Client Records

Client Records & Transaction History, Overview: Automation Premium contains separate client and vehicle databases; vehicles are attached to a client. This structure gives the operator flexibility to move vehicles to a new owner. It is possible to search the client listing by any field displayed within the grid. It is possible to search any field by keyword; the operator can also index the client listing by any field in the display.

Client records are tabulated into the following displays:

Contact Details: name, address, phone number and email etc.

Profile: Account details, loyalty program, comments, pricing profile and effective media.

History: Jobs, loyalty, RSA, Estimates & reminders

Tasks: Notes & Tasks

Client Listing

Client Listing, Viewing:There are two ways to open the client list, one by displaying the lists option at the top of the screen, highlighting clients from the drop down menu and selecting. The second and easier way is to select the client icon at the top of the screen.

 Selecting this button from the top of the screen will display your client listing.

The display includes company / surname, first name, home phone, work phone, mobile, address, client balance and discount rate if applied.

Email Addresses: When an email address is recorded on the client form a [@] symbol is displayed in the name field. Place your cursor over this symbol to read the email details

Client Listing, Searching: You can search the database by any field displayed. To select the field you wish to search by point at the field header and mouse click. The header text will be displayed in blue, to change the search field point and click on the next required header. Double clicking the field header will re-index the information grouping items with similar data. Type your query into the search field, the cursor will move to your selection. If you wish to expand the search select the button to the right of the field, the cursor will locate a record containing your query each time you select.

Client Listing, Creating A Record:Select new from the bottom menu bar of the clients display, the client form will display you will notice this has 3 tabs contact details, profile and history. To create a new record you need to complete the contact details and profile sections of the form.

Client Listing, Creating A Booking: Highlighting a client record and selecting the booking button from the lower menu bar of the display allows the operator to initiate a booking without having to return to the diary screen. When the function is selected the vehicle listing for the client is displayed, select highlight the vehicle you wish to make the booking for, confirm with OK (or F12). The service listing will be displayed; select the service / services required select OK (or F12) and complete the necessary fields on the booking form in the normal way.

Client Listing, Viewing Notes: When text is entered into the client comments field comments field a note graphic is displayed in the last column of the display. Access the comment by clicking on the note graphic once. Text can be edited / deleted from this screen, save your changes by selecting OK (F12).

 Client Listing, Viewing Vehicles: Select the vehicle button from the bottom menu bar of the client listing. A vehicle list is displayed including service information, it is also possible to add new or edit existing vehicle information from the list.

 Client Listing, Processing Payment: Highlight the client from the listing and select payment, the payment receipt form is displayed enter the value and allocate to the invoices displayed in the body of the form.

Contact Details

Client Form: Can be accessed from the client listing by selecting new (insert) or edit (F2) from the client listing. To view the profile or history records point at the tab and select.

Contact detail fields consist of the following:

Company / Surname: Enter the surname or company name

Private (default) / Business:Selecting business will disable the title and first name fields. The contact field however is accessible.

Parent: Allows the operator to pick a parent account for the client

Title: displays a pick list after clicking on the button adjacent to the field – selecting M will insert Mr. (not available in business mode)

First Name: ie: John (not available in business mode)

Contact: field records your prime company contact ie: John Smith (not available in private mode)

Title: displays a pick list after clicking on the button adjacent to the field – selecting M will insert Mr.

First Name: ie: John

Salutation relates to the way you wish to address your client in any communication ie: John or Mr. John Smith.

ABN: If a client’s ABN is entered in the contact details it will be recorded on all invoices for that client (not available in private mode).

License: Enter your client’s driver’s license number, the details are merged into the loan car contract.

Ph. Work / Ph Home / Fax / Mobile / Mobile 2 – Details are displayed on the client card and job card, SMS preferences, if you are using the SMS feature within Automation select which mobile you prefer to send messages too.

Email: Enter the email address in this field – remember most email addresses are in lower case, if you require emails to be copied to another email address enter the details into email #2. 

Address: Multiple lines

Billing Address: If the billing address is different from the physical address select the billing address tab and enter the billing address, this will then be printed on any subsequent invoice created.

Suburb: Type the suburb, then press Enter –The postcode will be entered automatically.

Opt Out Of Marketing: Select this option if the client does not wish to receive marketing communications.

Note: Repco sites have a second option to opt out of campaigner (Repco on-line marketing). Included is an option for Repco sites to Export client’s with email addresses. Please note the following instructions apply to Repco locations only.

To select a list of clients with email addresses go to Activities / Clients To Export, click on the option, you will see all clients with email addresses in your database. To select individuals that you wish to send a newsletter to simply select the checkbox at the end of the line.

If you wish to select all, point and click the checkbox in the header marked in yellow on the example. To deselect point and click on the tick, these clients will no longer receive a newsletter.

You can check the status of an individual client via the client form, if the export option is selected a newsletter will be sent to the client, you can also edit a client from this form by pointing and clicking on the option to select / deselect.

As we stated earlier this feature is aimed at assisting new RAS locations, sites that have transaction history will already have clients flagged to receive the communication unless the Opt-out of Repco marketing option has been selected. Note also if your database is stored locally that you must be running server 3.4.0 or later for your selected records to be exported.

Address Auto Lookup: This version introduces the ability to search for the correct address details from both the client and supplier forms. To use this feature open the client form and in the address field enter as much or as little of the address as you wish then select the blue envelope option next to the Google maps icon, a matched list is displayed.

To enter the correct details, point and double click on the line item, the address fields with then self-populate.

Inactive: Select if you wish to make the client inactive, to see inactive clients click on inactive at the bottom of the client listing.

Multiple Mobile Phone Numbers: The client form has been modified to accommodate up to 6 mobile numbers either of which can be selected when sending an SMS from anywhere in Automation. For ease of reference there is a free typing title field included against each record.

Entering Multiple Mobile Numbers: Go to the client form, from the contact details tab select the button to the right of the mobile field, you will see you can now enter up to 6 mobile numbers, you also have the ability to free type a reference on the right-hand side under the title (optional) column. You will need to set one entry as a default, this will be the phone number used when no selection is initiated.

SMS, Selecting A Mobile Number: when selecting to send an SMS from anywhere in Automation you are presented with the send SMS display, the number displayed will always be the default entry. If you wish to SMS an alternate simply click on the button to the right of the number field, from the list displayed select the entry you wish to contact and double click, the alternate is now displayed, to complete the process select the OK option from the send SMS form.

Multiple Email Storage: Version 3.7.0 allows for the recording of up to 6 email addresses on the client card, one address can be set as a default plus a cc adress can also be chosen. The default and cc, if selected will be used when emailing statements to your clients, for all other email communications you can select which email address or addresses you wish to send the text and or attachment to from anywhere in Automation where we provide an email option.

Multiple Email Addresses, Recording: Open the client form, locate the email field down on the bottom left-hand side of the form, if you simply wish to record one email address type this into the empty field and it will become the default. If you want to record multiple address click on the button to the right of the email field, a sub screen is displayed, here you can record the address and use the title field (if you wish) to record a function ie: accounts, fleet manager, driver ect. To save your entries select OK(F12).

Email Addresses, Selecting: When you send emails from the job card on selecting the email option you will see a list of email addresses the default main and CC (if selected) are flagged as receipents. If you wish to alter this setting simply select or deselect from the checkboxes.

You can also access the email list recorded in the client form by selecting email from the task bar of the client listing while highlighting the client you wish to communicate with. The same form can be accessed from the client card / tasks / notes > Contact Method > Email. To view the emails available click on the button to the right of the email field, highlight the address you wish to use and double click, the email will now be visible on the form, select OK (F12) to complete the process.

Client Listing, Sub Accounts:Automation Premium allows the user to attach sub accounts to Parent accounts. This feature is particularly useful for fleet operators as it allows individual details to be recorded with all transactions being amalgamated into one account. Sub accounts are always listed under the parent account in the client listing. It is also possible to nominate whether the address on the displayed on the clients invoice is the sub account or parent account. 

Client Listing, Creating a Sub Account:Enter client details as normal. Move your cursor to the parent field select the button to the right hand side, this will display your client listing. Select the client you wish to be the parent account, the database is indexed and can be searched by typing the client name you wish to attach this record to. With your cursor highlighting the entry point and left hand mouse click this will display the parent account in the parent field. If you wish the account address to be the parent select use parent address. Save the details by selecting OK or F12 from the bottom of the form.

Email Invoices: To email invoices directly from the client card select the history tab from the client form, highlight the line containing the invoice you wish to email, point and click on the email function at the bottom of the display. If you wish to send multiple invoices move the cursor to highlight the required record and select the email button from the bottom of the form.

Google Maps: Click on the Google maps option located on the bottom right hand side of the address field

Sample map generated via Google maps from Automation, select CTRL + P to print.

Profile

Select the profile tab from the client form to enter details

Profile:includes loyalty status, comments, pricing profile and media response information.

Points Adjusting: Point and click on the points field on the client card an edit box allows the operator to change points to date.

Fields include the following:

Account Number:is a free typing area that enters a unique identifier; however the number can be overwritten if required. Note: When terms other than cash are selected a letter C is placed in front of the account number indicating the client has credit terms.

Category: Allows you to segment your database for marketing purposes. Select the button to the right of the field, then select or add a new category to the list by selecting new from the bottom of the display entering the new category and saving by selecting OK (F12). Note: If track cost centres are set to true in program configuration Automation forces the entry of a client category.

Charge & Blocked Accounts: Automation allows you to record clients that have charge accounts, selecting this option from the client form / profile will display an asterisk against the record in the client listing.

To Block any further sales being made to a charge account client, select the blocked option, the title will display in red plus you will notice the client’s name is in red in the client listing. It is not possible to make a sales to a client that has been blocked

Applying categories to your client base allows you to create customer groupings. This feature gives you the opportunity to target market your services

Discount: If you wish to apply a discount to all invoices for this client click on the discount option, a form allows you to enter separate percentage discounts for parts and labour or parts and labour combined. There is also a descriptor field; entered text is printed on the final invoice.

Discount Notation – On the client profile screen there is now an additional field titled notation in the discount section of the form. Text entered is then printed on the invoice in the discount section.

Terms: Use the button to the right of this field to select payment terms, if the client is cash the field can be left empty.

Credit Limit: Enter a maximum value, if this amount is exceeded a warning message will be displayed, for cash clients leave the field blank.

Gold Key Advantage (Repco Only):If the client is a Gold Key member select this option

Current Balance: Total amount outstanding, if the amount is displayed in brackets the client is in credit.

Loyalty Programme: Status including loyalty points to date and date loyalty plan initiated.

Prompt For Order Number On Job Close:Select if you wish to be reminded to enter an order number as you close a job card

Comments: Is a free typing area where the operator can make specific global notes on issues relating to the customer

Cheque Authorisation: Tick the box if you authorise payment by cheque from the client. Automation will warn the operator if authorisation is not set to true when processing cheque payments for non-authorised clients.

Pricing Profile: This facility allows the operator to pre-set the pricing level for the client. Prices applied to the job card depend on the values entered in the services, labour or parts files. It is possible to set varying price structures for clients for example; Labour can be set at standard, parts wholesale and fixed price services at trade. To select a price profile point and mouse click on the appropriate radio button. Pricing profiles can be set at any time and will be applied to the next job for the client.

Media Database:A report can be generated that sorts this information into adverting types including number of responses. This feature gives you an easy way of tracking the success / failure of any promotion you may have in place, to select mouse click on the appropriate radio button.

Account Keeping Fee: Automation allows you to apply a fee to clients that have charge accounts, to use this feature you need to perform the following:

Open File / Settings / Database Settings enter the account keeping fee into the appropriate field located on the bottom left hand side of the form.

Save the setting by selecting OK (F12) from the settings screen

The next step is to flag the clients who will attract an account keeping fee, to perform this task open the client form.

To the right of the preferred payment type is a checkbox titled account keeping fee, to select point and click in the box. Save with OK, you will now note that the account number field is highlighted in blue indicating an account keeping fee has been applied.

To process account keeping fees, select admin / process account keeping fees. A list of clients attracting the fee is displayed; there is an option at the bottom of the list to remove any clients to who you do not want to charge the fee. To delete simply highlight the appropriate record and select remove, to process the remaining records select the process option from the bottom menu. The amount is applied via a charge invoice and will be listed on a client’s statement as an account keeping fee.

Note that it is possible to change the default account keeping fee from this screen, simply highlight the value and re-type the correct entry. Exit the screen by selecting done.

Preferred Payment Method– It is possible to record the preferred payment method including credit card details on the client card. When payment is processed the preferred method is entered automatically onto the receipt form. Credit card details are protected if security is being used, the option must be selected in the user profile.

Entering Details – Open the client form, select the profile tab, and click on the preferred payment option, from the drop down list select the payment method. Save your setting with OK (F12).

If credit card is selected as the payment type an option to enter the credit card details is displayed

Enter the credit card type by selecting from the drop down list, enter the credit card number followed by the expiree date. Save the details with OK (F12). Note the credit card details are secured in the database by 128 bit encryption so it is not possible to view these details from the data source

The credit card details are encrypted by default, only users with permissions set in security can view the card number and expiry from the client form.

Receiving Payment – The preferred payment method is automatically entered into the receipt form, if credit card details are stored the credit card type is entered with the details being able to be retrieved by clicking on the yellow arrow next to the media type.

History

Selecting the history tab from the client form allows you to view information relating to the following:

Jobs

Loyalty

RSA

Estimates

Reminders

Payments

To display change the views select the drop down list from the show field located on the top left hand side of the client form

Jobs – Displays all current and closed jobs including the value and paid to date amount and balance, to view details click on the transaction

Loyalty – Displays loyalty points accrued by invoice

RSA – Records RSA issues by job

Estimates – Displays all Estimates prepared for the client that have not been converted to jobs

Payments – Displays all payments for the date range selected to view payment details click on the transaction.

Reminders – The history / reminders form displays all service reminders sent or due to be sent to the client including the service due, date and odometer. An extra feature of this display is the done column; this will contain either yes or no. If the service due is performed within 90 days of the service date yes will be entered indicating the service reminder was successful. This screen can also be used as a reference to view when the next service is due including type/date /odometer

History, Quick View: To access vehicle history for the last 12 months select the balance amount from the client listing this will display 12 months of transaction history, use filters if you wish to change the view.

History, Filtering By Vehicle:: Select the arrow to the right of the filter field displaying all, a drop down menu displays vehicle registrations. To view the histories for a specific vehicle select the registration. Only the transactions relating to the selected vehicle are now in view. To return to all jobs select the filter field, all jobs, all transactions for the client are displayed.

History, Jobs: Displays by date range previous invoices, job number, type, registration, description and financial information for each transaction.

History, Viewing Transactions:Select the transaction you wish to view and double mouse click, the invoice or job card will be displayed

Invoices, Deleting:Select the delete button from the bottom menu bar. Note: only closed jobs can be deleted from this screen, the following procedure is required:

1)       Highlight the job to be deleted – this must be a closed invoice or job

2)       Select the delete option from the bottom menu bar

3)       Enter details for the deletion

4)       Confirm with OK or F12

Note: When deleting an invoice, inventory items are placed back into stock, buy-ins are converted to inventory items. To adjust inventory quantities or remove buy-ins selects inventory or purchasing and makes the necessary changes.

       Tasks

Client Form, Tasks: The contact manager allows you to record notes and tasks. Notes are text records that record the contact type, consisting of direct, email, fax letter or phone. You can record tasks to be performed at a predetermined time; new tasks are listed on the client form and in the task manager.

Client Form, Creating A New Task: To create a new task select the task button at the bottom of the client form. Enter a title for the task in the first field, next select the arrow to the right of the for field. A list of options is displayed including the ability to set the task for a specific user, group or anyone. The date will automatically default to today in the due field, if you wish to change this select the button to the right, point and double click on your selection; the date is entered in the field. Next select the time you wish to perform the task.

If you wish to be reminded (authorised Repco users only) select the remind option followed by the down arrow to the right of the field displaying 30 minutes before, make your choice from the drop down menu by double clicking. The reminder can also be repeated on a daily / weekly / fortnightly or monthly basis. Select repeat followed by the field to the right of your selection.

Editing A Task: To edit a task go to diary day or week view or the client form tasks option, point and double click on the task you wish to edit, make the changes and save using OK (F12).

Task Manager, Deleting A Task: If you wish to delete a task open the task manager in day or week view, highlight the entry you wish to delete and press the delete button on your keyboard, confirm your action from the message box by selecting yes.

Task Manager, Supplier Task: Automation allows you to setup a supplier task including a reminder schedule. To enter a supplier task select the supplier from the supplier listing, open the suppliers form, select task from the bottom of the display, select the date, time and time before you wish to be reminded, save with OK (F12). The task is placed on your task management screen, when completing a supplier task follow the same process as completing a client contact or local task. To view supplier tasks open the supplier form select the task tab, recorded tasks are displayed.

Comments

The comments area comprises of a text field where relevant information can be stored, when text is entered    into this field a note it icon is displayed against the customer record in client listing.

Referrals

To view referrals by client select the referrals tab from the client form, to view the referred job point and double click on the transaction, the job card will display. It is also possible to print a referrals report from this screen, the format includes both credits and rewards paid. For full details on this function please see the marketing section of this manual.

Account Numbers, Applying: Automation allows you to apply an account number to client records that have not been allocated a number when first created. This action is performed via a utility that is accessed from the admin menu by selecting the Reset Client Account Numbers option. During the allocation process the utility checks the individual trading terms, if these have been granted a C is placed in the account number field preceding the account number.

Drivers

Adding A Driver: To Add a driver click on the Add Driver option and complete the displayed form, save the details with OK (F12).

Editing A Driver: Select the Edit Driver option, execute your changes and save the new details with OK (F12)

Deleting A Driver: Highlight the record you wish to delete and select the Delete Driver option.

Vehicles & Services Due

Vehicle Records & Services Due, Overview: The vehicle and client databases have been designed so they are independent of each other. Automation Premium allows you to attach a vehicle / vehicles to clients. It is not possible to add a new vehicle to the database without first selecting a client from the listing. Vehicle records store information in the following sections of the vehicle form:

Vehicle Details:Registration, make, model, year / month of manufacture etc.

Servicing:Last service. Next service and type, registration renewals and RSA details 

Service Notes: Special servicing notes and drivers name

Vehicle Listing

Vehicle Listing, Viewing: You will be able to open the vehicle listing from any display that has the vehicle button on the bottom menu bar. Alternatively the listing can be accessed in two other ways. Select lists / vehicles from the top of the screen, or the vehicles icon.

  Opens the full vehicle listing display.

  Select if you wish to view the vehicle listing for a specific client.

Vehicle Listing, Searching: Type the registration number into the search field, the cursor moves to the record. You have the option to search by any displayed field. Select the field title and mouse click once you will notice the text changes to blue indicating a new search field. Double clicking on a field header will re-index the records ie: all vehicle makes would be grouped together if you selected the make field.

Vehicle Listing, Viewing the Vehicle Form: Highlight the record select edit, press F2 or point and double mouse click to view the record

Vehicle Listing, Searching for a Client by Vehicle: Select vehicles (Click on Vehicle Button) use the search function to locate the vehicle. Click on client option to view the owner.

Note: From this screen additional information is recorded relating to the next service due and roadside assistance issue. The data displayed in these fields is automatically posted from the service reminder function when the job is closed. Fields can be edited from this screen however you must remember to select F12 or click on OK when exiting to save any new information – esc / cancel will discard any changes. If you wish to view vehicle notes point and single click on the note graphic displayed.

Vehicle Listing, Creating A Booking: It is also possible to create a booking from the vehicle listing. Open the vehicle listing and highlight the vehicle you wish to complete the booking for. Select the booking button located on the lower menu bar of the display window. The service listing will be displayed. Select the service / services required select OK (or F12) and complete the necessary fields the booking form in the normal way.

 Selecting the booking button allows you to create a booking without opening the diary.

 Vehicle Details

Adding A New Make & Model: Make & Model fields are pick lists, if a vehicle is not listed simply type the Make and Model and select add a prompt will ask you whether you wish to add the new make and model to the database select yes. This information is now retained for future use. You can also add makes and models by selecting lists / Makes & Models from the top of the screen select new and enter the new record save by selecting OK (F12).

Vehicle details contain the following fields:

 Vehicle Owner, Changing: Select owner icon from the bottom menu bar, enter the client listing is now in view, select the client you wish to be the new owner, note you can add a new client from this screen by selecting Insert / New. Complete the process by selecting F12 or click on OK. A message box confirms the change of owner.

Vehicle Servicing

The vehicle servicing screen records service details. Functions allow the operator to add / edit or remove scheduled services. Information relating to RSA issue including the ability to send or print membership, cover period and registration / warrant details can also be viewed / edited or added. Fleet details plus the operator has an option to select the duration between rego / warrant checks by selecting either 6 or 12 months. When the next service date is reached Automation moves the date forward according to the selection

Adding A New Make & Model: Make & Model fields are pick lists, if a vehicle is not listed simply type the Make and Model and select add a prompt will ask you whether you wish to add the new make and model to the database select yes. This information is now retained for future use. You can also add makes and models by selecting lists / Makes & Models from the top of the screen select new and enter the new record save by selecting OK (F12).

Vehicle Servicing, Adding Service Reminders: Select the service reminders button

Select add from the bottom of the form, this action opens the service listing. Select the service or services required a tick is visible against each of your selections. When complete select OK (F12) to save.

Enter the distance to travel and duration between services into the fields provided. New services are added to the bottom window of the service reminder form. Select add from the bottom of the form, this action opens the service listing. Select the service or services required a tick is visible against each of your selections. When complete select OK (F12) to save

Vehicle Servicing, Deleting Service Reminders:Select clear from the bottom of the top display. This action will clear all future services recorded for the selected vehicle. Note: It is not possible to clear a single service from this screen. Services will have to be recorded using the add function situated under the new service reminder window. You can however remove a single service from the new services window before saving.

Vehicle Servicing, Editing New Service Reminders:You can edit new service reminders by highlighting the record, selecting change and editing the distance / time until next service fields.

Registration / Warrant Of Fitness Renewals, Adding: It is possible to add registration and warrant of fitness renewals either on the vehicle or booking form. Automation also provides a 6 month or 12 month option between servicing. To select, simply point and click in the required field. These options are also available from the booking form. Automation will automatically move the due date forward according to the time selection when the next date of check is due.

Vehicle Servicing, Roadside Assistance Cover:The roadside assistance details can be viewed from the vehicle record; these are automatically entered when the roadside assistance option is selected in settings. The membership number consists of your site id followed by the sequential membership number.

Vehicle Service Comments

Overview

This version introduces a more efficient method of recording vehicle comments and recalling text entered in the work done field for current and previous services. The work done comments are now date stamped and listed in date order with your typed comments. Automation also introduces a new indicator on the job card that alerts the operator to reference vehicle comments.

Vehicle Service Comments, Creating: Access the vehicle form, select the comments tab, from the bottom of form select add comment, type into the text field, save with OK (F12)

Once a comment has been added, a red exclamation mark will be superimposed on the vehicle option from the job.

Vehicle Service Comments, Deleting: To delete a comment open the comments tab, highlight the comment you wish to delete, select the delete comment option, confirm.

Note: It is not possible to delete work done comments from this form, to delete or edit you need to point and double click on the text to open the job card then edit / delete from there.

 Service History

Clicking on the history tab displays the service history in date range order (most recent at the top of list). Included is the clients name, date, job number, sales type, service descriptor and total value.

Viewing Previous Jobs: Point and double mouse on the record you wish to view. To return to the vehicle form click on OK (F12) or Cancel (ESC) from the job card.

Note: It is possible to change the vehicle owner from any section of the vehicle form by clicking on the owner button on the lower menu bar.

Vehicle History Transferring: Allows vehicle history to be transferred to another client and vehicle, a record remains on the original client form however all outstanding amounts for the job are transferred to the new client / vehicle.

To transfer history between clients / vehicles go to the vehicle listing, highlight the vehicle you wish to transfer history from, open the vehicle form, select history

Driver

This section of the vehicle form allows you to store individual driver’s details and SMS communications sent and received.

Vehicle Form, Driver Tab:  We have expanded the function of the driver tab which now allows you to communicate directly with the driver via SMS, the communications are recorded in the body of the form.

For this option to operate you will need an SMS account, available from Microbase. You also require a valid mobile number to be entered in the driver contact field. To send an SMS simply click on the create driver SMS option to the lower left of the display from the form select either an existing SMS message or type in the text field and send, you will see the message displayed in the driver SMS log any replies will also be logged on the same form.

Select OK (F12) from the transfer vehicle history form this action will transfer the history to the new client and vehicle.

Services

Overview: Automation Premium allows the operator to sell services on a fixed (parts included) or non-fixed price basis (parts plus labour). Services can also contain a parts kit, standard text and attachments, to simplify the addition of text to a standard invoice or job card there are two text databases that can be linked to the service. Selecting text lines from these databases will automatically insert text to the work done field or print an attachment to the invoice as a checklist.

Service records control the next service due, loyalty triggers, point allocation, redemption value and the issuing of roadside assistance. It is also possible to view the transaction history for a single service from the service form.

Essentially fixed price services take a total value deduct the normal retail of parts added and allocate the remainder to labour. Mechanical services allow the operator to fix the labour component and add parts accordingly. Automation allows the operator to set service prices including or excluding tax, regardless of selection the price file will always display the price including tax.

Service Listing

Service Listing, Viewing: The service listing can to opened by using the following

 Selecting this icon from the menu bar at the top of the screen will open the service listing. Alternatively you can select the lists option above the icons at the top of the screen and choose services.

 The service listing can also be opened from a job card, charge invoice or cash sale by selecting the add service button. When creating a booking the add button located below the services section allows access to the service listing.

Services Listing, Searching: Code is the default search field, indicated by blue text of the header record. To service for a service by code type into the search field, the cursor will move to the first record containing the text or alphas entered. It is possible to change the search field by pointing to the header record of the field you wish to search by, on selection the header text will change to blue. The listing can also be indexed by any field displayed, simply point at the header record and double mouse click the order will change according to whether ascending or descending is selected.

Service Management

Services, Adding: To add a new service select the new button from the bottom of the service listing this action will open a blank service form with two tabulated options: Details and Parts & Service Text. The details section of the service form allows the operator to setup individual service options including loyalty plan controls and roadside assistance issues. Options also include category and account allocation, follow on service and price points either excluding or including GST. This form also has an option to store estimated hours against a service on the service form, the value is automatically displayed in the estimated hour’s field on the booking form.

Service Form Fields

Service: Type the full name of the service you wish to add into this field ie: Brake Wheel Cylinder Replacement. The description is displayed in the service listing.

Code: This is your search code ie: Brake Wheel Cylinder Replacement could be abbreviated to WCBR, Minor Service to MS etc. The code must be unique.

Fixed Price: If the service is sold on a fixed price basis tick the box.

Inactive: When selected the record will no longer be displayed in the service listing.

Category: Allows for the allocation of a category to each service record. Select the button to the right of the field to view / select a category.

Account: Default account is labour (income account), do not change this account unless you wish to allocate to a specific income account. Fixed price services automatically allocate parts and labour sales to the correct income accounts.

Follow On Service: This function allows you to select the next you wish your client to be reminded of. Select the button adjacent to the field your service listing is now displayed select the next service and save with the OK function.

Months: Enter the duration ie: 3 means if a service was performed on the 1^st. January the selected service will be due on the 1^st. April.

Kilometers: The number of estimated kilometers the vehicle needs to travel before the next service is due.

Price: Automation allows for the entry of three pricing levels, Standard, Wholesale and Trade.

Tax:Your default tax code is automatically entered into this field; if you wish to change the code select the button to the right of the field. A new tax code can now be selected from the tax table.

Included: The selection defaults to true, to enter values excluding tax point at the tick and mouse click prices displayed now exclude tax.

Comments: Free typing field to a maximum of 256 characters

Labour Rates: Displays the labour rate selection

Hide / Show Hours: This version introduces the ability to flag individual services to show / hide hours permanently or as a “one off” when selected from the job card. The ability to set all services to show / hide hours in site settings / database setting remains unchanged. However, you can set a service to disregard the default. Each service when the form is opened from the service listing has a new “hide hours on invoices” option. In the example the default is show hours, if we wanted to hide the hours for this service on all subsequent jobs it is applied to we would need to select hide hours on invoices option, this will now become the default setting for this service.

Selecting a service from the job card allows you to hide / show the hours on this job ONLY as you can see in the example the selection is titles “Hide hours on this invoice”.

Service & Labour Rates

Overview: Automation now allows for multiple labour rates that can be applied to any service of your choice, the charge for the work is divided by the chosen labour rate to give the hours worked. You can create as many labour rates as you wish, then select which one you want to apply to a service. If no labour rate in selected Automation will default the value to your LAB service retail, wholesale and trade entries.

Labour Rate, Creating: Open a new service form from the service listing by selecting new, type your title, move to the code field and type LAB followed by a numeric or alpha i.e. LAB3, LABFLEET, any service with a code that starts with LAB will be treated as a labour rate and can be applied to any service type. Complete the retail, wholesale and trade fields with the values you wish to record, save with OK (F12).

To record a labour rate you must use LAB as your prefix in the code field.

Labour Rate Applying to A service: You can of course apply a labour service directly to a job card or alternatively you can apply a labour rate to a service so the hours charged are calculated correctly. To do this open a current service form, move your cursor to the right hand side and click on the button to the right of the LAB field, the drop down list includes all services with a prefix of LAB, point and double click on your selection, the rate for that LAB service is displayed, the hourly rate will now be applied to that service on the job card.

To select a labour rate click on the arrow to the right of the labour rate field.

The labour rate is divided into the total charge on the job card to give you the hours charged.

Loyalty and Roadside Assistance

Loyalty Program:To assist operators retain clients Automation Premium has the ability to allocate points to a client reward account based on dollars spent. It is suggested these points can be redeemed for a free service, functionality allows for the entry of a redemption value on the service record.  A statement of points to date is also printed on the invoice if the track loyalty point’s function is selected in the site settings. The loyalty function can be an extremely valuable marketing tool for any automotive repairer.

Loyalty Program, Site Settings: Select file / settings from the top of the screen go to the program options tab flag track loyalty points to true, save with OK or F12. Next you need to decide which services will initiate the loyalty program, how many points will be allocated for each dollar spent on those services and which services will have a redemption value and how much. Once these decisions have been made you are ready to set your loyalty parameters for each service.

Loyalty Program, Triggering: Go to the section on the service form / details titled loyalty, there are three fields, when a service with a trigger set to true is performed points will be accrued for each subsequent service that is flagged to issue points. No reward statement will be printed on the invoice if the loyalty program has not been initialised.

Loyalty Program, Redeeming A Reward Service: Enter the service onto the job card in the normal way, select the service from the parts & labour section of the job card by pointing an double clicking on the line item. Flag the field use loyalty points to true, the clients reward account will be checked to ensure there are enough points available to cover the service if the account does not cover the point value a message will be displayed. If the account contains enough points to cover the service the points will be deducted from the total and the retail price of the service is displayed as zero. Note: The service must be flagged with a redemption value to be used as a reward service

Roadside Assistance: It is also possible to cover vehicles for roadside assistance (RSA) by flagging the field trigger RSA on the service form. When a service is performed with the choice set to true roadside assistance details will be printed at the bottom of the invoice including contact phone number and RSA membership number. Vehicles flagged for the issue of roadside assistance can be exported using the Internet facility or setting up the necessary form letter in Microsoft Word can produce membership cards in house.

Roadside Assistance, Viewing Details: Roadside assistance details can be viewed from the vehicle record or vehicle listing, note the RSA number is the site id followed by the membership number.

Checklists

Overview:To further enhance the user experience version 3.5.4 introduces an improved method of handling service checklists. The lists are now printed in an improved format plus they can be made active or inactive, selecting a list as active will allow for the entry against each item indicating whether the test or inspection has passed, failed or is none applicable.

Checklists, Accessing:Checklists can be accessed from two areas of the application firstly the service form by selecting the Parts/Service Text tab, secondly from the lists you can select Checklists.

Checklists, Creating: To create a new checklist select new from the bottom of the display, place the title of the check into the title field, then move to the body of the form and enter your checks on single lines with the actual title of the service on the first line. Note the checklist will be inactive by default, inactive means you will not be able to flag each individual line as pass / fail / NA the list will simply print excluding these columns.

To convert a checklist to active simply select the active option from the top of the form, this action will change the format of the display presenting you with a table layout.

You have further options from this display, firstly you can select the title line to print on the checklist form, to do this click on the checkbox to the left of the text plus you can drag and drop items into a different order, point at a line to highlight, hold down the left hand mouse button then move the pointer to where you want the text to appear.

Checklist, Adding To A Service: To be accessible checklists must be attached to a service, to do this open the service form, select the Parts & Text option, select add from the bottom of the checklists section of the service form, select a single or multiple checks from the list by clicking in the checkbox to the right, to save your selections select OK.

Checklists, Accessing from the Job Card: To access active checklists from the job card select the checklist option located at the bottom of the display.

For the checklists to be visible you will need to have saved the job card, this can be done by selecting the save option or the OK button. If the job has not been saved a warning is displayed.

Checklists, Active:To populate an active checklist point and click in the appropriate cell, if you wish to pass all and then edit the items that need changing to fail or NA select the pass all option at the bottom of the list.

Checklists, Printing: Checklists on selection can be printed with the job card and the invoice, select print from the bottom of the job card, to print the job card with a checklist ensure the print checklist option is flagged. The procedure is the same when printing the final invoice.

Checklists, Repco ASQ: When service checklist are attached to data imported from ASQ you are presented with 3 options:

1.       Add To Work Done: On selection the items are placed in the work done section of the job card.

2.       Create Inactive Checklist: This option will attach an inactive checklist to the job card for the imported service.

3.       Create Active Checklist: To attach an active checklist select this option

Attaching Parts to a Service

Services, Adding Parts:Parts can also be attached to a service record; your entries will automatically be inserted onto the job card or invoice when the service is selected. To add parts select the service form/text/parts/service text form, point and mouse click on the add button to the right of the parts included section of the form. From the parts listing you can select single or multiple parts (inventory or catalogue), selecting OK (F12) from the bottom of the parts listing allows for entry of quantity by item.

Parts included lists quantity, part number and part description of items attached to a service

Services, Parts Included, Removing: Highlight the item you wish to remove select the remove button to the right of the list confirm the deletion by selecting OK (F12).

Services, Parts Included, Changing:Highlight the item you wish to edit and select the change button located to the right of the parts list. You now have the option to change the quantity, save by selecting OK (F12).

Services, Item Sales: Selecting item sales will display in both statistical and graphical format the sales history for the past 12 months.