Note: You can move from different transaction types by using your mouse to click on the headings such as Prt, Lbr, Frt etc. You may also press the letter that corresponds to the transaction type or utilize the up and down arrows. Click on the following links to learn more about each topic.
Entering Comments on an Invoice
Entering Parts on an Invoice using a Data Collection Device
Entering Freight on an Invoice
Entering Mileage on an Invoice
Entering Other Charges on an Invoice
Entering Shop Supplies on an Invoice
Entering Equipment on an Invoice
Equipment Trade-In on an Invoice
Entering Internal Comments on an Invoice
Deposit or Money Received on this Ticket
View Customer Owned Equipment in Over-the-Counter
Print Bar Code Labels for a Part
Highlight the transaction line you would like to delete.
Pressing the insert key will mark or unmark lines for deleting as well.
Press F3 OR DEL button to delete the line.
Select Yes if you are sure this is the line you would like to delete. Otherwise, select No.
You may either edit/delete another line or press ESC to exit the current transaction.
Sometimes after entering a transaction line you may want to go back and make a few changes. Follow the steps below to do so.
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You may not edit any transaction lines on an invoice that has been closed and/or posted. |
Highlight the transaction line you would like to edit.
Press ENTER to edit the line.
After making the necessary adjustments, press ENTER to advance to the next transaction line.
You may either edit another line or press ESC to exit the current transaction.
Entering Comments on an Invoice
Press ENTER after choosing the correct customer number.
Choose Comment from the Detail Transaction Type pop-up.
The Comment Detail Entry screen will appear.
When you have finished entering the comments, press ENTER to accept your entry. These will print on invoices.
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If a comment exists, it will say one exists |
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To use the Labor Entry screen you must have previously setup all the proper codes used here in the Service Shop Management module. If necessary, refer to Setting Up Labor Rate Codes. |
Press ENTER after choosing the correct customer number.
Choose Labor from the Detail Transaction Type pop-up or from the header
.
The Labor Detail Entry screen will appear.
Complete this screen. (Click on a field name for an overview. An asterisk (*) denotes required fields.):
*Rate
T
SPG Code
Short Description
5. Press ENTER to save the labor line and advance to the next line.
6. If you wish you can call in standard repair time from CNH is you have the CNH Interface Bundle, call Basic Support for more information. If you need to delete a line, highlight the line and press F3.
7. When you are finished entering your transaction(s), you may press F10 or the print button to print the invoice. Or, press ESC to return to the transaction option screen.
To use the Parts Entry screen, you must have previously setup at least one Manufacturer. |
Press ENTER after choosing the correct customer number.
Choose Parts from the Detail Transaction Type pop-up or from the header..
The Parts Detail Entry screen will appear.
Begin typing in the Part Number. A list of all parts in your inventory will appear and begin narrowing down based on your input.
Press ENTER.
Complete this screen. (Click on a field name for an overview. An asterisk (*) denotes required fields.):
T
Options on this screen:
If you need to delete a line, highlight the line and press F3 or the Del Button.
To view the History on this part, press F5 or the History Button.
F6 ot the Pick/Kit Button allows you to open a picklist either created in a catalog (a manufacturer interface within the business system) or created in the option PickList Manager on the Parts Admin Menu.
To view / switch to the Order Detail Entry screen, press F7 or the Orders Button.
FKeys or SF1 allows the viewing of all available function keys from this screen
SF3 selects the current salesperson
SF4 changes the assigned salesperson if proper permissions are set.
SF5 allows you move parts from one segment to another, utilize the insert key to highlight the parts and then SF5.
SF7 remote part look up.
SF10 Tax detail of a part.
CF8 display hide profit of parts entered, toggle press for on, press again for off.
F5 Shows salesperson and date the transaction was entered.
CF9 allows you to reprice parts.
CF10 allows you to override part fees.
When you are finished entering your part(s), you may press ESC to return to the detail transaction type screen or press F10 (print options) if you have added everything you need to complete the invoice.
If you try to add a part that is already on the ticket, it will display a message and give you the ability to edit the existing part detail lines of add another one.
You can also press enter to add a part and the line item detail screen is displayed to you.
Entering Freight on an Invoice
Press ENTER after choosing the correct customer number.
Choose Freight from the Detail Transaction Type pop-up or from the header..
The Freight Detail Entry screen will appear.
Enter the Transaction Type, press F2 for a pop-up list, or leave the field blank for normal charge.
Complete this screen. (Click on a field name for an overview. An asterisk (*) denotes required fields.):
T
T
Press ENTER to accept this transaction line.
If you need to delete a line, highlight the line and press F3 or the delete button.
When you are finished entering your freight, you may press ESC to return to the detail transaction type screen or press the Print button or F10 (print options) if you have added everything you need to complete the invoice.
Entering Mileage on an Invoice
Press ENTER after choosing the correct customer number.
Choose Mileage from the Detail Transaction Type pop-up.
The Mileage Detail Entry screen will appear.
Enter the Transaction Type, press F2 for a pop-up list, or leave the field blank for normal charge.
Complete this screen. (Click on a field name for an overview. An asterisk (*) denotes required fields.):
Press ENTER to accept this transaction line.
If you need to delete a line, highlight the line and press F3 or Del
When you are finished entering your mileage, you may press ESC to return to the detail transaction type screen or press F10 (print options) if you have added everything you need to complete the invoice.
Press ENTER after choosing the correct customer number.
Choose Other from the Detail Transaction Type pop-up.
The Other Detail Entry screen will appear.
Enter the Transaction Type, press F2 for a pop-up list, or leave the field blank for normal charge.
Press ENTER to accept this transaction line.
If you need to delete a line, highlight the line and press F3.
When you are finished entering your charges, you may press ESC to return to the detail transaction type screen or press F10 (print options) if you have added everything you need to complete the invoice.
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The default posts to outside labor. |
Entering Shop Supplies on an Invoice
Press ENTER after choosing the correct customer number.
Choose Shop Supplies from the Detail Transaction Type pop-up.
The Shop Supplies Detail Entry screen will appear.
Enter the Transaction Type, press F2 for a pop-up list, or leave the field blank for normal charge.
Complete this screen. (Click on a field name for an overview. An asterisk (*) denotes required fields.):
Press ENTER to accept this transaction line.
If you need to delete a line, highlight the line and press F3.
When you are finished entering your shop supplies, you may press ESC to return to the detail transaction type screen or press F10 (print options) if you have added everything you need to complete the invoice.
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Entering Equipment on an Invoice
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* Employee must be setup with permission to sell Equipment through OTC. * Company must have purchased the Equipment Inventory Module. |
1. Press ENTER after choosing the correct customer number.
2. Choose Equipment from the Detail Transaction Type pop-up.
3. The Equipment Detail Entry Screen will appear. Click here to Enter an Equipment Trade-In on an Invoice.
4. Type in the Stock number, Serial number or Model number of the item being sold, this also includes non serialized equipment items. There
will be a prompt for quantity.
5. Complete this screen. (Click on a field name for an overview. An asterisk (*) denotes required fields.):
Some options on this screen:
If you need to delete a line, highlight the line and press F3.
To view the Salesperson and Date history, press F5.
To view Equipment Charges, press F8. (If this option does not appear on your screen, click here for more information on how to set this up.)
To view Equipment Information, press SF7.
To override default Tax Details, press CF10.
CF10 allows you to override Equipment Fees.
Press ENTER to save the item on the invoice.
Continue the same steps to add additional items. You may add up to 999 Equipment Items per sales invoice.
If you need to Delete a line, highlight the line and press F3.
If you press enter the line item detail screen is displayed to you.
Tax
On the line item detail screen you can change the salesperson receiving credit for the sale. To access the lie item detail
screen highlight the piece of equipment and press ENTER. You can use the F2 function key to verify the salesperson on the salesperson field, if an invalid salesperson is added you will be prompted to add the salesperson.
On the line item detail screen you may also modify the sales price and a disc/rebate and add an over allowance amount in the Over-Allow field. An Adjusted price amount will be displayed to you. The over allowance amounts on new and trade-in units must equal before the invoice can be closed.
When you are finished entering your equipment, you may press ESC to return to the detail transaction type screen or press F10 (print options) if you have added everything you need to complete the invoice.
Enter an Equipment Trade-In on an Invoice
1. Press ENTER after choosing the correct customer number.
2. Choose Equipment from the Detail Transaction Type pop-up.
3. The Equipment Detail Entry Screen will appear.
3. Type "T" to enter a Trade-In item
4. Type in the Stock Number and press ENTER.
5. Complete the Equipment Master file to setup this new item. Press ENTER to save the new record.
6. You will be returned to the Line Item Detail screen, type in the amount given for the item. You may also add an over allowance amount in the Over-Allow field.
An Adjusted price amount will be displayed to you. The over allowance amounts on new and trade-in units must equal before the invoice can be closed.
7. Change Salesperson if necessary using SF4.
8. Type in a Comment about the Trade-In.
9. Press ENTER to save the item on the invoice.
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When an item is traded in, if the serial number is arecord in your history, this will be marked as not owned |
Entering Internal Comments on an Invoice
Press ENTER after choosing the correct customer number.
Choose Internal Comments from the Detail Transaction Type pop-up.
The Comment Detail Entry screen will appear.
Enter up to 99 lines of comments.
F3 is used to Delete the line with the cursor.
F4 is used to Insert a line above the line with the cursor.
When you have finished entering the comments, press ENTER to accept your entry.
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If a comment exists, it will say one exists. Internal comments will print on counter picking tickets and technician shop tickets. |
Receiving Payments on Account with no additional purchases:
Press ENTER after choosing the correct customer number.
Choose Received on Account - Print Options from the Detail Transaction Type pop-up.
Select Print & Close Invoice for Customer Payment.
Choose the Method of Payment and press ENTER.
Type in the amount and press ENTER.
Received on Account information will appear. "P" for parts will default, but you can change to (P)arts, (W)holegoods, or (R)entals Press ENTER.
Deposit Only - Print and Close
Making a Deposit
When that payment invoice is posted, the amount received as a deposit will post to the default cash account and a credit is posted to the General Ledger account that is entered in the Customer Deposit Account field on the Key GL Accounts. When the customer deposit General Ledger account is posted, the customer's name will be printed in the description column in the General Ledger transaction detail report.
Press ENTER after choosing the correct customer number.
Choose Deposit Only - Print and Close from the Detail Transaction Type pop-up.
Choose the Method of Payment and press ENTER.
Type in the Amount and press ENTER.
Customer Deposit information will appear and the amount will show on the next line. Press ENTER to accept.
Partial Deposits
When a partial cash payment is received, you should enter it on the same invoice as the charges. The amount received will be subtracted from the charge amount and be reflected in the Amount Due column of that invoice. This feature allows the customer to pay a partial amount of the invoice and charge the remaining balance to either an in-house account or credit card. The system will post the amount to the default cash account for invoices with partial cash payments that are closed. For invoices with partial cash payments that are left open, the daily posting procedure will debit the cash and credit the same amount to the Customer Deposit Account. When the invoice is then closed and posted, the program will then debit the Customer Deposit Account.
1. Press ENTER after choosing the correct customer number.
2. Choose Parts from the Detail Transaction Type pop-up.
3. Add the items the customer will be placing a deposit on.
4. From the "Select Detail Transaction Type" screen choose DEPOSIT
5. Type in the amount and press ENTER.
6. Choose the Method of Payment and press ENTER.
7. Now you can F10 and Print Preliminary invoice or Press ESC to get out of the invoice.
Choose B-Bill To / Ship To Addresses from the Detail Transaction Type pop-up.
The Bill to Ship to Detail Entry screen will appear.
The program will default to the information from the customer entered on the header of the invoice. If pre existing ship to addresses are available they can be viewed by pressing or clicking on SF3.
You can add a one time only address by leaving the ship to account number blank and manually typing in an address.
View Customer Owned Equipment through Over-the-Counter
Enter the Customer # or press F2 for a list of existing customer numbers and press ENTER.
Press F3 for a list of customer owned equipment.
If no equipment is found for the customer, the message "No Matches Found" will be displayed.
