The warranty/payment and menu coding structure allows product lines within the WIP to be grouped together for invoicing purposes if required. If, for example, lines that are to be invoiced to a warranty account all have the same warranty or payment code then, when one item is held, all linked items are simultaneously set to the same invoice status automatically. This is useful for WIPs that will be split-invoiced to multiple customers, and may well speed up the invoicing process. It also allows a supervisor to determine and mark which lines will be invoiced to which cost area, thus avoiding the need for an invoice clerk to make what is sometimes either a technical or management decision.
Valid warranty/payment codes can be created as needed, and are maintained via the Payment types option on the SO MISCELLANEOUS OPTIONS menu.
To assign a warranty/payment code or menu code:
Raise a Point-of-Sale WIP, and add labour and parts in the normal way.
Double-click the W column of the labour or parts line to which you want to assign a warranty/payment code and menu code.
The Warranty/Payment Code form is displayed.
Select the Warranty/payment code that you want to assign to the line.
If required, enter the Suffix that you want to apply to the line.
Enter the Menu code that you want to assign to the line.
The Warranty Payment Code form is displayed when you double left-click the Menu column or W column of a labour or parts line on a Point-of-Sale WIP. From this form you can assign a warranty/payment code and/or menu code to the selected labour or parts line.
Warranty/payment code: Enter a payment type. Typical payment types are as follows:
- A: Account
- C: Cash
- I: Internal
- P: Policy
- W: Warranty
Suffix: In order to link product lines together, you can use the same suffix for the parts line as the labour line. For example, you can use a payment code of A1 for any parts that you want to link to a labour line with a payment code of A1. With the exception of text lines, labour and parts can be linked using the following payment codes:
Charge Payment Codes Labour items 1-9 Labour items 10+ Account A1-9 AA-AZ Cash C1-C9 CA-CZ Internal I1-I9 IA-IZ Policy P1-P9 PA-PZ Warranty W1-W9 WA-WZ As the above table shows, if you have more than 10 labour lines, you can use letters for the payment code. For example, A10 becomes AA, then AB, AC, AD, etc.
Menu code: A menu code is automatically assigned by the system when you load a menu or labour line onto a WIP, provided the POS Parameter Link Part/Lab in W/S is selected. In order to link a part to a labour line, select the same menu code that is assigned to the labour line. For example, if menu code 01 is assigned to a labour line, select menu code 01 to link a part to the labour line.
The warranty or payment code is 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. A facility is available that enables you to assign warranty/payment codes to a group of lines.
To assign warranty/payment codes to a group of lines:
Raise a Point-of-Sale WIP, and add labour and parts in the normal way.
Single right-click the W column header on the WIP.
Tip: Alternatively, select the Edit warranty codes option from the Tools menu.
The Amend Warranty Codes form is displayed.
From the table on the right-hand side of the form, select the line(s) to which you want to assign a warranty/payment code.
Within the Options group box, select the warranty/payment code and suffix (if required) that you want to assign to the line(s).
Click the Left arrow button.
The line(s) are copied into box on the left-hand side of the form, where an additional line (labelled with the warranty/payment code and total net price) is created, and to which the selected line(s) are attached via tree controls.
Note:The Left arrow button is only activated on the form when the required line(s) have been selected AND the warranty/payment code field has been filled in.
Tip: To collapse/expand a branch click the - or + symbols.
To amend warranty/payment codes, do one of the following:
To amend a warranty/payment code on a labour or parts line, select the line and click the Right arrow button. This copies the line to the table on the right-hand side of the form, where you can assign a new warranty/payment code.
To reassign warranty/payment codes to all lines, click the All button.
Warning: If you have not previously loaded the lines onto the WIP, the Reset button copies all the lines from the box on the left-hand side of the form to the table on the right-hand side of the form, where new warranty/payment codes can be assigned.
Assign warranty/payment codes for the remaining lines as described in steps 3-6.
Click OK.
The line(s) are loaded onto the WIP, where the warranty/payment codes are displayed in the W column.
The Amend Warranty Codes form is displayed when you single right-click the W column header on the WIP, or select the Edit warranty codes option from the Tools menu. From this form you can assign warranty/payment codes to a group of lines.
On the left-hand side of the form is a box that lists all the lines on the WIP to which a warranty code is assigned. For each group of lines with the same warranty/payment code, an additional line is created which is labelled with the warranty/payment code and total net price. Tree controls are assigned to these additional lines that allow you to collapse/expand a branch.
Tip: To collapse/expand a branch click the - or + symbols.
To amend a warranty/payment code on a line, select the line and click the Right arrow button. This copies the line to the table on the right-hand side of the form, where you can assign a new warranty/payment code. Alternatively, to reassign warranty/payment codes to all lines, click the All button.
Options:
Within this group box, you can assign a warranty/payment code, and suffix if required, to the selected line(s) in the table on the right-hand side of the form.
Copy:
: Copies the selected line(s) in the table on the right-hand side of the form to the box on the left-hand side of the form. For each group of lines, an additional line is created which is labelled with the warranty/payment code and total net price. Tree controls are assigned to this line that allow you to collapse/expand the branch.
: Copies the selected line from the box on the left-hand side of the form to the table on the right-hand side of the form, where a new warranty/payment code can be assigned.
: Copies all the lines from the box on the left-hand side of the form to the table on the right-hand side of the form, where new warranty/payment codes can be assigned.
Line: The WIP line number.
Code: The RTS code or part number.
Description: The description of the RTS code or part number.
PUSH BUTTONS:
OK: Loads the line(s) onto the WIP.
Reset: If warranty/payment codes have previously been assigned to lines and loaded onto the WIP, this button resets any changes you have made during the current session.
Warning: If you have not previously loaded the lines onto the WIP, the Reset button copies all the lines from the box on the left-hand side of the form to the table on the right-hand side of the form, in order for new warranty/payment codes to be assigned.
A menu code is automatically assigned by the system when you load a menu or labour line onto a WIP, provided the POS Parameter Link Part/Lab in W/S is selected.. The menu code is used in conjunction with the warranty/payment code 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 associated with the line. A facility is available that enables you to assign menu codes to a group of lines.
Note: If the Link Part/Lab in W/S field is ticked on the Labour tab of the Flags-Priorities POS parameters, and there are parts on the WIP that are not linked to labour lines via menu codes, a Tag Valuation form is displayed on invoicing, warning that the tags do not reconcile. You must assign menu codes to parts before you can invoice the WIP.
To assign menu codes to a group of lines:
Raise a Point-of-Sale WIP, and add labour and parts in the normal way.
Single right-click the Menu column header on the WIP.
Tip: Alternatively, select the Edit menus option from the Tools menu.
The Amend Menu Codes form is displayed.
From the table on the right-hand side of the form, select the line(s) to which you want to assign a menu code.
Within the Options group box, select the menu code to which you want to attach the selected line(s).
Click the Left arrow button.
The line(s) are copied into box on the left-hand side of the form, and attached to the selected menu code (labelled with the menu code and total net price) via tree controls.
Note:The Left arrow button is only activated on the form when the required line(s) have been selected AND the menu code field has been filled in.
Tip: To collapse/expand a branch click the - or + symbols.
To amend menu codes, do one of the following:
To amend a menu code on a labour or parts line, select the line and click the Right arrow button. This copies the line to the table on the right-hand side of the form, where you can assign a new menu code.
To reassign menu codes to all lines, click the All button.
Warning: If you have not previously loaded the lines onto the WIP, the Reset button copies all the lines from the box on the left-hand side of the form to the table on the right-hand side of the form, where new menu codes can be assigned.
Assign menu codes for the remaining line(s) as described in steps 3-6.
Click OK.
The line(s) are loaded onto the WIP, where the menu codes are displayed in the Menu column.
The Amend Menu Codes form is displayed when you single right-click the Menu column header on the WIP, or when you select the Edit menus option from the Tools menu. From this form you can assign menu codes to a group of lines.
Tip: To delete a complete menu with one action:
Right click on the top line of the menu tree to be deleted, (this begins with the menu code followed by the VAT country code.) Click on status rules for additional guidance.
On the left-hand side of the form is a box that lists all the lines on the WIP to which a menu code is assigned. A menu code is automatically assigned by the system when you load a menu or labour line onto a WIP, provided the POS Parameter Link Part/Lab in W/S is selected, so any labour lines on the WIP are usually displayed in this box. For each group of lines with the same menu code, an additional line is created which is labelled with the menu code and total net price. Tree controls are assigned to these additional lines that allow you to collapse/expand a branch.
Tip: To collapse/expand a branch click the - or + symbols.
To amend a menu code on a labour or parts line, select the line and click the Right arrow button. This copies the line to the table on the right-hand side of the form, where you can assign a new menu code. Alternatively, to reassign menu codes to all lines, click the All button.
Rules for deleting menus within the Amend Menu Codes Form
To delete menu successfully, all the lines must be correctly linked together using a common menu code via the menu column in the POS grid. In addition the statuses must be as follows.
Labour lines must be set to one of the following: M, 1, 2, D
Parts lines must be set to one of the following: M, P, 1, 2, D
Options:
Within this group box, you can assign a menu code to the selected line(s) in the table on the right-hand side of the form.
Copy:
Line: The WIP line number.
Code: The RTS code or part number.
Description: The description of the RTS code or part number.
PUSH BUTTONS:
OK: Loads the line(s) onto the WIP.
Reset: If menu codes have previously been assigned to lines and loaded onto the WIP, this button resets any changes you have made during the current session.
Warning: If you have not previously loaded the lines onto the WIP, the Reset button copies all the lines from the box on the left-hand side of the form to the table on the right-hand side of the form, where new menu codes can be assigned.
