E&k2G&a5L&l3E&l1S&l0O(8U(s12h12v0s0b6T&l6D (s7BIntroduction(s0B System S keeps a record of the service history for each vehicle. When a customer brings a vehicle in for servicing, System S can display or print out a report of the past ser- vice history for the vehicle, along with the recommended maintenance based on time or mileage since it was last done. The vehicle and customer can be found by either the license plate, serial number, or by the first few letters of the customer's name. The system then prints a Repair Order for the servicing. The repairs are printed on the technician's copy of the repair order as they are completed. This information is saved and when the repairs are complete the other copies are printed. The information is then transferred into the ac- counting system. Groups of customers can be selected on the basis of criteria such as when their vehicles are due for maintenance, whether they have been in recently or not, or whether they are affected by a recall campaign. You can print a list of these customers, or print a batch of post cards, labels or form letters for them. Repairs are recommended by comparing a vehicle's current mileage or the current date with the last time a particular repair was made, and comparing the elapsed time or mileage with a table listing the recommended time between repairs. Up to ninety-nine of these tables can be set up; the vehicle record contains the number of the table to use for that vehicle. The vehicle history is entered and displayed by listing the repair categories you have set up. Each repair category has a code associated with it for each Repair Order. If this code is blank, the repair has not been done. If it is a number, it refers to the number of the technician who per- formed the repair. Other special codes indicate things such as whether a repair is recommended, was recommended but not done, or was done elsewhere. The actual codes may be cus- tomized to match whatever notations you may be used to or that seem logical to you. This manual is divided into sections, one for each pro- gram or report you can select from the master menu or report menu. It is best to read the whole manual to get an idea of the system. If you are not sure what to do, refer to the section on the master menu, which explains what its selec- (s7Biii(s0B tions do. When setting up the system initially, you will need to use programs 12 through 15 to set up the tables of repair categories, time & mileage recommendations, technicians' names, and service advisors' names. These programs are quite straightforward. In normal usage, the service advisors will use program number 1 to display a customer's repair history on the screen, adjust the recommended repairs if necessary, and print the Repair Order. They use Program #3 to print the final copies of the repair order after the repairs have been completed. They will use program number 4 to schedule repairs. They will use programs 10 and 11 (add customers and vehicles) when a new customer comes in. The office people use the Enter Closed Repair Order program to enter the completed repair order after the service advisor has printed the final copies. This program is ac- cessed from Menu #26 of the accounting system. The technicians may use program 4 to see what repairs they have scheduled. They use the Inquiry Program in the Parts System to withdraw parts and print the information on the Repair Order. They use Program #2 on the Service Merchandising menu to record the labor time, cause and cor- rection of the problem, and the failed part number and fail code. If you have the Labor Time Guide option, Program #2 goes into this screen and automatically figures the labor cost and price. The managers use the customer list or productivity reports to evaluate the efficiency of employees or the ef- fectiveness of advertising. They may use the customer mailing label program to print service reminders or other forms of advertisement. July 16, 2001 page iv (s7B1.(s0B (s7BSOFTWARE(s0B (s7BOVERVIEW(s0B The following are some conventions used in all programs of System S as well as in other Jarvis Computer Software systems: The function keys, labeled F1 to F10 or F12, are used in all System S programs. They usually have the same purpose in all programs. Their purpose in a particular program is listed at the bottom of the screen. This manual describes the function keys' purposes in the sections for each program. The standard uses for the function keys are described below. The (s7BF1(s0B function key always clears the current field. The (s7BF2(s0B and (s7BF4(s0B keys are used to go forward and backward. In programs that display lists, they go forward and backward a page. In programs that display one record on the screen at a time, they display the next record or the previous record. The (s7BF3(s0B function key displays a "menu bar" from which you can choose one or more options specific to the program you are in. You choose a selection from the menu bar in one of two ways: you can either type the first letter of the option you want, or you can move the highlight to the option you want, using the arrow keys, and press the Enter key. A typi- cal menu bar looks like this: (s7BPrint(s0B (s7BFkeys(s0B (s7BQuit(s0B Most menu bars have "Quit" as the last option; this allows you to get out of the menu bar without doing anything. Pressing Escape while on a menu bar is the same as selecting "Quit". Most F3 menu bars have an option called Fkeys. This lets you program function keys F9-F12 to any sequence of characters. The (s7BF5(s0B key exits from the program and returns to the program you were previously in, usually the master menu. Often you are presented with a menu bar (as described in the preceding paragraph) that says: (s7B-Quit(s0B (s7BYes(s0B (s7BNo(s0B (s7B5(s0B Select Yes to quit or No to return to the program. In data entry programs, this menu bar is presented if you have changed something but have not saved it. The (s7BF7(s0B key presents a help screen pertaining to the screen that is currently displayed. Sometimes it presents a menu of help screens. If it does this, enter the number of the screen you want and press Enter (even if it is two digits). When the help screen is shown, press F2 to page forward through the help screens, F4 to page backward, and F5 to return to the program. The (s7BF8(s0B through (s7BF12(s0B keys type in a pre-defined sequence of characters. They are defined using the F3 Fkeys option. Each program keeps its own set of function key definitions. This feature can be used for frequently typed phrases, such as common r air descriptions in the Print Repair Order screen, or nearby towns in the Customer screen. You can set it up to fill in more than one field, such as city, state and ZIP code, if you type all the spaces necessary to make the cursor jump from one field to t next. The Escape key is used to activate the program after you have entered the necessary data. On data entry screens, it is used to save the data you have entered. In printing programs, it is used to begin the printout. (s7BFILES(s0B (s7BUSED(s0B (s7BBY(s0B (s7BSERVICE(s0B (s7BMERCHANDISING(s0B System S uses several files; some of these are files used by other Jarvis Computer Software systems so that the information can be shared. Files consist of any number of records. A record contains information about a particular entity, such as a particular vehicle or customer. Records are referenced by an item of information called the key; when this key is known the record can be found. Keys are usually short, unique items such as a vehicle identification number; often they are arbitrary numbers that you make up, such as a technician number. A few files have more than one key item per record. The files that Service Merchandising uses are described below. The (s7BCustomer(s0B file contains the customer's name, address and telephone number. It is keyed on customer number, which consists of a period followed by five digits; it is usually assigned automatically. This format for the customer number is used to avoid conflicting with the Accounts Receivable customer numbers. Most of the time the period and leading zeros can be omitted when entering these numbers. If you have the Accounting System, this file is used only for cus- tomers that are not in the Accounts Receivable customer file. This gives the service department the ability to add, change July 16, 2001 page 6 and delete customer records in the Service Merchandising file, yet they are not able to change accounting records; if the accounting information has been entered, however, the information is not duplicated. Program #10 on the Service Merchandising Master Menu is used to add, change, delete and display the customer records. To rebuild, choose #10 from the rebuild menu, which is #44 from the Service Merchandising menu. The (s7BVehicle(s0B file contains descriptions of the vehicles. When printing or entering repair orders, the vehicle must be in this file or must be added to it first. Vehicle records stored in the F&I system's files must be copied to this file before they can be used by Service Merchandising; this is done automatically by the Look-up Screen. The vehicle records are keyed on the last eight digits of the vehicle identification number, on the customer code, and on the license plate. Program #11 on the Service Merchandising Master Menu is used to add, change, delete, display and print out the vehicle records. To rebuild, choose #11 from the rebuild menu, which is #44 from the Service Merchandising menu. The (s7BRepair(s0B (s7BCategory(s0B file contains a list of repair types. Some of these repair types should be common main- tenance items, such as "Oil Change" or "Tune Up"; the system will recommend these based on the time and mileage since the last repair order that was printed for a vehicle. The repairs are keyed on a two-digit code. Program #12 on the Service Merchandising Master Menu is used to add, change, delete, display and print out the repair category records. To rebuild, choose #12 from the rebuild menu, which is #44 from the Service Merchandising menu. The (s7BTime(s0B (s7Band(s0B (s7BMileage(s0B file contains a list of tables; the tables list the time and mileage recommended between each repair category, and the estimated time and price for each repair. Each of these tables are referenced by a two-digit key. The different tables correspond to different types of vehicles; the key for the table that should be used is stored in the vehicle file. Program #13 on the Service Merchandising Master Menu is used to add, change, delete, display and print out the repair category records. To rebuild, choose #13 from the rebuild menu, which is #44 from the ervice Merchandising menu. The (s7BTechnician(s0B file contains a list of technicians keyed on a two-digit code. Program #14 on the Service Merchandising Master Menu is used to add, change, delete, display and print out the technician records. To rebuild, choose #14 from the rebuild me , which is #44 from the Service Merchandising July 16, 2001 page 7 menu. The (s7BAdvisor(s0B file contains a list of service writers keyed on a three-character code. Program #15 on the Service Merchandising Master Menu is used to add, change, delete, display and print out the advisor records. To rebuild, choose #15 from the rebuild menu, which is #44 from the Service Merchandising menu. The (s7BHistory(s0B file contains basic information on the repair orders. It contains a list of which maintenance items were done or declined, as well as basic header information such as customer number, repair order number, advisor, and VIN. It is keyed on repair order number. It is also keyed on a combination of whether it was closed, the last eight digits of the vehicle identification number, and the date. The history records can be displayed and modified using pro- gram #16 on the Service Merchandising Master Menu. (This program uses other files as well; not all the information in program #16 comes from this file.) To rebuild, choose #16 from the rebuild menu, which is #44 from the Service Merchandising menu. The (s7BRequired(s0B (s7BParts(s0B file contains a list of parts required to perform repairs. It is keyed on a combination of three characters from the vehicle identification number (the second, eighth and tenth, indicating manufacturer, engine and model year respectively) and the repair category number. It is used to make parts estimates and warn you of parts that are out-of-stock. To rebuild, choose #17 from the rebuild menu, which is #44 from the Service Merchandising me The (s7BConcern(s0B (s7BCode(s0B file contains the table of concern codes that is maintained by program 19. It translates two- or three-digit concern codes into descriptions of the customer's complaint. Usually these codes are defined by the manufacturer. To rebuild, choose #19 from the rebuild menu, which is #44 from the Service Merchandising menu. The (s7BAppointment(s0B file is used only by the Schedule Appointments program, #4 on the Service Merchandising Master Menu. It is keyed on a combination of the appointment date and time, technician number and duration. To rebuild, choose #22 from the rebuild menu, which is #44 from the Service Merchandising menu. The (s7BRepair(s0B (s7BOrder(s0B (s7BComplaint(s0B file contains the records of customer complaints and what was done to fix them. It is keyed on a combination of repair order number and a letter A through F indicating the line. To rebuild, choose #23 from the rebuild menu, which is #44 from the Service Merchandising July 16, 2001 page 8 menu. The (s7BOpen(s0B (s7BRepair(s0B (s7BOrder(s0B (s7BLines(s0B file contains lines that were printed on the repair order when lines were closed. This information is created by Program #2 and #3, Close Repair Order Line and Close Repair Order. It is used by Close Repair Order and Enter Repair Order into Accounting. Information in this file is deleted when the repair orders are entered into accounting. To rebuild, choose #21 from the rebuild menu, which is #44 from the Service Merchandising menu. The (s7BClosed(s0B (s7BRepair(s0B (s7BOrder(s0B (s7BLines(s0B file contains the same information as the Open Repair Order Lines file, but the in- formation is never deleted. This information is created by program #3 when a repair order is closed. To rebuild, choose #20 from the rebuild menu, which is #44 from the Service Merchandising menu. The (s7BName(s0B (s7BIndex(s0B is not a data file, but contains keys that refer to several other files. These keys contain part of the customer name, telephone number, license plate or vehicle identification number for both the Service Merchandising and Accounting customer files and for the F&I Sold file. It is created using selection 50 from the Rebuild Menu, which is option 44 on the Service Merchandising Master Menu. It is used by the Look-up Screen to find customer and vehicle information quickly. The (s7BAccounts(s0B (s7BReceivable(s0B (s7BCustomer(s0B file is part of the Accounting System. It is used by Service Merchandising to find information, in the Accounting System, on customers that can pay on credit. The information in this file is used in- stead of the Service Merchandising Customer file for these customers. The customer information must be in this file to charge repair orders to them (on account). To rebuild, choose #2 from the Accounts Receivable rebuild menu, which is #17 from the Accounts Receivable menu. The (s7BSystem(s0B (s7BF&I(s0B (s7BSold(s0B file is part of the Finance and Insurance System. These records contain the vehicle and owner information of vehicles that were sold. The Sold records are created by the Recapitulation program, #12 on the System F&I Master Menu. They are used by the Look-up Screen, which copies the information into the Service Merchandising vehicle and customer files; the information is not used directly by Service Merchandising. To rebuild, choose #27 from the F&I menu. The (s7BSystem(s0B (s7BF&I(s0B (s7BNew(s0B (s7BVehicle(s0B file is part of the Finance and Insurance System. These records contain the information on vehicles in inventory. They are keyed by stock number. They can be created, changed, displayed and printed out using July 16, 2001 page 9 the New Vehicle Inventory program, #1 on the System F&I Master Menu. The Accounting System has a similar program on menu #26, which affects the same file. This file is used by the Look-up Screen to find vehicles for internal repair orders; the information is then copied to the Service Merchandising vehicle file rather than used directly. To rebuild, choose #21 from the F&I menu. The (s7BSystem(s0B (s7BF&I(s0B (s7BUsed(s0B (s7BVehicle(s0B file is part of the Finance and Insurance System. These records contain the information on vehicles in inventory. They are keyed by stock number. They can be created, changed, displayed and printed out using the Used Vehicle Inventory program, #2 on the System F&I Master Menu. The Accounting System has a similar program on menu #26, which affects the same file. This file is used by the Look-up Screen to find vehicles for internal repair orders; the information is then copied to the Service Merchandising vehicle file rather than used directly. To rebuild, choose #22 from the F&I menu. The (s7BParts(s0B (s7BSales(s0B file is part of the Parts System. When you withdraw a part, a record is written of that part and also its cost, price, and the repair order number and concern. The Close Repair Order program (#3) and Enter R.O. History program (#16) use this file to determine which parts are on a repair order. This file is also used by the parts system to indicate which lines are open. The (s7BParts(s0B (s7BInventory(s0B file is part of the Part System. Information on parts that is printed on the repair order comes from this file. The number of parts in inventory is checked by the Schedule Technicians program and by the Print Repair Order program to warn you if there are not enough parts for a scheduled repair. The (s7BNoninventory(s0B (s7BParts(s0B file is used to associate parts with a repair order when those parts are not in the parts inventory. These records are created by the Non-Inventory Withdrawal program, which is accessed by choosing F3 I from the Parts Inquiry program. Like the Sales file, it is used by programs #3 and #16 to determine which parts are on a repair order. To rebuild, choose #24 on the Service Merchandising rebuild menu, which is #44 from the Service Merchandising menu. July 16, 2001 page 10 (s7BREPAIR(s0B (s7BORDER(s0B (s7BLAYOUT(s0B The repair order forms are designed so that the parts and labor information can be printed on the technician's copy (hard copy) of the repair order as they are done. So this can be done easily, the forms have the parts information and labor information printed along the sides, where it can be printed with a receipt printer. As parts are withdrawn, the part number, quantity, cost, price, and date and time of withdrawal are printed along the left side of the repair order. As labor is completed, this information is printed along the right side of the repair order. The information is stored in the system as it is printed, so that the final copies of the repair order can be printed to match the technician's copy. July 16, 2001 page 11 (s7B2.(s0B (s7BSYSTEM(s0B (s7BS(s0B (s7BMASTER(s0B (s7BMENU(s0B _____________________________________________________________ (s7BScreen(s0B (s7B2-1:(s0B (s7BMASTER(s0B (s7BMENU(s0B (s17H SYSTEM S SERVICE MERCHANDISING SYSTEM BY JARVIS COMPUTER SOFTWARE (C) 1991. ALL RIGHTS RESERVED. GENERAL FUNCTIONS PRINT OR DISPLAY REPORTS 1. PRINT REPAIR ORDER 21. CUSTOMER LISTS & MAILINGS 2. CLOSE REPAIR ORDER LINE 22. REPORTS 3. CLOSE REPAIR ORDER 23. SINGLE LABELS 4. SCHEDULE APPOINTMENTS 24. EMAIL CUSTOMER 5. VEHICLE STATUS ENTER OR CHANGE RECORDS OTHER FUNCTIONS 10. CUSTOMERS 40. PARTS SYSTEM 11. VEHICLES 41. ACCOUNTS RECEIVABLE 12. REPAIR CATEGORIES 42. BACKUP DATA 13. TIME & MILEAGE TABLES 43. PROGRAM UPDATES 14. TECHNICIANS 44. REBUILD FILES 15. ADVISORS 45. REPRINT BROWSER 16. ENTER R.O. HISTORY 46. SHELL 17. PARTS REQUIRED FOR SERVICE 47. PURGE OLD DATA 18. SHOP SUPPLIES MATRIX 48. OTHER 19. CONCERN CODES PLEASE ENTER YOUR CHOICE [__] F1=CLEAR FIELD, F5=EXIT, F6=SETUP AND MAINTENANCE, F7=HELP. (s12H _____________________________________________________________ (s7BPURPOSE(s0B (s7BOF(s0B (s7BMASTER(s0B (s7BMENU(s0B The Master Menu allows you to access all of the programs in the Service Merchandising System easily. (s7B12(s0B (s7BUSE(s0B (s7BOF(s0B (s7BMASTER(s0B (s7BMENU(s0B Type the number of the program you want to run. The programs are summarized below. The program will run as soon as you type the second digit. To run program 1, 2 or 3, either type a zero first, or press the Enter key after the digit to run the program. You may use the F1 key to clear the field if there is already a number there. The F5 key gets you out of System S and may return you to the operating system prompt or to another menu. The F7 key will display the help screen. When the program you have chosen is finished or you have exited from it using the F5 key, it returns to the master menu. It is possible to get an (s7B"--Access_Denied--(s0B (s7BPause"(s0B mes- sage when you type the program number. This means that you are not authorized to run the selected program. Press the Enter key to return to the "Please Choose" field. If you normally have access to the selected program, check that you are logged on as yourself. The F6 key presents a menu of configuration files to edit. These files are described in the last section of this manual. The selections are divided into five sections. The (s7B"General(s0B (s7BFunctions"(s0B at the top left are the programs you will use regularly. (s7BPrint(s0B (s7BRepair(s0B (s7BOrders(s0B (number 1) is used by service advisors both to print the repair order and to check a vehicle's repair history. (s7BClose(s0B (s7BRepair(s0B (s7BOrder(s0B (s7BLine(s0B (number 2) is used by the technicians to record the labor and parts information on their copy of the repair order and in the computer. It is used after each repair is finished. (s7BClose(s0B (s7BRepair(s0B (s7BOrder(s0B (number 3) is used by the service advisor to print the completed customer, warranty and accounting copies of the repair order. (s7BSchedule(s0B (s7BAppointments(s0B (number 4) is used by service advisors and technicians to make and check their appointments. The (s7B"Print(s0B (s7Bor(s0B (s7BDisplay(s0B (s7BReports"(s0B section is used to print or display most of the reports. (s7BCustomer(s0B (s7BLists(s0B (s7B&(s0B (s7BMailings(s0B (number 21) is used to select groups of customers based on most any criteria maintained by the system, and print out the customers in he form of a report, mailing labels, postcards or any other format you choose. (s7BProductivity(s0B (s7BReports(s0B (number 22) presents a menu of the other reports that can be printed. (s7BSingle(s0B (s7BLabels(s0B (number 23) lets you print a mailing label for a selected customer. (s7BEmail(s0B (s7BCustomer(s0B (number 24) lets you July 16, 2001 page 13 select a customer and then e-mail him/her. The (s7B"Enter(s0B (s7Bor(s0B (s7BChange(s0B (s7BRecords"(s0B section contains the pro- grams used to enter, display, change and print out files. These programs are used mainly when setting up the system and when new customers are added to the system. The other functions allow you to get to other Jarvis Computer Software systems without exiting to the command line or menu first, and to back up your data. The (s7BParts(s0B (s7BSystem(s0B (number 40) allows your service and parts departments to share a terminal if necessary. The (s7BAccounts(s0B (s7BReceivable(s0B (s7BSystem(s0B (number 41) is needed to enter the tax codes, finance codes, term codes, and group codes needed when entering new customers. Backup Data saves all the data on the System S directory on a floppy disk. Depending on how your system is set up, it may not save the customer data since that is as- sociated with Accounts Receivable. (s7BProgram(s0B (s7BUpdates(s0B (number 43) is used to load updates or bug fixes that we send to you. These updates will be labeled "Use program 43". Simply put the update disk in the drive and enter 43. Do this while logged in normally as someone in service; do not try to load updates if you are logged in as someone who does not normally use Service Merchandising. No one else should be in the Service Merchandising system when updates are loaded. The "(s7BRebuild(s0B (s7BFiles(s0B" menu (number 44) contains the pro- grams used to fix index files when the system gives errors or behaves strangely. This may be necessary if the power goes off while the system is running. The files numbered 10-19 on the rebuild menu correspond to the files used in the data entry programs with the same numbers. Number 20 is the open repair order file; this contains information pertaining to open repair orders, such as labor, sublet and failed part information. Num r 21 is the closed repair order file; it contains the same information for closed repair orders. Number 22 is the appointment file. Number 23 contains the complaint descriptions and fixes for both open and closed repair orders. Number 24 contains sales information for parts not in inventory. Number 50 rebuilds the file that the Lookup Screen uses to find names, telephone numbers and license plate numbers quickly. It never hurts to rebuild files, so if you have a problem, try rebuilding. The (s7BReprint(s0B (s7BBrowser(s0B allows you to reprint reports that don't come out on the printer, or that the printer mangles. It lists all data files on the temporary directory (the directory called /tmp), which is where the reports are stored as they are being printed. These files are not removed until the system is shut down and brought back up, so the Reprint Browser can reprint anything printed for the current day. July 16, 2001 page 14 Press D and U to page down and up through the list of files. Press S to select the one to print. The (s7BShell(s0B option brings you to the system prompt, typi- cally a directory name such as "/u/service" or a percent sign. From here you can type Xenix commands. You should normally not need this option; its main use is to make it easier to track down problems with the system. To return to the menu when the system prompt is displayed, type the word exit and press the Enter key. Another way to get out of shell is to type Ctrl-D (hold down the Ctrl key while typing a D). The (s7BPurge(s0B (s7BOld(s0B (s7BData(s0B program removes vehicles and cus- tomers that have not been in for a given amount of time. July 16, 2001 page 15 (s7B3.(s0B (s7BLOOK-UP(s0B _____________________________________________________________ (s7BScreen(s0B (s7B3-2:(s0B (s7BLOOK-UP(s0B (s7BSCREEN(s0B (s17H LOOK UP VEHICLE BY JARVIS COMPUTER SOFTWARE (C) COPYRIGHT 1995, 1998 ___________________________________ NAME: __________________________ |ENTER ANY ONE OF THE FIELDS TO | LICENSE PLATE #: __________ |SEARCH FOR VEHICLE THAT MATCH | TELEPHONE #: ___ ___-____ |WHAT YOU ENTERED. | CUSTOMER CODE: ______ | | VIN: ____________________ | | PREVIOUS R.O. #: ______ | | STOCK #: _______ | | Enter search string: ________________ |_________________________________| SELECT (99=NEW): __ OF TOTAL PAGE OF F1=CLEAR CURRENT FIELD, F2=NEXT, F3=OPTIONS (FKEYS/CHANGE CUSTOMER/ADDRESS), F4=PREVIOUS, F5=EXIT, F7=HELP, ESC=PRINT REPAIR ORDER FILE CUST# CUSTOMER N VIN YEAR MAKE MODEL WAR (s12H _____________________________________________________________ (s7BPURPOSE(s0B (s7BOF(s0B (s7BLOOK-UP(s0B The look-up screen is presented in several programs, but it is most often used through Print Repair Order (Menu #1). It allows you to find customer and vehicle information quickly and easily, by specifying one of several criteria: customer name, license plate, serial number, telephone number, customer account number, the number of a Repair Order that was previously entered, or the vehicle's stock number. If there is no matching vehicle record in the Service Merchandising system, the look-up program will find the vehicle in the F&I system and copy the information to the Service Merchandising system. If there is no vehicle record but there is a customer record in the accounting system, the look-up program can be used to find this information so you do not duplicate it. If no matching vehicle or customer records are found, you are transfered to the vehicle and customer programs so that you can enter them. (s7B16(s0B (s7BFIELDS(s0B (s7BON(s0B (s7BTHE(s0B (s7BLOOK-UP(s0B (s7BSCREEN(s0B The fields on the look-up screen are used to enter an item to search for in the customer and vehicle files. Filling in any one of these fields except the "Select" field displays any matching records. For the customer name, you only need to enter the first few characters of the name (at least two). First and last names match, except names in the F&I sold file which match on last name. (This is because the customer file does not have separate fields for first and last name.) The License Plate # is the plate number as stored in the vehicle file. You must type the complete number. The telephone number must be entered completely. The customer code is the six-character code used to reference the customer in the customer file. For non- accounting customers, the period and leading zeros may be omitted. (Depending on your set-up, you may be required to type the period, but the leading zeros can always be left out: for example, you can enter .123 to find customer number ".00123".) For the VIN, you only need to enter the last few digits of the serial number. Previous R.O. # finds the vehicle associated with a Repair Order number that was printed or entered through Service Merchandising. Stock number is used to look up vehicles in the F&I system's new and used inventory files. If you do not have the F&I system, this field is not enterable. This is the only field that can be used to look up vehicles in inventory. Vehicles already transferred to the Service Merchandising records are found only if the customer number is .99999. The system will not find vehicles in the F&I sold file by stock number. The Enter Search String field shows up only if there is more than one screen of matching records. You can enter something in the Search field to narrow down the list. Each line is checked to see if it contains the string you entered. If not, it is removed from the display. You can try to match on anything that is displayed in the list of matching vehicles, such as make, model, year or name. You can even search by looking at two adjacent fields; for instance, you could type in 95 CHEV to show only the 95 Chevys, because there is a single space between year and make on each line July 16, 2001 page 17 that it displays. If you just hit Enter on the Search String field, leav- ing it blank, all of the matching vehicles are displayed; except if there are more than 98, only the first 98 are shown. The Select field is used after you have entered a search field and the matching records are displayed. To select one of the records that is displayed, enter its number. You may also enter "99" if there is no matching record already in the system and you want to add it. (s7BUSE(s0B (s7BOF(s0B (s7BTHE(s0B (s7BLOOK-UP(s0B (s7BVEHICLE(s0B (s7BSCREEN(s0B Enter whichever one of the fields you want to use for the search. If no vehicles have been found that match what you have typed in, the computer beeps, otherwise it displays a list of matching vehicles and positions the cursor at the Select field. The list of matching vehicles shows the fol- lowing information: (s7BFILE (s0Bis a one-letter code for the file that the record was found in; these files are described in the next section. (s7BCUST# (s0Bis the customer code from either the Accounts Receivable or Cash Customer files. Vehicles in inventory always display .99999. For vehicles from the F & I sold file, it is left blank. (s7BCUSTOMER (s0Bis the customer name. Vehicles in inventory dis- play the stock number followed by INTERNAL SALES. (s7BN (s0BThis column is only used for vehicles in the ser- vice system (ones that have R under File). It shows N, U or L for new, used or leased. (s7BVIN (s0Bis the vehicle's serial number. If it says "(Vehicle unknown)" it is displaying a customer record rather than a vehicle record--if you select it you will then have to enter the vehicle. (s7BYEAR (s0Bis the last two digits of the model year. (s7BMAKE (s0Bis the vehicle's make. (s7BMODEL (s0Bis the vehicle's model. (s7BWAR (s0Bis a "*" to indicate that the vehicle is under warranty. For vehicles in the service system (File type R) it means that the warranty informa- July 16, 2001 page 18 tion has been filled in on the vehicle screen. (It does not check whether it's expired.) For vehicles from the F & I sold file, it indicates that the F & I deal included a charge for "Service Contract". If there are more matching vehicles than fit on the screen, you can use the F2 and F4 keys to go forward and backward in the list. You can also move the cursor back up into one of the search fields using the arrow keys and enter a different criterion for the search. If the customer's vehicle is not recorded in the system, enter 99 in the Select field to indicate this. This will cause the Look-Up Customer screen to be displayed, since the customer may already be in the system even though the vehicle is not. The Look-Up Customer screen is described in the next section. If the vehicle is found but is shown as being owned by a different customer, press F3 and select C. Then, select the vehicle. Instead of going to the print repair order screen, the system will first allow you to select a new customer for the vehicle. If the vehicle comes from the Service Merchandising file or the F&I inventory file, it already has a customer and will not normally bring up the Look-Up Customer screen. If you want to choose a different customer than the one currently associated with the vehicle, you can use the F3 Change_customer option to select a new customer from the Look-Up Customer screen, and assign the selected customer to the vehicle. This can be used if a vehicle has been sold. To do this, you must press F3 and select C before you enter the number of the vehicle in the select box, otherwise the look-up program exits and assumes the customer information is correct. If the vehicle comes from the Sold File in the F&I system, or if you typed 99 to enter a new vehicle, or if you chose the F3 Change_customer option, the Look-Up Customer screen is displayed. (s7BUSE(s0B (s7BOF(s0B (s7BTHE(s0B (s7BLOOK-UP(s0B (s7BCUSTOMER(s0B (s7BSCREEN(s0B The Look-Up Customer screen allows you to find customers to associate with a vehicle you have selected or with a vehicle you are adding. The customer can come from either the Accounts Receivable customer file or from the Service Merchandising customer file. Charge customers must be stored in the Accounts Receivable file. Selecting customers separately from vehicles allows you to have customers with July 16, 2001 page 19 more than one vehicle without retyping customer information, and makes it easier to change owners when a vehicle changes hands. The customer can be looked up by either name, telephone number or customer code. If you selected a vehicle from the sold file, the telephone number will be filled in automatically. You can fill in any one of the fields to look up on that information. When the customer you want to use is displayed, enter the number in the Select field. This will associate the customer with the vehicle you previously selected, or that will be added. If the customer is not currently stored in the system, enter 99 in the Select field. This will cause the Service Merchandising Customers screen to be presented. You cannot add Accounts Receivable customers through the Service Merchandising system; if you know ahead of time that a cus- tomer wants to charge repairs, he should be added through the Accounts Receivable system; then he can be looked up by name on this screen. If you choose to add a customer and the vehicle you selected was from the F&I sold file, the customer information is copied from the F&I file. The buyer's name is used unless you did the look-up by name and the cobuyer's name matched; then the cobuyer's name is copied to the customer file. The Customers screen is still presented, but with the sold file information already entered, so that you can add or change information. (s7BLOOKING(s0B (s7BUP(s0B (s7BVEHICLES(s0B (s7BIN(s0B (s7BINVENTORY(s0B You can look up vehicles in inventory by entering the stock number. The VIN and license plate fields do not work for finding vehicles in inventory. Vehicles in inventory are assigned a customer code of ".99999". You can get a list of vehicles in inventory by entering .99999 in the customer code, but the list is limited to 99 vehicles. If you select a vehicle in inventory, it is copied to the Service Merchandising vehicle file. You have the option of changing the customer code by pressing F3 C before you select the number of the vehicle; if you do this you can look up or add a customer and assign it to the vehicle in place of customer .99999. This allows you to transfer recently-sold vehicles to the Service system even if they have not yet been transferred to the sold file through the recap program (F&I July 16, 2001 page 20 program #12). (s7BDISPLAYING(s0B (s7BADDRESSES(s0B (s7BAND(s0B (s7BTELEPHONE(s0B (s7BNUMBERS(s0B Press F3 and select Address to display addresses and telephone numbers. When you are in this mode, the system displays the address and telephone numbers of the owner or customer you select, instead of going on to the next screen. To get out of this mode, press F3 A again. Look at the ESC= on the function key descriptions in the middle of the screen if you need to determine whether you are in the address look-up mode. (s7BFILES(s0B (s7BSEARCHED(s0B (s7BBY(s0B (s7BLOOK-UP(s0B Since the Service Merchandising system was added after the Accounting and F&I Systems, it had to be integrated by using the existing Accounting and F&I files. The customer information stored in the Accounting System was not previously integrated with the F&I information. The look-up screen handles this by looking in both places and transfering information where necessary. There are six different files that are searched for customer and vehicle information, in- cluding the Service Merchandising system's own records. They are: A - Accounts Receivable customer file (A/R menu #10) C - Service Merchandising customer file (Service menu #10) N - F&I New Vehicle Inventory (F&I menu #1) R - Service Merchandising vehicle file (Service menu #11) S - F&I Sold File (Vehicles must be transfered in recap) U - F&I Used Vehicle Inventory (F&I menu #2) When selecting a vehicle from the Sold file by choosing a line beginning with "S", you must next select a customer, because even though the customer name is known, there is no linkage between the name in the F&I system and the name in the Service Merchandising or Accounting systems. If the cus- tomer has another vehicle or is already in the accounting system, you should select the existing customer name rather than letting the system make another copy of the customer record. Otherwise, the system will copy the customer infor- mation from the F&I system into a new customer record. After the system transfers the information, it presents the vehicle screen to allow you to add information that is not in the F&I record. If you have transfered the information to a new customer record (rather than selecting an existing one) the customer record is also presented to allow you to add or change information. Press Escape to get out of the vehicle and customer screens, even if you don't change anything. When selecting a vehicle from New or Used Inventory, a July 16, 2001 page 21 customer number of ".99999" is automatically assigned. This number is reserved for vehicles in inventory. The Accounts Receivable file is in the same format as the Service Merchandising customer file and is used directly by the Service Merchandising system; information is not transfered when selecting from this file. Customers that plan to charge service work should be added to this file using the Accounts Receivable system rather than selecting 99 in the Look-Up or 10 on the service menu. (This applies only if you have the accounting system.) July 16, 2001 page 22 (s7B4.(s0B (s7BPRINT(s0B (s7BREPAIR(s0B (s7BORDER(s0B (s7B(MENU(s0B (s7B#1)(s0B _____________________________________________________________ (s7BScreen(s0B (s7B4-3:(s0B (s7BPRINT(s0B (s7BREPAIR(s0B (s7BORDER(s0B (s7B-(s0B (s7BSECOND(s0B (s7BSCREEN(s0B (s7BMENU(s0B (s7B#1(s0B (s17H PRINT REPAIR ORDER BY JARVIS COMPUTER SOFTWARE (C) 1991,1995. CUSTOMER: Karla Carmichael PLATE 1ST CAR TABLE 01 YEAR: 90 MAKE PLYM MODEL SUNDANCE VIN 1P38535K8T2223423 R.O. #: ______ ADVISOR: ___ GROUP CRED LIM R.O. TYPE: _ MILES: ______ WORK PHONE: ___ ___-____x_____ DELIVERY 01-01-90 ____________________________________________________________ WARRANTY 01-01-90 ____________________________________________________________ TECH #: 01 TYPE CONCERN DESCRIPTION EST LABOR OTHER A __ ____________________________________________________________ ______ ______ B C D E F CODE DESC MILES TIME LABOR OTHER 48000 41221 0 DATE 01-07-92 03MAY91 01JAN91 01JAN90 01 LUBR,OIL & FILTER ** ___.2 _10.00 ______ 04 02 02 ROTATE TIRES __ _____ ______ ______ 03 SERVICE AUTO. TRANS. __ _____ ______ ______ 04 COOLING SYS. SERVICE __ _____ ______ ______ 05 TUNE UP (MINOR) __ _____ ______ ______ 04 06 INSPECT BELTS __ _____ ______ ______ 04 F7=HELP. F1=CLEAR FIELD, F2/F4=NEXT/PRIOR, F3=OPTIONS, F5=EXIT, F6=REQUEST, ESC=PRINT. (s12H _____________________________________________________________ (s7BPURPOSE(s0B (s7BOF(s0B (s7BPRINT(s0B (s7BREPAIR(s0B (s7BORDER(s0B This is the program used to print the repair orders when the customer comes in. It automatically prints the vehicle and customer information if it has been entered into the system. It can also print the vehicle history and recom- mended repairs. The actual repairs made are printed along the sides of the repair order using Program #2. The printed repair order is recorded in the system as (s7B23(s0B having been printed but not yet processed; Programs #2 and #3 must be run to close out repair orders that were printed with this program. To print repair orders for customers that had an appointment, use Program #4 to select the appointment rather than choosing #1 from the Master Menu. When you have selected the appointment, the system will transfer to this program automatically. You can also use this program to reprint repair orders that were previously printed with this program. (s7BFIELDS(s0B (s7BOF(s0B (s7BPRINT(s0B (s7BREPAIR(s0B (s7BORDER(s0B This section describes the fields on the second screen of Print Repair Orders, shown above. The first screen (the look-up screen) is described in the previous chapter. The (s7BR.O.(s0B (s7B#(s0B is the number of the repair order you are going to print. This field may default to the number after the one you last printed (this depends on how your system is set up). This number must be unique--you cannot have two repair orders in the system with the same number. You may enter a number that has already been printed if it was not closed yet; in this case the system will ask if you want to reprint it. The (s7BAdvisor(s0B is the code for the service writer, as set up in Program #15. You can press the F3 key and select "A" while on this field to display a list of advisor codes and select one. The (s7BPlate(s0B is the license plate. You can add or change it here and it will be updated in the vehicle record. Depending on the set-up, it may be required. The (s7BWork(s0B (s7BPhone(s0B is the customer's work phone number. The (s7BType(s0B (s7Band(s0B (s7BConcern(s0B (s7BDescription(s0B fields list the con- cerns or symptoms that are to be fixed. The Type field must be filled in with a code indicating the type of concern. These codes can be listed by pressing the F3 key and select- ing "C". If you leave the Type field blank, the cursor will move to the date field so you don't have to enter through all the concern lines. You can use the abbreviation CS as the first word in the concern description, and it will be ex- panded to "CUSTOMER SAYS" when you move off the field. You can use the F3 F option to define some other common phrases. The (s7BMiles(s0B field is the current mileage. When this field is changed, the recommendations are changed based on the new July 16, 2001 page 24 mileage. The (s7Bdate(s0B is the current date. You can change it to list recommendations as of a given date, but you should normally leave it set to today's date. The rest of the fields contain one line for each type of maintenance item. The (s7BRecommended(s0B field contains a two-character code for each maintenance item, describing whether or not an item is recommended and for what reason. These codes are listed in the last section of this chapter. You can list and select one of these codes by pressing the F3 key and selecting "R" while you are on the recommendation field. The code "RQ" indicates that the item is requested by the customer; the maintenance procedure will be printed on the repair order if "RQ" is filled in. You can quickly fill in the "RQ" code by pressing the F6 key while on the field. If a code is filled in here but the service is not done, the code will be stored in the vehicle's history. The (s7BEstimated(s0B (s7BTime(s0B field contains the estimated time a maintenance procedure will take, if it is recommended. This amount defaults from the amount entered in the time & mileage table in Program #13. You can change it if necessary. This amount can be printed on the repair order. The (s7BEstimated(s0B (s7BLabor(s0B field contains the estimated labor price of a maintenance procedure, if it is recommended. This amount defaults from the amount entered in the time & mileage table in Program #13. You can change it if necessary. This amount can be printed on the repair order, and will be the default estimate when closing the line in Program #2. The (s7BEstimated(s0B (s7BParts(s0B field contains the estimated parts price of a maintenance procedure, if it is recommended. This amount is calculated from the table of parts required for each maintenance item (Program #17); the prices of the required parts are then looked up in the parts inventory file. If there is no table of parts for the vehicle's iden- tification number, the field remains blank. You can change this field. This amount can be printed on the repair order. To the right of the (s7BEstimated(s0B (s7BPrice(s0B, the service history is listed for each line. One column is shown for each of the last four repair orders printed for the vehicle. The top of each column shows the mileage and date of the repair order; each line shows either the number of the technician that did the work, or the recommendation code that explains why the work was not done. If this code is blank, the repair was not done nor recommended. July 16, 2001 page 25 (s7BUSE(s0B (s7BOF(s0B (s7BPRINT(s0B (s7BREPAIR(s0B (s7BORDERS(s0B To print repair orders for customers that do not have appointments scheduled in the system, choose #1 from the Service Master Menu. The first screen is the look-up screen as described in the previous chapter (page 16). Select the vehicle and customer from this screen. To print repair orders for customers that have an ap- pointment scheduled in the system, choose #4 from the Service Master Menu. This displays the appointments for the day. Press F3 R and select the number of the appointment. The main screen of the Print Repair Order program is now displayed. If you arrived here from Schedule Appointments, the complaint description and requested repairs may already be filled in. If the customer is in the Accounts Receivable system, and the customer owes more than the credit limit, the system will beep and display the message "Credit Limit Exceeded". The credit limit is determined by a code in the customer file (A/R program #10), which references the table of credit limits defined in A/R program #11. This message is only for your information; it will not prevent you from printing the repair order or entering it as a charge sale. Also, you are not warned if the estimated amount of the repair order ex- ceeds the credit limit. The credit check depends on the Accounts Receivable invoice file being sharable. If someone in accounting is posting or running finance charges, the credit check will be skipped. Enter your advisor number, the repair order number, and the vehicle's current mileage. The repair order number defaults to the next number after the last repair order printed. You may reprint a repair order by changing the repair order number to the number of the one you want to reprint. This number must be for the selected customer, and must not have been closed yet. The system asks if you want to reprint the repair order; answer Y. This displays the information from the original repair order; you may change it before you reprint it. The system will display the vehicle's history, recom- mended maintenance, and estimated or standard times and prices of the recommendations. (These recommendations, times, and prices are made using the time and mileage tables, program #13.) The recommendations and history are displayed using the codes described in the next section. You can change the date or current mileage to see what effect that July 16, 2001 page 26 has on the recommendation. You may also change the recom- mendation codes, times and prices; these changes will show up on the repair order. You can display or print the history and recommendations before you print the repair order by pressing F3 and select- ing "Display" or "Print". F3 Display displays the customer and vehicle information, recommendations, and the list of service done in the past. This list might be more than one screen long; the F2 and F4 (or Page Up and Page Down) keys can be used to page through this list. F5 returns to the Print R.O. screen. F7 key displays the help screen. F6 key inserts "RQ" (request) into the recommendation field. The information displayed on this screen and its layout can be configured specially for your dealership. The chapter "Edit Repair Order Form File" tells how to do this. The F3 Print option prints similar information and can also be configured. Enter the concerns (non-maintenance repairs) to be done in the Type and Concern Description fields. The Type is a two or three character code indicating the type of complaint. They can be set up to use the codes assigned by the manufacturer. The Concern Description is the customer's description of the complaint. Go through the list of recommended repairs and enter the appropriate codes as described in the next section. Any service work to be done should be indicated by pressing the F6 function key, which displays "RQ" (for request) in the field. Recommended repairs are indicated by "**". This code should be changed to "RQ" to indicate that the work is to be done, or to a code showing the reason the work is declined. "XX" indicates the customer declined the recommendation. You may also change the code to "NA" (not applicable), "NN" (not needed), "CS" (customer serviced), "SE" (serviced elsewhere), or blanks (no explanation, but it will be recommended next time a repair order is printed for this vehicle). The RQ code can be filled in quickly by pressing the F6 key. The two- letter codes your dealership uses can be changed; the s_imcf file defines them. To print the repair order, press the Escape key. This may display the print menu, which is described in the next paragraph. If you have continuous forms, or if you have a laser printer, or if your printer loads forms consistently enough, this menu may have been disabled, and the repair order will print as soon as you hit Escape. If so, you can skip the following paragraph. When the repair order is fed into the printer, alignment may not be perfect on the first line. Pressing "L" will move July 16, 2001 page 27 _____________________________________________________________ (s7BScreen(s0B (s7B4-4:(s0B (s7BFORM-PRINTING(s0B (s7BMENU(s0B (s17H Printing Repair Order Printing field "1988 CHEV" Align form in printer. Press "L" to load form. Press "U" to move form up press "D" to move form down Press "S" for single line printing. Press "P" for printing continuous. Press Ctrl-C to stop........ (s12H _____________________________________________________________ the paper 2.25 inches upward or about 1 revolution of a standard platen. Pressing "U" will advance the paper upward one line (one line is determined by the line spacing of the repair order and may be from 1/48th of an inch to about 1/6th of an inch). Pressing "D" will move the paper downward one line. Not all printers support backward movement. If your printer does not support backward movement, then pressing "D" will have no effect. You can press "S" for single step. The system will pause after each line of printing to allow you to adjust the repair order. If you want to abandon the repair order, you can press "Ctrl-C" (while holding the control key down, press "c") and printing will cease. If you do not want to abandon printing, then press "P" for printing and the remainder of the form will be printed. If you abandoned the printing of the repair order with Ctrl-C, you are prompted with this menu bar: (s7BOkay(s0B (s7BReprint(s0B (s7BQuit_without_saving(s0B Press the first letter of the selection you want. Selecting Okay records the repair order in the system as if it were printed successfully. Selecting Reprint allows you to put in a new repair order form and reprint it. Selecting Quit_without_saving returns you to the System S Master Menu and does not record the repair order. (If you quit but you had entered a new customer or vehicle before you got to the main Print Repair Order screen, the customer and vehicle in- formation is saved.) On most systems, you will be asked for information while the repair order is printing. This shows up on the bottom line of your screen. This information will be printed on the repair order, but it is not saved in the computer. Type in July 16, 2001 page 28 the information that the system asks for then press Enter. You can leave it blank by pressing Enter without typing any- thing first. These questions are referred to as "prompts". When the repair order has been printed, the system returns to the System S main menu. The repair order is recorded in the system as being open; it will show up on the outstanding repair order report (#22, then #4). It remains open until the final copies are printed using Program #3. (s7BREPAIR(s0B (s7BORDER(s0B (s7BHISTORY(s0B (s7BCODES(s0B The system keeps track of vehicle's repair histories broken down by maintenance category. Each R.O. contains a two-character code for each category. This code is displayed by the system when making recommendations. This code is either the number of the technician who did the work, which is entered in Program #2; a code that indicates that a scheduled maintenance item is due, which the computer dis- plays based on time and mileage; or a code that indicates reasons for recommendations, which you enter when you print the repair order in this program. These codes are left blank if a repair was not recommended and will not be done. These codes used can be customized. The "S_imcf File" section of this manual describes how these are set up and shows the default codes. The descriptions below describe the meaning of the codes and the names used in the s_imcf file; you can write in the codes that you are using before the names so you can refer to them. (s7B__(s0B (s7Brecommended (s0BThe system recommended this repair. This is displayed automatically in this program (Print Repair Orders, #1). (Default is "**".) (s7B__(s0B (s7Brequested (s0BThe customer requested this repair. (Default is "RQ".) This must be entered to make the item show up on the repair order in the list of repairs to be done. It can be entered quickly in this Print Repair Order program by pressing the F6 key while on the appropriate field. (s7B__(s0B (s7Bdeclined (s0BThe repair was recommended but the customer refused it. It will be recommended again until it is either done or entered as "Not Applicable." (Default is "XX".) July 16, 2001 page 29 (s7B__(s0B (s7Bnot_applicable (s0BA system-recommended repair does not apply, such as if "Recharge Air Conditioner" were recommended for a vehicle that does not have air conditioning. Once this is entered the system will no longer recommend it. (Default is "NA".) (s7B__(s0B (s7Btechnician_recommended (s0BA technician found a problem but did not fix it. (Default is "TR".) (s7B__(s0B (s7Bdone_elsewhere (s0BA recommended repair was done elsewhere. (Default is "SE".) (s7B__(s0B (s7Bdid_it_themselves (s0BA recommended repair was done by the customer. (Default is "CS".) (s7B__(s0B (s7Bnot_needed (s0BA service advisor or technician in- dicated that a computer-recommended repair was not needed (Default is "NN"). (s7B (s0B July 16, 2001 page 30 (s7B5.(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B (s7BLINE(s0B (s7B(MENU(s0B (s7B#2)(s0B _____________________________________________________________ (s7BScreen(s0B (s7B5-5:(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B (s7BLINE(s0B (s7B-(s0B (s7BMENU(s0B (s7B#2(s0B (s17H CLOSE REPAIR ORDER COMPLAINT BY JARVIS COMPUTER SOFTWARE (C) 1992, 1995. R.O. #: 1258 LINE: A SALE TYPE: W WARRANTY TYPE: _ WARRANTY MARKUP: _____ REPAIR CODE: A02 Poor AM Reception MECH./B.S.: _ LABOR ESTIMATE: ______ CONCERN: CUSTOMER SAYS RADIO DOES NOT WORK ON AM CAUSE: ______________________________________________________________________ CORRECT: ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ TC: ___ FC: ___ FAILED PART #: ____________________ T# LTG OLH CLOCK CTIME RATE COST PRICE LABOR OP. & DESCRIPTION 00 00 00 00 ----- ----- ----- ----- ------ ------ SUBLET P.O. #: ______ =====PART NUMBER==== DESCRIPTION LN QTY CL CL DESCRIPTION COST PRICE Freight F1=CLEAR, F2/F4=FWD/BKWD, F3=ADD'L, F5=EXIT, F6=TIMES, F7=HELP, ESC=SAVE/PRINT. (s12H _____________________________________________________________ (s7BPURPOSE(s0B (s7BOF(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B (s7BLINE(s0B This program is used to print repair information for a single repair on the hard copy of the repair order, and record that information. The description of the cause and correction, the cost and price of the repair, the failed part, trouble code and fail code, a description of the repair, and the technicians performing it are all printed and recorded in the system. If the Labor Time Guide program is used, that information is automatically printed on the repair (s7B31(s0B order. This program is also used to make corrections to part numbers that were withdrawn for the wrong line or that have the wrong class (such as Part, Body Materials or Tires). (s7BFUNCTION(s0B (s7BKEYS(s0B (s7BIN(s0B (s7BCLOSE(s0B (s7BR.O.(s0B (s7BLINE(s0B (s7BF1 (s0Bclears the current field. (s7BF2 (s0Bdisplays the next page of technician and/or part lines. If there are more than four technician lines, F2 dis- plays the next four lines. If there are more than six part lines, F2 displays the next six. If there are more lines of both technicians and parts, F2 displays the next set of lines for both technicians and parts. (s7BF3 (s0Bdisplays this list of options: (s7BConcern_codes(s0B (s7BDelete_line(s0B (s7BTechnicians(s0B (s7BFkeys(s0B (s7BVehicles(s0B (s7BWork(s0B (s7Bphone(s0B (s7BQuit(s0B (s7BF3(s0B (s7BConcern_codes (s0Bdisplays a list of concern codes and al- lows you to select one, if the cursor is on the repair code field. This is only allowed if you are adding a non- maintenance repair that was not printed on the repair order, and you are on the repair code field. This option is similar to the "Category_number" described below; if you add a line with a letter between "A" and "F", the repair code field con- tains the concern code as defined in screen #19, and this F3 C option is called Concern_codes to describe what code it will look up. (s7BF3(s0B (s7BCategory_number (s0Bdisplays a list of maintenance category numbers and allows you to select one, if the cursor is on the repair code field. This is only allowed if you are adding a maintenance item that was not printed on the repair order, and you are on the repair code field. This option is similar to the "Concern_codes" previously described; if you add a line with a letter of "G" or above, the repair code field contains the maintenance category numbers as defined in screen #12, and this F3 C option is called Category_number to describe what code it will look up. July 16, 2001 page 32 (s7BF3(s0B (s7BDelete_line (s0Bdeletes a technician line, if the cursor is on that line. If the cursor is not on a labor line, it does nothing. (s7BF3(s0B (s7BTechnicians (s0Bdisplays a list of technicians, if the cursor is on a technician number field. You may then select a technician from this list. If the cursor is not on a tech- nician number field, it does nothing. (s7BF3(s0B (s7BFkeys (s0Ballows you to define a sequence of letters that will automatically be typed when you press F8-F12. This is useful for commonly-used phrases in repair descriptions. (s7BF3(s0B (s7BVehicles (s0Btransfers to the vehicle entry screen and brings up the vehicle for this repair order. When you press Escape or F5 from the vehicle program, you return to the Close Line screen. (s7BF3(s0B (s7BWork(s0B (s7Bphone (s0Bdisplays the customer's work telephone number and allows you to change it. (s7BF3(s0B (s7BQuit (s0Ballows you to return from the F3 menu bar without doing anything. (s7BF4 (s0Bdisplays the previous page of technician and/or part lines. (s7BF5 (s0Bleaves the program and goes to the System S master menu. (s7BF6 (s0Ballows you to enter a starting and ending time, and calculates the duration of time between them. This can be used to calculate the actual time to enter in the Clock field. If your timeclock is in hours and minutes, use a decimal point instead of a colon to separate hours from minutes. After you have entered the starting and ending times, the difference is displayed to the right, and the cursor returns to the field that it was on when you hit F6. (If you accidentally hit F6, hit enter to get past both fields; this is the only way to get out.) (s7BF7 (s0Bdisplays the help screen. July 16, 2001 page 33 (s7BFIELDS(s0B (s7BIN(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B (s7BLINE(s0B (s7BRepair(s0B (s7BOrder(s0B (s7BNumber(s0B must be for a repair order that was printed in Program #1 of the Service Merchandising system. (s7BLine(s0B is the letter of the concern or repair category, as printed on the repair order. Concerns are lettered A through F. Scheduled maintenance items are lettered G through Z. Any letter may be entered; if a letter was entered and no corresponding concern was entered when the repair order was printed, you are allowed to enter the concern or maintenance category here. If you enter a line letter that was already closed, the program asks whether you want to add additional repairs. Answering No lets you reenter this field; answering Yes displays the information that was there before and allows you to change it or enter additional information. (s7BSale(s0B type is either C, W or I for Customer pay, Warranty or Internal. It defaults to the type of the repair order that was entered when it was initially printed. For maintenance items (lines G and above), the sale type must be either Customer or Internal. (s7BWarranty(s0B type allows you to specify which type of war- ranty to use for a repair; different warranty types may use separate account numbers for the cost and sale amounts. This is an optional feature that is only set up if you need it; if you do not use it this field will never be enterable. If you use this feature, this field will be enterable for warranty repair orders. Press enter to select the default warranty type. To see the warranty types you have to select from, enter an invalid warranty type (such as a punctuation mark) and the possible values will be displayed on a menu bar at the bottom of the screen. The possible values depend on how your dealership is set up. (s7BWarranty(s0B (s7BMarkup(s0B is the percentage that warranty parts are marked up. A default value is initially filled in for warranty repairs. This value can be changed to handle cer- tain parts that are treated specially by the manufacturer or service contract company. This field is usually enterable only for warranty repairs. It is possible to set up the system to allow markups to be used for internal or customer pay; if your system is set up this way, list price will be used on parts unless something is entered in this field. (s7BMech/B.S.(s0B stands for Mechanical (sometimes called Service) or Body Shop. If you press Enter an M will be entered automatically. This field may affect which account numbers are used for cost and sale information, depending on July 16, 2001 page 34 how your system is configured. The (s7BLabor(s0B (s7BEstimate(s0B field is required but not used by this version of the program except to default the Labor Price field further down on the screen. It defaults to the labor estimate that was shown when the repair order was printed. The (s7BRepair(s0B (s7BCode(s0B is either the repair category for scheduled maintenance lines (as entered in Program #12) or the complaint types (as entered in Program #19). Complaint codes are used for lines A-F; repair category numbers are used for lines G and above. If the repair is one that was printed on the original repair order, this field is filled in automatically and cannot be changed. If you are adding a new repair that was not printed on the original repair order, you must enter this field. The codes can be listed by pressing F3 and C when on this field. For lines A-F, any valid repair code can be entered. For lines G and above, a category num- ber can be added as long as it is a real category set up in Program #12 and the category was not already used on another line on the same repair order. The repair or complaint description is listed after the code when you enter it. The (s7BConcern(s0B is the customer's complaint. It is entered and printed when the repair order is initially printed in Program #1. It is filled in automatically here and cannot be changed, unless you are adding a line that was not printed on the original repair order. The (s7BCause(s0B (s7Band(s0B (s7BCorrection(s0B fields describe what was done about the complaint. They are always enterable. The (s7BTC(s0B and (s7BFC(s0B fields are the trouble code and fail code (s7B(Ford(s0B (s7Bdealers(s0B (s7Bshould(s0B (s7Bplace(s0B (s7Bthe(s0B (s7Bcondition(s0B (s7Bcode(s0B (s7Bin(s0B (s7Bthe(s0B (s7BFC(s0B (s7Bfield)(s0B. They correspond to the failed part number. They should be entered when applicable. The (s7BFailed(s0B (s7BPart(s0B (s7BNumber(s0B field is the failed or causal part. It can be left blank; if it is filled in and if there are any part numbers displayed at the bottom that correspond to the line letter you are entering, the failed part number must match one of the listed part numbers. The next lines of fields describe the repairs that are made. These fields are enterable and required. Although four lines of these fields are shown, you can use the F2 and F4 keys to page through a longer list. The fields on each of these lines are described in the following paragraphs. The (s7BTechnician(s0B field (labeled T#) is the technician number as entered in Program #15. Only valid technician numbers set up in that screen are accepted. When it is entered, the rate field will be filled in from the July 16, 2001 page 35 technician's information. The (s7BLTG(s0B field is the Labor Time Guide's time for the repair. The (s7BOLH(s0B field is the Other Labor Hours. This is time that is not included in the Labor Time Guide's time. The (s7BClock(s0B (s7BTime(s0B is the actual time. You can use the F6 key to calculate this from the starting and ending times (see Function Keys section above). The (s7BCost(s0B (s7BTime(s0B is the amount of time for which the tech- nician will be paid. When it is entered, it is multiplied by the technician's rate to determine the cost. Depending on how your dealership pays technicians, this may be the same as clock time or as LTG plus OLH. The (s7BRate(s0B corresponds to the rate assigned to the technician. It is filled in automatically with the technician's rate as entered in Program #14. You may change it if necessary. Your system might be set up so that this field is always blank; this can be done to prevent the tech- nicians from finding out each other's rates. The (s7BCost(s0B is not enterable. It is computed automatically from the Cost Time and Rate. It will be blank if the system is set up so the technician rates are blank, as described in the preceding paragraph. The (s7BPrice(s0B is the price you will charge for labor for the repair. It defaults to a price based on the time entered in the LTG and OLH fields, with the rate determined by the sale type. If you change the LTG or OLH fields, it will recalcu- late the price as long as you have not changed the default price it had calculated. The (s7BDescription(s0B is a description of the repair. It is printed on the repair order with the labor lines. The labor operation code should be the first thing on this line. It is sent to the DIAL system if you are transmitting Chrysler warranty claims. The system will usually allow you to leave this line blank, but if you leave blank the first description line of a maintenance item, it will fill it in with the maintenance description when you print it. The (s7BPart(s0B (s7BNumber(s0B lines display part numbers that have been withdrawn through Program #1 of the Parts System and that correspond to the repair order and line being entered. Parts whose line was not entered are also displayed so that you can enter the correct letter. Although up to six lines of these fields are shown, you can use the F2 and F4 keys to page through a longer list. The fields on each of these lines July 16, 2001 page 36 is described in the following paragraphs. The (s7BPart(s0B (s7BNumber(s0B is the number of the part that was withdrawn. It is not enterable. The (s7BPart(s0B (s7BNumber(s0B (s7BDescription(s0B is the description of the part, and is not enterable. This description comes from the Part File and is entered or changed in Program #5 of the Parts System and read in when doing price updates. The (s7BLine(s0B is the line letter the part corresponds to. Normally they are all set to the current line, but you may change this in case the wrong line was entered when the part was withdrawn. The line letter might also be blank if no line was specified when the part was withdrawn, in which case you should fill in the correct line letter. The (s7BQuantity(s0B is the number of the particular part withdrawn. It cannot be changed. The (s7BClass(s0B is the type of part: P for regular parts, M for body materials, G for gas, O for oil and grease, T for tires, U for shop supplies, and A for accessories. This code comes from the Part File and is originally set up in Program #5 of the Parts System. Changing it here will change the class of the part in the Part File so all repair orders that have the same part number will have the class changed. The class determines how the part will print on the repair order and how the accounting will be done for its cost and price. The (s7BSublet(s0B fields list a class, description, cost and price for sublet. You have up to four lines to list sublet items. The class is either P, L or O for Parts, Labor or Other. The class may affect the tax in some states (e.g. Illinois). Depending on your set-up, it may also affect the accounting. The description may be any 11 characters. The cost and price are the dealer's cost and the sale price. Below the Sublet fields is a line for cost and price of (s7BFreight(s0B. If you want to bill the shipping cost of a part on the repair order, enter it here. (s7BUSE(s0B (s7BOF(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B (s7BLINE(s0B To enter a completed repair, enter the repair order number and line letter. You can add a repair that was not on the original repair order by entering a new line letter. For non-maintenance repairs, use the first letter starting with "A" that was not already used, providing it is not above "F". For maintenance items, use the first letter above "G" that is not already in July 16, 2001 page 37 use. You can change the information on an already-closed line by entering its letter. You will be prompted whether you want to add new lines; answer "Y". The information you change overwrites the existing information, and the printout will indicate what was changed, added and deleted. At this point the cursor should be on the Sale Type field. This defaults to the repair order type that was entered when the repair order was printed, but it can be changed if you have more than one type per repair order. The next field, warranty type, is enterable only if you selected W for Sale Type. The types of warranty that you enter here will depend on your dealership's set-up. The estimate field defaults to the estimate entered when the repair order was printed, if you do not have the Labor Time Guide. If you do, the estimate is filled in with the total price from the Labor Time Guide. If you are adding a repair that was not on the original repair order, enter the repair category number or concern code and the concern description. Enter the cause and correction. Enter the trouble code, fail code and failed (causal) part number if there is one. The labor information must be entered if the labor operation codes were not selected from the Labor Time Guide. If they were selected from the labor time guide, they cannot be entered. (See the "Fields" section above for the meaning of these fields.) To enter towing, enter the time, rate and price in one of the labor lines, then press F3 and choose O. This will put the word "TOWING" in the description. (If you change the description to something else, it will no longer indicate towing). You should enter the time and cost even if they don't show up on the repair order, so that the accounting information and reports #8-10 will be correct. The part lines display the parts that were withdrawn for this repair. They only need to be changed if they are wrong. You can change only the line or class. When all fields have been filled in, put the Repair Order in the printer so that the labor side is in the printer and so the information will be printed at the next blank spot from the top. Press the Escape key to print the information. The information is printed on the repair order in the July 16, 2001 page 38 _____________________________________________________________ (s7BSample(s0B (s7BReport(s0B (s7B5-6:(s0B (s7BREPAIR(s0B (s7BLINE(s0B (s7BPRINTOUT(s0B (s17H B HEATER DOES NOT WORK FAN DOES NOT WORK; RESISTOR OVERHEATED AND BLOWN REPLACE RESISTOR 1 2 336403 D1000 RESISTOR, BLOWER MOTOR _ REP 01 0.30 0.20 0.50 0.50 9.00 15.00 9.00 15.00 B (s12H _____________________________________________________________ following format: The Line letter matches the repair description that follows with the lettered concern originally printed in the center of the repair order. For non-maintenance repairs, the next lines are the concern, cause and correction. The concern description is printed only if the repair line was added; normally it should have been printed in the center of the hard copy so it is not printed again. This information is not entered or printed for scheduled maintenance items. The next line is the trouble code, fail code and failed part number, if there is one. The next lines come in pairs; each pair goes with one labor operation code. The first line of the pair is the labor operation code and its description. (This line will not print if you left it blank and it is not for a maintenance item.) The second line of the pair is the technician number, labor time guide hours, other labor hours, clock hours, cost hours, cost and price. (Cost will be missing if the system is set up not to display them.) These numbers have the same format and meaning as the labor fields displayed in the cen- ter of the screen; see the description under "Fields" above. The last two lines printed are the labor cost and price for the line, and the line letter again. July 16, 2001 page 39 (s7B6.(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B (s7B(MENU(s0B (s7B#3)(s0B _____________________________________________________________ (s7BScreen(s0B (s7B6-7:(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B (s17H SYSTEM S CLOSE REPAIR ORDER BY JARVIS COMPUTER SOFTWARE (C) 1992, 1995 REPAIR ORDER # ______ TAX (Y/N): _ COMMENTS: OTHER TAX (Y/N): _ LINE TYPE PARTS LABOR OTHER TOTAL ________________________________ ________________________________ ________________________________ RENTAL: _________ DISPOSAL FEE: _________ DEALER PARTICIPATION: _________ WARRANTY DEDUCTIBLE: _________ TAX B/A? _ DISCOUNT: _________ SUPPLIES: _________ MILES IN: OUT: _____ 1) DISPLAY PRICES BY LINE 2) PARTS & OTHER 3) LABOR 4) CUSTOMER SALE AMOUNTS 5) ACCOUNTING FIGURES 6) COMPLETED R.O. ON BIG PRINTER CHOOSE OPTION NUMBER [_] F1=CLEAR FIELD, F3=EDIT PARTS, F5=EXIT, F7=HELP. (s12H _____________________________________________________________ (s7BPURPOSE(s0B (s7BOF(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B This program prints the soft copies of the repair orders, saves the amounts to be transferred to the Accounting System, and records the repair order as being closed. It is run after all the repair lines have been printed on the hard copy in Program #2. It must be run before the repair order is entered into the accounting system. (s7B40(s0B (s7BFUNCTION(s0B (s7BKEYS(s0B (s7BUSED(s0B (s7BIN(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B (s7BF1 (s0Bclears the current field. (s7BF2 (s0Bscrolls the display of information to be printed down a page. On the first screen, it scrolls the list of open repair orders. On the main screen, it scrolls the list of parts or labor lines, if they are displayed and there is more than one screenful of them. (s7BF3 (s0Bpresents an option. On the first screen, the only op- tion is to delete the repair order from the system. On the second screen, there are three options. P transfers to the parts editing screen, which lets you view or change information on the part numbers used with the repair order. Debug and Tags are used for setting up the repair order form files; these options are not needed in normal use. On both screens, the option is first dis- played on a menu bar, and you can either choose it or choose Quit. (s7BF4 (s0Bscrolls the display of information to be printed back a page, when you have used F2 to go forward. On the first screen, it scrolls the list of open repair orders. On the main screen, it scrolls the list of parts or labor lines. (s7BF5 (s0Bexits the program and saves the repair order information. After printing a repair order, press F5 to return to the opening screen. If you have printed only part of the information on the repair order, you must select whether you want to return to the program, record the repair order as closed, or quit without recording the repair order as closed. From the opening screen, you can press F5 to return to the service master menu. (s7BF7 (s0Bdisplays the help screen. (s7BFIELDS(s0B (s7BON(s0B (s7BFIRST(s0B (s7BSCREEN(s0B (s7BOF(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B The only field on the first screen is the Repair Order Number. The Repair Order number must be for one that was printed using Program #1, and every repair line must have been printed and closed using Program #2. The repair order must not have been closed already in this program. When this field is correctly entered, the line-by-line prices are nor- mally displayed on the right side of the screen. If the Repair Order has parts withdrawn whose line numbers are invalid, however, the system will display the parts screen as soon as you enter this field. July 16, 2001 page 41 (s7BFIELDS(s0B (s7BON(s0B (s7BMAIN(s0B (s7BSCREEN(s0B (s7BOF(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B The fields on this screen are the (s7BComments,(s0B (s7BRental,(s0B (s7BDisposal(s0B (s7BFee,(s0B (s7BDealer(s0B (s7BParticipation,(s0B (s7BWarranty(s0B (s7BDeductible,(s0B (s7BDiscount,(s0B (s7BSupplies,(s0B (s7BMiles(s0B (s7BIn(s0B (s7Band(s0B (s7BOut,(s0B (s7Band(s0B (s7BChoose(s0B (s7BOption(s0B (s7BNumber(s0B (s7Bfields(s0B. There are three (s7Bcomment(s0B lines. These lines can be printed on the repair order if the form is set up to do this. These comments show up on the Enter R.O. History screen if you look up a closed repair order. The (s7BDisposal(s0B (s7BFee(s0B field can be entered only if your sys- tem is configured to calculate a disposal fee. If it is, the disposal fee is calculated using the matrix set up in Program #18, and this value is displayed in the field. You may change it or clear it. If your system is not configured to allow a disposal fee, this field cannot be entered. It may not be legal to charge a disposal fee in some states. The (s7BDealer(s0B (s7BParticipation(s0B field is enterable only for repair orders with warranty repairs. Enter the amount that the dealer pays for the warranty work. The (s7BWarranty(s0B (s7BDeductible(s0B field is enterable only for repair orders with warranty repairs. Enter the amount that the customer must pay for the warranty work. The (s7BRental(s0B field contains the price of the rental. If you enter an amount here, you can then enter two characters to the left of this field to indicate the sale type and war- ranty type of the rental. The (s7BTax(s0B (s7BB/A(s0B applies to the discount field on the same line. It stands for "Before or After". If you answer B, the sales tax is calculated before subtracting the discount. If you answer A, the tax is calculated on the discounted amount. The (s7BDiscount(s0B field can be used only on customer-paid repair orders. It can be filled with an amount that will be deducted from the final price, to take care of any specials you might have. The effect of this field is to print out the price that the customer pays with the discount taken out, and to break down the accounting total for customer payment amount into discount and total. The accounting breakdown must still be done manually when the information is entered into accounting. Entering an amount in this field may decrease the sales tax, depending on the "Tax B/A" field described above. The (s7BSupplies(s0B field can be entered only if your system is configured to calculate a supplies charge as a portion of July 16, 2001 page 42 labor or parts. If it is, the supplies fee is calculated using the matrix set up in Program #18, and this value is displayed in the field. You may change it or clear it. If your system is not configured to allow a supplies fee, this field cannot be entered. The (s7BChoose(s0B (s7BOption(s0B (s7BNumber(s0B field indicates the section of the repair order to print. When you enter an option number to print on the slip printer, the information to be printed is immediately displayed on the right half of the screen; you must press the scape key to print it. If you enter 6 to print the whole repair order on a wide-carriage printer, nothing is displayed but you must still press Escape. (s7BSelection(s0B (s7B1(s0B displays the line totals as they are dis- played when the repair order number is first entered; this cannot be printed. (s7BSelection(s0B (s7B2(s0B prints the left side of the repair order on the slip printer, consisting of the list of parts and the "Other Charges" section. This is printed from bottom to top. (s7BSelection(s0B (s7B3(s0B prints the labor information on the right side of the repair order on the slip printer, including the descriptions of causes and corrections, the labor operations from the Labor Time guide, and failed parts. (s7BSelection(s0B (s7B4(s0B prints the customer sale amounts for the customer copy on the slip printer. It lists prices of parts, labor, other charges, tax and total amount due. (s7BSelection(s0B (s7B5(s0B prints the accounting totals for the ac- counting copy on the slip printer. It lists the account numbers and amounts for all the accounts that will be af- fected by the repair order. The account for the payment amount is a temporary account that is to be changed when the repair order is entered into the accounting system. (s7BSelection(s0B (s7B6(s0B prints the parts, labor, other charges and payment amounts on the full-size printer. It takes the place of selections 2, 3 and 4 if you have access to the printer used to print the repair order originally. You can still use options 2, 3 and 4 to view the information on the screen before you enter 6 and press Escape to print it. Filling in the "6" does not display anything on the right side of the screen--whatever was previously displayed is left alone--but the function key line indicates that Escape will "Print the Completed R.O." (s7BSelection(s0B (s7B7(s0B is only displayed if there are more parts than fit on one side of the repair order. In this case, selection 7 prints a continuation of the part lines on the back of the repair order or on continuation slips using the July 16, 2001 page 43 slip printer. (s7BSelection(s0B (s7B8(s0B is only displayed if there are more labor lines than fit on one side of the repair order. In this case, selection 8 prints a continuation of the labor lines on the back of the repair order or on continuation slips using the slip printer. (s7BUSE(s0B (s7BOF(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B Enter the number of the repair order to be closed on the first screen. If it is a number of a repair order that has all its concern lines and maintenance lines closed, and that has valid parts information, then the main Close R.O. screen is displayed. If there is invalid part information, however, you are first transferred to the parts screen, described in the next section. The system beeps and moves the cursor to the ob- jectionable field. Correct the part information and press Escape. This will display the main Close Repair Order screen. On the main Close R.O. screen, the cursor may start out at the Choose Option Number field or at the Taxable field, depending on your configuration. You may print the sections of the repair order in any order you want. To print the parts of the repair order on the slip printer, enter the number of the section to print. This displays the information that will be printed. You can use the F2 and F4 keys to go forward and backward a screen in order to display the whole page of information, if there is more than fits on a screen. If the information displayed is correct, put the repair order in the printer and press the Escape key. Selection 1 is used if you want to see the list of prices that is displayed when the repair order number is originally entered; this list cannot be printed. Selections 2 and 3 are printed on all three soft copies of the repair order. Selection 4 is printed on the customer copies; it prints the amount due in the lower left corner of the repair order but does not show cost amounts. Selection 5 is printed on the accounting copy; it prints the accounting information. Selection 6 prints all three soft copies on a full-size July 16, 2001 page 44 wide-carriage printer. If you use this selection, you will not need to use selections 2, 3 or 4 to print on the slip printer. Selections 7 and 8 print continuations of part and labor information on the slip printer. You can print this on the back of all three soft copies of the repair order, or on separate three-part slips that are attached to the soft copies of the repair order. If your system is set up to print continuation forms when you use selection 6, you will not need these options. When you have printed each section of the repair order, press the F5 key to exit. If you want to quit before print- ing all sections of the repair order, pressing F5 allows you to choose whether to record the repair order as having been closed. (s7B6.1.(s0B (s7BREPRINTING(s0B (s7BCLOSED(s0B (s7BREPAIR(s0B (s7BORDERS(s0B To reprint a repair order that has already been closed, type its number in the "Repair Order Number" field on the opening screen. The system will respond with the message: "--Already_closed. re-Open re-Print Quit". If you just need to reprint it as it was, without changing anything, press P. This will display the main Close Repair Order screen (shown at the top of this section) with the in- formation for the previously-closed repair order, but the fields will not be enterable. The repair order remains "closed". If you need to change something and then reprint the new version, press O. This will, after further confirmation, display the main Close Repair Order screen with the informa- tion for the previously-closed repair order. The repair order is now open, and if you do not reprint it, it will stay open. If you want to look at the information on a closed repair order but do not need to reprint it, you can also use program #16, "Enter R.O. History". This program can show parts and labor information that you cannot see on the Close Repair Order screen. If you normally print the final copy of the repair order by overprinting the repair order originally printed in pro- gram #1, and want to reprint on a blank repair order, you will either have to hand-write the customer and vehicle in- formation that was printed on the first pass, or else reprint the first pass of the repair order using the following procedure: Reopen the repair order in this program, and exit July 16, 2001 page 45 without reprinting it. This will leave it open. Reprint the first pass by going into program #1 and entering the existing repair order number. Answer Y to the Reprint question. Return to program #3 and print the final pass of the repair order. You do not have to use program #2 at all in reprinting a repair order, since the lines are already closed. There is no way of reprinting slip printer informa- tion on the hard copy. (s7BThere(s0B (s7Bis(s0B (s7Bno(s0B (s7Bway(s0B (s7Bto(s0B (s7Brenumber(s0B (s7Bthe(s0B (s7Breopened(s0B (s7Brepair(s0B (s7Border(s0B. If you reopen a repair order that has already been transferred to the accounting system, make sure that the reprinted repair order does not get doubly-entered. The ac- counting person will have to delete the repair order from the list of repair orders that the system thinks have not been entered yet. This is done in accounting from the "Enter Repair Orders into Accounting" program by pressing F3 and selecting D. This must be done for every repair type on the repair order; for example, if it is a mixed customer-pay and warranty-claim repair order, it must be deleted from both "Enter R.O. into Customer-Pay Repair Orders" and "Enter R.O. into Warranty Claim Journal". When you reopen the repair order, the comment fields are retrieved, but if you leave the program after reopening and before reprinting, as in the above procedure to print the original copy, the comments will be gone when you come back to close it and you will have to re-enter them. The amounts that you enter do stay there, however, even if you leave the Close Repair Order program after reopening the R.O. and then go back in. If you have withdrawn parts on the repair order number since it was closed, these parts will be included on the re- opened repair order. (s7BPURPOSE(s0B (s7BOF(s0B (s7BPARTS(s0B (s7BSCREEN(s0B The parts screen lists all the parts that have been withdrawn using the part system for the selected repair order number. This allows you to correct information on the parts before you print the final information on the repair order. You can correct the concern line letter, the class (such as Part, Accessory or Gas-Oil-Grease), the cost and the price. You cannot correct any other information using this screen. July 16, 2001 page 46 _____________________________________________________________ (s7BScreen(s0B (s7B6-8:(s0B (s7BPARTS(s0B (s7BSCREEN(s0B (s7BOF(s0B (s7BCLOSE(s0B (s7BREPAIR(s0B (s7BORDER(s0B (s17H PART NUMBERS WITHDRAWN ON REPAIR ORDER ====PART NUMBER==== DESCRIPTION LINE QTY CLASS COST EACH PRICE EACH F1=CLEAR CURRENT FIELD, F2=NEXT PAGE, F4=PREVIOUS PAGE, F7=HELP F5=EXIT WITHOUT SAVING, ESC=SAVE CHANGES AND RETURN TO CLOSE R.O. SCREEN. (s12H _____________________________________________________________ (s7BUSE(s0B (s7BOF(s0B (s7BPARTS(s0B (s7BSCREEN(s0B There are two ways of getting to this screen. One way is to press F3 and select P while on the Close Repair Order screen. Note this only works if there are already parts on the R.O. The R.O. must not have been printed yet, or F3 P will not do anything. The other way is when there is an error in the parts information, such as a missing line number, then this screen is displayed automatically when the repair order number is entered, and the cursor goes to the bad field. (s7BFIELDS(s0B (s7BON(s0B (s7BPARTS(s0B (s7BSCREEN(s0B The parts screen displays a line for each part that was withdrawn for the selected repair order number. The repair order is entered when the part is withdrawn in the parts system; this is done in the Inquiry program (Program #1 in the Parts System) by entering the part number and pressing the F2 key. If parts intended for this repair order were withdrawn without entering the correct repair order number, they will not show up here; if parts were withdrawn for another repair order but the number was accidentally entered for this one, they will show up. This cannot be changed on July 16, 2001 page 47 this screen, but see the next section on how to fix this. The (s7BPart(s0B (s7BNumber(s0B is the first item displayed on the line. This cannot be entered or changed. The (s7BDescription(s0B is the next item; it comes from the parts inventory file. It cannot be entered or changed. The (s7BLine(s0B is the concern or maintenance letter that was entered when the part was withdrawn. You can change this field in case the wrong letter (or no letter) was entered. (s7BQuantity(s0B is entered when the part is withdrawn, and cannot be changed on this screen. (s7BClass(s0B is either Parts, Accessories, Materials, Gas, Oil-grease, Sublet, Supplies, or Tires. This is indicated by the first letter, or U for "sUpplies" (since S is Sublet). Sublet entered on screen #2 does not show up here, but you can enter it as a class on parts screen #5. This information comes from the parts inventory file. You can change it on this screen; if you do, it is changed in the parts inventory file and the new class will apply to that part number everywhere in the system. (s7BCost(s0B (s7BEach(s0B is the cost of the part. This comes from the parts inventory file, but if you change it here it will not affect the parts inventory file--the cost you enter only ap- plies to the part on the current repair order. (s7BPrice(s0B (s7BEach(s0B is the price of the part. For non-warranty repair lines, this comes from the "Sale Price (Each)" field when they withdraw the part. Its default value comes from the parts inventory file. It can be changed either when the part is withdrawn in the parts system, or on this screen; in either case, the change only affects the particular part and does not change the price information in the inventory file. For warranty repairs, the price is figured as a fixed markup of the cost and cannot be changed. (s7BCORRECTING(s0B (s7BOTHER(s0B (s7BPARTS(s0B (s7BERRORS(s0B The Parts Screen of the Close Repair Order program al- lows you to correct the concern line letter, the class (such as Part, Accessory or Gas), the cost and the price. To cor- rect other problems with parts information, you cannot use this screen; instead, follow these procedures: If the wrong repair order was entered when the part was withdrawn in the parts system, you must return the part using the Inquiry Screen of the Parts Sys