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POS Parameters

The Point-of-Sale parameters allow you to determine how the system operates within your business. These are normally set by an Autoline consultant when your system is installed. It is advisable to consult Support prior to making any changes to these parameters.

Warning: These parameters must be set before using the Point-of-Sale system.

To access the POS parameters:

  1. From the Rev.8 Master Menu, select the Point-of-Sale option and Company you require.

    The POINT OF SALE menu is displayed.

  2. Select the System maintenance option.

    The SO SYSTEM MAINTENANCE menu is displayed.

  3. Select the POS parameters option.

    A menu is displayed prompting you to select the required POS parameters.

  4. Select one of the following options:

POS Parameters 1 Form

The POS parameters 1 form is displayed when you select the Main-Tables-Fastrack option from the POS Parameters menu. From this form, you can maintain the POS parameters for the current POS company. The form has four tabs:

Company identifier: The Point-of-Sale company number

Tip: Click the Ellipsis button [...] to search for a POS company.

Main Tab

Max WIP number: This is a number from 10000 to 65535. It is normally set to 65000.

Franchise codes: Enter all valid, service franchise codes here. The Service Point-of-Sale system validates against the codes you input in this field.

Department codes: Enter all valid department codes here. These codes are validated on the Codes tab of the Point-of-Sale form.

Sales type codes: Enter all valid sale types here. The sale types are validated on the Codes tab of the Point-of-Sale form.

Rounding nlcode: If rounding errors take place during a transaction calculation, the error value is posted to this account. Not all transactions post to the Nominal Ledger directly. Any rounding that occurs when selling parts or labour that cannot be posted to this account is posted to an accumulating control, which should be posted to the Nominal Ledger periodically.

Tip: Click the Ellipsis button [...] to search for an account.

Warning: The next four parameters relate to negotiation and menu variances. It is important to consider and understand the relevance of these parameters in order to achieve the level of analysis required in respect of reduced profit due to the use of negotiations and menus.

Menu price account: This parameter must always be completed. It is often set as a profit-and-loss account within the Service Department cost centre in the Nominal Ledger chart of accounts. If the three parameters that follow (Parts menu price account, Labour variance detail and Parts variance detail) are not used, the difference between the normal selling price and the negotiated or menu price is posted to this account. On a periodic basis, the accountant should journal and proportion the value held in this account across the various trading departments, reducing the departmental profit. Note that the full normal selling value of any parts and labour (sold as a negotiation or menu) is still posted to the revenue accounts.

Tip: Click the Ellipsis button [...] to search for an account.

Parts menu price account: This parameter is optional. If set to zero, it is not used. It is often set as a profit-and-loss account within the Parts Department cost centre in the Nominal Ledger chart of accounts, and is used in conjunction with the Menu price account. If the two parameters that follow (Labour variance detail and Parts variance detail) are not used and an account is entered here, the difference between the normal selling price and negotiated or menu, price is derived. The system will then determine the amounts to be apportioned across the Service menu and Parts menu accounts, by using a percentage pro-rata basis on the negotiated or menu variance.

For example, if the value of normal labour sales is £200.00, the value of normal parts sales is £100.00 and the negotiated menu price is £270.00, the Service menu account will receive 66.66% of £30.00, and the Parts menu account will receive 33.33% of £30.00. Note that the full normal selling value of any parts and labour sold as a negotiation or menu is still posted to the revenue accounts.

Tip: Click the Ellipsis button [...] to search for an account.

Labour variance detail: If this box is ticked, the Point-of-Sale posting table is used to analyse the labour variances from negotiations and menus. By ticking this box, an * (asterisk) is seen in the POS NL permutations and codes. The POS NL codes with the * permutations must be completed by your Autoline consultant. Using this parameter allows you to analyse the labour variances by franchise, department and even sale type if required. If this parameter is used, the Service and Parts menu price accounts must also be set up, although they would only be used if the posting tables were incomplete. Note that the full normal selling value of any parts and labour sold as a negotiation or menu is still posted to the revenue accounts.

Parts variance detail: If this box is ticked, the Point-of-Sale posting table is used to analyse the parts variances from negotiations and menus. By ticking this box, an * is seen in the POS NL permutations and codes. The POS NL codes with the * permutations must be completed by your Autoline consultant. Using this parameter allows you to analyse the parts variances by franchise, department and even sale type if required. If this parameter is used, the Service and Parts menu price accounts must also be set up, although they would only be used if the posting tables were incomplete. Note that the full normal selling value of any parts and labour sold as a negotiation or menu is still posted to the revenue accounts.

Exch part NL account: This is a GERMAN-specific field. It is a split field which occurs twice. The first occurrence holds the value of standard and Government Added Tax charged to the customer. The second occurrence holds the value of credit given back to the customer. The difference is the value owed to the Government. In the first field, enter the cost centre for exchange parts. In the second field, enter the expense code for exchange parts.

GIS account: The GIS account should be set up in the Sales Ledger and is used by the system to gain access to the Nominal Ledger to make Goods-in-Suspense postings. When goods are received into stock, the system makes a debit posting to the Stock account in the Nominal Ledger and a consolidated credit posting to the Goods-in-Suspense account in the Nominal Ledger.

Warning: This Sales Ledger account must be set up under the guidance of a Support consultant.

Tip: Click the Ellipsis button [...] to search for an account.

Deposit account: When taking deposits at Point-of-Sale, it is necessary to control the amount of deposits received into the Nominal Ledger. This is achieved by having a Sales Ledger account for deposits that controls the debit entries into a Nominal Ledger account for deposits received. Enter the Sales Ledger account number to be used here.

Tip: Click the Ellipsis button [...] to search for an account.

New vehicle account: The default account for new vehicle preparation.

Used vehicle account: The default account for used vehicle preparation.

P/O reference: This facility allows you to record the original purchase order number of the goods on the eventual invoice. This is of most use when VOR order numbers must be quoted on warranty claims. Set this field to all back-order statuses for which you want the order number quoted on the invoice. The system will insert the order number in front of the part description.

Daemon terminal no: This parameter denotes which terminal number should run the daemon if it is necessary to run it outside the daemon monitor. This is normally set to 0 (zero) to allow any terminal to start the daemon.

Warning: This would only be done under guidance from a Support consultant.

Update demand: The setting of this parameter determines whether demand for a part is incremented at the point of customer Order or when the part is actually Supplied.

Contract disc cats: This field determines which parts can have contract prices applied to them. For example, if a discount category of S is entered here, contract prices are only applied to parts supplied from stock with a discount category of S.

Purchase order types: The system allows you to mix different types of orders on one purchase order. However, this is not always the normal requirement. If Stock and VOR orders must be on individual order numbers, set this flag to SV. This effectively determines which types of order may not be mixed.

Adjust demand: This determines which of the Point-of-Sale statuses increment the demand on a part. This is normally set as follows: PRSICWV1.

Back/back P/Orders: The statuses entered here refer to the parts-picking statuses that create unattached order lines in the PURCHASE CONTROL system, which requires you to attach them subsequently to a valid order header. These are as follows:

Flag parts on status: The system allows you to analyse your first-time pick availability from stock. To achieve this, the system puts a flag on parts that you are unable to supply according to the statuses entered here. This is normally set to SIVCW1, which are the statuses used either to accept a customer order or record a lost sale.

Memo on invoice page: This parameter is not used. In a previous Revision, it was possible to display parts at various statuses on the Invoice Summary screen when raising invoices from Point-of-Sale. This allowed the person costing the job to see which parts had been ordered or reserved for the customer and was normally set to RPSIVCW.

Valid account types: The system uses this parameter to check the account type on the Sales Ledger to determine whether the account may be accessed from Point-of-Sale.

Default product group: When creating a non-stock record through Point-of-Sale, the system uses the default product group entered here if there is no valid product group available.

Default RTS company: This is the Repair Time Schedule (RTS) company that is defaulted into the New product group box on the Point-of-Sale form.

FTP address: This parameter is for file update or program update purposes. If File Transfer Protocol (FTP) facilities are available to you, and central CRM synchronization is taking place, the network address can be entered here.

Delivery acc types: This parameter governs which account types use the delivery note format.

Cons inv acc types: This parameter governs the account types that require consolidated invoices.

Sublet types: This field stores the labour types (the first letter of the labour rate) used for sub-let work. If this field is left empty, only type S can perform sub-let work.

Text labour types: This field stores the labour types (the first letter of the labour rate) used for text work.

VOR order types: This field stores the labour types (the first letter of the labour rate) used for emergency, Vehicle-off-Road (VOR) work. Normally V. This is used in conjunction with the VOR reserve quantity held on the Quantities tab of the stock record and the VOR reserve percentage on the Main details tab of the Stock Management (SM) system parameters.

Note: The SM system parameter VOR reserve percentage holds the percentage of monthly demand to reserve for VOR stock and can be over-ridden by the VOR reserve quantity on the stock record. This works with the VOR order types parameter here, and the VOR stock priority field on the Parts 1 tab of the Flags-Priorities POS parameters. This is used in Point-of-Sale to stop users allocating stock reserved for VOR on a stock order. However, if the Use VOR stock field is set on the customer details record, the check is not made.

Fixed Labour types: If an RTS code is entered in Point-of-Sale whose labour analysis type is found in this parameter, the Fixed flag is set automatically in the Labour Details form.

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Tables Tab

PC Variance:

Retention: This is the number of days for which the system retains purchase orders on the system after the invoice has been verified. This should be set to 1 (one) day.

Main: When reconciling your supplier's invoice against the value of goods received into stock, it is possible that there will be a variance. If this variance is within the limit specified in the PURCHASE CONTROL system parameters (Percentage variance allowed and Max variance value), the variance is posted to this Nominal Ledger account. This will only work if there are no parts variances because there is no splitting of the variance, just a total amount.

Sublet: When reconciling your supplier's invoice against the value of goods received into stock for sub-let work, it is possible that there will be a variance. If this variance is within the limit specified in the PURCHASE CONTROL system parameters (Percentage variance allowed and Max variance value), the variance is posted to this Nominal Ledger account. This will only work if there are no parts variances because there is no splitting of the variance, just a total amount.

VSB: When reconciling your supplier's invoice against the value of goods received into stock for outside work arranged by the Vehicle Administration department, it is possible that there will be a variance. If this variance is within the limit specified in the PURCHASE CONTROL system parameters (Percentage variance allowed and Max variance value), the variance is posted to this Nominal Ledger account. This will only work if there are no parts variances because there is no splitting of the variance, just a total amount.

Also in the PC variance group box are seven split fields. These are extra analysis codes used by the system when verifying suppliers invoices in PURCHASE CONTROL. They may be used for analysing any additional charges on suppliers' invoices into the Nominal Ledger. Typical uses are: carriage, pallet charges, delivery charges, VOR surcharge. In the first field, enter the description of the extra charge. In the second field, enter the corresponding, Nominal Ledger expense code.

Credit reasons:

This table of up to 20 entries should be set up to reflect the reasons why parts are returned by customers. The first character of the descriptions held here is written into the parts log file to provide cumulative analysis, so it is important that each first character be unique.

Form header routines:

It is possible for Point-of-Sale documents to share the same document headers. For example, it is quite common for Parts & Service invoices to share the same document headers. Alternatively, they may have their own unique headers. There are five, main types of header available, as follows:

Warning: These fields are completed by a consultant on set-up. Do not change these settings unless advised to do so by Support.

S:

These are transient status codes, which are no longer used. In a previous Revision, these statuses were set by the system in Point-of-Sale, depending on which action was taken. In this Revision, the system now uses the descriptions in the Statemap. It is possible, however, for new statuses to be added to this table. If this is required, contact Support.

Transient status:

This is a description of the non-permanent (transient) status codes entered in the S column.

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Fastrack Tab

In a previous Revision of the software, additional, Point-of-Sale parameters were added specifically for Fastrack Point-of-Sale. These are now used by standard Point-of-Sale and are as follows:

Credit warning: This parameter determines the level of available credit at which the system starts to warn you. For example, if this parameter is set to 50, you are alerted in the Case file routine in Point-of-Sale if the amount of available credit is equal to, or below, 50 pounds.

Days' warning: This parameter determines the number of days' warning that you are given about certain outstanding issues, mostly in respect of a vehicle. If the next service date is overdue, or within the range specified by this parameter, you are alerted in the Case file routine in Point-of-Sale. This also reacts to the next MOT date, the manufacturer's warranty expiry date, and the extended warranty expiry date (if any).

Carriage part: If a carriage/packing charge is levied in Point-of-Sale, the sale is recorded in the parts file under the part number contained in this parameter. The parameter also determines where the sale is posted for this part number. It should be set up as a non-stock balance item.

Consumables part: If a consumables charge is levied in Point-of-Sale, the sale is recorded in the parts file under the part number contained in this parameter. The parameter also determines where the sale is posted for this part number. It should be set up as a non-stock balance item.

Price adjust part: The part number used to adjust the gross price on a WIP using the Valuation function. This field is used in conjunction with the Adjust parts price field on the Parts 1 tab of the Flags-Priorities POS parameters, which specifies the Priority required to edit the price of a WIP.

Note: The part number must be created on the stock file to hold adjustments in Point-of-Sale. This is typically ZADJ.

Word-search default: This parameter allows for a default word (or words) to be entered into every word search in Point-of-Sale. This facility could be useful where a group-wide database presents too many matches when word search is used, and the default entry of the postal town or county could isolate the irrelevant records.

Default menu on service WIP: The Menu code to be defaulted onto a service WIP

Default menu on parts WIP: The Menu code to be defaulted onto a parts WIP

Negotiation RTS code: The Repair Time Schedule (RTS) code to be used for negotiations/fixed prices. When an RTS code is entered in this field, the Negotiate icon is displayed on the toolbar in Point-of-Sale and the Notes option is displayed on the Tools menu.

Wcode for menu kits: The wcode to be used for linking menu style KIT lines (for example, K1). This is defaulted onto kit lines burst from a menu kit. If this field is set, this stops a prompt appearing in Point-of-Sale about a zero selling price on parts.

Sundries calculation:

You are able to set up a maximum of five, sundry items that are automatically added to the invoice when selected within Point-of-Sale. Each item must be set up as a non-franchise part record in Stock Management. 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 completed 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.

Note: If the fields on the Sundries tab of the customer details record are completed, and the Sundries active flag is ticked, the system uses the calculation entered on the customer details record. If the fields on the customer details record are not completed, and the Sundries active flag is ticked, the system uses the calculation in the POS parameters.

Code: The non-franchise part number used on the WIP to hold the value of the sundries charge

T: The terminal type to which the sundry item applies. Enter one of the following:

L: The type of sundry item (line type) used to calculate the total value of sundry charges. Enter one of the following:

Analysis code: The analysis codes to which the sundry items are charged. Products with the listed analysis codes (parts) or labour type codes are used to calculate the total value of the invoice.

Perc%: The percentage to be used for the calculation of the invoice total

Minimum: Enter the minimum amount to be added to the invoice total.

Maximum: Enter the maximum amount to be added to the invoice total.

RTS Notes on loading customer:

Notes active: Tick this check-box to activate the notes facility. If this box is not ticked, neither the Notes option on the Tools menu nor the Notes icon on the toolbar are displayed in Point-of-Sale.

RTS Code to save notes: If the notes facility is active, enter the RTS code to be used to create the text line when customer notes are loaded onto a WIP in Point-of-Sale. The code must also be created as a standard, RTS code.

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Fastrack2 Tab

Fixed Parts Discount codes: If a part number is entered in Point-of-Sale, and the discount code of the part matches any one of the discount codes in these 6 boxes, the Fixed flag is set automatically in the Parts Details form.

POS Parameters 2 Form

The POS parameters 2 form is displayed when you select the Flags-Priorities option from the POS Parameters menu. From this form, you can maintain the Flags-Priorities parameters for the current POS company. The form has six tabs:

Company identifier: Enter the Point-of-Sale company number.

Tip: Click the Ellipsis button [...] to search for a POS company.

Parts 1 Tab

The Point-of-Sale system is controlled by your individual Priority matched against the Priorities set in this table. This allows the Point-of-Sale system to work in different ways for different customers. Priorities may be set from 1-9, where 1 allows all users access and 9 prevents any user access.

General Priorities:

Allow negative stock: This parameter determines the Priority required to send the physical stock on-hand into a negative situation.

Note: You are strongly advised against setting the Allow negative stock parameter to Priority 1-8. It is recommended that the parameter be set to Priority 9. It must, however, be set greater than, or equal to, the Allow negative free stock parameter located on this form.

Edit description: This determines which members of staff are able to edit the description of parts when making an issue at Point-of-Sale.

Part credit priority: This determines which staff are able to credit parts back into stock using negative quantities.

Note: If the priority level of the user is below the value specified, parts can be credited only if the original invoice is linked to the credit.

Sell lines @ zero cost: This flag determines the Priority required to sell items that have a zero average cost. This parameter is normally set to Never to prevent users from selling items at zero cost.

Non-stock parts returns: When a customer returns a non-stock part for credit that has been specially ordered, it is possible that you may not want to take the part back into stock. This is because the part will, more than likely, become obsolete. This Priority allows you to prevent certain levels of staff from accepting non-stock parts back into stock.

Cost visibility: This parameter controls the Priority (1-9) of the user able to see the cost price in the Sale code field in the WIP line group-box of the Part Details form. With this parameter, you can now turn the cost price display off, either in total, or for a certain level of staff. If you have insufficient Priority, you will not be able to display the Prices tab on a stock record enquiry either.

Note: In order to see the cost price and line class or sales code, you must have a Priority equal to, or greater than, the Priority specified in the Cost visibility field above. If you have a lower Priority, you will only be able to see the line class or sale code.

Max/min override price: This parameter determines the Priority of the user (1-9) required to override the maximum/minimum profit check at the Point-of-Sale. The maximum and minimum profit percentages are set up against product groups, and, if your Point-of-Sale Priority is below this parameter value, and the parts transaction is generating either insufficient or excess profit, it prevents the transaction from taking place. If your Priority is the same as, or exceeds, the parameter value, it merely provides a warning.

Stock transfer priority: This is the Priority level needed (1-9) to perform a stock transfer in POS between internal locations.

Block override priority: The Priority required to override a part blocked for sale or purchase on the Description tab of the Parts record.

Adjust parts price priority: The Priority required to adjust the price of a parts WIP. This parameter is used in conjunction with the Price adjust part field on the Fastrack tab of the POS parameters.

Allow reverse issue: To improve the efficiency of parts returned from the Service department, after decard (requisition) to a WIP, but prior to invoice, a feature is available to cancel a parts issue and return it to stock without putting in another negative line. If this feature is enabled by setting this parameter to Y, the reverse issue can be performed on a service WIP in Point-of-Sale by changing the parts status on the WIP from X to ! (exclamation mark). Alternatively, the reverse issue can be performed in Point-of-Sale on the Part Details form by setting this parameter to Requisition. This generates a reverse transaction to be entered in the parts log file and sets the status of the WIP line to Deleted. This avoids the problem of showing the issue and return of such parts, either on the customer's, or a stock adjustment, invoice.

Allow negative free stock: This determines at which level you let your staff issue free stock into a negative quantity. It is possible that this parameter might be set at Priority 7 or 5, or even as low as 3.

Note: This must be set less than, or equal to, the Allow negative stock parameter setting located on this form.

Edit cost price: This parameter determines the Priority of the user (1-9) allowed to edit the cost price of an item being sold at Point-of-Sale.

Edit part price priority: This determines which staff can edit parts details at Point-of-Sale. (This allows you to edit the selling price at Point-of-Sale and use the Discount Percent Manager.) If you have any parts on which you do not want users to edit the price, each part number carries its own price edit Priority (in the Override priority field on the Description tab of the record of the parts), which should be set accordingly.

Raise backorder: This determines which staff may set parts to a valid, back-order status while there is free stock available.

Delete non-stock backorder: This determines who is able to set a non-stock part to delete status after a back-order has been raised. This depends on whether the part has been processed through the PURCHASE CONTROL system.

Edit order date: If taking advance orders for customers, it may be necessary to edit the order date at Point-of-Sale. This parameter is not often used.

VOR stock priority: This parameter determines the Priority required to sell quantities of parts which will put the stock held below the VOR reserve. For further details, refer to the VOR order types field on the Main tab of the POS parameters.

Pack override priority: On the stock record, it is possible to indicate the quantity in which the part is sold. There is a field on the Other tab of the customer details record that determines whether the operator can split a pack (edit the Unit of Issue) on the Part Details form in Point-of-Sale for the customer. This parameter determines the Priority required to override the Unit of Issue (pack quantity) when issuing parts in POS. This change can only take place if the selected unit is greater than that of the stock record.

Sell lines below cost: The Priority required to sell lines below cost. Set the field to the appropriate Priority, or Never.

Edit parts discount: The Priority required to adjust the parts discount on a Parts WIP. Refer also to the Edit part price priority field on the Parts 1 tab of the Flags-Priorities POS parameters (which now affects non-stock lines as well as stock lines). This now means that a user can be stopped from changing the part price but be allowed to change the discount.

Reverse issue priority: Enter the Priority (1-9) required to allow the user to complete a reverse issue. This is dependent on the Allow reverse issue parameter being set to a Y.

Other functionality:

Parts access to labour: This parameter is only operative when the Parts tick-box parameter held within the POS options group on the Terminal Details form, selected from the SO MISCELLANEOUS OPTIONS menu is un-ticked. The only valid setting for Parts access to labour is D when the Parts tick-box parameter is un-ticked. This combination ensures that the terminal has access to labour details in POS in display mode only.

Warning: The other two settings Y and N have no effect and are no longer used.

Which category: This parameter determines whether a line class (a 4-digit numeric) or sales code (an 8-character alpha) is shown in the WIP line group-box of the Part Details form alongside the disguised cost price (labelled as the Sale code). Set this parameter to L for Line class or S for Sales code.

Highlight text: In Parts Stock Management, it is possible to hold additional text against a part number on the Text tab of the Part record. If this check-box is ticked, it displays the Sales text automatically as soon as the part is entered on the WIP, without your having to check with the stock display routine.

Non-balance analysis: This is the parts analysis code for cost price entry on non-balance stock lines. This is so that you can sell items that cost you nothing (such as brochures) and still record a profit while not reducing any stock.

Alternate description: The alternate description is designed to allow you to transfer information of alternate, or superseded numbers to your customers when printing invoices. The parameter may be set to Parts, Service, Both, or None. Dependent on the setting, the system includes, within the description of the parts on an invoice, either the alternate part number, or the superseded part number. This depends on which part number is selected.

Allow fixed prices: This parameter is no longer used.

There is an Allow fixed prices field on the POS customer file which, if ticked, will default a part loaded in Point-of-Sale as "Fixed".

Note: A price can be manually fixed by ticking the Fixed check-box in the Price group of the Part Details form or the Price group of the Labour Details form.

Fast entry separator: This is a great time-saving parameter. It is the separator used for quantity part entry in POS. For example, if you enter the separator $ here, then enter a part number of A111222333$25 in POS, 25 of the part number A111222333 are automatically loaded onto the WIP.

Note: You can use any symbol as a separator, unless it conflicts with any of the characters contained in the manufacturer's part number format. For example, some part numbers contain a / symbol so, in this case, do not use the / symbol as a separator.

Auto-set discount category: If this check-box is ticked, the system automatically sets the discount category on a back-ordered part to the order status. This has the effect of automatically discounting parts dependent on the type of order raised. This will not be of use if you do not pass on VOR purchase penalty to your customers.

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Parts 2 Tab

ICT:

Inter-company daemon: This parameter determines which type of daemon is started by the daemon monitor. If you set the parameter to N, the system starts the normal Parts daemon. If the parameter is set to Y, the system starts the Inter-Company Transfer daemon. This daemon allows the automatic transfer of parts between companies using the Point-of-Sale system. Alternatively, if you want to complete a full posting of the Inter-Company Transfer daemon, set the parameter to P. If this parameter is set to P, additional set-up is required. Speak to your System Manager in the first instance.

Record ICT demand: This parameter controls whether Inter-Company Transfers update the Demand history in the supplying branch. Tick this check-box to invoke the feature, or else leave the box unset.

Auto-PL account ICT: For Inter-Company Transfers, this field must be set to M in order to display a Menu of possible inter-company suppliers for selection. It is recommended that you enter No if Inter-Company Transfers are not required and perhaps progress code I is being used for an intermediate class of back-orders.

Note: The Prompt setting is no longer used. (In a previous Release, it made the cursor jump straight to the PL supplier account number field at the foot of the parts page to Prompt for a supplier when a part was set to status I for Inter-Company Transfer. This removed the need to use the Edit function to access the supplier field.) However, if you set the field to P in this Release, the system will not allow the requesting branch to request parts if the supplying branch has no stock. Therefore, the supplying branch is unable to order it for them.

The ability to see a list of parts in other stock companies is offered whether or not the part exists on the current stock company, and the free stock (quantity-backorder) cannot satisfy the actual quantity required. The Other Stock form is displayed when the part status is set to I.

New WIP on ICT: Tick this check-box if you want to allocate a new WIP for every Inter-Company Transfer request. Alternatively, leave the check-box unset to accumulate all requests between two specific departments onto one WIP for the day.

ICT reserve status: The status to which Inter-Company Transfer parts are set when automatically reserved.

ICT backorder status: The status to which Inter-Company Transfer parts are set when placed on back-order within the Supporting WIP.

Import log retention: This is the maximum number of days for which the Imported dealer order records are retained in the Import log file.

Surcharge:

Warn if surcharge: An extra level of warning with regard to the presence of exchange unit surcharges can be invoked if this parameter is not set to N. As well as highlighting the surcharge value on the WIP in a different colour, and prompting whether you want to allocate the surcharge credit automatically, a further prompt can be displayed just before the invoice is printed: Warning! Surcharge element exists, with the buttons Quit and OK to continue (with invoice production).

The alternative parameter settings are: P for Parts Point-of-Sale only (jobs without a labour line), S for Service Point-of-Sale only (jobs that have got a labour line), or A for all types of job.

Tip: A list of valid options is available from the drop-down Drop-down menu.

Auto-create surcharge: This parameter controls whether a parts stock record for a returned dirty unit is automatically created when selling the new equipment part at Point-of-Sale. If you sell a part with an exchange unit value, you are prompted with the following options:

If the second, or third, options are selected, the system automatically inserts another line on the WIP for the return of the dirty unit.

If this parameter is set, a new record is automatically created for the dirty unit if it does not exist in the stock file. The part number will be the same as the new equipment part number, but will have either a prefix or suffix added (as set up against the franchise in Stock Management), and the only value will be the exchange unit value. There will be no selling or cost price, and the issue quantity will be negative (to bring the dirty unit into stock). At this point, you can either give a credit immediately by setting the status to P for Pick, or use the code R to Reserve the credit until the customer returns the part.

Note: It is possible to specify a default status for surcharges (typically R) in the Default surc. status field on this form.

Split surcharge invs: This parameter, if set, tells the Point-of-Sale system to hold back all exchange unit surcharges and credits when issuing normal stock items, and place them on a separate document. In that way, if there is a dispute concerning the exchange unit surcharge, it need not hold up payment for the normal stock items. If this facility is required, the letter entered in this parameter (capital A to Z) tells the system what document type is reserved for exchange unit invoices and credit notes. Obviously, this document type must be set up with suitable titles and possibly sequence numbers, if document numbers are sequenced by type rather than printer.

The automatic split only takes place on invoices and where the total value of all surcharge is greater than zero. The main invoice appears with no mention of any surcharge elements. However, a second surcharge invoice is automatically printed showing only the surchargeable lines and their total surcharge value.

COS surcharge: If this check-box is ticked, the Part record holds the surcharge cost (COS) and the Sale of surcharge separately. (These fields are updated from PURCHASE CONTROL). POS uses both the selling and COS values of the surcharge, to post values into the Nominal. Ensure that nominal codes and structure are in place accordingly. This also allows you to edit the surcharge value of the part within the Price group on the Part Details form.

Tip: If this check-box is ticked, it is possible to apply selling discounts to surcharge sale values by ticking the Allow discount surcharge parts check-box.

Allow discount surcharge parts: If this check-box is ticked, selling discount percentages applied in POS will calculate against Sale of surcharge values.

Note:This check-box can only be ticked if the COS surcharge parameter is ticked.

Exch. part rate: This is a GERMAN-specific AT STEUER VAT rate for exchange parts, for instance: surcharge parts.

Exch. part VAT code: This is the GERMAN-specific VAT code for the GERMAN-specific AT STEUER VAT rate.

Default surcharge status: This parameter determines the default option in POS when a part with surcharge is loaded onto the WIP. The options offered by the Drop-down are:

The option selected will be highlighted on the credit surcharge menu offered in Point-of-Sale except where no default is specified. In this case, the menu will be offered with no default highlighted. This is, however dependent upon the No surcharge menu option being un-ticked.

No surcharge credit menu: If this field is ticked, no surcharge credit menu will be displayed in Point-of-Sale. If this is the case, the surcharge credit will be automatically added to the WIP according to the default set in the previous field.

Parts status:

Default parts status: The default parts status is used by the Point-of-Sale system when entering part numbers onto a Point-of-Sale WIP. This is normally set to M for Memo status, which requires that you make a conscious decision about the status to which the part should be set.

Backorder status: This parameter determines the default order status assigned to parts if not in stock. This is normally S.

Forward order status: If populated, the status to which part(s) on a WIP will automatically be set to in POS, provided that:

This status, used for the Forward orders parameter, must be included on the Statemap

Note: If the Forward order status parameter is used, the Status if not parameter must be set to a valid back-order status, for example: S.

Status if stock: This is the default line status for issues, assuming that there is sufficient quantity of parts in stock. You can set this parameter to: Pick, Memo or Reserve.

Status if not: This is the alternative default line status for issues where there is insufficient stock. You can set this parameter to: 1 for lost sales, Memo, Stock order back-order, VOR back-order, Inter-branch transfer request or Collect back-order.

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Labour Tab

General priorities:

Labour price edit: This POS Priority-level parameter is provided to prevent users of low Priority from editing the labour-type code, labour-rate values and discount percentage in the Price group of the Labour Details form, or applying discounts via the Discount Percent. Manager. In addition, users with insufficient Priority will not be able to utilise the transient Labour status routine using the ! character at the Labour status prompt.

Negotiate menu price: This is a split field. The first field determines the Priority level (1-9) required to utilise the fixed price negotiation option in Point-of-Sale. The second field determines the minimum margin to be retained, regardless of Priority.

VS o/w cost priority: This is the Priority level required (1-9) to overwrite an estimated cost from the vehicle specification (vspec) or non-recoverable costs, for example if the invoice value is greater than the estimated cost from vehicle stock books.

A warning will still be given to a high Priority user if the Estimated cost for a VSB job is lower than the actual cost on the WIP. A form will be displayed to allow the user either to Continue or Cancel the invoicing routine in order that the VSB estimate can be amended.

Edit STD and time allowed: The Priority required to edit the standard RTS text and time on the labour line, unless the standard time (Allowed units) on an RTS code is 0 (zero), in which case a user of any Priority can edit these fields.

Labour credit priority: This is the Priority level required (1-9) to create a negative labour line.

Labour lines:

Note: The Default load status and Default mechanic for auto-completing labour lines can work independently of each other as stated below:

Default load status: This is the Default load status to be used when auto-completing labour lines in Service Point-of-Sale. When the Default load status parameter is set to C for Complete and a labour line is loaded onto the WIP, if the Allowed time is zero the labour details form will be opened and the focus set to the Allowed time field for the user to populate before the auto-complete process is completed. If there is Allowed time, this will be defaulted to the Taken time field and set the labour line to the status set in the parameter and open the labour details form.

Default mechanic: The default mechanic to be applied to labour lines that are automatically completed. If the parameter, Default mechanic, is set, it will change the labour line status to Complete and default the Allowed time to the Taken time field and set the Technician number to the technician set in the parameter and auto-complete the labour line.

Tip: If both parameters are set, it will set the labour line status to the status set in the parameter, default the Allowed time to the Taken time field and set the Technician to the Technician set in the parameter and auto-complete the labour line. This will also apply to menus as long as both are set.

Note: The following four parameters allow different methods of charge-out rate to the customer. As each parameter is checked the previous option becomes enabled.

Labour rate option 1: If this check box is enabled the labour rate used will come from the 00 Models File- Labour type code field.

Labour rate option 2: If this check box is enabled the system will utilise only the first character of the Default labour rate code entered on the Other details tab of the Sales Ledger account record or the Account defaults tab of the Customer details record.

Labour rate option 3: If this check box is enabled the system will utilise the first character of the labour rate code from the 00 RTS code file and the first character from Customer details record or if this does not exist the Sales Ledger account, producing a two digit Labour rate code.

Labour rate option 4: Not used.

Text on labour line: This check-box controls whether the first line of text against an RTS code is printed on the customer's invoice alongside the value for labour charges. The second line on the labour line is also printed. It is possible in this way to use the first line of text as an internal description only (which is updated to the labour log file) and prevent it from being printed on invoices.

Non labour code offset: This parameter allows you to specify where, in the alphabet, the split occurs to start your non-labour analysis codes (based on the field TYPEANAL in the labour line file). If the field is left blank, the letter S is assumed. Codes after the split are used for sundry items such as: Sundries, Customer contributions, VAT recharges, Insurance excess and so on, and do not require a mechanic number to be entered for completion. (Sub-let types themselves are identified on the Main tab of the POS parameters).

Status: The default labour status to auto-complete lines that have labour type codes above the Non labour code offset/status parameter that do not need a mechanic to complete them.

Note: This parameter can be accessed only if an entry exists in the Non labour code offset/status parameter. If this field is blank then the new parameter cannot be edited. This new parameter will override the existing parameter Default load status for lines greater or equal to the non-labour offset code.

Tip: This parameter excludes labour type codes set up for Default menus on service and parts WIPs, workshop loading parameter Appointment code and the CRM system parameters for the Courtesy car RTS codes.

Standard lab descs: If this field is ticked, the system splits the RTS code description on the Labour Details form into three text-boxes of two lines each. The first text-box contains the standard description from the RTS code, the second text-box is for the receptionist's comments, and the third text-box is for the technician's comments. The text in the second and third boxes can be optionally printed on invoices.

Tie CRM invoicing: This parameter determines the Priority of staff that are able to raise a Service invoice without attaching the WIP to the vehicle record in the CRM database. In this way, staff can be prevented from taking the easy or lazy option of not creating new CRM records, and therefore losing the benefit of follow-up and repeat business.

Use vehicle franchise: Tick this box to use the WIP vehicle franchise for Parts Point-of-Sale postings (Sale, Discount and Cost-of-Sale).

Other functionality:

Workshop access to parts: This parameter is only operative when the Service tick-box parameter held within the POS options group on the Terminal Details form, selected from the SO MISCELLANEOUS OPTIONS menu is un-ticked. The only valid setting for Workshop access to parts is D when the Service tick-box parameter is Un-ticked. This combination ensures that the terminal has access to parts details lines in POS in Display mode only.

Warning: The other two settings, Y and N, have no effect and are no longer used.

RTS search path: This determines whether you search for RTS codes by code or short name. Enter 1 in this parameter to search by RTS code, or 2 to search by short name.

Link Part/Lab in W/S: It is possible to force a link between a part and a labour line on Workshop jobs (such as a job with at least 1 RTS code) using this check-box. The facility uses the W code field on the Part Details and Labour Details forms, and individual lines can be linked together using common values.

If the check-box is ticked, you are forced to enter a value in the W code fields between 01 and NN, where NN is the current number of labour lines on the WIP. On the Part Details form, the Menu field in the WIP line group is left empty by default. On the Labour Details form, the Menu field in the Workshop group is set to the current labour line number by default.

Note: If you do not want to use this feature, the check-box can be left unset.

Service History Date Out: Which date from the Point-of-Sale WIP details should be used to populate the Date-out field in the vehicle service history record created when the job is invoiced? There are three settings:

Fast-fit department: This parameter determines the department code used in standard Point-of-Sale to treat parts and labour as a combined sale. The standard routine is to charge labour lines to labour sale and cost-of-sale, and parts lines to parts sale and cost-of-sale. If the Department code used in Point-of-Sale matches this parameter, the parts are posted together with any labour to the labour sale/cost-of-sale accounts.

Clocking-cancel PIN: This is the PIN number needed in order to cancel desktop clocking.

Note: If you do not require a PIN number to be entered in order to cancel desktop clocking, enter 9999.

Service history lines: This parameter specifies the vehicle service history lines to print on a job card (0-6). Extra lines have been added to the format K03 which prints the specified lines on the job card. The format uses body line 3 for the Service history heading and body line 4 for the data. If the parameter is set to 0 (zero), no lines are printed.

2nd mileage required: This field controls the detail required for recording vehicle mileage details in the Odometer group-box on the Vehicle tab of the WIP in Service POS. Three mode settings are available:

Force vehicle link: This parameter is not used. In a previous Revision, this parameter made it possible to force Service Point-of-Sale jobs to be linked to a CRM vehicle record if the registration number was not found in the CRM vehicle file, rather than be given the options of Create, Casual or Continue. In this way, it was possible to force the operator to create a vehicle record and therefore maximize the capture of CRM data.

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Header Tab

General priorities:

Exch rate edit priority: The Priority required to edit the exchange rate on the Account tab of the WIP for foreign currency accounts.

Edit Credit Terms: The Priority required to edit the Terms field on the Account tab of the WIP. The Terms field is only displayed if the user has a Priority equal to, or greater than, the Priority specified here.

Other functionality:

Non-blank address: This parameter applies to Parts & Service WIPs. A value between 0-4 can be entered, which controls the number of lines in the Delivery address-box that must be populated when either the Save option is taken or an invoice/credit note/pro-forma invoice/estimate is attempted. For example, if a value of 2 is set, any two of the first four lines of the address-box must be populated in order to save or print the above documents. If a value of 0 is set, a WIP can be saved or document printed without any address lines being entered. The fifth line of the address-box is excluded from this parameter.

Warning: Do not confuse this parameter with the message: Illegal status. Customer's name unknown when attempting to set a part to a back-order status. To use a Back-to-back order code, either address line 1 or address line 2 must be populated, regardless of how this parameter is set.

Use budgets: The concept of budgets can be added to Point-of-Sale via this Priority-level parameter, using the Budget field on the WIP header. If this parameter is set to a Priority level between 1 and 9, a non-zero budget value must be entered in the Budget field on the Accounts tab of every WIP, excluding cash sales. The budget figure entered cannot exceed the available credit on that account unless you have a Priority equal to, or greater than, the value entered in this field. The available credit takes into account other budgets on other WIPs with the same account code, such as total exposure.

The budget on the WIP header is set back to zero on change of Sales Ledger account code. It also occurs when an invoiced WIP has its Delete flag set. When a non-zero budget figure is entered, the normal credit-check routines compare directly with that budget figure, not with the Sales Ledger account's available credit. Invoices and credit notes adjust the budget figure down or up respectively by the gross value of the document.

Whenever a WIP is held, the invoiceable value of the whole job including VAT, is compared with the budget figure. If it is exceeded, a warning message: Invoiceable value exceeds budget is displayed.

When budgets are not used and the parameter is set to N, the credit-check logic still applies.

Prompt for Franchise: This should be ignored in Rev.8 because it applies to Rev.7 functionality.

POS contact code: The CRM contact code used when creating a contact from within a WIP

Default operator: This parameter is only used for Inter-System Orders (ISOs). The ISO function allows a Dealer Management System (DMS) and an Importer Management System (IMS) to send orders between each other even if they are on different servers. At the point of importing an order in POS, the system uses this parameter to allocate the operator number when creating the WIP.

Prompt for Outstanding transactions: If this field is ticked, a list of outstanding transaction(s) (unpaid) for the selected customer is displayed provided that the customer's account category code matches one set in the Preferred A/c Category codes.

Preferred A/c Category Codes: Enter the A/c category codes that will display outstanding transactions in Point-of-Sale if the previous field has been ticked.

WIP recalculations:

Recalc on load: This parameter determines whether the Parts and/or Labour prices and discounts are re-calculated (automatically), when a specific Department is loading a WIP using the POS discounting structure. The structure uses the Discount codes on the Other details tab of the Sales Ledger account, the Discount mapping tables and the Product group on the Part record. The options available are:

Recalc on change: This parameter determines whether the parts and/or labour prices and discounts are re-calculated (automatically), or a Prompt is displayed, when the Sales Ledger account is changed on a WIP header. The options available are:

Tip: The above two parameters should be viewed in conjunction with the Fix Selling Prices feature, which relates to the Fixed field in the Price group-box of the Part Details form in Point-of-Sale.

Recalc discounts: This flag must be set if Parts and Labour RTS prices and discounts are to be re-calculated, as described in the above two parameters.

Recalc labour rates: This field allows labour rates to be re-calculated when accounts are changed on the WIP.

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Printing Tab

Other functionality:

Single picking note: When printing picking slips on the system, it is possible to print all items on a WIP that require picking, regardless of whether they were printed on a previous picking slip. For this to be the case, this check-box must be left unset. If however, you only want new items added to a WIP to appear on subsequent picking slips, tick the box.

Note: This check-box is normally ticked to avoid double-selection if further part numbers are added to a WIP.

Use MS warranty: Tick the MS warranty check-box to use MS warranty, or else leave unset.

No Inv./Crd. no. dept.: The department code to be used for invoices and credit notes that do not have document numbers.

Line credit reasons: If this parameter is ticked, it forces users to store a mandatory credit reason (as specified on the Tables tab of the POS parameters) on a parts line for negative quantities.

W/S archive type: This parameter determines the document archive document type for service/bodyshop invoices, such as invoices with labour lines produced by terminals set up with Point-of-Sale access type S in terminal details. It is imperative that this document type should exist in document archiving, or copy invoices/credit notes will not be archived.

Parts invoice archive: This parameter determines the document archive document type for parts-only invoices, such as invoices without labour lines produced by terminals set up with Point-of-Sale access type P in terminal details. It is imperative that this document type should exist in document archiving, or copy invoices/credit notes will not be archived.

Additional job lines: If this box is ticked, labour items added to a WIP after a job card is printed are marked as an order extension. A separate job card is printable containing only the order extension.

Check Mileage factor: If the Check Mileage on job card parameter has been ticked, this factor will be used to determine at what point the verification routine will display a confirmation message box asking you to confirm that the mileage is correct. It should be populated with a numeric value. For example, if the value entered is 1, any mileage entered that is greater than the previous value will invoke the Confirmation form, a value of 2 will require that the mileage entered be twice that of the previously entered value, and so on. The mileage confirmed is printed on the job card.

Check mileage on job card: This determines whether or not a Confirmation of mileage dialog box is invoked. It is used in conjunction with the Check mileage factor parameter previously described.

Note: Note: This option will only be available if there is a previously recorded mileage for the vehicle/customer selection made.

Picking-slip sort options: It is possible to sort picking slips to assist the staff that pick the parts. If this facility is required, select one of the following options from the drop-down Drop-down menu:

Note: This parameter only affects the print-out, not the grid display.

Warning: If the Stock management system parameter Default zone is non-blank, then option 4 to sort by Bin location must not be used, as it will conflict with Zone management.

Sort Requisitions: This field controls the sort sequence for the main body section of the requisition print. Select one of the following values from the drop-down Drop-down menu:

Discount print format: When printing invoices, it is possible either to print the discount percentage given on the invoice or print the discount code. Select one of the following options from the Drop-down menu to determine what the system prints on the invoice:

Note: It is also possible to set the Discount printing flag on the Other details tab of each specific Sales Ledger account or the Account defaults tab of the customer details record to determine what is printed as the discount on an invoice.

The Sales Ledger alternatives are:

Note: If the flag is set on the Sales Ledger record, the system ignores the POS parameter setting.

Invoice numbers from: The system allocates invoice numbers, either by printer or by document title. To allocate invoice numbers by printer, enter P in this parameter. To allocate invoice numbers by document, enter D.

Sort batch invoices: This parameter determines the order in which batch invoices are printed. Enter one of the following:

Batch sort advice: If ticked, advice notes on consolidated invoices will be sorted in advice note order on the invoice. The advice note number will be printed as a sub-heading with the appropriate parts lines for each individual advice note on the invoice.

Note: This parameter is used in conjunction with the Sort batch invoices parameter, which must be set to 1 in order for this parameter to take effect.

Default Doc Method: This field determines the invoice numbers to use for batch printing. Enter the up-to-two-character, journal-type code as defined in the Nominal Ledger Document numbers file.

Journal flag: This parameter determines where the journal type for Point-of-Sales postings comes from. If it is set to S, the journal type is equal to the sale type. If it is set to A, the journal type is read from the document type list according to the customer account category.

Menu-style invoices: The standard layout of Point-of-Sale invoices with labour and parts lines is to print all the labour lines followed by all the parts. If parts and labour lines are linked together using the Menu code, it is possible to change the sequence of the items, so that all lines with Menu code 01 would be printed first (using the Menu-style sort type), and then all the lines with Menu code 02, and so on. This is ideal for showing menu-priced items together, as the name suggests. Select one of the following options from the Drop-down menu:

Menus on Inv./Crn.: This parameter controls the amount of detail shown on invoices and credit notes for fixed menu-priced items. If this check-box is un-ticked, the printing of the additional un-priced lines is suppressed.

Note: Only the printing is suppressed. All postings and updates are performed as normal.

Menu-style sort type: Menus can be sorted in one of three ways on a WIP. Enter one of the following options:

Job card sequences: The Point-of-Sale system only allows one sequence of WIP numbers. Therefore, regardless of which department you are in, the system allocates the next free WIP number to your job. This means that filing job cards by WIP number is not ideal. To overcome this, the system is capable of allocating a unique sequence of numbers for job cards to assist in filing sequentially. This sequence may be allocated by the printer that is printing the job cards by setting the parameter to P, or allocated globally by the system by setting the parameter to G. If no sequence is required, set this parameter to N.

Job card line separator: The character used to show added lines on a WIP/job card.

Choose job card language: Allows you to choose the language in which to print a job card, and is dependent on which languages exist in the RTS codes file. If this box is ticked, you are prompted to select a language when you print a job card in Point-of-Sale. You can also select a language for the job card via the Refresh option on the Tools menu in Point-of-Sale. This facility is currently only used in Belgium and Switzerland.

Print to follow items: If you want to notify customers of parts that have been ordered on their invoices, delivery notes or requisitions, select the appropriate option from the Drop-down menu.

The available options are:

The system will print the part number and quantity ordered on the appropriate document, with the text ON ORDER against each ordered line. If N, None, has been selected above, no To follow items will be printed on any documents.

General Priorities:

Invoice: This determines which staff are able to raise invoices.

Credit note: This determines whether you are able to raise credit reversals within Point-of-Sale.

Tie estimate/customer: This parameter is used in conjunction with the Estimate contact code parameter and controls the user access level required to produce an estimate without linking it to a customer (1-9), and therefore avoids creating a contact record.

Estimate contact code: It is possible to trigger the creation of a contact record in the CRM database if an estimate is produced in Parts or Service Point-of-Sale. This feature obviously only works if a CRM customer is attached to the WIP (see the Tie estimate/customer parameter). If this parameter is set and a customer is linked to the WIP then, after the estimate print is requested, a window is opened asking for the grade (Strong, Medium or Weak) and the follow-up date defaults in-line with the normal CRM conventions as set up against the contact type.

The standard features of contacts in the CRM module can then produce a follow-up contact sheet, or letter, so many days later. In order to utilise this facility, you must set up at least two contact types in the CRM system. One is for the estimate (entered against this parameter) and the other for the follow-up. It is important to make sure that all operator records in the SO MISCELLANEOUS OPTIONS menu cross-refer to the CRM sales executives set up in the User details in the System Utilities MANAGEMENT MENU.

Allow proformas: The Priority required to use the pro-forma invoice function in Point-of-Sale when actioning a WIP.

Proforma contact code: It is possible to trigger the creation of a contact record in the CRM database if a pro-forma invoice is produced in Parts or Service Point-of-Sale. This feature obviously only works if a CRM customer is attached to the WIP (see the Tie estimate/customer parameter). If this parameter is set and a customer is linked to the WIP then, after the pro-forma print is requested, a window is opened asking for the grade (Strong, Medium or Weak). The follow-up date defaults in-line with the normal CRM conventions as set up against the contact type.

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Miscellaneous Tab

General priorities:

Credit limit override: This determines who is allowed to go past the Credit Limited Exceeded message when invoicing at Point-of-Sale. This is normally set to the Priority of the Parts Manager. Alternatively, it could be set to Priority 9 to prevent anybody from passing this check.

Credit limit entry: This is the Priority required to enter an account number onto a WIP that has exceeded its credit limit. When eventually raising the invoice, the system prompts for a credit limit over-ride password. This must be entered by someone in authority within the department.

Credit check on hold: This is the Priority level needed (1-9) to perform a credit check on saving a WIP.

No daemon override: This determines whether you may access Point-of-Sale when the daemon is not running. This parameter is always set at Priority 9.

Allocate cash priority: The Priority required to allocate cash against previous invoices

Override posting errors: This is the Priority level needed to override posting errors in Point-of-Sale.

Sundries override priority: This is the Priority level required to cancel the automated calculated sundry charge by using either the Cancel button or un-ticking the "Load" column or editing the price of the Sundry charge(s), on the Sundries calculation form.

Other functionality:

VSB or carriage: In a previous Release, this field was used to suppress a VSB number or Carriage field, or both. In Parts Point-of-Sale, this field now allows you to populate the Carriage field on the Codes tab of a WIP with the carriage code held against the route code identified on the Account defaults tab of the customer details record. Set this field to one of the following:

Allow cash: This parameter determines whether you are allowed to enter cash received at Point-of-Sale. You may prefer to control cash received as an open item Sales Ledger account and subsequently post any cash to the Sales Ledger manually. If this flag is set to Y, and cash is entered at Point-of-Sale, the invoice appears on the Sales Ledger as paid. Other choices are p for Parts only, s for Service only and N for No cash facility. It is recommended that you set this parameter to Y.

Cursor on exit: This POS parameter determines where the cursor should be positioned on exit from a WIP. Should it go to the WIP number field, back to the Operator prompt, retaining the last number used, or back to the operator prompt and clear it down for a Clean start, as when first entering Point-of-Sale?

Note: If the On exit control is set in the terminal details record, this takes precedence over the POS parameter setting.

Refresh POS screen: This parameter is not used. In a previous Revision, this parameter refreshed the Point-of-Sale screen when exiting from a WIP, rather than leave the details of the previous WIP on the screen.

MS program for EOD: It is possible to invoke a franchise-specific, End-of-Day routine if an MS franchise code is entered here, such as an overnight file transfer. This is normally set up by an Autoline consultant at Go-live. Do not change this setting unless advised to do so by your MS Support department.

Show VAT inc. price: This parameter controls the display of individual part line prices. If this box is ticked, the VAT inclusive, and VAT and discount inclusive prices are displayed in the Price group box on the Part Details form.

Deposit VAT code: If VAT is to be applied to deposits, this field specifies the VAT code from the Nominal Ledger that should be used for the accounts postings.

Note: This parameter allows VAT-liable deposits to be used on in Point-of-Sale. The parameter in NL does not control this any more.

Latin stock variation: Special latin postings to stock variation and goods purchase accounts. Used only when latin accounts is switched on in the General Ledger and PC verification is switched off

Sundries active: Tick this box to make the sundries calculation available to Point-of-Sale.

Sundries Active flag ticked:

Sundries Active flag unticked:

Service Booking Identifier: This parameter should be set with the File transfer record ID created in the Generic file transfers in Manufacturer systems to FTP the Export xml file to a screen or PC.

The Timed operation option PRESX - Export Service Bookings should be set to run daily for your type of business. It checks all service bookings made for today within a 24 hour period, and creates an Export xml file on the Autoline PC.

The Export xml file is then FTPd to a PC or screen with the welcome terminal software running, and displays all the service appointments that are arriving in the dealership with the Owning operator name booked on each WIP.

Note: This checks only the WIPs that have the department code of Workshop, Body shop and Commercial. The department codes must be set up correctly.

Other Details Tab (If installed)

Auto complete RTS code (If installed): When the parameter has been checked the Courtesy car RTS codes that have been set up in CRM system parameters on the Loan vehicle - 2 tab, will be loaded to the WIP at C status with the time taken being set the same as the time allowed and ready to invoice. Left blank and the RTS codes are still loaded to the WIP but at M status.

Edit owning operator (If installed): The Priority to edit the Owning operator field on the Operators tab in a WIP in Point-of-Sale.

Use bonus time (If installed): When checked a new field called Actual time for mechanic is displayed on the Labour details form. This enables the user to enter a different allowed time from the allowed time on the RTS code. When a new line is created the Time allowed is defaulted into the Actual time for mechanic field. At this point both fields are editable to all users.

When the line is saved and then re-entered, the Edit bonus time priority is checked to ensure that the user has the ability to edit the Actual time for the mechanic field. If not, users can still change the allowed time depending on their priority Edit STD and time allowed, but the Actual time for the mechanic field is neither editable nor updated by the allowed time.

If the user has priority to edit the Actual time for the mechanic field, then both fields are editable to the user, but are independent of each other. So if the allowed time is changed the Actual time for the mechanic is not.

Note: The tool tip for the Time allowed field on the Labour details form will display Actual time for customer.

When loading labour line(s) into Workshop loading the Time allowed is the time that is loaded and clocked on too, the Actual time for mechanic is only displayed on the Technician Activity form when clocking on. The Allowed time header will display Bonus and this time is written back to the clock file to report on.

Edit bonus time (If installed): The Priority to edit the Actual time for the mechanic field on the Labour details form in Point-of-Sale.

POS Parameters 3 Form

The POS parameters 3 form is displayed when you select the Statemap option from the POS Parameters menu. From this form, you can maintain the state map for the current POS company.

Company identifier: Enter the Point-of-Sale company number.

Tip: Click the Ellipsis button [...] to search for a POS company.

State Map Tab

The state map controls the amendment of parts order status codes in the P (Progress code) column of the grid on the main Point-of-Sale form and in the Status group of the Parts Details form.

Entries exist in the table for each possible combination of present code value and the status code to which it can be changed. Each value in the main table refers to the control check (status) that should be applied.

Warning: This table will be set up by a member of Support when installing your system and should only be changed under the guidance of a Support consultant.

Description:

A description of the parts status code.

Status:

The parts status code.

Note: Parts reminder notices can be created if you create the status of N for Notice. The status is then displayed in the Status field on the Parts detail form, and if you right-click the parts line under the P column. You can then set the part lines required as reminder notices so that when the customer and vehicle is loaded to a WIP again you see the reminders in the Review Reminder Notices form.

Status to:

The status to which a parts code status can be changed

Status:

Each value in the main table refers to the control check that should be applied according to the list of statuses displayed here:

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POS Parameters 4 Form

The POS parameters 4 form is displayed when you select the Documents option from the POS Parameters menu. From this form, you can maintain documents for the current POS company.

Company identifier: Enter the Point-of-Sale company number.

Tip: Click the Ellipsis button [...] to search for a POS company.

Document Titles Page 1 and 2 Tabs

The Document Titles facility is designed to allow you to head invoices and credit notes differently according to the type of customer. This means that for cash customers, you may want to call the document Cash Invoice, for credit account customers Credit Invoice, and for internal customers Internal Invoice. The same applies for various credit notes raised on the system.

A/C:

This is controlled by a field on the Main details tab of the Sales Ledger account called Category code. The letters (account types) in this group-box relate directly to this field on the Sales Ledger.

Category:

Against each customer category and document type, it is possible to specify a Nominal Ledger journal type to be used, say, for credit account sales as opposed to cash, or for all external sales as opposed to internal.

Tip: Click the Ellipsis button [...] to search for a journal type.

Invoice Title:

The title of the invoice. The title can be up to a maximum of 20 characters.

Sequence:

It is possible to determine the range of document numbers being used by customer category (as opposed to by printer device). The invoice/credit note sequence numbers are allocated to documents by the system. For invoices, there is a maximum of 255 different sequence numbers that you can use. These are found in the invoice numbers file.

You may use different document sequences for different types of printed documents. If the sequences are to be controlled by the document title, the sequence number to be used must be entered here against the document title. For example, you might specify sequence 1 against all invoice titles, and sequence 11 against all credit note titles. In addition, in the Invoice numbers file, you must enter the journal type to be used for invoices against sequence 001, and the journal type to be used for credit notes against sequence 011. When a document is produced, the system subsequently looks at the Nominal Ledger Document numbers file (accessed via the NL SYSTEM MAINTENANCE menu) and checks the journal type for the next document number to use.

Note: Alternatively, the sequence may be allocated by the printer producing the document. There is a control on the Printing tab of the Flags-Priorities POS parameters (Invoice numbers from) that determines whether invoice/credit note numbers are allocated by the printer producing the document, or by the document title. If the sequences are to be controlled by the printer producing the document, the printer number to be used must be identified in the Printer map within the System Utilities, Management menu. The field to be set is POS doc. printer no.

Credit Note Title:

The title of the credit note. The title can be up to a maximum of 20 characters.

Sequence:

The sequence number(s) to be used by credit notes

Estimate or quote: Enter the title to be used on documents for estimates or quotes.

Related topics:

Ad-hoc Enquiries

File Maintenance

Introducing the Editors

System Parameters

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