Parts Manager - Reporting TRAINING WORKBOOK

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Stephanie Bishop
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1 Parts Manager - Reporting TRAINING WORKBOOK Daily Reports... 2 Inventory Invoice Report... 2 Work Order Sales Margin Report... 3 Balancing the Daily Cash Till (Parts)... 4 Weekly Reports... 5 Inventory Low Stock Report... 5 Automatically Reordering Inventory (Auto Reorder)... 6 Back Order Aging Report... 7 Labour and Part Sales Report... 8 Monthly Reports... 9 Inventory Aging Report... 9 Inventory History Report Inventory/Accounting Balance Report Parts Exceptions Report Missing Prices Report Reporting on Special Orders Notes Appendix A Report Samples Inventory Invoice Report Work Order Sales Margin Report Inventory Low Stock Report Auto Reorder All Inventory Inventory Special Orders Report Back Order Aging Report Labour and Part Sales Report Inventory Aging Report Inventory History Report Inventory/Accounting Balance Report Price File Report Missing Prices Report Balancing the Daily Cash Till Report (Parts) Parts Page 1

2 Daily Reports Inventory Invoice Report This report shows the counter Part Sales, margins and profits. Daily Reports Inventory Invoice Report See Appendix A for a report sample at the end of this training workbook. Select Fixed Operations > Fixed Operations Reports List Ensure the Display Type is Inventory. <Double Click> on the Inventory Invoice Report. Input the Start Period and End Period for the current month. ***** THERE IS NO HISTORY IN THE DATABASE TO VIEW ANY OF THE REPORTS**** button to view the report before printing. Note - The Print Options window will open. You will not be printing in this training exercise as this may result in hundreds of pages! button to close this window. The procedures below show how to proceed once you are live. the button button to print the report, then verify the correct printer and click button. Continue to <Click> until you exit all other Parts Page 2

3 Work Order Sales Margin Report This report shows the Shop Labour and Part Sales with margins separated and combined. Daily Reports Work Order Sales Margin Report See Appendix A for a report sample at the end of this training workbook. Select Fixed Operations > Fixed Operations Reports List ***** THERE IS NO HISTORY IN THE DATABASE TO VIEW ANY OF THE REPORTS**** Ensure the Display Type is Work Orders. Use the right scroll arrow bar to move up and down to the report indicated. <Double Click> on the Work Order Sales Margin Report. Input the Start and End Date, if other than the current date. Select the required department, either Body Shop or Mechanical. button to view the report before printing. Note - The Print Options window will open. You will not be printing in this training exercise as this may result in hundreds of pages! button to close this window. The procedures below show how to proceed once you are live. the button. button to print the report, then verify the correct printer and click button. Continue to <Click> until you exit all other Parts Page 3

4 Balancing the Daily Cash Till (Parts) This report shows all entries and payments taken at the tills. Daily Reports - Balancing the Daily Cash Till (Parts) See Appendix A for a report sample at the end of this training workbook. Select Accounting > Accounting Reports List <Double Click> on the Till Balancing Report. <Click> in the Till field to open the drop-down and select the Till that requires balancing. button to retrieve the information for the selected Till. Note - the Print Options window will open. You will not be printing in this training exercise as this may result in hundreds of pages! button to close this window. The procedures below show how to proceed once you are live. the button. button to print the report, then verify the correct printer and click button. Continue to <Click> until you exit all other Parts Page 4

5 Weekly Reports Inventory Low Stock Report This report shows parts that are at the minimum stock level or below, yet due to sales activity will not Auto Reorder. Weekly Reports Inventory Low Stock Report See Appendix A for a report sample at the end of this training workbook. Select Fixed Operations > Fixed Operations Reports List Ensure the Display Type is Inventory. <Double Click> on the Inventory Low Stock Report. Inputting any known information in the drop-down criteria fields will narrow your report. View the number of pages before printing! button to view the report before printing. Note - the Print Options window will open. You will not be printing in this training exercise as this may result in hundreds of pages! button to close this window. The procedures below show how to proceed once you are live. the button. button to print the report, then verify the correct printer and click <Click> on the button. Continue to <Click> until you exit all other Parts Page 5

6 Automatically Reordering Inventory (Auto Reord er) This feature creates a suggested stock order for items that should be stocked. Weekly Reports Automatically Reordering Inventory (Auto Reorder) See Appendix A for a report sample at the end of this training workbook. Select Fixed Operations > Fixed Operations Control Tables <Double Click> on the Auto Reorder All Inventory. Input the required category(ies). button to view the report before printing. This process may require a few minutes to run dependant on the number of parts in the category(ies) selected. <Click> to the message Are you sure you want to continue with the Auto Reorder Process? button to confirm the Auto Reorder is successful. button. Continue to <Click> until you exit all other Select Fixed Operations > Inventory Orders <Double Click> on your newly created order to review, print and send to the supplier. button. Continue to <Click> until you exit all other Parts Page 6

7 Back Order Aging Report This report shows parts that are currently on backorder or shipped from an alternate warehouse, but have not yet arrived Weekly Reports Back Order Aging Report See Appendix A for a report sample at the end of this training workbook. Select Fixed Operations > Fixed Operations Reports List Ensure the Display Type is Inv. Orders. Use the right scroll bar in the Display Type field to see all report section types. <Double Click> on the Back Orders Aging Report. button to view the report before printing. Note - the Print Options window will open. You will not be printing in this training exercise as this may result in hundreds of pages! button to close this window. The procedures below show how to proceed once you are live. the button. button to print the report, then verify the correct printer and click <Click> on the button. Continue to <Click> until you exit all other Parts Page 7

8 Labour and Part Sales Report This report shows comparative total profits for Parts, Labour, Mechanical and Body Shop accounts. Weekly Reports Labour and Part Sales Report See Appendix A for a report sample at the end of this training workbook. Select Fixed Operations > Fixed Operations Reports List Ensure the Display Type is Work Orders. <Double Click> on the Labour and Parts Sales Report. Input the Start and End Period of the current month. button to view the report before printing. Note - the Print Options window will open. You will not be printing in this training exercise as this may result in hundreds of pages! button to close this window. The procedures below show how to proceed once you are live. the button. button to print the report, then verify the correct printer and click button. Continue to <Click> until you exit all other Parts Page 8

Monthly Reports Inventory Aging Report This report shows last sale, last order and last received details for parts and groups them into segments such as 0-90, 91-180, 181-270 etc.

9 Monthly Reports Inventory Aging Report This report shows last sale, last order and last received details for parts and groups them into segments such as 0-90, , etc. Monthly Reports Inventory Aging Report See Appendix A for a report sample at the end of this training workbook. Select Fixed Operations > Fixed Operations Reports List Ensure the Display Type is Inventory. <Double Click> on the Inventory Aging Report. Inputting any known information in the drop-down criteria fields will narrow your report. View the number of pages before printing! For example: To have the report show the last 6 months of orders and sales for Parts with a positive on-hand use the example shown below. <Click> in the Type, Last Order Date, Last Sale Date and In Stock fields as shown below. button to view the report before printing. Note - the Print Options window will open. You will not be printing in this training exercise as this may result in hundreds of pages! button to close this window. The procedures below show how to proceed once you are live. the button. button to print the report, then verify the correct printer and click button. Continue to <Click> until you exit all other Parts Page 9

10 Inventory History Report This report shows any discrepancies between In Stock and History. This is the only report which you will need to inform Quorum if any items are displayed. Monthly Reports Inventory History Report See Appendix A for a report sample at the end of this training workbook. Select Fixed Operations > Fixed Operations Reports List Ensure the Display Type is Inventory. <Double Click> on the Inventory History Report. button to view the report before printing. Note - the Print Options window will open. You will not be printing in this training exercise as this may result in hundreds of pages! button to close this window. The procedures below show how to proceed once you are live. the button. button to print the report, then verify the correct printer and click button. Continue to <Click> until you exit all other Parts Page 10

11 Inventory/Accounting Balance Report This report assists with balancing Inventory to the Accounting GL by Inventory Type, showing inventory value and any work in progress. Monthly Reports Inventory/Accounting Balance Report See Appendix A for a report sample at the end of this training workbook. Select Fixed Operations > Fixed Operations Reports List Ensure the Display Type is Inventory. Use the right hand scroll bar in the Report Name section to see all reports. <Double Click> on the Inventory/Accounting Balance Report. <Click> in the Inventory Type field and select a specific Inventory Type. button to view the report before printing. Note - the Print Options window will open. You will not be printing in this training exercise as this may result in hundreds of pages! button to close this window. The procedures below show how to proceed once you are live. the button. button to print the report, then verify the correct printer and click button. Continue to <Click> until you exit all other Parts Page 11

12 Parts Exceptions Report This report shows parts that have recently had Supersession updates initiated by the manufacturer. Monthly Reports Price File Report See Appendix A for a report sample at the end of this training workbook. Select Fixed Operations > Fixed Operations Control Tables > Price File Update/Patch button. button. Continue to <Click> until you exit all other Missing Prices Report This report shows parts that are missing a list, trade or cost price. Monthly Reports Missing Prices Report See Appendix A for a report sample at the end of this training workbook. Select Fixed Operations > Fixed Operations Reports List Ensure the Display Type is Inventory. <Double Click> on the Inventory Missing Prices Report. button to view the report before printing. Note - the Print Options window will open. You will not be printing in this training exercise as this may result in hundreds of pages! button to close this window. The procedures below show how to proceed once you are live. the button. button to print the report, then verify the correct printer and click button. Continue to <Click> until you exit all other Parts Page 12

13 Reporting on Special Orders Use the following procedure to report and manage only the parts that are in your special order bin. Monthly Reports - Reporting on Special Orders Select Fixed Operations > Fixed Operations Reports List Ensure the Display Type is Inventory. <Double Click> the Inventory Special Orders Report. Scroll down using the right hand scroll bar until the report is visible. first drop-down Status field and select Not equal. <Click> in the second drop-down Status field, select Entered to show all Special Orders, and button to open the report. You can select the Received or Notified status to help decide if the part is to be left as a Special Order, transferred to Inventory, or returned. Note - the Print Options window will open. You will not be printing in this training exercise as this may result in hundreds of pages! button to close this window. The procedures below show how to proceed once you are live. the button. button to print the report, then verify the correct printer and click <Click> on the button. Continue to <Click> until you exit all other Viewing the list of Special Orders Select Fixed Operations > Special Orders This report can be narrowed by selecting specific criteria in the Display Status, Find, Rec d date fields. Any of these can be sorted and/or printed. button to print the Special Order list, then verify the correct printer and click the button. <Double Click> on any Special Order to view more details on the order. FAST TRACK S/Appt (service Appointment) button with the selected Part highlighted to setup a Service Appointment for the Part to be installed in Service. Once the customer has been contacted that the part has arrived, <Click> to highlight any Order, and button to change the Status to Notified. Parts Page 13

14 Monthly Reports - Reporting on Special Orders button. Continue to <Click> until you exit all other Using the Special Order List window Special orders are tracked and accessed from this window. Select Fixed Operations > Special Orders The following are examples to use the Sort Order List window best. Any list can be sorted and printed. Display Status This will help narrow your search to reflect most of the information needed. The choices are: ALL, CANCELLED, ENTERED, N/A, NOTIFIED, ORDERED, RECEIVED, SOLD, and TRANSFERRED TO INVENTORY. Find Input the first few characters of the customer s last name to quickly match the search. Rec d Date Inputting a specific date, will only display Special Orders that have been received on that date. Note - Be sure the Display Status is set to NOT SOLD to search for all Open Orders. Change Selection - <Click> on this button to search specific areas, such as Part Number, Description, Order ID, Reference, etc. <Double Click> on any Special Order to view more details on the order. button to print the displayed list, then verify the correct printer and click the button. Note - the Print Options window will open. You will not be printing in this training exercise as this may result in hundreds of pages! button to close this window. The procedures below show how to proceed once you are live. (Service Appointment) button with the selection appointment highlighted to set a Service Appointment for the Part to be installed in the Service department. <Click> to highlight a selected Order and Status to Notified. button to change the <Click> on the button. Continue to <Click> until you exit all other Parts Page 14

15 Notes Parts Page 15

16 Appendix A Report Samples Inventory Invoice Report Parts Page 16