code column and enter the number of the account, the description and select a type. To add another GL code, click the next line under GL code, if you are finished click OK to save and exit, to exit without saving click Cancel.
Posting:
Reports:
SP – QB a/c Mapping:
This is where you will map the GL accounts in Softbiz to your existing GL accounts in Quickbooks. For this function to work properly you must have Quickbooks open before proceeding. A list of your Quickbooks and Softbiz GL codes will appear and you can select which accounts to map together for the automatic posting function. Once finished click OK to save and exit, to exit without saving click Cancel.
Manufacturers
Here is where all of the Manufacturer information is listed. You can search for a particular manufacturer by code, name, and any of the other columns you see on the screen. All the Active manufacturer will be listed alphabetically first with the rest of the available but non active manufacturers are displayed after you uncheck the Show Active Manufacturers Only box. To the right of the search box are buttons for the following functions:
Add New Mfr To Dealer List:
If you have a manufacturer that is not listed, click this button to add them. Setting up a new manufacturer is the same as if you are editing an existing manufacturer. All Mfr codes must be three letters only. When you are finished working in the manufacturer, click the Save button to exit saving your changes, to exit without saving click Exit.
Manufacturer Info:
This is where all the basic information for a manufacturer is kept, along with the Partsmart interface code and the default Vendor for parts orders.
Sales Info:
This is where you set the GL codes and the tax category for the manufacturer.
Web Services:
If the manufacturer offers web services for purchase order, product inquiries, new equipment sale registration or warranty claims, the websites will be listed here. To setup this manufacturer for web services, check the uses Web Services box and then click the Add Web Service button and enter code and web address.
Manufacturer Pricing:
This section is where you establish any pricing increases for this particular manufacturer. There are five different ways of increasing prices.
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- MSRP:
This option leaves all prices at the manufacturer listed price. - Fixed Margin Pricing:
This option is for setting a constant profit margin on all parts regardless of price. This will be displayed as the Selling Price in the program. - Use Percent Added to MSRP:
This option adds a percentage to the MSRP for price increases. This will be displayed as the Selling Price in the program. - Multi-Level Percent Added to MSRP:
This option activates the Mfr Pricing Levels section. Here you can set a range of values and the percentage you want to increase MSRP. To save your entries click the Save Changes button, to cancel your changes click the Cancel Changes button. - Multi-Level Amount Added to MSRP:
This option activates the Mfr Pricing Levels section. Here you can set an amount to be added to MSRP over a range of list prices. To save your entries click the Save Changes button, to cancel your changes click the Cancel Changes button.
- MSRP:
Manufacturer Price Updates:
This section is where you will update the pricing from the manufacturer’s price files. Price file updates are downloaded from our FTP server and notifications are sent via email when the new files are available. All updates must be done on your Server at this time. To update a price file, click the Select Price Update File button. If not already there, change to the c:\temp folder in the window. Find the manufacturer file you are updating and open it. Next click the Import Mfr Price File button. When this is done click the Update Current Prices button to update the database. When the update is finished the large box will display an update status and any errors. If you make a mistake and import the incorrect price file into a manufacturer, click the Delete non-stocking items button to remove all non stocking items from the database for this manufacturer code. Once that is finished re-run the correct price file for this manufacturer code to update the prices.
When you are finished working in the manufacturer, click the Save button to exit saving your changes, to exit without saving click Exit.
Edit Selected Mfr:
To edit a manufacturer, Type the name in the Select Mfr field and hit enter. The entry will be highlighted and you can click or hit enter again to open the manufacturer’s information screen.
Manufacturer Info:
This is where all the basic information for a manufacturer is kept, along with the Partsmart interface code and the default Vendor for parts orders.
Sales Info:
This is where you set the GL codes and the tax category for the manufacturer.
Web Services:
If the manufacturer offers web services for purchase order, product inquiries, new equipment sale registration or warranty claims, the websites will be listed here. To setup this manufacturer for web services, check the uses Web Services box and then click the Add Web Service button and enter code and web address.
Manufacturer Pricing:
This section is where you establish any pricing increases for this particular manufacturer. There are five different ways of increasing prices.
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- MSRP:
This option leaves all prices at the manufacturer listed price. - Fixed Margin Pricing:
This option is for setting a constant profit margin on all parts regardless of price. This will be displayed as the Selling Price in the program. - Use Percent Added to MSRP:
This option adds a percentage to the MSRP for price increases. This will be displayed as the Selling Price in the program. - Multi-Level Percent Added to MSRP:
This option activates the Mfr Pricing Levels section. Here you can set a range of values and the percentage you want to increase MSRP. To save your entries click the Save Changes button, to cancel your changes click the Cancel Changes button. - Multi-Level Amount Added to MSRP:
This option activates the Mfr Pricing Levels section. Here you can set an amount to be added to MSRP over a range of list prices. To save your entries click the Save Changes button, to cancel your changes click the Cancel Changes button.
- MSRP:
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Manufacturer Price Updates:
This section is where you will update the pricing from the manufacturer’s price files. Price file updates are downloaded from our FTP server and notifications are sent via email when the new files are available. All updates must be done on your Server at this time. To update a price file, click the Select Price Update File button. If not already there, change to the c:\temp folder in the window. Find the manufacturer file you are updating and open it. Next click the Import Mfr Price File button. When this is done click the Update Current Prices button to update the database. When the update is finished the large box will display an update status and any errors. If you make a mistake and import the incorrect price file into a manufacturer, click the Delete non-stocking items button to remove all non stocking items from the database for this manufacturer code. Once that is finished re-run the correct price file for this manufacturer code to update the prices.
When you are finished working in the manufacturer, click the Save button to exit saving your changes, to exit without saving click Exit.
Close:
Click the Close button to exit the manufacturer screen.
Hide MSRP
This option will remove the MSRP column from the Inventory Activity Center.
Printer Setup
This section is where you choose the different printers and printing options. All of the installed printers will be available in the drop down windows. Select the printer for each type of document that you want to print. To preview a document before printing, check the Preview checkbox next to the document. There are also options for printing a work order label, number of copies of an invoice to print. You also have the ability to use pre printed work order and invoices. You can also adjust the print on the pre printed forms by the lines to be left for pre printed header checkbox. Some documents may need to be adjusted to print correctly. To do this, click the Adjust Printer Settings button.
Adjust Printer Settings:
To change the location of the print on a page, first select the document that needs adjusting. Next choose the area of the print to be moved. Click the Update Printer Settings button to save the changes. When finished, click the Close Window button to exit this screen.
Web Service
This section is where the setup for web communications with any manufacturers is done.
Web Service Setup:
Here you chose the manufacturer, the type of inquiry and also enter the web address. All entries here will be listed on the manufacturer information screen.
Web Service Log:
Any error messages and other communication information will be available here.
List Maintenance
This section is where the drop down lists are used in various parts of the program are maintained. Selecting these allows you to add, edit, or delete items from the lists. To edit a particular list, click on list maintenance and then the entry you want to change.
Customer Types:
This screen is where you will add the different types of Customers that you have. The first step is to select a code. The code is one letter. Be sure to select an unused letter. Once you have selected the code, you will then enter the customer type. (This is what you will see when setting up a new customer record or when you edit an existing customer’s information). Click the Add button to add your entry to the list. To close this window without adding any information, click the Exit button.
Equipment Types:
In this section you can edit the equipment styles available for equipment inventory records. Type in the name for the new style and select a code. The code is a two or three letter designation for the style. For example a Personal Watercraft has a code of PWC. You can use any code you wish as long as it is not used anywhere else in the list. To exit this screen and save your changes, click Save. To exit this screen without saving any changes click Cancel.
Zip Codes:
In this section you can search the existing zip code list and add any missing or newly created zip codes. Click the Add New button to open the Zip Code form and enter the information. Click Save to save the new zip code or click Close to exit this window.
Finance Charges
This section is where you will calculate and assign finance charges on your charge customers. By default all customer accounts are set for finance charges. To remove a customer from being assessed finance charges, open the customer record, go to the Credit/Customer Pricing tab and uncheck the ‘charge this customer finance charges’ checkbox.
Finance Charge Settings:
For you to be able to assign finance charges to your customers, you ‘ll need to fill out the fields for Annual Percentage rate, the minimum amount that will be assessed to the customer, the grace period(if any) and the GL account for the posting reports. To save your settings and exit this screen, click the Save button. To exit without saving, click the Exit button to close the window.
Calculate Finance Charge:
This section is where you will assign the finance charges to your customers. Choose the date that you wish to calculate up to and then click the Calculate Finance Charge button. The program will then calculate the charges for each customer and display them in a list. The list shows the customer, the amount that is past due and the total charge to be assessed. There is a checkbox by each customer name for assigning only certain accounts a finance charge or you may use the Check All button on the bottom left of the window to check all the boxes. If you do not want all of the customers checked, you can use the Uncheck All button to remove any checkmarks. When you have finished, click the Post Finance Charge button and all checked customers will have an invoice created on their account for the amount of the finance charge. To exit without saving any of the charge, click the Close button.
Shop Setup
This section is where all of the Shop management functions are done. Clicking this entry opens the window where you can setup the following functions:
Flat Rate Charges:
This section is where you will add the flat rate jobs for your shop. Flat Rate jobs are for repairs where you know the amount to be charged before the work is performed. To enter a new Flat Rate, Start with the Name field and then add the rest of the columns. To start another entry, click the next blank Name column and repeat the above steps.
Labor Rates:
This section is where you set the hourly labor rates for each type of labor service your shop provides. To enter a new Labor rate, start with the Code column and then add the rest of the columns. One of the rates listed here will be the default labor rate for all work orders and is setup in the Dealer Information screen.
Warranty Conditions Found:
Warranty Conditions Found is an industry specific list that all manufacturers will accept for warranty claim submissions. These cannot be changed.
Warranty Defect Codes:
Warranty Defect Codes is an industry specific list that all manufacturers will accept for warranty claim submissions. These cannot be changed.
Stated Problems:
This section is where you will setup the list of problems a machine is experiencing. This list will be displayed when you click the Stated Problems button while entering a new work order.
Work Requested:
This section is where you will setup the list of requested repairs for a machine. This list will be displayed when you click the Work Requested button while entering a new work order.
Work Completed:
This section is where you will setup the list of repair completed by the mechanic on a machine. This list will be displayed on the labor tab of a work order when the Work Completed button is clicked.
Miscellaneous Charges:
This section is where you will setup the miscellaneous charges used on all work order. This list is displayed on the miscellaneous charges tab in a work order.
Sales Tax Setup
This section is where you will setup the tax amount for each type of item that you sell or a service you provide. At the bottom right there are three buttons for the following functions:
Edit Location:
Here you can add, edit or delete a tax location. The default location is Home and should not be edited. To add a new location, click in the code field. All location codes must be three letters only. To delete a code click the Deletebutton. When finished, click the Save/Exit button to close the window.
Edit Product Type:
Here you can add, edit or delete a type of product. To add a new product, click a blank code line and enter the new code, again using only three letters and a description. To delete a code click the Delete button. When finished, click the Save/Exit button to close the window.
Edit Customer Type:
Here you can add, edit or delete a type of customer. To add a new customer, click a blank code line and enter the new code, again using only three letters and a description. To delete a code click the Delete button. When finished, click the Save/Exit button to close the window.
To edit a tax entry, click the blue underline on the line you want to edit. This will open the Edit Tax Rate window. Here you will see the tax percentages, cutoff amounts and tax levels (if any). To change a tax amount, click in the tax percent field. At the bottom of the screen are there buttons for the following functions:
Delete Tax:
This is where you delete a tax line. Highlight the line to be deleted and then click the Delete button.
Add Tax:
Clicking the Add Tax button will add a second tax line. This is for split level tax amounts, adding a cutoff level or other tax needs. You have two types of additional tax lines, Additive and Absolute. Additive is a percentage tax for a different price range. For example, the first $4999.99 is taxed at 5%, but anything over that amount is taxed at 4% and they are added together to get a total tax amount for each line item on a sale. Absolute is the percentage tax for a set dollar amount. For example, the first $4999.99 is taxed at 5% and anything from $5000.00 to $9999.99 is 4% and anything over is taxed at 3%. Each line item is taxed at it’s absolute amount, rather than the above additive amount for the total sales tax.
Click the Save/Exit button to leave this screen.
Dealer Information
This section is where all of the Dealer information and system wide settings are configured. There are 5 tabs for the following functions:
Company Info:
On this tab is all of the Dealership information. Here you can add a new address, change phone numbers and other company information.
GL Codes:
On this tab is where you set the default gl codes for use in the posting reports. Each line has a drop down box where you can select the correct gl account number.
Defaults:
On this tab is where all of the default settings are configured. Select the correct category from the drop down box for each entry.
Notes:
On this tab is where you can add or edit any notes for the document types listed here.
Settings:
On this tab is where you will find all of system wide settings for some of the optional program settings.
When you are finished making your changes, click the Save button to exit saving your changes. To exit without saving, click Exit.
Users
This section is where you will setup your salesman and mechanics. The active checkbox makes that user a salesman for entering parts sales. The mechanic check box allows that user to enter labor on a work order. A user can be one or both depending on what their job calls for. When you are finished, click the Save button to exit saving your changes. To exit without saving, click Exit.
Vendors
This section is where the Vendor information is located. This list can be sorted by the columns at the top of the window. To add a new Vendor, click the New Vendor button. To close the Vendor list click the Close button on the lower left side of the window.
New Vendor:
This screen is where you enter the information for your chosen vendor. To save the new Vendor record, click the Save button. To exit without saving, click Cancel.
Edit Vendor:
To edit an existing Vendor record, double click the Vendor to open the Vendor Detail screen. Once you are finished making your changes, click the Save button to save and exit. To exit without saving, click Cancel.
Register Controls
This section is where all of the cash register controls are performed. There are four functions for looking at cash drawer information.
View Register:
Here is the report for viewing the total amount of money that should be in the cash drawer as of the moment the report is generated. Use this report to balance your drawer totals with the amount actual money you have in hand. Enter the date range you wish to view. If you are using multiple cash drawers, you can also break down the report by all or individual drawers.
Safe Drop:
If you have a large amount of money in the drawer and need to take it out, select safe drop so the View Register report accounts for the money not being in the drawer at the end of the day.
Starting Drawer:
Here is where you enter the amount of money that is in the cash drawer at the beginning of the day.
Paid Out:
Here is where you record any money that is removed from the cash drawer to pay for items or other charges during the day.
Setup Customer Pricing
This section is where you will set the pricing levels to be assigned to the customers. The default level for all customers is level one. There are eight more levels that can be assigned to a particular customer using three different types of discount structures.
Sell At Selling Price:
Selling price is the price level you established in the manufacturer pricing levels section. Level one is the default discount level for all customers and there are two more levels of discount available here.
Sell At MSRP:
Customers set to this level will buy parts at the manufacturer’s retail price. There are two more discount levels available here.
Sell At Cost:
Customers set to this level will buy parts at dealer cost. There are two more discount levels available here.
To exit this screen and save your changes, click the Save Changes button. To exit without saving any changes, click Cancel Changes.
Inventory Count Reset
This section is where you can reset any of the counts in the count column in the Inventory Activity section. This does not change the inventory quantities.
Change Admin Password
Use this section to change the admin password. Enter the password followed by the new password and then confirm the new password. Click the Save button to exit the screen.
Payment Methods
This section is for setting up methods of payment.
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