9650 West Taron Drive, Suite 100 Elk Grove, California phone:

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1 1 ALLDATA MANAGE ONLINE Product Setup Quickstart and User Guide This quickstart guide will walk you through the setup process and help you understand the basics of ALLDATA Manage Online West Taron Drive, Suite 100 Elk Grove, California phone:

2 Table of Contents User Options Setup page 3 Labor Setup page 8 QuickBooks Setup page 9 Introduction to the Work Screen page 10 Selecting/Adding a Customer page 11 Selecting/Adding a Vehicle page 12 Building a Document page 13 Codes Maintenance page 21 2

3 User Options Setup Company Info. To begin using ALLDATA Manage Online select Setup >> User Options >> Company Info. In Company Info, Some fields have been pre-populated, confirm that the settings for your shop are accurate and fill in any additional information as needed. The Name field is the only field that is unable to be edited by the user, in the case that the name is inaccurate please contact an account manager. When finished click Update. General Select General >> check the boxes that you would like to include and fill in additional information >> click Update. See list below for details about General Options selections. 3

4 Clear document when Estimate created: This will clear the work screen of a selected customer/vehicle and also clear the work document after created an estimate. Clear document when Repair Order created: This will clear the work screen of a selected customer/vehicle and also clear the work document after creating a repair order. Clear document when Invoice created: this will clear the work screen of a selected customer/vehicle and also clear the work document after creating an invoice. Hide Costs: Automatically removes the cost price box from view on any screen that shows cost prices. A tick box will be added to those screens to show if required. Average Cost: Works out stock reports based on average cost. Show catalog basket on part add: Pops up the shopping basket when add to basket is used. Auto Update Inspection due date: Automatically updates the inspection due date by one year. Make Technician required: This will force a technician to be selected for every repair order and invoice. Enable QC: This enables a tick box for quality control against the technicians. Mark vehicle off site when invoice created: This will automatically uncheck the vehicle onsite check once invoiced. Estimate/Quote: Determines whether a document is named either an estimate or quote. Parts Margin: Enter a value in this field as a target, when the margin on parts drops below this value a check margins notification will display above the total. Labor Margin: Enter a value in this field as a target, when the margin on labor drops below this value a check margins notification will display above the total. Total Margin: Enter a value in this field as a target, when the margin on parts and labor drop below this value a check margins notification will display above the total. 4

5 Document Start Number: Enter the starting number for Invoice, Credit, Estimate, Repair Order, and Purchase Order. Document Prefix: This allows you to choose the prefix of the Invoice. Previous Advice Notes (Months): This will determine the length of time to display the advice notes flags when applicable. Customer Account Prefix/Length: This allows you to add a prefix to the account number that is auto-generated, such as an A or B so that if you have two shops you could combine customer databases without having duplicate account numbers. Mainly applicable in two shop scenarios. Default Line Code: Line Code length is 3. Start Menu: Choose to start with either vehicle or customer menu. Default Labor Rate: Default labor rate if no labor rate is specified for the customer. Document Search: This allows you to prepopulate a set number of days for document searching. Customer Custom Labels: Each of these labels can be customized, i.e.: additional driver, loyalty number, etc. 5

6 The following items are optional and can be set up at any time. Select ing and then complete or update each message as you would like it to appear on the respective documents. Confirm the sender account and click Update. Select Printing and then choose the preferred print layout method. The Printing options also give you the ability to upload an image for printing on the documents. Edit the Margins if you have letterhead documents already printed and choose if you want a print preview to automatically pop-up after Estimate, Repair Order and Invoice/Credit. Set the consolidated lines preference and click Update. Select Calendar to set the total daily hours available in the calendar schedule. This determines the color coding of the days as repair orders are booked to them. This allows the shop to get a quick glance at the upcoming schedule along with a place for each tech to print a list of repair orders assigned to them. Confirm each field and click Update. Select Document Footer and then complete or update each message as you would like it to appear on the respective document footers. Confirm and click Update. Select Reminder Types and enter the reminder name that you wish to set, if you would like the due date to be auto-calculated to add one year; then enter the name, check the box. If you would like to remove a reminder, select the reminder you wish to remove and click Delete. When completed click Update. Select Messages, and choose either Reminders or General. This allows you to create and customize messages for SMS and reminders. Once you have created your custom message click Update. Select Access Control and choose whether you would like to lock certain areas of the system from other users. To do so, use the drop down to select the area, check the locked box and choose a password and click Update. Select Pricing to enable markup pricing. Apply to my prices as well as quick parts and fluids parts. Confirm selections and then click Update. 6

7 Select Default Sales Class Codes and apply a default class for each field as applicable. Please note that sales class codes must be created in Setup Codes Sales Class Codes first. Confirm selections and then click Update. Select Inspection Calendar to setup the default inspection technician, default bay, and available times for inspections. Confirm and click Update. Select Opening Balances. Customers and Suppliers can be created with an opening account balance if transferring from a different system. Search the customer or supplier number, enter balance details and click Add. Select Shop Supplies to apply shop supply fees. This can be done as a percentage of total, percentage of parts, and percentage of labor or fixed price. Enter the percent or maximum amount and apply sales class, code and description. Confirm product tax type and click Update. Select Maintenance to do a line level flat file of all your invoices for a specific date range. This will export all invoice lines to a CSV file, check the applicable boxes to include customer details, vehicle details or work description. Select QuickBooks and setup your account codes and check the box to enable QuickBooks export. Confirm account codes and then click Update. Select Catalog/EBIS to enable your AutoZone user idea for catalog pricing. Check the enable box and click Update. 7

8 Labor Setup To setup your shop labor rate in ALLDATA Manage Online select Setup >> Labor. Insert a labor code, a description, choose a sales class code, product tax type and then your cost and selling price. See the examples in the menu to help guide your setup process. The system does not require you to use LAB1 as a Shop Labor code, this is just an example and any ten (10) characters may be used as the labor code. As a note: We recommend creating a separate labor code for inspection and tick the inspection labor box. This allows you to generate an inspection labor report from the Reports menu. 8

9 QuickBooks Setup To setup QuickBooks, select setup >> user options >> QuickBooks. Enter the account codes for the following items: Accounts Receivable, Payment Received, State Taxes Payable, Accounts Payable, Payment Made and Class and check the box to enable QuickBooks export. Confirm the account codes are correct and click Update. 9

10 Introduction to the Work Screen The Work screen provides ready access to all the components needed to build an estimate, repair order or invoice. Click the Work tab to view the Work screen. All options and operations have their own menus, tabs or buttons, however most of your daily activities can conveniently be carried out from the Work screen using the text links: Work Description Enter free type text or select a preset work description. Symptoms Enter free type text or select a preset symptom. Labor Quickly add manual labor or use the integrated repair times or service scheduled to build your job. Parts Add parts from your own or your supplier s product database, add new parts or use the catalog to select parts for the current vehicle. Advisory Notes Add advice notes for your customer which will be visible to you should the vehicle return in the future. Reminders These are fully customizable date driven reminders that drive customer relationship management (CRM). 10

11 Selecting/Adding a Customer New vehicles are automatically assigned to the CASH account. To add or assign a customer record, click on the Customer menu button. Click Search to search for an existing customer, click New to create a new customer record. When creating a new customer in the Customer Database enter a name and use the Post Code Lookup to complete the address. Now specify an account number or if you prefer leave this blank one will be created for you automatically when you update. It is worth collecting the mobile phone numbers and addresses of your customers so you can take advantage of the and SMS facilities of ALLDATA Manage Online. Note that the radio button beside the phone number field allows you to specify the customers preferred number. Remember to select/deselect the contact method options according to your customers data protection preferences. You can also select a default labor rate for the customer. The selected rate will be applied to labor operations for this customer, but can be overridden when required. When you have entered all the required details click update. This will save the customer record. If you have already entered the vehicle information this will assign the current vehicle to that customer, otherwise continue to the new vehicle section to update the customer s vehicle information. 11

12 Selecting/Adding a Vehicle Click on the Vehicle menu and then click New. A VIN decoder can be used to determine year/make/model of the vehicle. Edit additional vehicle details if necessary and click update. This will save the vehicle to the currently selected customer. 12

13 Building a Document You can add various items to the document using the text links, including work descriptions, labor lines, parts etc. All are optional however. These descriptions will help you quickly and easily build an estimate, repair order and invoice. Work Descriptions To add a text work description of the work to be carried out, click on the work description pencil to edit. Here you can select one of your preset descriptions by clicking on the tick, or manually type your own and click Add. You can also save a manually added description to use again by simply filling in the Code and Summary boxes before clicking Add. To edit or amend a description already setup, click the pencil icon. Click Done when you are finished. 13

14 Labor Click the labor text link to open the quick labor screen. This screen will display all your preset labor rates. The current customer s default rate will be highlighted. You can quickly add a labor line or Inspection by clicking the tick next to the one required. You can also click the pencil icon and edit the cost, sell time and description before clicking Add or Update. To instantly add Quick Labor simply enter time, price and a description (if applicable) and click Add without first selecting a rate. The default rate will be used to fill any boxes you leave blank. 14

15 Add Parts From the Work Screen click on the Parts text link. The parts screen can be used to look up parts from your linked supplier (using the W/D Stock button) or your own database (using My Parts). If you know the part number you can simply type the number into the Part box and click W/D Stock and the details will be automatically retrieved. You can also use this method if you only know a few numbers or letters from the name. To add a part from your own database click My Parts and the price information and stock level will appear. New parts can be added to the database by inputting the relevant info and clicking save. 15

16 Using the Repair Times and Catalog Parts From the Work Screen, click the Repair Times text link. This will bring you into the catalogs screen. Click on the category you wish to display and choose the required labor for that job. Click Add to add the labor to your cart. Once you have all labor items, click the catalog you wish to search. Once you have opened the catalog, notice the linked Parts Categories at the bottom to quickly take you to all parts associated with the previously selected labor. Add the required parts to your basket and when finished click Add to Document in the upper right corner. In both the OEM and the catalog, you have the option to use a quick search, for example if you type pads in the search box it will quickly bring you to brake pads and allow for faster navigation. 16

17 If you choose, you may also enter the catalog first, choosing parts from the required categories and then clicking on OEM to retrieve labor. Select the part by clicking Add >> click the OEM tab >> click an option from the Basket Linked Parts Categories that apply to your selection, this will help you quickly navigate to the associated labor without searching. 17

18 Quick Edit and Deleting Lines You can click on any part or labor code on the work screen to open the QuickEdit box. This allows you to edit the description, reconditioned status, technician assignment, QC, cost, sell, quantity discount and sales class code. Any part or labor line may be deleted from the main screen. Click the red X next to the line you want to delete. You will then be asked to confirm the deletion and the line will be removed. To delete multiple parts lines enter the Parts screen and check the boxes of the parts you want to delete and click Delete Selected. 18

19 Discounts Discounts can be applied using a percentage or a dollar amount calculation. Click on the Discounts Button on the work screen. You can enter a discount against a line by entering a discount percentage or new total. Any lines that fall below the minimum margin percentage will be highlighted in red. Click Update to apply your changes. Creating an Estimate, Repair Order or Invoice You can now create an Estimate, Repair Order or Invoice from the Work screen by clicking the appropriate button at the bottom of the Work screen. Estimates and Repair Orders can be retrieved by clicking the Shop Documents button on the left side navigation. You may also look at recent shop documents by clicking the Recent Documents link in the upper right corner of the screen. 19

20 Both Estimates and Repair Orders may be amended and saved again, or turned into invoices at a later date. Invoices are final and cannot be amended. All documents can be printed or ed using the buttons at the top of the print screen. 20

21 Codes Maintenance All codes for ALLDATA Manage Online are managed by selecting Setup >> Codes Maintenance. In many cases, only a few codes may need to be setup to use the system and the level of detail that you use each specific codes menu is optional. As a note: The more detailed the codes the more detailed the Reports data will be when generated. 21

22 Sales Class Codes These codes will be used to determine whether sales are separated into classes vs. the default. Example: You may setup a Labor Sales Class, an Inspection Sales Class, a Tire Sales Class or any variety that you may use in your shop. Account Types Customer account types are used for generating reports for work carried out on specific customer categories. To create a new account type, enter the code and description and choose the acceptable methods of payment. Technicians Setup shop employees and select which are able to handle inspections along with check whether quality control is enabled for a specific employee or not. Payment Terms This allows you to setup specific payment terms for customers. These will be available in the Payment Terms drop down menu when entering a new customer or editing a customer. Advisory Notes This allows you to setup pre-canned advisory messages that can be quickly added to a customer s estimate or repair order. The system also allows the ability to free-type advisory notes. Work Description This allows you to setup pre-canned work descriptions that can be quickly added to a customer s estimate or repair order. The system also allows the ability to free-type work descriptions. Symptoms This allows you to setup pre-canned work descriptions that can be quickly added to a customer s estimate or repair order. The system also allows the ability to free-type symptoms. Customer Title This allows you to setup customer titles such as Dr., Miss, Mrs., etc. Reason Codes This allows you to setup specific parts return codes. Tax Product Type Codes This allows you to select which items are taxable, exempt, not resalable, and refundable. Payment Methods This allows you to configure accepted payment methods and set a default payment method. Account Code This allows you to setup categories for better inventory management and reporting. Range Codes This allows you to setup separate range codes for better inventory management. 22

23 Line Codes This allows you to setup specific line codes for each manufacturer. Stock Adjustment Reasons This allows you to set custom reason codes for stock adjustment. Media Codes This allows you to setup pre-selected codes to apply during invoicing. This is helpful when running an or SMS campaign or even just tracking how many referrals came via word of mouth. Status The status codes can be setup with a color and description so that at a glance you can easily see the status of an estimate or repair order. Key Tag When checking a vehicle on-site it gives an option to select which key tag has been applied to the vehicle. Example, if your key lock-box has A1-A15 you would setup these codes and then select them as vehicles are flagged onsite in the estimate or repair order screen. Hazard Disposal For hazard disposal assign a code, an EPA number and disposal cost/sell. 23