The Point-of-Sale form is displayed when you select the Point-of-sale option from the POINT OF SALE menu, select the Parts or Service option, and enter your Operator ID. From this form, you can issue parts or labour to a job. Almost all the activities within Point-of-Sale are controlled through a consolidated transaction called a Work-in-Progress (WIP) record, to which a number is allocated. For each WIP, data is entered into the Point-of-Sale form. Before you begin, it is important to understand this form because it is instrumental in handling all types of customer request.
Access to certain functions and processes, as well as the description of certain buttons, depend on the type and level of access you have to the Point-of-Sale system and the way each terminal is configured within the Terminal Details and POS Operator parameters are defined. These may be set up to provide specific restrictions to certain Parts or Service Point-of-Sale functionality.
Also, the ability to perform specific operations within the Point-of-Sale form is dependent on the way the system is configured for your business within the system parameters and controls.
For clarity, this topic discusses the various fields and icons that exist on the form, although, in reality, there are multiple ways of proceeding with any transaction from this point.
Note: The form has differing functionality, depending on whether you are entering a Parts WIP or Service WIP.
Note: The Autoline Inter Department Communication function provides a user prompt message indicating the status of IDC requests, currently this pop-up message is only available within POS or CRM modules.
The tabs displayed on the form contain WIP specific information:
What do you want to do?
| Menu | Icon | Description |
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| File > New |  |
Creates a new WIP. Exits the WIP without saving any new information. If you have added lines to a WIP or there is one, non-deleted line on the WIP, you are prompted to select a reason for the lost sale from one of three options: Availability, Price, and Forget-it. |
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File > Open |
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Enables you to search for a WIP |
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File > Last WIP |
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Loads the last WIP accessed from your terminal |
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File > History |
Displays a list of all transactions for the current WIP |
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File > Save |
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This option is enabled whenever a WIP is loaded or you have entered parts or labour operations onto a WIP. If the WIP is new, and no WIP number is yet allocated, the system generates a new WIP number and saves all the WIP information with that number as its internal reference. If you add new lines to an existing WIP, the system saves the updated data in place of the old. Note: The Inter Department Communication create request function is activated within POS if the IDC Popup available box is ticked in the Terminal details record. |
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File > Action |
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Enables you to action the WIP |
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File > Re-print |
Enables you to re-print Service and Parts invoices using the Document Retrieval facility |
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File > Operator |
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Enables you to change the operator before you load, or add parts to, a WIP. A list of the last five WIPs is displayed at the bottom of the File menu. Select the WIP that you want to load. |
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File > Exit |
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This button is only enabled when no WIP is loaded. It takes you out of the WIP and back to the Point-of-Sale menu. |
| Tools > Notes |  |
Enables you to enter customer notes as a text line |
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Tools > Negotiate |
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Enables you to negotiate the price |
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Tools > Cash allocations |
Enables you to make cash allocations |
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Tools > Consumables |
This option is displayed for Parts and Service terminals if the Sundries active flag on the Fastrack tab of the POS parameters IS ticked. This enables you to load sundry items onto the WIP that are automatically added to the invoice when selected within Point-of-Sale. Before you can load a sundry item to the WIP, there must be at least one costed part on the WIP in Parts Point-of-Sale and at least one costed labour line on the WIP in Service Point-of-Sale that can be invoiced because the system calculates the sundry charge based on the total value you are invoicing. For Service terminals, the option is also displayed if the Sundries active flag on the Fastrack tab of the POS parameters is NOT ticked. In this case, it enables you to raise a WIP line for a charge to be made for consumable items. |
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Tools > Carriage |
This option is only displayed for Parts WIPs if the Sundries active flag on the Fastrack tab of the POS parameters is NOT ticked. It raises a WIP line for a charge to be made for carriage of parts. |
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Tools > Refresh descriptions |
This option is enabled whenever a WIP is loaded or you have entered parts or labour operations onto a WIP. It enables you to choose the language in which to print a job card, and is dependent on which languages exist in the codes file. This is currently only used in Belgium and Switzerland. Note: In order to use this facility, ensure that the Choose job card language box is ticked on the Printing tab of the Flags and Priorities POS parameters. |
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Tools > Edit menus |
This option is only enabled if a menu is loaded onto the WIP. It enables you to amend the menu codes. |
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Tools > Edit Warranty codes |
Enables you to edit warranty/payment codes |
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Tools > Discount Manager |
Displays the Discount percent manager form which enables you to apply discount to lines that are available to discount. Note this is only available when at least one product has been entered to the Point-of-Sale grid. |
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Tools > Convert miscellaneous labour lines |
This option is only displayed for Service WIPs. It enables you to convert miscellaneous labour lines. |
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Tools > Review estimates |
This option is only displayed for WIPs with printed estimates. It enables you to review and compare the last printed labour or parts estimate and invoiced costs, subtotalled by the menu code. |
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Tools > Create address-only account (If installed) |
This option will display the Create address-only account form which enables you to create address-only accounts within Point-of-Sale. |
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Tools > Print loan car agreements (If installed) |
Displays the Print Loan Car Agreements form, which enables you to prior print the Courtesy car agreement forms for collection and deliveries. Once the agreement has been printed the courtesy car booking will be started. |
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| Workshop > Load | 
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The Workshop menu is only displayed if the WL allowed box is ticked in the terminal details record. This option enables you to launch Workshop Loading from the WIP. The options available to you depend on whether parts and labour are currently loaded onto the WIP. For further details, see Point-of-Sale Integration with Workshop Loading. |
| Workshop > Loan vehicles | 
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Displays the Loan Vehicle Diary form for booking loan cars |
| CRM > Company |  |
Displays the CRM company record associated with the WIP, if applicable |
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CRM> Customer |
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Displays the CRM customer record associated with the WIP |
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CRM> SMS |
Enables you to send a short message to a digital, mobile phone |
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CRM> Vehicle |
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Displays the CRM vehicle record associated with the WIP |
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CRM> Case file |
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Displays the case file of the customer loaded on the WIP Note: In order for the case file to be displayed, case file access must be set up within the User access control file on the CRM SYSTEM MAINTENANCE menu. |
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Displays the Vehicle Service History form for the vehicle loaded on the WIP, enabling the viewing / printing and recording of vehicle history documentation. |
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| CRM> CRM | 
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Takes you into CRM |
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This option is used in conjunction with the other sort options. It sorts lines on the WIP and document in descending order, according to the sort option selected. Parts are sorted first, followed by labour. |
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Sort > Line |
Sorts lines on the WIP and document in ascending line order. This is the default. |
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Sort > Product |
Sorts lines on the WIP and document in product number order. By default, labour is sorted first, followed by parts. |
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Sort > Packed part |
Sorts lines on the WIP and document in packed part number order. By default, labour is sorted first, followed by parts. |
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Sort > Description |
Sorts lines on the WIP and document in description order. By default, labour is sorted first, followed by parts. |
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Sort > Menu |
Sorts lines on the WIP and document in menu item order. By default, labour is sorted first, followed by parts. |
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Sort > Wcode |
Sorts lines on the WIP and document in description order. By default, labour is sorted first, followed by parts. |
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Sort > Status |
Sorts lines on the WIP and document in progress status order. By default, labour is sorted first, followed by parts. |
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Sort > Invoice status |
Sorts lines on the WIP and document in invoice status order. By default, labour is sorted first, followed by parts. |
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| Links > Purchasing | 
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This option is only enabled if a WIP is not loaded or you have not entered parts or labour operations onto a WIP. It takes you into Purchase Control. |
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Links > Vehicle preparation |
This option is only displayed for Service WIPs. It displays a list of vehicles awaiting preparation, from which you can select the vehicle for which you want to create a WIP and raise a job card. When you log into Point-of-Sale, a message is displayed above the tabs on the WIP to inform you of any outstanding/overdue vehicle preparation jobs. You can also delegate VSB requests (transfer pushed lines) to another POS company if this facility is installed. Note: The Vehicle preparation option is only displayed on the Links menu if the VSB costing box is ticked in the POS options group-box within the terminal details record. |
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Links > Administrator |
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This icon is displayed if there is no mail waiting to be read. It displays the Administrator where the functions of the diary, mail and system address book are available. If you have incoming mail, an |
| Links > Seasonal equipment manager | 
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Displays the Seasonal equipment form, which enables the maintenance and creation of wips for the selected vehicles seasonal equipment requirements. |
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Links > Rentals |
This option is only enabled if a WIP is not loaded or you have not entered parts or labour operations onto a WIP. If this is set up on your system, it takes you to the Daily Rentals module, where you can make reservations and review existing bookings. |
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Links > Dealer imports |
This option is only displayed for Parts WIPs, and is only enabled if a WIP is not loaded or you have not entered parts or labour operations onto a WIP. It enables you to import dealer orders to the Autoline system. If installed, when you log into Point-of-Sale, a message is displayed above the tabs on the WIP to inform you that Inter-system orders are outstanding. |
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Links > Picking control |
Enables you to update the Parts Delivery Control file, from within Point of Sale (POS). It is only available when a WIP is loaded with a route code on the WIP header and a part number that is in a Zone (bin) that has had a picking slip generated. |
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| Links > Vehicle Health Check > Print VHC |
Enables the printing of the Vehicle health check document. |
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| Links > Vehicle Health Check > Record VHC |
Enables you to enter Vehicle Health Check information onto the system. |
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| Links > Vehicle Health Check > Display tyre check |
Displays the Vehicle Health Check tyre information. |
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| Links > Seasonal equipment manager > VHC Summary |
Displays a summary of the Vehicle Health Check. |
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| Links > Create replenishment wips | |
Displays the Create Imprest Wip's form, which enables the automatic creation of wip for each imprest account with part numbers that require to be topped up to their maximum levels. |
| Links > Inter Department Communication |
Displays the IDC Requests review form, which enables the visibility / maintenance of IDC requests. Note: The Inter Department Communication popup messages are only activated within POS if the IDC Popup available box is ticked in the Terminal details record. |
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| View > Display only |
Enables you to access a WIP in display only mode while in use by another operator |
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| View > Valuation |  |
This option is enabled whenever a WIP is loaded or you have entered parts or labour operations onto a WIP. It displays a full valuation of the current or potential invoice value of the WIP, and enables you to apply a discount or load an adjustment part onto the WIP. |
| View > When |  |
This option is only enabled for VOR parts on backorder, and displays the stock availability. It gives the date on which stock of the parts will arrive. |
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View > I.C.T. list. If installed, this title is replaced by Inter-company orders. |
Displays a list of all the current Inter-Company Transfers placed on your branch by other linked depots, from which you can select the WIPs that you want to invoice. If installed, when you log into Point-of-Sale, a message is displayed above the tabs on the WIP to inform you that Inter-company orders are outstanding. |
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| View > Legend |  |
Displays the legends which are used to indicate the status of each part and labour line |
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Displays the outstanding transactions form for the account code loaded in to Point-of-sale; to enable this form, the POS system parameters Prompt for Outstanding transactions and Preferred A/c Category Codes need to be set. |
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Displays any reports set up for use in Point-of-Sale Note: Reports are set up as user defined buttons, either in the terminal details record or the SO system parameters. |
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| Help > |  |
Displays help on the current application using the default browser |
Operator code: The currently selected operator code and name are displayed in the top, lefthand corner of the form. You are prompted for an operator code when you log into Point-of-Sale. This is the operator code held against the operator number in the POS operators table. The operator number determines the stock location from which you can sell. This is normally location 1.
When producing any documents from the Point-of-Sale system (such as invoices, job cards or estimates), it is possible to print the operator's code or the operator's name (initials) on the documents to identify the person raising the document.
The operator number is recorded in the parts log and labour log, and the operator code is recorded in the header log. These can then be reported on to show sales performance by operator number (salesperson). There is also a standard transaction display option within the SO REPORTS AND ENQUIRIES menu that shows you all transactions made by a specified user.
Tip: To change the operator code for the transaction you are about to perform, click the
The Guest user is given a special log-in which reads the information on the Guest Tab of the User Details file. The guest user is primarily logged in to order part lines from a Wholesaler/Main dealer.
Because the guest user is not privy to all the information, the user is given restricted access and functionality within Point of Sale. The areas affected are described below.
When a guest user is logged into POS, the CRM company record from the Guest Tab on the global users record is loaded into the POS form. When a part number is typed in, the Parts Details Form shows only the following fields and buttons:
Buttons:
The following options on the menu tool bar have been removed:
Tools
CRM
Links
View
Workshop
The only menu buttons available are:
Buttons:
Note: The Courtesy car button is unavailable.
The following options on the File menu tool bar have been removed:
Open
Last WIP No
History
Action
Reprint
Operator
The guest user is able to search by either part number or word search on the dealer's stock file only. The search is executed by either entering a ? mark into the product field, or clicking on the product ellipsis ![[...]](Ellipsis.gif){kind=small}
and selecting Parts.
Note: The search results only display Part number, Description, and Price.
The guest user does not see the Stock or Free stock quantities.
After the first line of a WIP has been entered, the user is not able to change the Discount Category on the Codes Tab within POS. After a WIP has been saved, the user is not able to call up the same WIP, so no amendments will be possible.
The WIPNO search ellipsis button is unavailable.
The Customer search ellipsis button is unavailable. The customer details are read-only fields.
The Account code search ellipsis button is unavailable. The Account details are read-only fields.
The Date in field on the Order Tab has been removed.
The Time in field on the Order Tab has been removed.
All fields on the Codes Tab are unavailable, with the exception of the Carriage field.
The Customer contact code (Operator No.) field is unavailable on the Notes Tab.
Access to Workshop Loading is unavailable.
Access to CRM is unavailable.
All Margin calculations are unavailable.
The Sales ledger account field is read-only.
The Vehicle Tab is excluded from the POS form.
Kit part numbers are automatically exploded.
If the product drop-down 
is used, nothing should be displayed. However, the terminal details must be set to Parts only, otherwise Labour and Menus are shown.
The right-click facility on the Status column on the main grid is unavailable.
If there is no stock of a particular part, the system attempts to use the back-order status from the Edit Customer file, otherwise it uses the parameter in POS parameters.
Guest User - Inputting Part Numbers
If you input a part with no stock available, a cut-down version of the Parts Details Form is displayed, to allow ordering the part or to cancel.
If you input a part with only some stock available, the Sell from form is displayed, to allow you to pick what is available and order the remainder as required.
If you input a part where the requested stock is available, the part is immediately displayed in the grid at P status, after clicking OK on the Parts Details Form.
If you tick the Order request box, the part is immediately displayed in the grid at the designated back-order code after clicking OK.
If the POS parameter Vehicle on-site identifier is set to J or E a new field will be displayed next to the WIP number in a group box called Number. The field description text will either be jobcard or estimate depending on the parameter setting and will display the jobcard or estimate number that is associated with the WIP.
Note: If the parameter is set to N the new field will not be displayed next to the WIP number.
Estimate: Estimate number associated with the current WIP if an estimate has previously been printed
Jobcard: Jobcard number associated with the current WIP if a job card has previously been printed
WIP number: The WIP number is the Work-in-Progress number - in the range 10001 to 65535 - allocated by the system to any valid transaction that takes place. The number is generated by the production of an invoice, estimate, customer backorder, service booking or job card, or whenever a lost sale is recorded. To load a WIP, do one of the following:
Note: If the Display only option is selected on the View menu, the WIP is loaded in display mode only. This means you may only view the WIP and have no facility to edit or add to the WIP. This is particularly useful in enabling the WIP record to be accessed by any individual terminal without locking the record for other users.
To load an existing WIP, type the number in this field and press the TAB key.
To create a new WIP for a parts sale or service job, click the
To load the last WIP accessed from your terminal, click the
Tip: If you need to access a WIP, but you do not have the WIP number, click the Ellipsis button
Wip search in Point of Sale (If installed): The department description All now reads All departments and is the default for all methods of the search routine (that is, at the top of the department list).
The Point-of-Sale system holds two sets of name and address information:
The customer name and address details entered here, which are normally taken from the CRM database. These details are printed on invoices, credit notes, estimates, etc.
The customer name and address details taken from the Sales Ledger account to which you are charging the invoices. These details are held on the Account tab of the WIP.
Within the Customer group-box, there are three fields for the customer name, address, and telephone number respectively.
If telephony is installed, the
Telephone icon is present. Click the icon to initiate an outbound telephone call to the telephone number displayed in the contact telephone number field.
Tip: The contact telephone number can be any telephone number directly input. Alternatively it may be searched for and selected using the ellipsis button.
Please see separate topic regarding Telephony integration to Point-of-Sale for full details of Inbound and Outbound call facilities.
When you first access the WIP, the default account for the terminal is defaulted into the first field. This is usually the departmental Cash Sale account. In this case, the second box remains empty for you to enter the delivery address details. You may leave this box empty if you want. However, if you intend to order parts for a customer, the system will insist that the customer details are entered when the WIP is saved (if the Non-blank address box on the Header tab of the Flags and Priorities POS parameters is ticked). Also, the details are not recorded, other than in this WIP record, for any future reference.
Tip: When text is entered to the Customer name field, the system will search the CRM vehicle, customer and company databases as well as the Sales Ledger accounts file for all records that contain the words input.
If the text is preceded by the ! symbol, any numeric characters following are assumed to be a phone number and a similar search is carried out referencing all of the telephone number fields within the CRM customer and company databases. Note that this search is carried out on a stem basis and that the whole phone number should be entered.
When you enter an account code on the Account tab of the WIP, you are given the option to overwrite the customer details with the account name and address from the Sales Ledger. If you want to deliver the goods to a different address, and choose not to overwrite the customer details, you should enter the delivery address details here.
If you have entered a registration number and loaded an existing CRM customer or vehicle record, the details on the record automatically appear in the Customer group-box. This ensures that the eventual invoice quotes both the invoice account details and the vehicle driver details.
Tip: If it is likely that the customer exists in the accounts database, click the Ellipsis button
Telephony integration is provided in Point-of-Sale to allow the handling of both inbound and outbound calls.
In all cases the incoming call form always displays the caller's telephone number. Any list of matching WIPs offered is determined by your Department type of Parts or Service, therefore only WIPs of the relevant department are offered. WIPs over 100 days old that are still on the system will not be offered. The system will further determine which WIPs are to be offered by searching for the presence of the incoming telephone number in SL accounts, CRM records and WIP headers.
Making outbound calls:
Click the
Receiving inbound calls:
Note: You must be in Point-of-Sale without a WIP loaded in order to load an existing WIP. If you have a WIP loaded you may accept the incoming call, but you not be able to load a WIP. You will, however, still see any matching WIPs displayed.
Inbound calls may be dealt with in a variety of different ways as follows.
To Accept an incoming call and load a matching WIP: Where a match has been made with the incoming telephone number to a WIP on the system: The Incoming call form is displayed when a call is received. Click the Answer button. A list is displayed detailing the customer name and associated WIP number. The list is limited to the ten most recent WIPs. Click the WIP required. The Load button is enabled, click it. The incoming call form is closed and the WIP is loaded in Point-of-Sale.
To Accept an incoming call and not load a matching WIP: Where a match has been made with the incoming telephone number to a WIP on the system: The Incoming call form is displayed when a call is received. Click the Answer button. A list is displayed detailing the customer name and associated WIP number. If you do not want to load a WIP, click the Don't load button. The incoming call form is closed and you are returned to a blank WIP.
To Accept a call where no matching WIPs are found: The Incoming call form is displayed when a call is received. Click the Answer button and then the No match button. The incoming call form is closed and you are returned to a blank WIP.
To Divert a call: The Incoming call form is displayed when a call is received. You may choose to divert an incoming call to another telephone number by clicking one of the four Don't answer, divert to... buttons. The four buttons are Reception, Escalate, Queue and Voicemail. Depending upon the system set-up some of these buttons may not be available to you. The set-up and maintenance of telephony diversion extension numbers is held against each individual's user details record, within the Telephony tab.
See also: Customer
Account code: This is the Sales Ledger account number to which the lines will be invoiced. The system defaults in the most commonly used account number (normally cash sales) but you may over type this with the required account number, if known. The default account number is set in the Terminal Details on the SO MISCELLANEOUS OPTIONS menu.
Tip: If you do not know the customer's account number, click the Ellipsis button
It is also possible to enter a short name in the Account code field, and the system will select the relevant account if it finds an exact match. If there is more than one account with the short name you have entered, the system displays a list of the matches, from which you can select the required account.
If you have entered or selected the wrong account for any reason it may be changed at any time prior to invoicing.
Account code: With this product installed, the format and functionality of the account search results have changed, and a POS operator can be set up to create an address-only account within point-of-sale.
Sales ledger accounts which have an address-only account or accounts linked to them (as shown in the sales ledger) are known as Invoice accounts. These Invoice accounts are displayed in bold text and have a plus sign (+). All other accounts are in normal text with a minus sign (-) against them.
Clicking the plus sign expands the tree displaying all the address-only accounts linked to the invoice account. Highlighting an address-only account and clicking OK populates the account code on the main POS form with the address-only account number selected. You are no longer prompted with the message Overwrite customer details with account name and address.
The Customer fields on the POS form are populated with the address-only account details, the address (invoice) panel on the right is populated with the invoice account details.
Note: The invoice account number is still used to post the invoice details to the sales ledger, and the parts log files are now populated with the address-only account to enable analysis by reports.
From the main POS form, click Tools on the main menu bar and select Create address-only account.
Note: The operator must have a priority equal to or greater than the priority held in Address account creation priority in POS, which is found in Manufacturer systems / Commercial company / Commercial vehicle parameters / Parts customers.
With the wizard displayed, enter the invoice account number followed by the new address-only account number in the Account details frame and amend the address lines as required. Complete the remaining frames of the wizard and click the Finish button. On the Confirm input form, click Yes to use the new address-only account number, which is transferred onto the wip.
When a system environment uses a S/L Master debtors and the new address-only account is not in the Master debtors, then the address-only account is created in both ledgers simultaneously without user intervention.
If the address-only account is already on the Master debtors, then the Found Master Debtor Account form is displayed with the address details of the address-only account. If the details are correct click Yes to continue with the wizard, clicking the Finish button at the end. On the Confirm input form click Yes to use the new address-only account which is created in the user's sales ledger and transferred to a new wip.
See also: Foreign Currency Invoicing
This group-box contains a split field. The first field displays the currency code held on the Main Details tab of the Sales Ledger account, which is not editable. The second field displays the default exchange rate held against the currency code in the Nominal Ledger currency codes & rates table.
Note: If the currency on the account is different to the base currency, you can edit the exchange rate on Parts terminals only, if you have a priority equal to, or greater than, the priority specified in the Exch. rate edit priority field on the Header tab of the Flags and Priorities POS parameters.
Below the Currency group-box on the Account tab of the WIP, you may also see the following text:
If an invoice has been produced from the WIP, the last document number is displayed.
The message All lines must be completed is displayed if the Partial invoicing box on the Options tab of the WIP is not ticked. This means you cannot invoice a WIP until it is complete.
Payment Date: The due payment date for the selected account. This is the date the payment is due which is based on today's date plus the terms of business. This field is not editable. However, if you have sufficient priority, you can edit the terms, which affects the date displayed here.
Terms: The default payment terms from the Main Details tab of the Sales Ledger account. These are the terms of business set up in the Nominal Ledger.
Note: The Terms field is only displayed if you have a priority equal to or higher than the priority specified in the Edit Credit Terms field on the Header tab of the Flags and Priorities POS parameters, in which case you can also edit the credit terms.
Credit limit: The amount of credit available from the Main Details tab of the Sales Ledger account. This field is not editable.
The amount of available credit displayed may change, depending on the Decarding option defaulted in or selected on the Options tab. If the selection is Delivery note then the amount of available credit will be reduced by any transactions for requisitioned items for the customer that have not yet been invoiced.
To the right of the Account code are four fields which hold the customer name, address, post code, and phone number of the account currently loaded onto the WIP. You cannot edit these fields.
Budget: This is the value set to spend on the account loaded. This field is displayed only if you have a priority equal to, or greater than, the value entered in the Use budgets field on the Header tab of the Flags and Priorities POS parameters. The budget figure entered cannot exceed the available credit on the account unless you have a priority equal to, or greater than, the value entered in this POS parameter. The accounts credit limit is checked first to ensure that there is enough credit for the customer to invoice the WIP irrespective of the budget for a particular WIP. If there is enough credit and budgets are in use then the budget is checked to make sure there is enough budget to invoice the WIP. The budget figure entered cannot exceed the available credit on that account. The available credit takes into account the credit limit as well as other budgets on other WIPs with the same account code , and any outstanding unpaid transactions on the account. If you are using budgets, you must specify a budget for every WIP with the exception of cash sale accounts. The ability to amend the budget figure on a WIP is determined by your department. For example, a Parts terminal may only amend the budget on a WIP if it was created on a Parts terminal. Likewise only a Service terminal may amend service created WIPs.
Note: The budget amount is entered when you first create a WIP. If the Budget to estimate field on the Other tab of the customer details record is ticked, the system updates the budget when an estimate is printed.
Options:
Partial invoicing: This box is normally ticked by default, which enables you to invoice WIPs with uncompleted lines. If the box is unticked, the message All lines must be completed is displayed on the Account tab of the WIP , which means you cannot invoice a WIP until it is complete. This box is set by a field in the POS operators table called Stop if short order which, if ticked, unsets the Partial invoicing box on the WIP. However, this control can be overridden if the Stop short order field on the Account defaults tab of the customer details record is ticked.
Repeat repair: This check box is for use by the Service department. If the box is ticked, the system shows the previous repairs carried out on this vehicle. These are printed on the job card for the technician's use.
Update demand: This box is normally ticked by default to update the demand of this part. This field is set by the Update demand field on the Other tab of the customer details record.
Return parts: Tick this check box to have the part returned to the Parts department. This box is ticked by default.
Decarding option: This field determines which method is used to decard stock: a Requisition or Delivery note. It is used in conjunction with a field called Delivery acc types on the Main tab of the POS parameters, which identifies account types that use a delivery note format. If an account is selected with a delivery account type, the system automatically sets this field to Delivery note on Parts WIPs, changes the Requisition button in the Other documents group-box of the Action form to a Delivery note button, and uses the delivery note format to print. The Requisition option is used for Service WIPs.
Order no: Customer's order number. If entered, the order number is printed on invoices, credit notes, estimates, job cards and picking slips. If you have customers who insist that an order number be quoted, you can set the Mandatory order no field on the Other details tab of the Sales Ledger account. If this box is ticked, the Order tab is automatically displayed when you enter the account code, and the text Mandatory order number is displayed next to this field. If you attempt to print the invoice before the order number is entered, the Point-of-Sale system prompts you for an order number, and prevents you from invoicing until an order number is entered.
Contact: Name of the customer or person to be contacted regarding any query with the transaction
Salutation: The information in this field is usually copied from the CRM system when a customer record is attached to the WIP that contains the form of address to be used when you contact the customer. For example: Mr Pink.
Required: This field replaces the Due in date field (below) if your Aftersales company is not set up as a Warehouse. For Parts WIPs, this field is used to specify the date when parts are required for your customer.
Note: If the Batch Invoices/Credits program is used, the Batch scan checks this field to select WIPs. If this field is blank, then the scan uses the Date Created (also held on this Tab) to find a match against the selection criteria on the Print Batch of Invoices/Credits form.
Due in: This field is populated either by WL scheduling, or manually entering the date when requested whilst saving a Service WIP. This field holds the estimated date on which the vehicle is due into the workshop. The date can be printed on the job card for reference.
Note: If the Batch Invoices/Credits program is used, the Batch scan checks this field to match the date in the Selection criteria on the Print Batch of Invoices/Credits form. If this field is blank, then the scan uses the Date Created, also held on this Tab.
Due out: For WIPs created by a service terminal, this field contains the estimated time the work is due to be completed. This information is normally printed on the job card for reference.
Creation date: Creation date of the WIP. This field may not be edited.
Jobcard No: Jobcard number associated with the current WIP if a job card has previously been printed
Customer waiting: The Customer waiting check box can be selected to highlight the fact that the customer is waiting, for user information only.
Loan vehicle: Checked when a courtesy car has been booked for this WIP from the Loan Vehicle Diary.
Note: The two check boxes on this tab are to be used with systems not using Workshop Loading.
Estimate no: Estimate number associated with the current WIP if an estimate has previously been printed
Note: The first three fields on the Codes tab are normally defaulted in by the system and you would not normally need to change these.
Department: The department letter is defaulted into this field by the system. Default departments are set up via the Terminal details option on the SO MISCELLANEOUS OPTIONS menu. The department letter defaulted here depends on where the terminals are sited on your premises. The department letters most commonly used are as follows:
- P: Parts Department
- W: Workshop/Service Department
- B: Bodyshop
However, if a ? is entered in the Default departments field of the terminal details record after the department letters, you are prompted to select a default department when you enter Point-of-Sale and enter your operator ID.
The department letter used governs which department is used to control accounting postings made by this WIP. The mapping of department letters to Nominal Ledger cost centres is carried out within the nominal permutations table.
Note: You can only edit the department code if the Allow dept code/sale type box is ticked in the POS operator file.
Sale type: This field provides a similar function to that of the department letter and determines what type of customer analysis should be provided to the Accounts system on completion of the WIP. Sales types are always one alpha character, and you may have up to 26 different types. Typical sale type letters are as follows:
- R: Retail sales
- T: Trade sales
- I: Internal sales
- W: Warranty sales
- D: Inter-dealer sales
- A: Audit variance
The sale types are used in the nominal permutations to determine which expense codes in the Nominal Ledger are credited with sales values. The sale types and nominal permutations are set up by a Support consultant after discussion with the Accounts controller.
The sale type letter is also stored on the Sales Ledger account for each customer. It is set in the fields called Analysis code 1 and Analysis code 2 on the Other details tab of the account record. The former is used for Parts sales analysis, and the latter for Service sales analysis. It is important that, when you create new Sales Ledger accounts for customers, these fields be set correctly. If they are not, the sales analysis in the Nominal Ledger may well be incorrect.
Note: You can only edit the sale type if the Allow dept code/sale type box is ticked in the POS operator file.
Discount category: The discount category is defaulted into this field by the system. Default discounts are set up via the Terminal details option on the SO MISCELLANEOUS OPTIONS menu. This is normally defaulted to the letter S for Stock terms. The Discount category field is one of the elements used by the Point-of-Sale module to calculate selling prices depending on the method used to source the part for the WIP, and is used as a heading to the discount map.
If you have a priority equal to, or higher than, the priority specified in the Price edit field on the Parts 1 tab of the Flags and Priorities POS parameters, you may edit the discount on each individual line, if required, or use the Discount Percent Manager to apply a discount to all available lines on the WIP, that can be discounted.
Discount type: The discount type is held against the account code and determines what discount is to be used when an account is loaded. This field is not editable. It is set in the fields called Discount code 1 (for sales of stock/parts) and Discount code 2 (for sales of stock/parts via the workshop) on the Other details tab of the Sales Ledger account record.
Route: This field is only displayed for Parts WIPs. This is the up-to-five-character parts route code that records the delivery van route to be used for a customer delivery. If the customer account has a route code stored against it, this is copied in when the account is loaded onto the WIP.
Note: It is possible to identify a route code on the customer account either in the customer details record or on the Sales Ledger account record. The setting in the customer details record takes precedence.
Carriage: This field is only displayed for Parts WIPs. This is the single-character carriage code that records the carriage method to be used to deliver the parts to the customer. This may denote true carriage methods such as Courier or T.N.T., and may be used to forward carriage charges onto the customer. It may also be used as an internal memo, for example, to identify the carriage method for van routes.
Note: It is possible to store a carriage code against a route code. If the route code is entered on either the Customer details record or on the Sales Ledger account record, and the VSB or carriage field on the Miscellaneous 1 tab of the Flags and Priorities POS parameters is set to C or B, the carriage code stored against the route code is defaulted into this field. The setting in the customer details record takes precedence.
Location: This field is only displayed for Service WIPs. This is the up-to-five-character service route code that controls the number of vehicles checked in at Reception and where they can be parked. Each record displays the vehicle block number (to identify the vehicle location within the car park or workshop), the maximum number of vehicles that can be kept in this location, and the current number of vehicles within the location.
Note: It is possible to substitute the name of this field from the default of Location to something more meaningful in the Route label field of the Point-of-Sale system parameters.
Buttons:
Detail: This button is only displayed on Parts WIPs, and is only enabled when a parts route code is entered. It displays the route code details.
The Notes tab enables you to enter four, separate lines of free text to be added to the WIP for reference purposes.
Note: If a CRM customer is attached to the WIP, and the Raise contact check box in the INVOICE group-box of the Action form is ticked, a CRM contact record is generated and linked to the attached customer record within the CRM system when you produce an invoice.
Customer contact: The system automatically supplies the up-to-four-digit operator number, code, and name for this field. It can be used as a contact reference for the customer.
This tab is only displayed for Service Point-of-Sale WIPs.
Identity: The registration number of the vehicle loaded onto the WIP. If you enter a registration number, the system loads the vehicle record from the CRM system if it exists.
Buttons:
More: Displays the extended vehicle details for the vehicle loaded onto the WIP. If the vehicle record exists in the CRM system, the details from the vehicle record are defaulted into the form, and you are given the option to amend and update the vehicle record. If the registration number does not exist in the CRM system, you are given the option to create the new vehicle on the database.
This is a split field. In the first field, enter a service code to indicate the work to be carried out on the vehicle under the service. When you enter a service code, a description of the work is automatically defaulted into the second field. You can amend this description if required, and it is not overwritten if a different service code is entered on the tab.
Buttons:
More: Displays the Service Codes form, which enables you to enter up to three service codes for the work carried out on the vehicle. You cannot select the same service code twice.
Note: This button is displayed only if the POS parameter Multiple service codes is set appropriately.
Tip: A list of valid service codes is available from the drop-down
The fields in this group-box display the vehicle's mileage (Odometer mile). On the Current tab of the CRM vehicle record, there is a field called Display mileage as in the Miscellaneous group-box. The setting of this field determines whether the odometer reading is in hours, kilometre's, or miles.
Note: The fields displayed in this group-box depend on the setting of the 2nd mileage required field on the Labour tab of the Flags and Priorities POS parameters.
Previous: The mileage the last time the vehicle was serviced
In/Current: Either an In or Current field is displayed in this group-box, depending on the setting of the 2nd mileage required POS parameter. This is the mileage at the time the vehicle was booked in.
Out/Other: Either an Out or Other field is displayed in this group-box, depending on the setting of the 2nd mileage required POS parameter. This is the mileage at the time the vehicle was booked out. The Other field is displayed in the event that you are required to road test vehicles and record the additional mileage incurred.
Salvage: When the Workshop tab has changed to Bodyshop, a new field is added to the vehicle tab called Salvage.
Write off: When checked, enables you to enter a write-off value against the vehicle and create a Write-off contact to alert the Sale department to a potential sales opportunity.
Note: The Bodyshop System parameter on the Contacts tab called Write Off needs to be set up to be able to create contacts.
Value: Write-off value of the vehicle. The write-off value will be updated against the Vehicle record on the Finance option in CRM.
This tab is only displayed for Service Point-of-Sale WIPs. It gives a quick view only of important dates and mileages connected with the vehicle's history. There are two boxes: one containing Warranty information, and the other, Service information.
Warranty:
Manufacturer: Date and/or mileage limit at which the manufacturer's mechanical warranty expires
Body: This is a split field containing the date and/or mileage limit at which the manufacturer's body and paint warranty expires.
Extended: This is a split field containing the date and/or mileage limit at which any extended warranty purchased with the vehicle expires. Letters can be written to customers based on the date shown here.
Dates:
Service: Date on which the vehicle is due for its next service
MOT: Date on which the vehicle is due for its next MOT
Emissions: Date on which the emissions for the vehicle are due to be checked
Registered: Date on which the vehicle was registered
Delivered: Date on which the vehicle was delivered
This tab is only displayed for Service Point-of-Sale WIPs when the Point-of-Sale system parameter Record operators in WIP is checked. This records the identity of the four members of staff involved in the key stages of the WIP:
Creating operator: The Operator who created the booking
Booked in operator: The Operator who booked the vehicle into the workshop on the day (checked in)
Invoicing operator: The Operator who invoiced the WIP
Booked out operator: The Operator who handed the invoice and the keys back to the customer (checked out)
Note: These fields will automatically default the operator codes in when Workshop Loading is switched on, but you will have to select them manually from the drop-down
Owning operator (If installed): The Owning operator of the WIP that is mapped to a resource for service advisor bookings.
This tab holds all the dates and times associated with Workshop Loading, and the Customer waiting check box.
Note: The Workshop tab will change to read Bodyshop when you select Bodyshop from the Department selection if it is set in their terminal details.
Customer:
These are the dates and times agreed by the customer; they will be given default values if no values are entered. These will be set to the Unassigned start and end times from the WL System parameters.
Note: When the dates and times are set, the time out will be entered in the Required by field in the Jobs form. If this WIP is carried over to the next day, then the Required by field will then show the date out.
Customer waiting: When the customer waiting check box is flagged, it will load the job into Workshop Loading as a Pinned job (Appointment).
Planned:
These dates and times reflect the start and finish times of the Actual and Planned tabs in the Activity form in Workshop Loading. These dates are non-editable and assigned every time a job is loaded into Workshop Loading.
Loan vehicle: This check box, when ticked, will open the Loan vehicle diary form on loading a job into Workshop Loading. This requires the CRM records for vehicle and customer to be loaded on the WIP. This process is normally done via the WIP Wizard functionality called from CRM or directly from Point-of-Sale. The WL default RTS loan car in WL system parameters has been replaced by default RTS loan car in CRM System Parameters.
Keys:
These dates and times are the actual drop-off and collection times of the vehicles' keys, and are read only.
Note: If the workshop tasks are moved so as to change the start and end dates, they are checked against the customer dates (DATEIN / OUT).If they fall outside those dates, you are warned and given the option to reassign the customer dates to the revised dates. Similarly, if a Customer waiting job is moved, a message warns you and gives you the option to bring the customer's date and time into line.
Bodyshop (If Installed):
Note: The following Option button functions are utilised by the Bodyshop progress function:
Option Buttons:
Estimated: Indicates that an estimate for the WIP has been actioned.
Authorised: Indicates that the WIP has been authorised.
This group-box contains two fields:
The first field enables you to select the product that you want to enter onto the WIP. There are four product searches available:
?: Part number (on the stock file)
#: Labour (RTS code)
*: Menus
@: Price file (part number on the Master Price File)
The second field specifies the Manufacturer Systems company/franchise to be used via the New product field when accessing the Parts Master Price File, labour operation and menu codes, if available for the manufacturer involved. It is used during direct input of part numbers if the part entered cannot be found in the parts stock file, to offer the facility to create a new part number from the price file, and when labour or menu codes are entered in full. Any searches carried out via the New product Ellipsis button for labour, menus, or price, access the appropriate data file within the company/franchise indicated here. On initial entry to Point-of-Sale, it is defaulted from the Default RTS company field within the terminal details record for the terminal number being used at the time. If this field is empty, the default is taken from the Default RTS Company fi e held on the Main tab of the POS Parameters.
Tip: Below the New product field Red text will appear on the Point-of-Sale form, indicating to the user the loan car group this customer is entitled to, and whether a Loan Vehicle is booked, including the registration number of the loan car booked on this WIP.
Note: If the Loan car group is displayed, the text for the loan car will change to loan vehicle booked, but it will not always relate to the car group that the Customer is entitled to.
The WIP (Labour) status codes are used in the Point-of-Sale system to indicate the status of each WIP. These are used for Service WIPs only, and are as follows:
Note: So as to ensure the accuracy of Vehicle Health Check reporting the utilisation of WIP line statuses has been controlled / restricted, enabling the permitted selection of a status or onward processing direction to utilise the Vehicle Health Check Summary function
M: Memo
B: Booked
D: Being collected
I: Checked in
W: Work-in-Progress
P: Awaiting Parts
L: Awaiting Labour
A: Awaiting Authority
C: Complete but not Invoiced
G: Gone but not Invoiced
X: Fully costed and Invoiced
Y: Being Delivered
Z: Costed, Invoiced and GONE
Q: Technical closing
Parts wip status (if installed):
The Parts wip status codes are used within the Point-of-Sale system to indicate to the user the lowest status of a part(s) of each WIP. These are used for parts only on a WIP, and are as follows:
Note: So as to ensure the accuracy of Vehicle Health Check reporting the utilisation of WIP line statuses has been controlled / restricted, enabling the permitted selection of a status or onward processing direction to utilise the Vehicle Health Check Summary function
M: Memo
S: On Order (Stock)
C: On Order (Collection)
I: On Order (ICT)
V: On Order (VOR)
R: Reserved
P: Picked
Q: Requisitioned
X: Invoiced
All parts and labour lines are displayed in a grid. Following is a description of the fields displayed for each parts/labour line, and functionality within the grid:
Line: WIP line number. Click the column header to sort labour/parts in ascending/descending line number order. Double click the line to display the part details or labour details (depending on the type of item), or the extra text if the item is a text line.
The line number is colour-coded to indicate the progress of labour lines; these can be identified with the progress colour codes used in Workshop Loading. The progress colour codes have been added to the Legend icon on the Tool bar in the main Point-of-Sale form.
Colours
Description
No-show The task(s) have not been checked in.
Waiting The task(s) have been checked in and are waiting to be worked on.
Stopped The task(s) have been stopped awaiting Labour, Parts, Authority.
In Progress The task(s) are in progress with the Technician.
Complete The task(s) have been completed but not invoiced.
Invoiced The task(s) have been completed and invoiced.
Right-click a labour or menu line, and select the appropriate option from the pop-up menu to allocate or change the warranty/payment or menu code, make a contribution, delete a line (set to D status), or display a full valuation, apply a discount or load an adjustment part.
Product: The product code. If the type is P, this is the part number from your stock file or the Manufacturer's price file. If the type is L, this is the Repair Time Schedule code. Right click a part to display the description on the stock record. Left click the column header to sort labour/parts in ascending/descending product number order.
Tip: The product field will be highlighted in grey when the account on the line does not match the account on the WIP.
Description: A description of the product. If the type is P, this is the description from the Main group-box of the Part Details form. If the type is L, this is the first line of the description from the Description group-box of the Labour Details form. Single left click the column header to sort labour/parts in ascending/descending description order.
Tip: The description field will be highlighted in grey when the account on the line does not match the account on the WIP.
Menu: This is the code used in conjunction with the W code payment indicator to link menu items together in order to assist at the time of costing the job. When invoicing menu items, the system automatically invoices any parts and labour items associated with the line. To amend the menu codes for all lines on the WIP, single right click the column header. To amend the warranty/payment or menu codes for a single line, double left click the line. Single left click the column header to sort labour/parts in ascending/descending menu code order.
W: The warranty or payment code used in conjunction with the Menu code to link parts to a labour line in order to assist at the time of costing the job. To amend the warranty codes for all lines on the WIP, right-click the column header. To amend the warranty/payment or menu codes for a single line, double click the line. Click the column header to sort labour/parts in ascending/descending W code order.
Where a Warranty code and payment type is present under the W column a right-click, for the first time, of the code displayed, will offer a Link lines option. If this option is clicked the selected warranty and payment code is set as the current mode. The mode is then displayed in the grey space of the WIP form. While it is set in this manner all subsequent parts and RTS code entries made automatically use this warranty and payment code. If other parts and/or RTS codes are already present on the WIP, a double-click in the W column of a line adds the selected code to that line or amends an existing code. It is also possible to cycle up and down the W column by using the up and down arrow keys to navigate, and the space bar to enter the selected code, moving on to the next code as you do so.
The second time a right-click is made on the warranty code field, further options are made available.
- Link line to XX: This enables you to select individual lines to use the currently selected warranty and payment code mode.
- Clear link lines mode: Click this option to clear the currently selected mode.
- Select W code XX: If you have right-clicked a code on the WIP that is not the currently set mode, you may amend the mode to this code using this option.
In addition, amending a previously accepted warranty and payment code on the parts details form resets the mode to the chosen code combination. Also, where no mode is currently set, if the Warranty/payment code and Menu code form are invoked, amending a previously accepted code sets the mode to the chosen code combination.
Quantity: The issue quantity in either units (for parts) or hours (for labour) to be invoiced, credited (negative quantity), backordered, etc. When you right click a line, the cursor is positioned in the Line column in order for you to amend the quantity of parts if required.
Note: When using Workshop loading this field may be highlighted in Green to indicate that more than one technician has worked on this WIP or labour line. This is a display function only; you will need to go into the labour line and select the Clockings button to view the clock history and then access the Apportion Allowed Wizard if any amendments are required.
Price: The unit price of each product line. Right click a part to display the prices on the stock record.
Disc%: The discount percentage currently applied to the line. Right click the column header to access the Discount Percent Manager in order to apply discount to lines that are available to discount. Note this is only possible when at least one product has been entered to the Point-of-Sale grid.
Tip: Alternatively, select the Discount Manager option from the Tools menu.
Total: The extended value of the line after discount. When parts are decarded (status X) and labour lines are completed (status C), double click a line to apply a payment contribution.
Tip: Right-clicking the Total column displays the Split Lines By Menu/Warranty Code form, which enables you to percentage-split lines that are grouped by Menu or Warranty code and lines that are not linked at all.
V: The Nominal Ledger VAT code. This is normally set to capital S which means that the value excludes VAT. To make a line VAT-inclusive, right click the line and select the VAT inclusive option which sets the line to lower case s.
P: The current status of the line to determine the progress of the line from the point when it is raised through to completion. You must allocate a status code to determine what action is to be taken against the part or labour line. When you load a part or operation onto the WIP, the system enters a default status code for you. This is normally M for Memorandum.
Other statuses are as follows:
- C: Collect
- S: Stock B/O
- D: Delete
- V: VOR B/O
- P: Issue
- R: Reserve
- I: Interdealer
- 1: Lost (stk)
- 2: Lost (val)
- G: Forward Or
Note: The P status code is highlighted in yellow if:
The Fluid dispenser interface is active
The part on the wip is mapped in the fluid dispenser parts mapping table
Right-click the column header to display the following options:
Delete all possible parts lines: With the exception of parts that have been requisitioned or invoiced, sets the status of all part lines on the WIP to D (Deleted).
Convert R status lines to P: Converts all parts lines that are at status R (reserved) to P (picked).
Note: This option will only be visible if there are status R lines present on the WIP.
Convert part lines from estimate: Converts the part lines from M status to P status, which enables you to print a job card for the work to be carried out.
Convert multiple parts status lines: This option displays the Convert Multiple Parts Status Lines form which enables the user to change all parts lines of one status code to another valid status code. The normal POS rules allowing a parts status to be changed are applied accordingly.
Click the column header to sort labour/parts in ascending/descending status code order.
If a parts status is amended under the P column by right-clicking and selecting a status, the mode is set to the new status entered. This is indicated by a Mode: X where X represents the status letter above the P column. With the mode set, it is possible to set other parts on the WIP to this status quickly as follows. With the focus set in the P column, press the space bar to set the current line to the mode status. Each press of the space bar moves down each line, setting the status as you go. To skip a line press the arrow down key instead, and the space bar to resume setting the statuses.
I: The current invoice status of the line:
- I: To be invoiced
- H: Held line
- X: Completed and invoiced
- C: Line to be credited partially
- D: Deleted
At the bottom of the form, the following three fields are displayed:
Tip: If you have a foreign currency account on the WIP, the Goods, VAT and Total values display the base value and the base currency code if you place your mouse pointer over the values.
Goods: Goods total.
VAT: This is a split field. The first field displays the Value Added Tax (VAT) total. The second field displays the percentage profit on the line. Totals highlighted in black indicate a profit, totals highlighted in red indicate a loss.
Total: This is a split field. The first field displays the combined total value of the WIP. The second field is controlled by the Cost visibility priority field on the Parts 1 tab of the Flags and Priorities POS parameters. If you have high enough priority, the second field displays the total profit%.
The Search For WIP Number form is displayed when you click the WIP number Ellipsis button on the Point-of-Sale form, or click the icon. To search for a WIP, select the required method, enter any known criteria, and click the Search button. The system attempts to match any text that you enter against existing WIP records on file.
Select one of the following options to indicate the method by which you want to search for a WIP:
Order number: The customer's order number as specified on the Order tab of the WIP
Registration: The vehicle registration number as specified on the Vehicle tab of the WIP
Account code: The customer's Sales Ledger account number as specified on the Account tab of the WIP
Date required (Parts WIPs only): The date and time that delivery of the order is required by the customer (due in) as specified on the Order tab of the WIP
Date due in (Service WIPs only): The estimated date the vehicle is due to come into the workshop as specified on the Order tab of the WIP
Contact : The Operator number from the Customer Contact as specified on the Notes tab of the WIP
Route (Parts WIPs only): The route code as specified on the Codes tab of the WIP.
Loc'n: (Service WIPs only): The current location code of the vehicle specified on the Order tab of the WIP
Any text: This enables you to find a WIP by entering any text present in the WIP header (text fields only, not numeric or date fields). This is most commonly used to find a WIP by entering the customer's details, such as the customer's name or part of the customer's address.
Creation date: This enables you to search for WIPS created on a specific date or range of dates.
Job card number: This is only available if the Vehicle on-site identifier in your Point of Sale parameters is set to J - Job card and is, in any case, available to Service terminals only. This enables you to find a WIP searching by Job card number.
Estimate number: This is only available if the Vehicle on-site identifier in your Point of Sale parameters is set to E - Estimate number and is, in any case, available to Service terminals only. This enables you to find a WIP searching by Estimate number.
Criteria:
This group-box contains four fields: one text input box, two date input boxes and a Department selection box. The date input boxes are only enabled when you select the Date required method. The text input boxes are enabled for all other methods. According to the selected method, enter the text or date(s) and select a dept from the drop-down menu facility. The possible selections are:
P Parts, only parts dept WIPS matching your criteria are displayed.
W Workshop, only workshop dept WIPS matching your criteria are displayed.
B Bodyshop, only bodyshop dept WIPS matching your criteria are displayed.
F Fastfit, only fastfit dept WIPS matching your criteria are displayed.
* All, displays WIPs from all departments that match your criteria.
However, the selections offered are dependent upon the Default department(s) field of the terminal details record. Your options will be limited to the departments for which your terminal is set. The order in which they have been set will also determine the order in which they are displayed. The * All selection is always available.
Note: Whichever method is used, it is not necessary to input the complete text because the system performs a search against whatever text is entered. For example, you can enter part of the registration number or account number.
Buttons:
Search: Commences the search according to the chosen method and criteria
If there are any WIPs that match the selected criteria, the results are displayed in a grid. For example, if you search using the Account code method, and enter the Parts Cash Sale account, it is logical to assume there will be many matching WIP numbers. If you select any of the specific search methods, and leave the input text or date fields empty, all available WIPs are displayed, sorted in method/WIP number order, with blanks first. To load a WIP, double click the record, or select a record and click OK.
Note: The order in which the department codes are entered in the Default department(s) field of the terminal details record affects the WIP search facility in Point-of-Sale. For example, in order for a Parts department to search for Workshop and Bodyshop WIPs, the letters WB can be entered after the letter P.
WipNo: The Work-in-Progress (WIP) record number
D: If lines on the WIP are marked for deletion, the Delete flag is set on the WIP when it is saved. If a WIP is marked for deletion, this field is flagged *. These WIPs are consolidated out of the POS files after the expiry of the appropriate retention days specified within the SO system parameters (WIP retentions).
Registration: The registration number of the vehicle, if applicable
Account: The Sales Ledger account number of the customer
Customer: The customer name on the Sales Ledger account
Vehicle description: The description of the vehicle from the CRM customer record
In: This field applies to a previous release of Workshop Loading only, and is not populated.
Note: Retention period parameters exist within SO System Maintenance for certain types of WIPs. This means you may find that WIPs are not always available for direct review. Invoiced WIPs for example, are typically available to you for 30 days, depending on user preference. After the 30 days pass, they are no longer directly accessible from the Point-of-Sale module. Naturally, WIPs with any outstanding transactions are available indefinitely.
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