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Parameters

The parameters contain general default information and details about POS functionality. There is a maximum of seven tabs to complete:

To access the parameters:

  1. From the VOLVO OPERATIONS menu, select the GPSS option.

    The Menu pricing maintenance menu is displayed.

  2. Select the Menu Pricing setup option.

    If there is more than one Point-of-Sale (SO) company, the system prompts you for the SO company.

  3. Select the SO company.

    The Volvo GPSS/VSTG Setup form is displayed.

  4. Click the parameters Change parameters button.

    Tip: Alternatively, select the Parameters option from the Settings menu.

    The Parameters Form is displayed.

Parameters Form

This form is displayed when you click the Change parameters button on the Volvo GPSS/VSTG Setup form. From this form, you can customise the way your system operates.

Buttons:

Help: Displays help on the current application using the default browser.

Cancel: Cancels the operation.

Save: Saves changes to the record.


VFT Tab

If you want to use Volvo Fast Track (VFT), you must enable VFT on this tab, and complete the fields to specify the defaults to be used for VFT jobs.

Enabled: Do you want to enable VFT pricing? (This field is unselected by default.) If the field is selected, enquiry logging will work in the normal way but the VFT price is not displayed in menu pricing negotiation.

Labour rate: The default labour rate to use for VFT jobs.

Parts discount%: The default discount percentage to be applied to VFT parts.

Analysis code: Analysis code to use for parts sold through VFT. If this field is not set up, the system uses the default analysis code on the stock record.

Parts discount %: Default discount percentage to be applied to parts.

Parts analysis code: Default analysis code for parts.


Miscellaneous Tab

Administrator group on Miscellaneous tab:

This company converts: Select this check-box if your company carries out the upload and conversion of menu pricing data. If two or more companies use the same menu pricing data, you must specify whether your company carries out the upload or not.

Note: If another company performs the upload and conversion, this field is not editable. A message is displayed advising which company runs the conversion.

EMail address: E-Mail address of the person that you want to notify in the event of a problem or when the conversion of menu pricing data is run by Timed Operations. This is normally the System Administrator. For example, if unmapped fluids are identified when a menu is selected in POS, an E-Mail is automatically sent to the user identified here. The E-Mail sent when the conversion is run reminds the user identified here to complete the fluid mapping.

Usage statistics: If this check-box is selected, the system automatically supplies details of the menus accessed, price negotiations and menus loaded, as a total and also by date.

Automatic backups: If this check-box is selected, when an Import and/or Conversion of menu pricing data is carried out the system automatically backs up the raw source (import) or KISAM files (conversion) beforehand.

Backup directory: Directory on the Autoline server to be used to hold backups of menu pricing source data or KISAM data files. This applies whether the backups are taken automatically or manually using Backup and restore from the File menu in the Menu pricing setup option.

Defaults group on Miscellaneous tab:

VAT inclusive: This check-box is selected if fixed price menus are VAT inclusive.

VAT code: VAT code/rate to be applied to the menus.

Exempt VAT code: VAT code/rate to be applied to menus that are exempt of VAT.

Labour fran code: Single-letter franchise identifier used for Volvo labour rates. The franchise identifier is held against the Volvo franchise code created via the Franchise details option in Franchise Data.

Labour rate code: The default labour rate code used to analyse the labour sale element and determine the hourly charge-out rate.

Text labour rate code: Code in the Point-of-Sale labour rates table used for entering text/report labour lines onto a WIP. It is used by the Volvo GPSS/VSTG interface when the Items and menucode option button is selected in the Load style group box on the Point of Sale tab of the parameters. The system adds the fixed price menu header line to the Point-of-Sale file.

Part number prefix: Franchise letter for the Volvo parts held in the stock file.

Analysis code: Single-letter identifier for reporting purposes. This is used as a way of analysing menu sales. Any analysis code entered here is overridden if an analysis code is entered in the menu header.

Default WL group: The Workshop Loading group code.

Note: In the Menu Pricing Setup option, you can set up job group defaults to specify load group defaults against individual job descriptions. Load groups specified in this way override the parameter setting here.


Department Tab

If you want to use a unique labour franchise code and labour rate code for different departments, you must enter them here.

Note: If you do not enter unique labour franchise codes and labour rate codes for different departments here, the system uses the Labour franchise code and Labour rate code set up on the Miscellaneous tab of the parameters.

Department code: Single-character alpha code that identifies the department. The system automatically populates these fields with the codes entered in the Department field on the Main tab of the POS parameters. In POS, this code is entered on the Codes tab of the WIP.

Labour franchise: Single-letter franchise identifier used for Volvo labour rates. The Single-letter identifier is held against the Volvo franchise code created via the Franchise Data, Franchise details option. Position the cursor in the field and click the Ellipsis button [...] to display a valid list of labour franchise codes. Any labour franchise code entered here overrides the labour franchise code entered on the Miscellaneous tab of the parameters.

Labour rate: Default labour rate code used to analyse the labour sale element and determine the hourly charge-out rate. The labour rate codes are created via the POS, Miscellaneous options, Labour rates option. Position the cursor in the field and click the Ellipsis button [...]to display a valid list of labour rates. Any labour rate code entered here overrides the labour rate code entered on the Miscellaneous tab of the parameters.


Negotiation Tab

Functionality group on Negotiation tab:

The Negotiation flags enable you to customise functionality of the Volvo GPSS/VSTG interface in POS. Following is a description of each of the Negotiation flags and how they affect POS functionality:

Tip: Flags that are currently in effect are highlighted. To toggle a flag on or off, click the record.

Note: The first four flags relate to the four groups of figures displayed on the Product line of the Header on the Volvo GPSS/VSTG Negotiation form. These figures are provided for dealer information only. If you leave one of the flags unselected, the value is displayed in POS as zeros.

Default load type group on Negotiation tab:

Select one of the following option buttons to determine the default load type offered to users in Point-of-Sale:

  1. Fixed: If selected, the system selects the Fixed load option as the default load type in POS.

  2. Itemised: If selected, the system selects the Itemised load option as the default load type in POS.

  3. No default: If selected, the user must manually select either the Fixed load or Itemised load option as the load type in POS.


Discounting Tab

Minimum selling price group on Discounting tab:

Select one of the following option buttons to specify whether the system should calculate the minimum selling price from discount limits for parts/labour or menus:

  1. Based on parts/Labour discount limit: If selected, causes the system to calculate the minimum selling price by taking the retail price of parts minus the parts discount limit, plus the retail price of labour minus the labour discount limit. The discount limits are entered in the Parts and Labour fields of the Discount limits table.

  2. Based on menu discount limit: If selected, causes the system to calculate the minimum selling price by taking the retail price of the menu (including parts, labour and VAT) minus the menu discount limit. The discount limits are entered in the Menu fields of the Discount limits table.

    Note: In both cases, the calculation is restricted by the Minimum profit margin field.

Discount limits group on Discounting tab:

The Discount limits enable you to specify, by user priority, the maximum discount percentage that a user can apply within POS. When you select a menu in POS, the system checks to see if default discount rates exist for menus, parts or labour. You can override these discounts if the maximum discounts entered here are higher for your priority. For example, in the table shown below, priority 8 users can apply a maximum discount of 10% against parts, 10% against labour, and 25% against a menu. However, if the default discounts are higher for menus, parts or labour, the system uses these instead.

1 2 3 4 5 6 7 8
Parts 10
Labour 10
Menu 25

Minimum profit margin %: Allowed minimum profit margin percentage. See the following example in which the minimum profit margin is set at 25%.

Note: If the customer on the Sales Ledger account is entitled to a discount that takes them beyond the minimum profit margin, the system overrides the minimum profit margin temporarily.

JOB: Minimum profit margin @ 25%

COST:

Part 12345 x 2 @ £23.90 47.80
Labour 0.80 @ £10.00 8.00
Total 55.80

SELLING:

Part 12345 x 2 @ £39.75 79.50
Labour 0.80 @ £32.00 25.60
Net 105.10
VAT @ 17.5% 18.39
Total 123.49

CALCULATION:

£105.10 (net) - £55.80 (cost) = £49.30 (profit)

£49.30 x 25% = £12.33

Minimum Selling Price =

£55.80 (cost) + £12.33 = £68.13


Point of Sale Tab

From the Point-of-Sale tab you can maintain parameters that relate to Point-of-Sale functionality.

Load style group on Point of Sale tab:

Do you want the Volvo GPSS/VSTG interface to load items only, or menu codes and items? Select one of the following option buttons:

  1. Items only: If this button is selected, the system loads labour and parts lines associated with the menu to the WIP.

  2. Items and menucode: If this button is selected, the system loads an additional fixed price line to the WIP against the applicable menu header. This means that the overall menu price always appears against an appropriate description of the work involved.

Note: If enquiry logging is in use, the Items and menucode radio button is automatically selected by the system.

Load settings group on Point of Sale tab:

Load parts at memo status: Select this check-box if you want the Volvo GPSS/VSTG interface to load parts contained within menus at Memo status. If the check-box is selected, it overrides the normal setting for the company in the Status if stock field on the Options 2 tab of the Flags-Priorities Point-of-Sale parameters, which is typically set to Picked if stock is available and 1 for a lost sale if there is insufficient free stock. In this case, you avoid allocating available parts stock to jobs created via menu pricing at the point of raising an estimate.

Enquiry Logging Tab

The Enquiry logging tab is only displayed if you are required to record menu sales and lost menu sales.

Use enquiry logging: This check-box is selected if you want to use enquiry logging.

Lost sale reasons group on Enquiry logging tab:

You are prompted to indicate a reason for the lost sale when you click the Cancel button on the Volvo GPSS/VSTG Negotiation form during the normal menu selection process in Point-of-Sale.

This group-box displays a list of existing lost sale reasons:

  1. Wrong menu selected
  2. Price
  3. Parts availability
  4. Don't know

To create a new reason, enter text that describes the reason for the lost sale in the upper text box and click the Add button. You can create a maximum of ten reasons. To delete a reason, highlight it and click Delete.

Enquiry Logging Tab Buttons:

Add: Adds the lost sale reason in the upper text box to the list.

Delete: Deletes the selected lost sale reason from the list.

Fixed price menus group on Enquiry logging tab:

Parts/labour percentage split: The system needs to know how parts and labour revenue is apportioned when a job is loaded as a fixed price. There are two calculation methods: Automatic and Manual. Select one of the following option buttons to indicate which calculation method you want to use:

Fixed price menus:

Parts/labour percentage split: The system needs to know how parts and labour revenue is apportioned within Volvo Fast Track (VFT) reporting when a VFT job is loaded as a fixed price. There are two calculation methods: Automatic and Manual. Select one of the option buttons to indicate which calculation method you want to use:

Automatic: If this option is selected, the system automatically calculates the percentage split from the VFT parts/labour split in the original menu. For example, the price of VFT parts/labour in the original menu might be as follows:

Parts £50.00
Labour £50.00
Nett £100.00

Therefore, the original parts split is 50% and the original labour split is 50%.

If a 40% discount is applied to the menu in Point-of-Sale, the fixed menu price becomes £40.00. Based on the parts/labour split in the original menu, the percentage split for parts is then calculated at 50% of the total fixed menu price, and the percentage split for labour is also calculated at 50%. This calculation is shown in the following table:

Original Menu Price £100.00
Discount (40%) £60.00
Total £40.00
Parts percentage split (50% of total) £20.00
Labour percentage split (50% of total) £20.00

Manual: If this option is selected, the system calculates the percentage split for VFT parts/labour from the percentage values entered here in the parameters.

For example, if a percentage of 90% is entered for parts and a percentage of 10% is entered for labour, the parts/labour split is calculated as follows:

Original Menu Price £100.00
Discount (40%) £60.00
Total £40.00
Parts percentage split (90%) £36.00
Labour percentage split (10%) £4.00

Related Topics:

Menu Pricing Set-up

POS Parameters

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