Configuration Tables

Allows you to select which modules users will be able (Y) or unable (N) to quick-add customer profiles from in IntelliDealer; either S/O Invoicing (Sales Orders), W/O Invoicing (Work Orders), Rental Invoicing, Equipment Invoicing, or Traffic.

Note:  The user who quick-adds the customer profile will not have the ability to determine the A/R type or Terms code (cash, charge, etc.) for the customer. Normally, the administration office periodically generates a report on all quick-added customer records and adjusts them as needed.

Allows you to select whether quick-added customer profiles will have user-generated customer numbers (K) or system-generated customer numbers (A).

Note:  System-generated numbers will be the five-character search typed in by the user (usually the last name of the customer) plus a number. For example, SMITH001, SMITH002, etc.

Specify the cash code which should be used as a default for quick-added customer records. Leave this field blank to indicate that quick-added customers are limited to cash only, or specify up to five valid default A/R agency codes to allow quick-added customers to an A/R agency.

The first cash code in the list will become the default cash code in the CMASAA file. If you leave the first character blank, the customer’s agency code will default to cash, even if there are other codes on the list.

Note:  As of IntelliDealer Insight, a second portion has been added to this field to default the Card Number associated to a cash code when quick-adding a customer profile to the system.
For example, if the value in the first portion of the field is BI and the value in the second portion of the field is ?*, whenever a new customer is added to the system, the A/R agency codes B and I will be added to the A/R Agency tab of the Customer Profile with ? and * as their respective card numbers. As a result of this change, all cash codes listed in the first portion of the Aragency Codes field must have an associated card number listed in the second portion of the field.
* Do Not Save Card Number After Request - This means that when invoicing the customer, the user will be prompted to enter the card number. After it is entered,it is not stored anywhere in the system and will continue to prompt each time for the card number.
? Save Card# After Request - This means that when invoicing the customer, the user will be prompted to enter the card number. After it is entered there are three possible scenarios:
a) For agencies coded as Payment Card Interface (with MERCHMGR in the ARAGENCY table under Agency Name) where the device is not an MX880, the system will save just the last four digits of the card on the profile (ie. XXXXXXXXXXXXX2222).
b) For agencies coded as Payment Card Interface (with MERCHMGR in the ARAGENCY table under Agency Name) where the device is an MX880, nothing will be saved
c) For all other agencies, the card number keyed will replace the ? for that agency code on the A/R Agency tab of the customer profile and not prompt again

Note:  User-defined codes can be used in this field. Please refer to the tables ARAGENCY and CASHTAB for further information on cash codes.

Allows you to select the default A/R type that will be used for new customers added to the system; either Open item (O), Balance forward (B), or True balance forward (T).

• An Open item account lists each current invoice and current payment detail on the screen and on the A/R statement. Invoices outstanding from previous months are also shown in detail on the screen and on the statement.
• A Balance forward account lists each invoice (current and previous months) and current payment detail on the screen, but shows the previous month’s balance as one total on the A/R statements.
• A True balance forward lists each current invoice and current payment on the screen but shows the previous month’s balance as one total on the screen and on the A/R statements.

This field is used by dealers using the strategy feed back interface. It indicates whether dealers participate in submitting the customer survey code information to the appropriate vendor. If you do not use the interface you can still use the code for internal purposes.

If you are using Tax 1 in your organization and quick-added customers are subject to this tax, enter the code of the tax which should be defined on quick-added customer records. Valid codes which can be defined in the TAX1table (or on the Tax 1 screen in IntelliDealer) are numbers 1 through 9. Any letter(s) can also be defined in the TAX1 table to denote that no tax applies. The Tax 1 field can be left blank.

Note:  If Tax 1 does not apply or is not being used, the letter “X” is usually used in this field to indicate the exemption.

If you are using Tax 2 in your organization and quick-added customers are subject to this tax, enter the code of the tax which should be defined on quick-added customer records. Valid codes which can be defined in the TAX2 table (or on the Tax 2 screen in IntelliDealer)are numbers 1 through 9. Any letter(s) can also be defined in the TAX2 table to denote that no tax applies. The Tax 2 field can be left blank.

Note:  If Tax 2 does not apply or is not being used, the letter “X” is usually used in this field to indicate the exemption.

Specify whether quick-added parts should be updated either:

(A) Automatically when a price tape is run. (If the part is found on the price tape for the vendor, its information such as List and Cost will be updated.)
-or-
(M) Manually, in which case no part information is changed by a price tape.

Enter the source to which quick-added parts should default.

Note:  If the part being quick-added is found in the PARTPRC file (i.e. on a Master Price file in the system), then the PARTPRC values will be used instead of the value in this field.

Enter the class to which quick-added parts should default.

Note:  If the part being quick-added is found in the PARTPRC file (i.e. on a Master Price file in the system), then the PARTPRC values will be used instead of the value in this field.

Enter the type to which quick-added parts should default.

Note:  If the part being quick-added is found in the PARTPRC file (i.e. on a Master Price file in the system), then the PARTPRC values will be used instead of the value in this field.

Enter the percent which should be applied to quick-added parts to obtain a selling price. This is a three-character field which contains two decimal places. For example, a percentage of ten percent would be entered as 010.

In the second field, specify whether this percent is based on either the List price of the part (L), or the Net cost of the part (N).

Note:  If the part being quick-added is found in the PARTPRC file (i.e. on a Master Price file in the system) and a Pricing Matrix applies to that file, the matrix is used instead of this percent.

The selling price for pricing level 1,2,3 and 4, as per the Part Master Maintenance module. Pricing levels usually refer to things such as wholesale price, fleet price, and jobber price. For example, 1234 is 1.234 times either the list or net price.

Note:  If no pricing levels apply to the part, then leave these fields blank or zero.

Enter the bin which quick-added parts should default.

Note:  It is recommended to use a value such as “NOBIN”. Reports on parts quick-added to the system can then be extracted by this bin value.

If you are using Tax 1 in your organization and quick-added parts are subject to this tax, enter the code of the tax which should be defined on quick-added parts records. Valid codes (which can be defined in the TAX1 table, or on the Tax 1 screen in IntelliDealer) are numbers 1 through 9 or a blank value. Any letter(s) can also be defined to denote that no tax applies.

Note:  If Tax 1 does not apply or is not being used, the letter “X” is usually used in this field to indicate the exemption. If the application of Tax 1 should be determined by the customer master record, leave this field blank.

If you are using Tax 2 in your organization and quick-added parts are subject to this tax, enter the code of the tax which should be defined on quick-added parts records. Valid codes (which can be defined in the TAX2 table, or on the Tax 2 screen in IntelliDealer) are numbers 1 through 9 or a blank value. Any letter(s) can also be defined to denote that no tax applies.

Note:  If Tax 2 does not apply or is not being used, the letter “X” is usually used in this field to indicate the exemption. If the application of Tax 2 should be determined by the customer master record, leave this field blank.

If you are using Tax 3 in your organization, specify whether quick-added parts are subject to this tax:

(Y): Yes, Tax 3 will be charged on the part if the customer purchasing the part is subject to TAX3 and a valid TAX3 code is defined on the customer’s account or

(N): No, Tax 3 will not be charged on the part, regardless of the customer's tax status

Note:  Valid Tax 3 codes are defined in the TAX3 table or on the Tax3 screen in IntelliDealer.

If you are using Tax 4 in your organization, specify whether quick-added parts are subject to this tax:

(Y): Yes, Tax 4 will be charged on the part if the customer purchasing the part is subject to TAX4 and a valid TAX4 code is defined on the customer’s account or

(N): No, Tax 4 will not be charged on the part, regardless of the customer's tax status

Note:  Valid Tax 4 codes are defined in the TAX4 table or on the Tax4 screen in IntelliDealer.

If you are using discounts in your organization and quick-added parts are subject to the discounts, enter the discount code which should be defined on quick-added parts records. Valid codes (which are defined in the DISCOUNT table or on the Add/ Change Discount screen in IntelliDealer) are numbers 1 through 9 or a blank value. Any letter(s) can also be defined to denote that no discount applies.

Note:  If discounts do not apply or are not being used, the letter “X” is usually used in this field to indicate the exemption. If the application of discounts should be determined by the customer master record, leave this field blank.

Specify whether quick-added parts should be subject to OFC (Order Formula Code) reclassing.

You can set-up the PartAdds table so that it calculates the Reclass and Matrix values based on a formula. This must be entered using the following syntax: Dollar Sign ($) followed by one or more of the following letters: C I S T (Where C = Class, I = Inventory Class a field on the PARTPRC – parts price master file eg. John Deere has provided this for dealers to use. , S = Source, T = Type)

For example, if Source = AA, and Class = BBB, and Type = CC for a part, then the formula $SCT will tell the system to derive the value based on a concatenation of these 3 items. This would result in a value of AABBBCC.

Determines whether quick-added customer-owned units will have stock numbers automatically assigned to them by the system (A) or force the user to key in the stock number upon adding the unit (K).

Note:  System-assigned stock numbers are six-character sequential numbers. If a starting digit is used (see the Stock # Start Digit field below), it is followed by six numbers. The starting sequence number can be specified by contacting VitalEdge.

The base code that will be applied to customer-owned units. VitalEdge suggests a miscellaneous base code (such as "MISSYS") so that customer-owned units are easily identifiable in the system.

Note:  Miscellaneous base codes are configured on the Add Base & Options screen in IntelliDealer.

Enter the default Inventory G/L account which should be used for quick-added equipment records.

Note:  This account number is for reference only and no amounts are posted into the G/L for quick-added pieces of equipment.

Note:  The account number entered in this field must be a Complete Good Inv. Comb. account as defined in the Application Type field on the Accounts Options screen. (Complete Good Inv. Comb. accounts are defined by an application type of "I" in Chart of Accounts Maintenance in the green screen application.)

Enter the default Equipment Sale G/L account which should be used for quick-added equipment records.

Note:  This account number is for reference only, and no amounts are posted into the G/L for quick-added pieces of equipment.

Note:  The account number entered in this field must be a Sale account as defined in the Application Type field on the Accounts Options screen. (Sale accounts are defined by an application type of "S" in Chart of Accounts Maintenance in the green screen application.)

Enter the technician number that will be defaulted to when quick-adding a work order from either the Service or Rental modules.

Enter the salesperson ID that will be defaulted to when quick-adding a work order from either the Service or Rental modules.

Note:  VitalEdge recommends a non-standard code such as "SYS" in order to easily identify quick-added work orders by salesperson ID.

Enter the general ledger account number that will be defaulted to when quick-adding a work order from the Rental module only.

Note:  This is the general ledger account that the work order will be closed to. As such, VitalEdge recommends using the Rental Cleanup expense account.

Specify whether the selected subtype code will be used as either a History subtype code (H), Inventory subtype code (I), or Both a history and inventory subtype code (B).

Note:  Transactions using a History subtype code will default to the G/L Account configured in the field below.
Transactions using an Inventory subtype code will default to the inventory account configured on the stock number related to the transaction.
Transactions using a subtype code that has been configured as Both a history and inventory application type will default to the inventory account configured on the stock number but if the user manually enters the G/L account configured in the field below, it will be accepted.

The code representing the A/R agency you are about to configure.

Note:  1,9,B,C,D,E,G,H,I,J,K OR L - Branch.
2 - Cash
3 - Parts Warranty
0, 4- Lost Sale Parts, Lost Sales Record
5 - Customer Service
6 - Lost Sale Service
7 - Service Warranty
8 - Service Internal

Enter a description which will print on the bottom of each invoice. If left blank, the default description is “TOTAL CHARGE”. For aesthetic reasons, VitalEdge recommends that you right justify any text that you enter in this field.

Note:  In order to use this feature, the field ONLY ONE A/R ACC PER INV in the CMBR1 table must be set to Y (yes).

The name of the agency you are configuring the code for. The valid values are:

• A/R: In-house Accounts Receivable
• CASE: Case vantage cards
• CBS: CBS cards
• CNHFR: Case Freedom Pay
• DT1 - DT9: Primax interface
• FARMPLAN: Farmplan cards
• JDC21-JDC29: JDC cards
• NEW HOLLAND: New Holland cards
• OTHER: Usually used for special circumstances where it is necessary to bypass Credit Limit checks in the system
• MERCHMGR: Merchant Manager
• POWERPLAN: Powerplan cards
• POWERPLAN2: Powerplan cards

Note:  Agency names Farmplan, CBS, Case, TDC, DTI - DT9, NewHolland, and Powerplan are special names which prompt the system to create files for electronic transmission to the agency itself.

Note:  When configuring the code for agency CNHFR, the Merchant # field must remain blank.

Enter the print format you want to use for the credit card number associated to the selected A/R agency code.

• N: Do not print
• P: Print
• X: Print X's in place of the card number

Note:  For Merchant Manager users, the credit card number will never print regardless of these settings.

The currency code that the amount of a parts invoice using this A/R agency code will be converted to.

The Parts Invoice program will cross reference the currency code to the corresponding CURRENCY table entry, retrieve the 'Sales' exchange rate from that table and divide the parts invoice amount by the Sales exchange rate to calculate the correct parts invoice amount.

For example, if the amount of the parts invoice is $10.00 CDN and the A/R agency being used has the 'A' currency code assigned to it and the Sales exchange rate for that currency code is 1250000, the amount of the parts invoice is $10.00/1.250000 (or $8.00).

Note:  This field is password protected. Please contact VitalEdge for details.

The code representing the A/R agency you are about to configure, as stored in the ARAGENCY table.

Note:  Code 1 is typically reserved for internal A/R agencies.

The code representing the A/R agency you are about to configure, as stored in the ARAGENCY table.

Note:  Code 1 is typically reserved for internal A/R agencies.

The code representing the A/R agency you are about to configure, as stored in the ARAGENCY table.

Note:  Code 1 is typically reserved for internal A/R agencies.

Select whether to run the backup either at the beginning (B) or end (E) of the database reorganization. You can also enter D to not run a backup at all, but this is not recommended unless you are an ASP dealer.

Note:  If your dealership's backup uses one tape, select option B. If your dealership's backup uses two tapes or more, select option E.

Enter the name of the device that will be used to perform the backup. Normally this is the name of your tape drive (eg. TAP01).

You may also enter *SAVF to backup to a save file on your network instead. The library into which the save files will be stored will be the first 8 characters of the files library name with the suffix 'SF'.(e.g. QS36FSF) In order to ensure that one files library backup is not overwritten by another files library backup, the files library name must be no longer than 8 characters.

The save file name which will hold the files library objects will be the first 7 characters of the files library name plus the first 2 characters of the current day-of-the-week, plus the letter 'L'. For example, 'QS36FMOL' - holds the QS36F files library objects from Monday; 'QS36FTUL' - holds the QS36F files library objects from Tuesday, etc.

Note:  If the Backup IFS switch is turned on, then the save file name which will hold the IFS files will be the first 7 characters of the files library name plus the first 2 characters of the current day-of-the-week plus the letter 'I' (e.g. QS36FWEI).

The save file name which will hold the QDLS/PFW folder will be the first 7 characters of the files library name plus the first 2 characters of the current day-of-the-week, plus the letter 'Q'. (e.g. QS36FTHQ). When saving, if the save file already exists, it is cleared and then the new data is saved to it. With this naming format, one week's worth of backups can be saved, providing there is enough disk space.

If the system detects a shortage of disk space, then the user will see receive a warning message on screen (if run interactively), or an email will be sent to the recipient specified in the Email Address to Receive Notification If Backup Fails field.

Note:  Save files require a large amount of disk space. VitalEdge recommends that your dealership moves the save files daily in order to ensure that there will be room to save the next day’s backup.

Enter the capacity of the tape which will be used for the backup. This capacity depends on the size of the tape drive and the tape being used. A tape may be smaller than the drive size but not larger. Enter *DEVTYPE in this field if the tape and the drive are the same size. Please contact VitalEdge support if you are not certain which parameter to choose.

Note:  VitalEdge recommends using *CTGTYPE in this field. This setting represents a cartridge type and will automatically sense the density of the tape in the drive and adjust as necessary. Different density tapes can be used without causing a problem.

The default note Type that will be loaded to the system when adding a note to a customer profile from the Call History screen in IntelliDealer. See the CALLTYPE table for details.

The default note Reason that will be loaded to the system when adding a note to a customer profile from the Call History screen in IntelliDealer. See the CALLPUR table for details.

The default note Result that will be loaded to the system when adding a note to a customer profile from the Call History screen in IntelliDealer. See the CALLRES table for details.

The default call Result that will be loaded to the system when scheduling or following up a call from the Call History screen in IntelliDealer. See the CALLRES table for details.

Determines whether the Select Search 1 or 2 field on the Your Customers screen will use the 5-character Search 1 term (switch set to N), or the 10-character Search 2 term (switch set to Y).

Note:  The Search 1 and Search 2 terms are defined for each customer on the Search 1 and Search 2 fields of the Customer Profile.

Enter C in this field to force the user to manually enter individual check numbers and amounts for reconciliation on the Reconcile Checks screen.

Enter L in this field to display a list of amounts for reconciliation on the Outstanding Checks screen.

Note:  The Check Reconciliation option only appears if the Reconciliation Type is set to Check Reconciliation. This field is password protected however, so if you want to change the value of the field contact your system administrator.

Controls the number of days before to wait before the system will issues a warning for each of the following scenarios:

• No Activity: After this many days without labor or parts being posted to a work order, a warning message will be issued.
• No Change: After this many days without a user having accessed a work order in change mode, a warning message will be issued.
• Start Date: If the start date of a work order is older than the number of days entered in this field, a warning message will be issued.

The Logged On Technician time count is relative to the work order hours assignment, which can be set to use flat-rate hours (Y) or estimated hours (N).

Note:  If a job code is being used, the estimated hours will default to the actual average hours for this job code (determined by the previous usages of the job code).

If L is entered in this field, the user will be prompted for equipment lost sales information when recording a call while using the selected call result code.

Note:  Accumulated Lost sales information can be analyzed on the Lost Sales screen.

The cash code you want to configure. The following are the available options:

• 0- Reconditioning lost sale (internal)
• 1- Counter charge sales
• 2- Counter cash sales
• 3- Counter warranty sales
• 4- Counter lost sales
• 5- Shop customer charge sales
• 6- Shop lost sales
• 7- Shop warranty charge sales
• 8- Shop internal charge sales
• 9,B,C,D,E,G,H,I,J,K,L- Alternate charge sales which can be used for all invoicing modules

A brief description of what the selected cash code represents. This field is for informational purposes only and will not be printed anywhere in the system.

Enter the General Ledger Asset account which should be charged when a transfer of Parts is made between branches. This account maintains a zero balance since the value of parts is both debited and credited to this account when an inter-branch transfer occurs. The offset to the debit or credit is the Parts Inventory Asset account at each branch.

This Transfer Asset account is also used for customer records defined with a Terms Code of “T”. When parts are sold to those customers, the parts Sale account is not involved. The entry is between the inventory account and the account defined in this field. See the POTOSO table for more information.

In the case of Cash Code 4, which represents a counter Lost Sale, the Transfer Asset account is irrelevant since no entries get posted for a Lost Sale.

Note:  This can be a different account for each branch, or the same account for all branches recommended. If different accounts are used for each branch, remember that the aggregate will total zero, but the individual accounts will hold a balance.

Enter the General Ledger Asset account which should be debited when a Rental is posted. This is usually a Cash or Accounts Receivable account.

In the case of Cash Code 4, which represents a counter Lost Sale, the Asset account is irrelevant since no entries get posted for a Lost Sale.

Enter the default Vendor number which should be used in the Part Master Maintenance module when parts are quick added to the system.

When adding a new part number the system follows the steps below to retrieve the default parts information:

• When adding a new part number to a branch, the system first checks other branches (if applicable) in the order they are loaded through the Parts Store Priorities screen. If the part is found in another branch location, all the default values from the selected part number are transferred except for the sales account.
• The system then checks to see if the selected part is loaded in your PARTPRC file (Master Price file). If it is found, all values are replaced with the most current fields from this file (including the vendor number). It then checks the PARTPRC table to get the right sales account for the branch location you are adding the part to.
• The system will then check the PartAdds table for the branch/vendor in question and will fill in any values that are still blank from the defaults in this table. It will not override any values loaded during the previous steps.
• If the part number is not found, then the system will use the default vendor number and sales account loaded in the CASHTAB table.
• All default values will be picked up from the PartAdds table if the part cannot be found in another branch location or in your PARTPRC file.

Note:  By default, the system will load all of the valid vendors it finds in your PARTMAST file (current parts) by branch and it sets up these vendors (without defaults) in the PartAdds table automatically. From here you can load all of the important defaults (sales account) by vendor to ensure that the sales account is accurate when parts are quick added.

Because of this enhancement you should start loading all default sales accounts through the PartAdds table and blank out the current default sales accounts loaded in your PARTPRC table. If you follow these steps the only table you will have to maintain is the PartAdds table. The PARTPRC table is used to control how updates should be done on certain fields during a price update.

The only time you need to maintain default sales accounts through the PARTPRC table is if you have 2 different vendor codes for the same vendor.

Note:  VitalEdge recommends using a vendor number which is not one of the common parts lines carried by the dealer. If the vendor number entered here is used for a majority of parts in the system, it could prove difficult to detect a wrong vendor number on a quick added part. Users in the Parts Department should also be trained to watch the vendor numbers being used on quick added parts.

Enter the default parts sale G/L account which should be used in the Part Master Maintenance module when parts are quick added to the system.

When adding a new part number the system follows the steps below to retrieve the default parts information:

• When adding a new part number to a branch, the system first checks other branches (if applicable) in the order they are loaded through the Parts Store Priorities screen. If the part is found in another branch location, all the default values from the selected part number are transferred except for the sales account.
• The system then checks to see if the selected part is loaded in your PARTPRC file (Master Price file). If it is found, all values are replaced with the most current fields from this file (including vendor number). It then checks the PARTPRC table to get the right sales account for the branch location you are adding the part in to.
• The system then checks the PartAdds table for the branch/vendor in question and will fill in any values that are still blank from the defaults in this table. It will not override any values loaded during the previous steps.
• If the part number is not found, then the system will use the default vendor number and sales account loaded in your CASHTAB table.
• All default values will be picked up from the PartAdds table if the part cannot be found in another branch location or in your PARTPRC file.

Note:  By default the system will load all of the valid vendors it finds in your PARTMASTfile (current parts) by branch and it sets up these vendors (without defaults) in the PartAdds table automatically. From here you can load all of the important defaults (sales account) by vendor to ensure that the sales account is accurate when parts are quick added.

Because of this enhancement you should start loading all default sales accounts through the PartAdds table and blank out the current default sales accounts loaded in your PARTPRC table. If you follow these steps the only table you will have to maintain is the PartAdds table. The PARTPRC table is used to control how updates should be done on certain fields during a price update.

The only time you need to maintain default sales accounts through the PARTPRC table is if you have 2 different vendor codes for the same vendor.

Note:  VitalEdge recommends using a parts sale account which is not used by one of the common parts lines carried by the dealer. If the account code entered here is used for a majority of parts in the system, it could prove difficult to detect a wrong account on a quick added part.

Note:  There are three Work In Process (WIP) methods available in the system.

- The first is Traditional WIP (method S in the WIP table), in which WIP is valued at retail. Revenue (and cost, if applicable) is recognized immediately when components are posted to a Work Order and a billing run is performed, even if the work order is still open. One G/L account is used for all WIP transactions.

- The second method is Alternate WIP (method I in the WIP table), in which WIP is valued at cost. Only cost is recognized when components are posted to a Work Order and a billing run is performed. The revenue is not recognized until the Work Order is Closed (and a billing run performed).

- The third method uses different G/L accounts for WIP Parts and WIP Service (see the WIP table for more information) and Miscellaneous transactions (defined at this field)

Enter the General Ledger Work In Process account to be used for WIP transactions. For Traditional WIP(method S), this account will be used for all transactions. For Alternate WIP (method I), this account will be used for miscellaneous and non-costing transactions (ie. it is not used for Parts or Labor WIP transactions).

Note:  In the case of Cash Codes 0 and 6, which represent Lost Sales, the WIP account is irrelevant, since no entries get posted for a Lost Sale. For simplicity, dealers should use the same WIP account for all codes.

Enter the General Ledger account which should be debited when a Work Order is closed to the selected Cash Code.

In the case of Cash Codes 0 and 6, which represent Lost Sales, the Asset account is irrelevant, since no entries get posted for a Lost Sale. Most dealers use the system clearing account at this field for Cash Codes 0 and 6.

For Cash Code 5 (Customer), a cash account is usually used; for Cash Code 7 (Warranty), a Warranty A/R account, and for Cash Code 8 (Internal), an internal expense or inventory account is commonly entered in this field. When Code 8 is used and the unit on the Work Order is not Invoiced (status “I”), the debit amount is driven to the Inventory account defined on the stock number of the unit on the Equipment Profile.

Enter the Labor Rate per hour which should be charged on Work Orders.

Note:  The default labor rate per hour on a work order is determined by a number of factors. For details, see the About Default Labor Rates topic.

This field is five numeric characters in length and consists of two decimal places. A labor rate of $57.50 per hour would be entered as 05750.

Indicate for each first digit defined in the previous field whether a subtotal should appear on your financial reports.

If you indicate an “S”, then the system will calculate a subtotal of all accounts which start with the immediately preceding digit less all amounts which start with the current digit. For example, an “S” is usually specified on the cost of sale first-digit (4) so that a subtotal will be printed showing total sales (3) less cost of sales.

If no subtotal is desired, leave this field blank.

A description that will appear on the total line on preliminary and final month end G/L reports after all accounts using the associated 1st digit are printed.

Note:  The Description set up on the Add Account Grouping/Change Account Groupings screen (ACCGRP table) will print each time there is a change in the first three digits of the account number.

The descriptions set up in this field will print when there is a change in the first digit of the account number.

A one or two character alphanumeric code used to define the class code within the system.

Note:  A distinct class code is only required for each unique five-digit core account. The profit center will be determined by the profit center loaded on each Employee Profile.
For example, if the wages of owners and managers should be posted to core G/L account 52000, only one code is needed for both.

The gross earnings for any employee assigned to this class code will be posted to this account. The system will then check the Employee Profile to determine the profit center to use for the class code (eg. 5200UB).

Note:  If there is a G/L account loaded in the Company Expense Account (Debit) field of the table EARNDEDN (for an earnings or benefit code) that account would override the G/L account listed in the CLASS table.

The language variable that the system will use to replace instances of "Insurance" on rental invoices and contracts.

Note:  Leave this field blank to continue printing "INSURANCE" on rental contracts and invoices.

Note:  This digit has been moved to CMBR3

Allows you to specify an alphanumeric digit to be used as the first character for each invoice type generated at your dealership, in the following order:

• General Invoicing
• Work Orders
• Rental Contracts
• Sales Orders/ Parts Invoicing
• Key invoices (not used)

For example, based on the screen shot above, any invoices generated from the Parts Counter for the Guelph branch would begin with "P" and Work Order invoices would begin with "W".

One benefit of configuring a 1st digit for the different types of invoices at your dealership is that it allows you to run the Accounts Receivable Aging reports by 1st digit which, in turn, allows you to extract an aged A/R report of only Parts tickets.

Note:  Only characters A-Z, numbers 1-9 and "?" can be used in these fields. "?" is recommended in the Key Invoices field, as the "?" allows any start digit to be used in that module.

Note:  Start digits Q, L and R should be reserved for sales order invoice values. Do not use these start digits for other purposes.

Allows you to configure the default G/L account for each of the invoice types noted in the Invoice 1st Digit field above (Parts Counter, Work Orders, Rental Contracts, Sales Orders, Key Invoices.)

Note:  You cannot configure a default G/L account for Key Invoices if a question mark ("?") is entered in the Invoice 1st Digit field above.

If activated (Y), the system updates the on hand quantity as soon as each rental invoice is completed.

If not activated (N) the system will not update the on hand quantity until the billing run is made, and will allow the invoice to be edited before the billing run.

It is recommended that this switch be set to Y.

Note:  Hours may only be printed on a work order under the following circumstances:
- The status of the work order has to be C or closed.
- If there are no customer labor charges on the order, then the Flat Rate hours are printed (only internal and/or warranty allowed)
- If there are customer labor charges on the order, then the hours printed will depending on the value configured for this switch.

Allows you to configure whether or not Flat Rate or Actual hours will be printed on closed work orders:

• A: Prints the Actual hours on closed work orders
• Y: Prints the Flat Rate hours on closed work orders even if there are customer charges on the work order
• N: Prints the Flat Rate hours on closed work order only if there are no customer charges on the work order

Determines the Net On Hand quantity that will be printed on picpaks generated at the branch. If 0, then no quantity will be displayed. If the value is 99, then any quantity up to a maximum of 99 will be printed.

The default value for this field is 0.

If activated (Y), will control whether or not the branch will recognize the Customer Pricing records/discounts configured at your dealership.

Note:  If this switch and the Yours Savings switch below are both activated, a "Your Savings" line will be included on all parts invoices created for customers that have an existing Customer Pricing record.

If activated (Y), users will be allowed to use a "?" in the stock number field when creating a work order. This would be used, for instance, when the Service department wants to open a work order for a unit but is waiting for the accounting office to assign the unit a stock number.

If C is entered in this field, work orders can be opened using a "?" stock number, but cannot be closed until a valid stock number is entered.

If N is entered in this field, a "?" can never be used.

Note:  If this switch is activated, you can still control whether a "?" is allowed at the user level with the Allow ? Stock Number switch on the Authorization List For Product Support - Work Orders screen.

If activated (Y), only outstanding A/R invoices will be included on the A/R statements generated at the selected branch.

If deactivated (N), all invoices and the matching payments will be printed.

If activated (Y), statements with a zero balance ($0) will be printed at the selected branch.

If deactivated (N), only A/R statements with a debit balance will be printed at the selected branch. (Statements with a credit balance will print depending on the value set in the CMBR3 table).

Note:  Statements with a zero balance will always print for miscellaneous customers.

Retail price refers to the regular selling price from the Parts Master files. (Regular selling is after any price increase percent is applied).

This field applies to both the Parts Counter and Sales Orders.

Note:  If a part is sold above retail price, retail price does not show on the invoice in any case.

The options are available for this field:

• (Y) applies to both Parts Counter and general invoices, and prints the regular selling price on a separate line on the invoice when the part is sold for less than that amount.
• (N) does not print the regular selling price on the invoice when you sell for less than that amount.
• (S) applies to general invoices only, and it prints the regular selling price on the same line as the sell price, but in a separate column when the part is sold for less than that amount. Since a separate column is shown on this invoice format, the Bin location and Discount/Tax fields are dropped from the invoice.

This field applies to the Rental and Key Invoices modules.

If Tax Code 2 is being used and this switch is activated (Y), the system will check to ensure that the tax amount entered to the tax liability account is correct according to the percentage to be charged. Valid tax 2 percentages are configured on the Tax2 screen.

Allows you to configure whether you age by Day or Month. For example, a transaction dated August 29 would be aged as follows, depending on the selected method:

• (D): 3 days old (i.e. 0-30 days on an A/R statement) on September 1 if you use Days, or
• (M): 1 month old (i.e. 30-60 days on an A/R statement) on September 1 if you use Months

Controls whether part master descriptions will be uniform across all branches of the dealership:

• (Y): part descriptions in this branch must be the same as all other branches with “Y” in this field
• (N): parts in this branch can have a description different from the part descriptions defined at other branches
• (D): part descriptions must be edited at a division level instead of company level

Note:  Different part descriptions are usually only necessary where language issues must be addressed. Many sites set this field to Y in the interest of consistency throughout the system.

If activated (Y), users will be able to post labor and/or parts to work orders that have been Signed Off, but not Closed (Status "S").

If activated, allows you to create a parts inquiry invoice using the INQ customer number. The use of parts inquiry invoices is optional.

Note:  This option can only be done in Green Screen and is no longer supported in IntelliDealer and will eventually be removed entirely.

If subledgered G/L accounts are used on a work order (the account on the work order has the Subledgered Account field selected on the Account Profile screen), those accounts will be updated during a work order billing run. This field will determine whether the date used on those invoices in the subledger will reflect: 

• (B) The date that the work order was processed by a billing run
• (O) The date that the work order was processed

Note:  It is recommended that the billing run date be used (B). If the work order date is used (O), it is possible that the work order detail will be out of balance with the General Ledger. This is because the opened date may be different than the late date of posting to the G/L.

Allows you to configure whether the start and stop time on work orders will be recorded in minutes of the hour (1/60) (Y), or in hundredths of an hour (N).

For example, a start time of 1630 hrs would be recorded as 4.30 in minutes (switch set to Y) and as 4.50 when using hundredths (switch set to N).

Allows you determine whether short or long part descriptions should be printed on picpaks and sales order invoices:

• N: Print only short part descriptions on both picpaks and sales order invoices
• P: Print short and long part descriptions only on picpaks
• I: Print short and long part descriptions only on sales order invoices
• B: Print short and long part descriptions on both picpaks and sales order invoices
• Q: Print only long part descriptions, only on sales order invoices
• F: Print only long part descriptions, only on picpaks
• C: Print only long part descriptions on both picpaks and sales order invoices

When a purchase order is received and the system is updated with the new inventory levels, if this switch is activated (Y) the PAR156 report will automatically be printed detailing the part numbers ordered, back ordered and received, as well as the individual and extended costs of the order.

Usually, this report is attached to the packing slip received with the shipment and forwarded to the Accounts Payable department to ensure that the vendor’s invoice is correct for the goods received.

Note:  If the CMBR3 table is set to produce a duplicate report (see that table for details), it will be identical in every way except that it is spooled as PAR156A.

Note:  This field is related to the green screen application only and will not affect IntelliDealer functionality.

This switch determines the default setting of the Search field on the Parts Profile for parts that are quick-added to the system; either the part number (P), description (D), or a combination of both (B).

The Parts Cost Analysis Summary(PAR127) and Parts Cost Analysis Detail reports (PAR127A) indicate the profit earned per part. The margin entered in this field dictates which parts will be included on the reports. For example, if <05 and >50 are entered, only parts with a profit margin less than 5% or greater than 50% will be included on the report. To capture all parts, set the range to <01 and >00.

Note:  All branch transfers go though the system at a 0% profit margin (regardless of the actual percentage) as most people don't want to see these on an exception report. For example, if you want to see all parts that have a loss of over a 40% margin, you would use the range <0 and >40. This can cause confusion as all branch transfers (T's on the BIL900 report) will be excluded because they are on this report with a 0% profit margin even though they might have been the cause of a loss on the day in question.
If you still want to see all parts that have a loss of over a 40% margin with all branch transfers, you would need to set the range up as <01 and >40.

If activated (Y), the system will automatically include a blank line between parts on picpaks and sales orders.

If activated (Y), the manufacturer's cost will be printed on the parts order faxes (PAR119).

If deactivated (N), the landed cost will be printed instead.

If activated (Y), will only allow one A/R agency per invoice.

This switch will be forced to Y if the Edit CR Limit (C), Trans Limit (T), or Both (B) switch below is set to anything other than No (N).

Note:  More than one cash code will still be allowed on an invoice if the Activate TAX3 and TAX4 switch in the CMBR3 table is activated (Y).

Allows you to select when the user must enter an authorization number when a customer exceeds their credit or transaction limits; either on Credit limits (C), Transaction limits (T), Both (B), or Never (N).

Note:  If this switch is set to anything besides N, the Only One A/R Acc Per Inv switch above will automatically be set to Y.

Note:  If this switch is set to anything besides N, the credit and transaction limits should be configured on the Edit A/R Agency for each customer and each A/R agency code assigned to the customer. If a specific limit is not manually set, the system will default the limit to 0, thereby forcing authorization on all transactions.

Note:  If this switch is set to anything besides B, credit cards transactions will not work in the system.

If you are licensed for the Special A/R Credit Check system, this switch will default to Y to activate the special A/R credit check system.

This field is only configurable by VitalEdge support. Please contact Support for details about the special A/R credit check system.

If the special credit check circumstance exists where the customer's default A/R agency is 1, accounts loaded for Key Invoices, Work Order Maintenance, Sales Orders, and Rental Contract Maintenance under the Credit Check Receivable Accounts section are ignored and instead A/R balances for all accounts that are being credit checked will be displayed.

Note:  If your dealership is licensed for the special A/R credit checking feature, it is recommended that this switch be turned on at every branch. If the switch is deactivated at a specific branch, the credit check will not be performed in that branch but the purchases will still be factored into the customer's available credit.

If activated (Y), the selected branch will appear as a valid pick up location for MyDealer orders.

If activated (N), then the first valid location found will be used as he default branch.

Allows you to select when parts that are not currently in the Parts Master file can be added in the Sales Order module; either do not allow the addition of any parts (N), allow the addition of all parts, including those from the master price file (Y), allow the addition of all parts, but only for those loaded from the master price file (L), or only allow the addition of parts that are not loaded on the master price file (U).

Note:  For example, if Y is selected for this field and a part number that is currently not in the parts master file is added to an invoice, an Add link will appear in the Extended Price field of the Parts Invoicing Details screen allowing users to add the part to the system using the Part Quick Add screen.

Note:  If users are not allowed to add parts while in the Sales Order module, all new parts must be added using the Add Part function in the IntelliDealer Parts module.

Determines whether the Estimated Hours or Estimated Completion Date fields will be mandatory on the work order Segments tab when creating a work order; either both the Estimated Hours and Estimated Completion Date fields will be mandatory (Y), neither will be mandatory (N), only the Estimated Hours field will be mandatory (H), only the Estimated Completion Date field will be mandatory (D).

Note:  In order to properly function, both the Work Order Service Scheduling screen and the Technician Service Scheduling screen require Estimated Hours to be configured for each work order in the system. As such, it is strongly recommended that if you are using either of these screens, you set this field to either Y or H. For details, see the Drag and Drop Service Scheduling Overview topic.

If activated (Y), Tax 3 and Tax 4 codes will be used to calculate sales tax throughout the system.

Note:  It is recommended that you use Tax 3 and Tax 4 codes as their larger codes (4 alphanumeric characters) allow for more tax types to be defined.

Note:  Valid Tax 3 and Tax 4 codes are configured on the Tax 3 and Tax 4 screens, respectively.

Determines the printer to use for the bin labels that are generated after a parts purchase order is receipted into the system

Note:  Only parts for which the Label switch is activated on the Parts Profile tab will have a bin label printed.

The following options are available:

A: AFPDS printer
B: Barcode print module
I: IPDS printer
N: None (do not print labels, regardless of the Label switch on the Parts Profile tab)

If option A, B, or I is selected in this field (and at least one part on the order has the Label switch activated) the Print Labels screen will appear after clicking Update on the Parts Order screen.

Note:  This field only applies to the green screen application and will not affect IntelliDealer functionality.

Allows you to determine how the totals on a parts invoice will be calculated:

I: the Invoice total will show the total of the parts currently available to the customer (i.e.the amount the customer can be invoiced for immediately)

S: the Sales Order total, which includes the entire order (parts in stock as well as those on order from the vendor.) This includes all parts not issued or previously invoiced.

If set to Part# (P) any extended Descriptions added to a parts invoice using the Extended Description screen will be applied to all instances of the part on the invoice.

If set to Line# (L), any extended Descriptions added to a parts invoice will be unique to the associated line number, regardless of how many times the selected part appears on the invoice.

If activated (Y), if a Cash Code 4 is used on a parts invoice (denoting a lost sale), the system will automatically update the part(s) sales quantity accordingly.

Note:  The system will also automatically update the part(s) bin trip totals according to this switch setting.

Note:  This field only applies to the green screen application and will not affect IntelliDealer functionality.

The alternate name for the current branch. This field is for reference only.

The language in which traffic tickets, picpaks and invoice headers will be printed in. The default value for this field is ENG (English), however other codes that can validated on the Language screen can be used.

Note:  This switch affects green screen functionality only.

The order in which you want to display sales order information using the F14 key in the sales order module of the green screen application (The first option entered in this field will be the default view, and the other views will appear in the order listed. For example, if 21345 is entered in this field, when you first open the Sales Order module, Extended Price information will appear first):

• 1: Extended Price
• 2: Bin Location and On Hand
• 3: PO#
• 4: On Order quantity and OFC
• 5: Retail price

Note:  If you want to omit a view, simply omit the corresponding view number from the field.

When using the Deere Parts Receipting option on the wireless inventory device, if a part's on hand quantity is under the threshold configured in this field the user will be forced to count and enter the number of parts currently in the bin during the receipting process.

Note:  For more information, please see the Wireless Inventory Control manual.

Note:  This switch applies only to the Service module of the green screen application, which as of IntelliDealer Insight 1.0 has been moved to IntelliDealer.

If activated (Y), the user will be able to edit the comments associated to the customer profile on the work order that they are currently viewing.

Allows you to select the method in which technician availability will be determined (as specified on the Technician Availability tab:

Method 1: The system will take work orders with the oldest Estimated Completion Date first and schedule the estimated hours starting at this date, then continue backwards until today’s date is reached or the total hours are accounted for. This is repeated for each work order.

Note:  This method requires all work orders to have an Estimated Completion Date, and as such, the Mandatory Est Compl Hrs/ Dt switch above should be set to Y.

If the total hours for all work orders for one day for one technician is greater than the total available hours for that technician for that day, the technician's remaining hours will be added to the previous day. For example, if a work order has an Estimated Completion Date of August 6th, an Estimated Hours of 10 and the selected technician is available to work for 8 hours, 8 hours of the service will be scheduled for August 6th while the remaining 2 hours on the order will be scheduled for August 5th (assuming August 5th is a business day for which the technician has available hours.)

Note:  When using this method, Overtime hours can only appear if the current day being viewed is today and the selected technician is completely booked (meaning any remaining time cannot be pushed back to the previous day and will therefore be considered overtime.)

Method 2: The system selects the data for scheduling in the following manner:

1. All work orders that have a priority code sorted in priority code sequence.
2. All work orders that have an Estimated Completion Date sorted newest to oldest and have a start date loaded.
3. All work orders that have an Estimated Completion Date sorted newest to oldest and don’t have a start date loaded.
4. All work orders with no Estimated Completion Date loaded.

This method determines which work orders are selected for scheduling purposes and does not reflect the order in which the jobs are done in.

Note:  When using this method, Overtime Hours will appear when the job cannot be completed by the Estimated Completion Date (the number of hours remaining will be shown.)

Note:  When using either method 1 or 2, Overdue Hours represent any leftover hours from work that had an Estimated Completion Date from a day prior to today.

Note:  This field applied to Deere dealers only.

If activated, the system will send John Deere their parts inventory information using the Deere DTF program. It will only send parts that are loaded under the vendor Deere or parts that are loaded with a vendor that begins with JD. If there is a change in the On-hand, Order Formula Code, Parts/Pkg, and/or Current Sales Qty, the part information will be transmitted to Deere.

Note:  Enter P in this field to transmit "price percentage" increases to Deere in Parts Locator.

The percentage entered in this field is used to automatically calculate a reserve amount for Used Equipment Evaluations created at the dealership.

For more information, see the Used Equipment Evaluation Overview topic.

The region to which Used Equipment Evaluations created at the dealership belong to.

Note:  Regions are defined in the CMBR2 table.

If activated (Y), the Sales Representative will be prompted to choose a specific UEM for the evaluation to be sent to. If there is aStore Equipment Manager defined then that person will be prompted to choose.

For more information, see the Used Equipment Evaluation Overview topic.

For more information, see the Used Equipment Evaluation Overview topic.

If activated (Y), the current month's invoices will be printed with A/R statements.

Note:  Only invoices that were not printed on a statement run will be generated.

Note:  The invoices are generated in a separate spool file from the statements.

A unique identifier that is assigned to each store by VitalEdge.

Note:  This field is password protected. Please contact VitalEdge for more information.

There are two Real Time Processing (RTP) switches:

1. Parts - controls whether or not Real Time Processing is active for the parts counter invoicing system in this location

2. Include Reqs – controls for service how RTP will function.

   There are four possible values -

   N – None (parts requisitions and labor postings are NOT processed by RTP)

   P – Parts (only part requisitions are posted by RTP)

   L – Labor (only labor requisitions are posted by RTP)

   B – Both (both parts and labor requisitions are posted by RTP)

   In addition to these options, any dealer wishing to activate RTP needs to also activate the RTP logging option in the COMPUTER table.

Note:   There are significant differences with process and how things operate using Real Time Processing. For this reason you must contact VitalEdge support in order to activate RTP.

If activated (Y), the system will automatically insert an alpha-character between the Invoice First Digit (configured on the CMBR table) and the first number of an invoice.

Note:  For example, with this switch activated, the invoice sequencing used by the system is as follows: "Invoice First Digit", followed by A0001-A9999 to B0001-B9999, etc.
For example, if the Invoice First Digit for the Parts department were P and the last invoice created for the Parts department was PC0029, the next invoice number created in the Parts department would be PC0030.

The region(s) that level 1 managers at the selected branch can approve margin worksheets for.

For example, if West is selected in this field, all level 1 managers from the selected branch can approve worksheets generated from any branch in the West region.

Note:  Manager levels are defined in the Margin Worksheet Area field of the User Profiles screen.

Note:  Branch regions are defined in the CMBR2 table.

The region(s) that level 2 managers at the selected branch can approve margin worksheets for.

For example, if West is selected in this field, all level 2 managers from the selected branch can approve worksheets generated from any branch in the West region.

Note:  Manager levels are defined in the Margin Worksheet Area field of the User Profiles screen.

Note:  Branch regions are defined in the CMBR2 table.

Used in the wireless inventory picking system, if a part number is entered in this field,the Add Freight screen will automatically appear when completing the picking process, allowing the user to add a freight charge to the parts invoice.

Note:  The part number entered in this field must have a corresponding record in the PARTMAST file in order for the freight to be properly charged.

The Parts Management Information report (PAR029) provides an analysis of the parts department activity for the month. This report includes percent of fill, parts inventory turns, sales detail by type, and activity statistics information. The Parts Management with Transfer Information report (PAR29A) provides the same analysis but also includes branch transfer information. This switch will determine how the reports are sorted:

A: By part sale Account number

V: By part Vendor number

Note:  This switch is password protected, as it can negatively affect parts management files and reports as per month end. Contact VitalEdge support for assistance.

Note:  Vendors, sale accounts and branches can all be grouped together for the PAR029 and PAR29A reports on the Report Groupings screen.
For example, if there are 3 vendors and 3 branches at your dealership and you want 1 line to represent vendors 2 and 3 and 1 line to represent branches 2 and 3, the Report Groupings screen will allow you to configure the reports as such.

Allows you to specify the type of paper you use for the W/O Invoices and S/O PICPAK- Invoices created at your dealership:

• Wide invoices (W) have a perforation strip which measures 1.75 inches on the left and right side of the page.
• Narrow invoices (N) have a perforation strip which measures 0.5 inches on each side.

Note:  Both Wide and Narrow invoices are 8.5” X 11” pages after the perforated strips are removed.

Select the form type your accounts receivable statements are printed on:

W: Statement forms have (1) portion for the dealership, (1) portion for the customer’s records and (1) portion to be returned with the customer’s remittance.

N: Statement forms have (1) portion for the customer’s records and (1) portion to be returned with the customer’s remittance.

L: Statements are printed on 8-1/2” x 11” paper on a laser printer. Overlays developed by VitalEdge can be used. The overlays print out in statement style format.

A: Statements are printed on a laser printer and the customer’s name and address should print four lines lower on the statement than normal. This allows you to fold the statements with a folding machine and have the customer’s name and address appear in the window of a standard #10 envelope. Overlays developed by VitalEdge can be used. The overlays print out in statement style format.

P: Statement laser forms will have a perforation set three inches from the right edge, so that this segment may be detached and sent back by the customer. Overlays developed by VitalEdge can be used. The overlays print out in statement style format.

Note:  If option L or A is selected, duplicate copies of laser printed statements can be printed from the file spooled at the time of statement production.

Specify the type of envelopes used by your dealership for Accounts Payable checks and Accounts Receivable statements. (Both options are #10 business envelopes):

C: Canadian #10 envelopes have a window 1” high x 4” long, located 5/8” from the left edge of the envelope and 3/4” from the bottom edge of the envelope

U: U.S. #10 envelopes have a window 1-1/8” high x 4-1/2” long, located 7/8” from the left edge of the envelope and 1/2” from the bottom edge of the envelope

Note:  This field applies to the green screen application only.

Specify the format of the payroll checks that will be generated at your dealership:

O: The Original check format, which are 9.5" x 7" continuous forms used on a dot matrix printer or

F: The Full page format, which is the 8.5" x 11" laser form. The earnings and deductions information prints at the top of the form and the actual check prints at the bottom.

Note:  This field applies to the green screen application only.

If you are using an electronic payroll bank deposit service, specify the format in which you want the employee payroll statement detail to be printed:

C: Payroll detail information prints in check stub format. This format will print the word “Void” on the check portion and print the payroll information on the stub.

S: Payroll detail information prints on 8.5” x 11” plain paper. An overlay can be used for this format to print your company’s information.

Allows you to select the manner in which the system will notify of you the fact that you have entered a duplicate invoice number for the same vendor on the Vouchers Information screen:

W: A Warning message will appear on the screen, however the user will be able to continue using the duplicate invoice number.

E: An Error message will appear on the screen, preventing the user from entering the duplicate invoice number.

Note:  The number of months of Invoice History that the system will use to determine whether the entered invoice number is a duplicate is set in the RETNHIS table.

Note:  If the original and the duplicate invoice numbers are both in the current unposted A/P batch of vouchers, the user does not receive any message. However, the system will automatically produce a second report with an A/P Voucher Edit. This report (AP0007) will be titled “Accounts Payable Voucher Edit Register - Duplicate Invoice Numbers” and will list the voucher numbers of the duplicate invoice number(s).

The Type Code Information report (PAR206) can be printed as part of the parts month end procedure. It reports parts type codes (John Deere critical codes). This field allows you to specify whether to print this report with your parts month end, and if so, by Type (T), by Source of Supply (S), by Both Type and Source of Supply (B), or No (N).

Note:  For John Deere dealers, any option other than N is recommended. For all other dealers, N is recommended.

If activated (Y), the core price of remanufactured parts listed on the Parts Availability screen will be calculated by subtracting the core price from the remanufactured price (in cases where the core and reman parts are both loaded in the master parts file (PARTMAST).

Note:  This switch affects the prices displayed on the Parts Availability screen only if the user searches for the parent part number of the remanufactured part. If the user searches for the remanufactured part number, the Parts Availability screen will display both the remanufactured part and the core part, each at their full price.

This switch is no longer used and will be removed for the next IntelliDealer release.

Note:  This field applies to the green screen application only.

If activated (Y), the system will automatically sort and print payroll checks first by branch, then by profit center. If deactivated (N), payroll checks are printed by employee number within the division.

The branch indicator is the last 1 or 2 characters of the profit center.

Indicates the country for the company. Can be one of: 

• CA for Canada

• US for the United States

• AU for Australia

This setting affects several functions throughout the system:

• The date format on statements created at the dealership. For CA and US dealerships, the MM/DD/YYYY format is used. For AU dealerships, DD/MM/CCYY is used.

• The check printing program (AP6000) formats checks as either Canadian (CA setting) or non-Canadian (US or AU setting).

• If your dealership is in Canada and accepts the AGCO+ or CNH Productivity Plus credit cards, you must set this field to CA transmit Canadian tax information to your vendors.
• If you use the Kubota Parts Order Download interface, the value entered in this field determines the default value selected in the Select Vendor field of the Kubota Parts Order Download screen (Kubota Canada or Kubota America).

If activated (Y), will allow duplicate stock numbers for equipment across different divisions in the company. This is useful if you transfer equipment across divisions and want to keep the same stock number for the same piece of equipment in each division.

The system will automatically assign the next available number when quick adding units. For units manually added, divisions should co-ordinate how the numbers will be reallocated.

Note:  If a permanent transfer of equipment between divisions occurs, General Ledger journal entries will be necessary to properly account for the value of the equipment in its new division.

If activated (Y), when adding a new equipment profile in IntelliDealer the system will validate the Model code entered on the Equipment Profile screen against the model codes listed on the Equipment Models screen.

For example, if this switch is set to Y and you attempt to add a new equipment profile with Model code 'ZZ', if 'ZZ' is not a valid code on the Equipment Models screen, the system will not allow you to save the equipment profile to the system.

This switch must be set to Y in order for IntelliDealer to establish a rolling 12 month value in the COACMC and DEPTMC files.

Note:  If there are "rogue" companies in your system (companies with no real chart of accounts, sales history, etc.) then this switch should be set to N, otherwise the program that creates the rolling 12 month value will crash.

Note:  This switch applies to the green screen application only and will not affect IntelliDealer functionality.

Use this in order to perform an auto apply on specific A/R accounts for a customer, if you have more than one G/L-A/R account set up in the SPECCACT table. A “Y” will generate a prompt, which is the $ZCAR003 Auto Apply screen that will appear in the Key Cash Receipts module when a payment is applied from the Auto Apply line, asking you to continue or cancel the auto apply. An “N” will tell the system not to prompt.

Note:  In IntelliDealer, a user will have to option to perform an auto apply from the Cash Receipts - Outstanding Accounts Receivable screen (assuming the Access Auto Apply All Customers switch is activated on the Authorization List for Financial Management - Accounts Receivable screen.)

If activated (Y), will stop the user posting amounts to the rental, inventory or writedown accounts assigned to a piece of equipment after it has been sold, until the Accounts Receivable month end is closed.

If deactivated (N), the user will be able to post the rental, inventory or writedown accounts assigned to the unit until the AR month end is closed.

Note:  Amounts can always be posted to the Cost of Sale account for a piece of equipment; only the inventory and writedown accounts are affected by this field. “Invoiced” in this context means that the invoice has been released and processed through a billing run.

Note:  The A/P update will be aborted and produce an error report if either of the following is true:
If the Stop RNT,WRTDWN,INV Posting If Sold switch is set to Y and vouchers are found that effect an application type "I - Inventory" G/L account for a stock number that is Status I or T.
- or -
If the Stop RNT,WRTDWN,INV Posting If Sold switch is set to N and vouchers are found that effect an application type "I - Inventory" G/L account for a stock number that is Status I or T, and the G/L date of the voucher is not in the same month the unit was invoiced.

If activated (Y), will allow the user to create an Accounts Payable or Payroll check run with a check number other than the one suggested by the system.

Note:  VitalEdge recommends setting this switch to Y. If not, you dealership should have as a minimum a) checks that are not pre-numbered and b) a printer dedicated to checks .This printer must be able to immediately begin printing on the first check in the printer (i.e., the printer does not form feed and leave the first or last check blank).

Normally, the first check in the printer is used to align the printing on the check. This helps ensure proper printing for the rest of the checks in the run. In order to be able to align check printing, the user will need to override the suggested check number. For example, the last check used was 99. The system will suggest that the next check number available is 100. While 100 would be the next check in the printer, the user would enter 101 as the starting check number so that the system will use 100 as an alignment check. The letter X will be printed on check 100 in the appropriate places so that the user can verify alignment.

Determines whether the amount of a check will be printed in text below the numerical value when performing an Accounts Payable check run; either yes (Y), no (N) or wrap to the subsequent line when the text amount exceeds the allotted space (W).

Note:  If your dealership stamps the check amount on A/P checks with an imprinting machine, you should select N for this field.

If activated (Y), users will not be able to change the name of a customer when adding a record that already exists in another division.

If deactivated (N), users will be able to add a customer that already exists in another division can have a different name.

Note:  For example, if customer number SMITH001 in Division 1 is "Joe Smith", if this switch is set to Y for Division 2, customer number SMITH001 in Division 2 must also be "Joe Smith". If this switch is set to N for Division 2, customer number SMITH001 in Division 2 can be something other than "Joe Smith".

This switch determines whether base and option code values that are changed on the Base Profile or Options screens will be applied to existing equipment profiles assigned to the Base and Option codes in question.

If set to Y, the system will retain the existing base and option code values already assigned to a unit, even when the base and option code values are changed. (Changes can only be keyed manually on the Base & Options tab of an equipment profile.)

If set to N, the system will automatically change existing base and option code values already assigned to a unit when they are changed on the Base Profile or Options screens. (Changes cannot be manually entered on the Base & Options tab of an equipment profile.)

Note:  Changes to base and option code values can also be made from a price tape when available. Please contact VitalEdge to determine which vendors this option is available for.

If activated (Y), users will be able to enter a number of hours smaller than the hours currently recorded on a piece of equipment (as specified in the Machine/Hours field of the Equipment Profile tab.)

Note:  For example, if there are 300 hours currently recorded for a machine and the unit is brought in for a repair where the employee mistakenly updates the hours to 35, the system will refuse the change if this field is set to N.

Note:  GPS-enabled machines that automatically update the machine hours for a unit via the GPS device will have their hour readings updated regardless of this switch.

The setting in this field is used by True Balance Forward A/R customers. A system generated entry is created after A/R statements are run by these customers. The amount of this system generated entry is the remainder of all credits/payments for the month that could not be applied to the oldest outstanding invoice. The date on the system generated entry is the same date as the oldest outstanding invoice on the customer account.

This field determines the invoice number that will be used for the system generated entry.

Note:  VitalEdge recommends using an invoice number such as "OSCR" to represent an Outstanding Credit entry.

If John Deere group codes are used at your dealership, you can use the equipment inventory defaults to separate the inventory accounts for different groups. If not, the inventory account will always get loaded by other criteria.

• If activated (Y), the JDMINT program will set the group code on the base profile and all units created to John Deere’s group code
• If deactivated (N), the JDMINT program will never update the group code field on the base profile OR on the stock numbers created (the base code on JDMINT-created units will be assigned based on the Base code of the unit).
• If this field is set to B, only the base profile will be updated with the John Deere group code. This is applicable for dealers who use a majority of John Deere group codes on their equipment but not all. The program will leave the base code on the unit blank; when the user saves out of the unit the first time, the group code will populate from the base profile. For the exceptions where they don’t want to use John Deere group codes, the user will need to manually change the code as needed on the base.

Enter the number of days which should be used in calculating voucher due dates in the Accounts Payable module.The system will use the invoice date plus the number of days in this field to arrive at a due date and suggest that date when a voucher is added on the Vouchers - Outstanding Batches screen.

Note:  If default payment terms are defined on a particular vendor profile (as specified on the Payment Terms tab), this field is ignored and the terms defined for the vendor are used to calculate voucher due dates. Also, any suggested due date, regardless of whether it was calculated based on this field or the Payment Terms tab, can be overridden when the voucher is entered.

Note:  This field applies to the green screen application only. The Equipment Costing screen will be accessible in IntelliDealer regardless of this switch.

If activated (Y), will allow the user to access the Cost Summary window from within the Equipment Maintenance screen which, in turn, will display a summary of the transactions that account for the current cost of a unit including Original Cost, Write Down entries, Net Book Value, and any postings to accounts with an application type of "I".

Note:  This field applies to the Work Order and Sales Order modules of the green screen application only.

If activated (Y), will display the last 6 characters of the engine number followed by the last 6 characters of the machine serial number whenever an equipment search is conducted in the Work Order or Sales Order modules.

If deactivated (N), the system will only display the machine serial number whenever an equipment search is conducted in the Work Order or Sales Order modules.

Note:  This field applies to the green screen application only. The setting in this field will not affect IntelliDealer functionality.

If activated (Y), the payroll check amount will be included as text on the check when doing a payroll check run.

If activated (Y), the following check headings will be included at the top of the check stub when printing Accounts Payable checks: Invoice #, Amount, Disc (Discount) and Voucher #.

Note:  If the stub of your A/P checks are pre-printed with voucher information, you should set this field to N. When using the W option, the description wording will print exactly as before and, if two lines are needed, will wrap around to print on two lines (a line above the current line, stopping before the text hits the Check Date, and wrapping to the current line.) If two lines are required but this check type has funds verbiage, then the check wording will not be printed . This would apply only to full page A/P checks.

This field determines how the parts costing is to be posted and reported on by the parts billing run. The options are as follows:

• J: Journal, which will post one summary line into the General Ledger for each costing account. This option will produce the PAR044 report with the parts billing run. (The PAR044 report is a summary of parts inventory and cost of sales General Ledger entries. The PAR044A report provides invoice detail for the summarized information given on the PAR044 report.)
  General Ledger journal entries will be identified as “PT” entries for which details cannot be displayed or printed
• D: Will post transaction Details under a summary journal entry in the General Ledger. This option will produce costing report PAR127 with the parts billing run. (The PAR127 report provides full information on part sales, descriptions, G/L account allocations, percentages and invoice information. The CMBR1 table can be set to produce a detailed version of the PAR127 report called PAR127A. This report gives the margins reached on all parts sales shown on the PAR127 report. If desired, the margin ranges can be limited in the CMBR1 table so that only exceptional margins (high or low) are reported.
  General Ledger journal entries will be identified as “SA” entries for which details can be displayed or printed as desired.

Determines the format in which Accounts Payable checks will be printed in your division.

• O: Wide or Original, this format is for wide carriage impact printers
• N: Narrow, this format is for narrow carriage printers. This is a different format than the wide carriage. Some dealers have been using this format to print checks on laser. Laser checks on this format will print the cheque in the middle of the page.
• F: Full page, this format is for laser printers. These checks print on a single 8.5 x 11 inch page with the check stub on the bottom of the page.

If activated (Y), a check number and date will be printed in the Description field of the Accounts Payable Journal Details report (CCA010D), where applicable. If there is both a non-blank description and a check number, the check takes priority.

Note:  The CCA010D report can be generated from Journal Breakdown screen in IntelliDealer.

Note:  The CCA006 report is no longer used in the system.

When equipment moves from branch to branch, this field controls the activation of the system to check for inventory account changes.

Note:  This switch controls more than just GL updates on equipment for branch changes, but controls GL updates on equipment with any changes to any of the elements configured in equipment defaults (make/group/type/branch/status). This is essentially a divisional level on/off switch for GL updates coming from the Equipment Defaults table. With this table switch set to 'N', accounts will not automatically update in the equipment profile and will not create TR journals.

Allows you to specify whether or not to send financial data to John Deere during the G/L month end process.

Note:  The Primary Dealer # must also be present in at least one CMBR table belonging to that division.

Note:  The FIS Division Code and Primary Dealer # are assigned to your dealership by John Deere. Non-John Deere dealers can load '000000' into this field instead.

This switch is no longer used and will be removed at a future date.

Allows you to specify the 1st digit for all consolidated order numbers created in the system. Having the order number’s first character different than the start digit for regular orders will allow users to quickly identify consolidated orders.

Note:  Only the letters A - Z and the numbers 1 - 9 will be allowed as acceptable start digits.

If activated (Y), the Group code on the Equipment Profile tab will default to the group code loaded on the selected Base number when adding or editing a unit with a blank group code.

If deactivated (N), the Group code on the Equipment Profile tab will default to the group code loaded on the selected Base number only when adding a unit with a blank group code. When editing a unit with a blank group code, the group code will remain blank.

The next date on which the month end process will be performed for each of the modules listed.

Note:  Only VitalEdge Support staff can manually change the dates listed in these fields, and only under special circumstances. For details, contact VitalEdge Support.

Note:  These dates change automatically when a Month End is performed for each module.

Allows you to enter a deduction code between 0001 and 9999. The following codes are predefined in the system:

Enter the type of deduction that the current code represents. The valid options are:

B: This type represents Benefits, such as company paid course fees. Amounts using this code are added to total earnings and are taxable

C: This type denotes codes that serve only as a totalling code, such as time off without pay or sick time without pay. Amounts using this code are not added to earnings or deductions. This type can also be used for accrual of company paid benefits such as FUTA, or for pension adjustment deductions

D: This is the code for forced deductions, such as federal tax which must be deducted from every check. Amounts using this code are added to the total deductions

E: This code represents earnings in dollars, and includes regular and premium earnings. Amounts using this code are added to total earnings per check

F: This code is the same as a code “T” (see below) on the T4, except that the amount of the taxable benefit is only applied to federal wages or earnings

H: This code is used for the hours on which the earnings are based. Amounts using this code are added to total hours worked per check (used in EI calculations in Canada)

P: This code represents premium hours, hours worked beyond the regular hours on which a premium earnings has been paid (e.g.. overtime or night shift). Amounts for this code are not added to total hours worked for each check

S: This code is the same as a code “T” (see below) on the T4, except that the amount of the taxable benefit is only applied to provincial wages or earnings

T: This code is used for taxable benefits. These are benefits that are paid by the company but the employee must pay tax on the benefit. Taxable benefits appear as both an earnings and a deduction on the pay check. Amounts using this code are added to total earnings and to total deductions

V: This code represents voluntary deductions such as life insurance premiums. Amounts using this code are added to total deductions

If an employee is laid off (L in the field directly after the termination date), and receives no pay, the system will automatically accumulate the amount that the employee owes for this deduction code due to missed pays. Choose from:

R: The system will automatically accumulate the amount owing and deduct it from the employee’s first check when he/she returns to work. This option is only available if the Deduction Type (see previous field) for the current code is T or V

Blank: The deduction is ignored and will not accumulate amounts owing due to missed pays.

Note:  For example: An employee is paying a life insurance premium through payroll deductions and the employee is laid off. The company wishes to continue to pay the premiums for the employee and then deduct the amount of all premiums paid by the company from the employee’s first check when the employee returns to work. The system will automatically accumulate the amount owing and deduct it from the first check if this field is set to R.

How often is the deduction applied? Choose from:

A: The deduction code will be automatically deducted on every check

S: This is a special deduction code that is to be deducted only when requested by the operator during the payroll check run.

If the total deductions for an employee are greater than the total earnings, the system will start dropping deductions from the check (starting at deduction code 0001) until the amount of the check becomes zero or positive. The value in this field determines what the system does with the dropped amounts. Enter:

R: Rebill to have the system accumulate the amount dropped from the check and add it into the total owing. It will then try to deduct the amount owing from the next check. This option is only available if the Deduction Type for the current code is T or V

Blank:  The deduction is dropped from the check. Only a message is printed. It is important to note that the deduction will not be taken at all.

Note:   If the Rebill If Laid Off field is set to R, this field will be forced to R by the system.

Only certain types of earnings are allowed to be considered as pension earnings (earnings on which contributions to a registered pension plan can be made). Choose:

P: This code is considered pension earnings. This option is only available if the Deductions Type is set to E, B or T for the current code

Blank: Pension contributions are not allowed based on this earnings type.

When the pension amount is being calculated for a registered pension plan deduction code, the earnings used are not the total earnings but are the pension earnings (earnings whose deduction code has a P in Pension Earnings). For example, the contribution amount for a registered pension plan is usually a percentage of earnings. The earnings used in the calculation are the pension earnings.

This field determines whether the current code is a registered pension plan. If it is, the amount of this deduction will be subtracted from the total earnings before tax is calculated. The amount for the deduction code will also print in the registered pension plan box on Canadian T4’s. Enter:

P: If the code is a registered pension plan. This option is only available if the Deductions Type is set to D or V

Blank: Leave this field blank if this is not a registered pension plan.

Note:   This code is not to be used for RRSP deductions. Deduction code 9052 should be used to reduce earnings before the tax is calculated (see 9052 in the Deduction Code field above).

Select whether or not the code is Employment Insurance applicable.

Note:  This option is only available if the Deductions Type is set to T.

The invoice start digit associated to the types of invoices produced in IntelliDealer. For example, all Parts invoices may begin with the letter “P”.

Note:  These start digits are defined in the CMBR table. A start digit of ‘-’ (hyphen) can be used for credits.

If activated (Y), the system will stop the G/L preliminary month if there are outstanding payroll history adjustments that have not been updated, and provide a warning of this fact.

If deactivated (N), the run will not be stopped and no warning will be given that there are un-posted payroll history adjustments.

Note:  If Y is selected in this field and the operator proceeds without updating the outstanding adjustments, those adjustments will not be included in the preliminary month end totals.

Note:  Outstanding payroll history adjustments must be posted before proceeding with the G/L month end final run. If they are not posted, the system will provide a message on the screen and the run will be aborted.

If activated (Y), the selected report will be generated during the G/L preliminary month end run. The default value for this field is Y.

Note:  VitalEdge recommends that you run at least one G/L month end preliminary with all reports set to Y so that you can review what the contents of the report will be, and whether it will be useful to your organization.

If activated (Y), the selected report will be generated during the G/L month end final run.

Note:  There may be some reports that are required during the preliminary run that are not required during the final run, or vice versa.

Note:  VitalEdge recommends that you run at least one G/L month end final run with all reports set to Y so that you can review what the contents of the report will be, and whether it will be useful to your organization.

This switch will default to N on a release load and can only be changed by VitalEdge . It allows for extended base codes, option codes and long descriptions. Once this switch is set to Y, it cannot be set to N.

Note:  If this switch is set to Y and your system is licensed for feature number 6508, then you will not be able to access any equipment green-screen applications. This will prevent users at your dealership from corrupting the extended fields in green screen applications that only support the current field lengths.

Allows you to configure the amount of time (in minutes) that a user's IntelliDealer session can remain idle before it will time out, forcing the user to re-enter their user credentials on the log in screen. The default value for this field is "00", meaning the system will not time out until the next full database run, regardless of how long each IntelliDealer session has been idle.

• In IntelliDealer 4.0 and earlier, a session of '00' means sessions will only time out with the next full database run, regardless of how long each IntelliDealer session has been idle.
• In IntelliDealer 5.0 and later, a session of '00' means the system will time out after 12 hours of inactivity, usually overnight. Users will generally need to log on each day.

Note:  The time out value is set for a user’s ‘session’ when they log on. As such, any changes to this field will only take effect with the next logon, and any currently active sessions will retain the previous time out value associated to them. It is recommended that you never set this value too low; doing so will force your users to maintain activity every few minutes, which is not always possible.

If the system detects that the general ledger account balances can be updated (which is caused by a user manually creating a journal entry or updating an A/P journal for a date in a future fiscal year), and if this switch is set to Y, the system will automatically update the general ledger account balances before generating a financial report from the Financial Reporting Runs screen in IntelliDealer.

If the system detects that the general ledger accounts balances can be updated but this switch is set to N, no the general ledger accounts balances will not be updated when generating the report.

The receiving store must be a customer of the sending store. Enter the customer code that the store sending the parts uses to represent the store receiving the parts. This number must be defined in the Customer Care module of the sending store’s division.

Note:  In order to prevent transferring parts to the wrong branch, each branch in the POTOSO table must have a unique customer number in this field.

The printer ID where the picpak should print in the sending store.

Usually, this is a printer located in the Parts Department and is often the same printer used to print normal picpaks and invoices.

When the sending store prints the invoice for the order generated by the transfer and then performs a billing run, the General Ledger entries are posted for both stores. If parts are to be transferred between divisions, enter the G/L Accounts Receivable account which should be debited in the sending store.

This account must exist in the sending store’s division. It cannot be an Accounts Receivable account defined in the SPECACCT table.

Note:  This field is not used in the transfer of parts between branches. The transfer asset account defined for Cash Code 1 in the CASHTAB table for the sending store is debited to offset the credit to the sending store’s inventory.

When the sending store prints the invoice for the order generated by the transfer and then performs a billing run, the General Ledger entries are posted for both stores. If parts are to be transferred between divisions, enter the G/L Accounts Payable account which should be credited in the receiving store.

This account must exist in the receiving store’s division. It cannot be an Accounts Payable account defined in the SPECACCT table.

Note:  This field is not used in the transfer of parts between branches. The Parts Sales - Transfer Asset Account defined for Cash Code 1 in the CASHTAB table for the receiving store is credited to offset the debit to the receiving store’s inventory. (The actual inventory count is updated when the receiving store receipts the parts and updates the order).

If this is used, it replaces the transfer asset account in CASHTAB and works as follows in two separate steps:

1. Transfer invoice is processed by a location 02 billing run.
   DR Parts in transit account from POTOSO (location 01 receiving store, location 02 vendor)
   CR Parts inventory account location 02
2. Location 01 receives the transfer parts order. The day end process will make the following entry:
   DR Parts inventory account location 01
   CR Parts in transit account from POTOSO (location 01 receiving store, location 02 vendor)

This system does a better job of keeping the inventory in balance with the general ledger as the accounting and on hands are updated at the same time. The 'parts in transit' account holds the value of parts that are truly in transit.

Enter the salesman number to be assigned to the sales order created in the sending store.

Note:  VitalEdge recommends that a special salesman number is used to help identify parts transfers more easily. For example, a code such as "TFR", or the number of the store that the parts are being transferred to (ie. 01, 02, etc.)

Enter the description that will appear on the payroll “Time Card/Hrs Adj” (#4 in menu PAYR01) screen for this premium code. This is a ten character alphanumeric field.

Note:  Only the first twelve premium codes will be shown on any screen where premium codes display. All premium codes are valid and can be used, but since only the first twelve defined will display, each dealership should consider whether to define the most commonly used or the least used codes first.

Enter the desired percentage to be applied to the employee's Hourly Rate (as specified on the Employee Profile tab) to obtain the earnings for the hours posted to this premium code.

This field is seven numeric characters in length with three decimal places. For example, 100% would be entered as 0001000, or 150% would be entered as 0001500, etc.

Note:  If this premium code is only a flat amount and not based as a percentage of the employee’s rate per hour, enter zeroes in this field and enter a bonus amount in the Bonus in Dollars/Hour field below.

Enter the bonus amount per hour that is to be added to the employee’s Hourly Rate (as specified on the Employee Profile tab) to obtain a bonus earnings for the hours posted to this premium code.

This field is seven numeric characters in length with three decimal places. For example, a bonus of $5.00 per hour would be keyed as 0005000.

Note:  Payroll earnings are calculated as follows: (Employee Hourly Rate X Percentage of Hourly Rate X Number of Hours) + (Bonus in Dollars/Hr X Number of Hours)

Enter the code from the EARNDEDN table where the earnings for this premium code are to be posted. This earnings code will accumulate the earnings generated from this premium code.

Note:  If the fields Percentage of Hourly Rate, Bonus in Dollar/Hour, Hours Deduction Code and Earnings Deduction Code are all blank or zero, this premium code is not valid in payroll. If it is desired to have a premium code to report only hours to the payroll system and have no earnings calculated, the Hours Deduction Code field should be completed and the Percentage of Hourly Rate, Bonus in Dollar/Hour and Earnings Deduction Code all set to blank or zero.

Determines whether to charge hours worked on an order based on the (P) Payroll Rate of the employee (as specified on the Hourly Rate field of the Employee Profile tab), or the (W) Work Order Rate/Hour (as specified on the Work Order Rate Per Hour field of the Service Information tab of the employee profile.)

Note:  The answer in this field will be used as the base for calculations in the % of Employees Rate/HR and Add On Premium/Hour.

Enter the percentage of that should be applied to the rate per hour used on work orders (as specified in the Use W/O Rate/ HR or Payroll Rate/ Hour field above) to calculate the work order rate to be charged when the technicians' hours are posted.

This field is seven numeric characters long and contains three decimals. For example, a rate of 100% would be entered as 0001000.

Note:  If this premium code is only a flat amount and not based as a percentage of the employee’s rate per hour, enter zeroes in this field and enter a bonus amount in the next field (Add On Premium/Hour).

Enter an additional flat charge to be added to the rate/hour specified in the Use W/O Rate/ HR or Payroll Rate/ Hour field above.

This field is six numeric characters in length and contains two decimals. For example, an add on premium of $5.00 per hour would be keyed as 000500.

Note:  The total charge for hours posted to a work order are calculated as follows: (W/O rate/hr X percentage of employees regular W/O rate X number of hours) + (add on premium/hr X number of hours).

If activated (Y), the selected premium code will be valid for posting labor hours to a work order, even if the % of Employees Rate/ HR and Add On Premium/ Hour fields are left blank (or 0).

Note:  If this field is activated when the % of Employee’s Regular Rate and Add on Premium/Hour fields are both zero, this allows an alternate method to correctly record technician efficiency without affecting the General Ledger.

For example, suppose technician 664 works 5 hours at 100% efficiency and you do not want to charge the customer, but the efficiency should remain at 100% for the technician. This can be handled in one of two ways:

• Post labor to the work order and record 5 hours charged and 5 hours worked for technician 664, and negative 5 hours charged and worked for a special technician number used for these situations. This special technician’s record does not have a Labor revenue account defined; instead, it has an expense account. Revenue is recognized because of the Labor revenue account defined for technician 664, but reversed to the expense account defined on the special technician.
• Post labor to the work order using a premium code which is set up with % of Employee’s Regular Rate and Add on Premium/Hour set to zero and Premium Code Valid Even If % And Add On Are Both 0 set to Y. Record 5 hours charged and 5 hours worked for technician 664. Because of the premium code definition, no revenue is recognized and no General Ledger entries are made for the charged hours. The technician’s efficiency remains at 100%.

The PC IP address or the IntelliDealer user ID of the operator who will be attaining the customer signature.

In order to enter a Description and Company/Division/Branch for the selected Terminal ID, the value in this field must start with a #.

The following rules will determine in a hyperlink will appear with IntelliDealer:

• If a Terminal ID starting with a # does not exist for an IP and no other Terminal ID’s Starting with a # exist for the co/div/br the IP address will be displayed.
• If a Terminal ID starting with a # does not exist for an IP but other Terminal ID’s Starting with a # exist for the co/div/br a hyperlinked IP address will displayed.
• If a Terminal ID starting with a # exist for an IP the Terminial ID following the # will be hyperlink and displayed.
• If no Terminal ID exists for the user but Terminal ID’s Starting with a # exist for the co/div/br, a Select point-of-sale device link will be displayed.
• If no Terminal ID exists for the user and no Terminal ID’s Starting with a # exist for the co/div/br, a Not Congured link will be displayed.

The TCP/IP address of the PC to which the point-of-sale device is connected.

Note:  Once an address has been entered in this field, you can test the connection by pressing F14.

The company/division/branch where the selected point-of-sale device is set up.

Note:  In order to enter values for these fields, the value in the Terminal ID/ TCPIP Address field above must begin with a #.

Specific account keywords have been programmed into the system at the Company, Division and Branch level.

Note:  For definitions of each of the keywords defined for each level, see the Special Account Keyword tables below.

The general ledger liability account for the selected branch, to which Accounts Payable entries are posted. The G/L account associated to this keyword should be a Balance Sheet account (1) and a Liability (L) account (as specified on the Account Profile screen in IntelliDealer).

Note:  The Accounts Payable module in IntelliDealer maintains a sub ledger for entries made to this A/P account.

The general ledger A/R Asset accounts for the selected branch, to which customer charges are posted. Up to ten (10) general ledger accounts can be defined for each of these keywords. These accounts can be used across all branches in the system. The G/L accounts associated to these keywords should be Balance Sheet accounts (1) and an Asset (A) or Liability (L) account (as specified on the Account Profile screen in IntelliDealer).

Note:  When configuring the A/R 1, A/R 2 and A/R 3 keywords, the following switches are also displayed:
Credit Check: If this switch is activated along with the Special A/R Credit Check switch in the CMBR1 table, whenever the selected account is posted to and the credit limit or transaction limit is surpassed, the user will be forced to the A/R Agency tab to authorize the transaction.
Print A/R Stmnt: If activated (Y), will include the selected account when printing A/R statements.
Apply Late Charges: If activated (Y), will include the selected account when calculating late charges.

The session ID associated to the terminal or user.

Note:  The following session IDs should not be used:
S1 - may indicate a diskette drive
F1 - may indicate a hard drive
F2 - may indicate a hard drive
T1 - may indicate a tape drive
T2 - may indicate a tape drive
TC - may indicate a tape drive
P* - anything starting with a P should be reserved for printers
Q* - should be avoided so as not to be confused with IBM objects
V* - anything starting with a V should be reserved for VitalEdge dial in sessions
W1 - reserved for the system console
$$ or @@ plus must not start with a numeric and cannot contain a blank or any of the following characters: &, *, %, =, +

Note:  Session IDs containing a period (.) are assigned to each user in IntelliDealer.

The company, division and branch the terminal ID will be assigned to.

Note:  In change mode, these fields are only accessible with a password. Contact VitalEdge support for the password.

Note:  This switch applies to the green screen application only and will not affect IntelliDealer functionality.

Is there a Point-of-Sale device attached to this terminal ID? If so, you can save customer signatures by having them sign the point-of-sale device. The Rental Counter module allows for the capture of a signature image that can optionally print on the contract and/or invoice. The print parameters that are stored by a workstation have new values that are used to indicate whether the signature should print on the contract or invoice. The F20 key in the transaction maintenance—used to invoke the signature capture process—will show only if this switch is set to Y. Once an image has been captured for any one particular contract, the F20 key will no longer be available when that contract is maintained.

Note:  To set up a terminal to view signatures, from the CNFI01 Menu (CNFIGPFW) select Additional Control Files-->Links Setup-->Terminal Maintenance for Multimedia Interface. When in Sales Order Invoice History, press F14 to view the signature file and a description of the signature. When the invoice is sent to an IPDS laser printer, the signature automatically prints.

The marital code associated to the selected income tax configurations.

Note:  Valid marital codes are configured on the Marital Status screen in IntelliDealer.

The tax index that the current record represents.

Tax indexes start at 00 and are incremented by one for each subsequent table entry. Tax indexes starting with 00 are required for each marital code that exists in the system. The 00 record must have only the Federal Tax Deduction Code field filled in (the Earnings Up To And Including and Federal Tax Ratefields should be left blank.)

Subsequent table records (starting with 01) must have only the Earnings Up To And Including and Federal Tax Rate fields filled in (the Federal Tax Deduction Code field should be left blank.)

Note:  There must be no gaps between the tax index codes that are used.

The EARNDEDN code (as configured in the EARNDEDN table) where the federal tax should be posted.

Note:  Tax index code 00 is reserved for the EARNDEDN code that represents federal tax. This field should not need to be completed for any other record.

Note:  This field will only be accessible for tax indexes other than 00.

All taxable earnings up to and including the amount entered in this field are subject to tax at the rate entered in the following field (Federal Tax Rate).

The amount keyed into this field must be higher than the previous table record. For example, if tax index record 01 has 250000 in this field, then tax index record 02 must have an amount greater than 250000. The last table record for the marital status should have an amount of 99999999 so that all remaining earnings will be included.

This field is 8 numeric characters long and contains 2 decimals. For example, $25,000.00 would be entered as 02500000.

The marital code associated to the selected income tax configurations.

Note:  Valid marital codes are configured on the Marital Status screen in IntelliDealer.

The tax index that the current record represents.

Tax indexes start at 00 and are incremented by one for each subsequent table entry. Tax indexes starting with 00 are required for each marital code that exists in the system. The 00 record must have only the State Tax Deduction Code and Round State Tax to the Nearest Dollar fields filled in (the Earnings Up To And Including and State Tax Ratefields should be left blank.)

Subsequent table records (starting with 01) must have only the Earnings Up To And Including and State Tax Rate fields filled in (the State Tax Deduction Code field should be left blank.)

Note:  There must be no gaps between the tax index codes that are used.

The EARNDEDN code (as configured in the EARNDEDN table) where the state tax should be posted.

Note:  Tax index code 00 is reserved for the EARNDEDN code that represents state tax. This field should not need to be completed for any other record.

Note:  This field will only be accessible for tax indexes other than 00.

All taxable earnings up to and including the amount entered in this field are subject to tax at the rate entered in the following field (State Tax Rate).

The amount keyed into this field must be higher than the previous table record. For example, if tax index record 01 has 250000 in this field, then tax index record 02 must have an amount greater than 250000. The last table record for the marital status should have an amount of 99999999 so that all remaining earnings will be included.

This field is 8 numeric characters long and contains 2 decimals. For example, $25,000.00 would be entered as 02500000.

There are two ways to load PPUs onto your system: from a CD produced by VitalEdge or by downloading the PPUs from VitalEdge's website. There is some preparation which must be undertaken by VitalEdge before a site can begin to download PPUs from the VitalEdge website. One of the steps that must be in place is to ensure that the dealer has received and installed a minimum level of PPUs already. This field displays the minimum PPU level required before the dealership can begin to download the most recent PPU.

Note:  This field is updated automatically when a new release of the IntelliDealer software is loaded to your system (usually annually).

The current level of the IntelliDealer currently installed on your system. This field will be updated automatically when a new version of IntelliDealer is loaded to your system (usually annually).

Allows you to specify the Work-In-Process method to use at your dealership; either S or I:

• S: Posts parts and labor revenue to WIP when a requisition is processed during a Parts billing run. Revenue is recognized immediately and WIP is valued at retail (ie. selling price)
• I: Posts the inventory amounts to WIP when a requisition is processed during a Parts billing run and posts revenue only when the work order is closed and processed by a Work Order billing run. WIP is valued at cost when using this method. (ie. cost price)

Although there are only 2 ways to calculate WIP, a third method to analyze WIP (WIP Balancing) is available on the

Enter the general ledger account into which WIP Parts should be posted. This account will be debited when parts are sold to a work order.

Note:  The WIP account used here should not be the same as the WIP account used in the Work Orders - Work In Process ACCT field in the CASHTAB table. The account in CASHTAB is used for method S or, (when WIP method I is being used) for non-costing entries such as Freight. Non-costing entries for method I are valued at selling price.

Enter the general ledger account into which WIP Labor should be posted. This account will be debited when labor is sold to a work order.

Note:  The WIP account used here should not be the same as the WIP account used in the Work Orders - Work In Process ACCT field in the CASHTAB table. The account in CASHTAB is used for method S or, (when WIP method I is being used) for non-costing entries such as Freight. Non-costing entries for method I are valued at selling price.

The account defined in this field is used if a particular chain of events occur, in the following order:

• An application type of P (Part Sale Account) is defined for a General Ledger account. Application type P accounts require a corresponding Inventory and Cost Of Sale account.
• That Part Sale Account is used to define a part (or labor) in the system
• The part (or labor) is sold to a work order
• The P application type is removed from the account
• A billing run is performed

When the billing run is performed, there is no longer an Inventory account defined on the Sale account. Therefore, the account defined in this field will be used. It will be credited for the value of the part (or labor) posted to the work order.

Enter the Inventory G/L account which should be used in the event that one is not available for a part or labor sale account, after that account has already been used to post amounts to a work order.

The dealer number assigned to your branch by Deere, which is required to transmit data between Deere and your system.

Note:  The dealer number in this field should be entered with 00 in positions 3 and 4. For example if Deere provides "010641" as the dealer number, the value in this field should be keyed as 01000641

Note:  This field is used for the green screen application only and will not affect IntelliDealer functionality. It will also be removed at a future date.

Enter the length of your stock tab forms, which will be 66 or 68 lines per page. This value is usually set to 66 lines per page.

Note:  Forms which are 8 ½ x 11 or 11 x 14 should be set to 66 lines per page. The 68 lines per page is reserved for the lined stock paper less than 11 inches long.

Note:  This field is for Deere dealers only and will be removed at a future date.

This field allows you to specify the number of PCs that will be communicating with Deere; either a Single store (S), or Multiple locations (M).

Note:  This field is only used if the Parts Costing - JRNL or Detail (J/D) switch in the DIVTAB table is set to J (in which case the PAR044 report is produced during the parts billing run; if the switch is set to D, the PAR044 report is not generated.)

If activated (Y), a detailed version of the Parts Cost of Sales report (PAR044A) will be produced during the parts billing run in addition to PAR044. The PAR044A report includes the branch, invoice number, customer number, part number, sale quantities, etc.

Note:  VitalEdge recommends that the Parts Costing - JRNL or Detail (J/D) switch in the DIVTAB table is set to D so that the PAR127 report is produced during the parts billing run. The PAR127 report provides full information on part sales, descriptions, G/L account allocations, percentages and invoice information.

This field is used to set the run priority for all batch jobs on the IBM server. The run priority is a method that the IBM server utilizes to rank the jobs being submitted. The lower the number, the higher the priority. The batch jobs on the IntelliDealer system include reports, billing runs, etc.

Note:  VitalEdge recommends a minimum setting of 25 in this field. This allows the interactive jobs, which have a system-defined priority of 20, to be allotted more processing power than the batch jobs. Most of the daily functions utilized in the VitalEdge system such as invoicing, history inquiries, etc. are interactive jobs.

A start digit is often placed on parts from a certain vendor when that vendor’s price tape is loaded to the system. This is done to avoid duplicate part numbers in IntelliDealer. This field refers to adding parts from the Master Price file to the Part Master file and whether the search key found on each part will contain the vendor’s start digit.

If activated (Y), the start digit will be removed from the part number before the part number's search key is populated (thereby allowing the user to search for the part without entering the start digit.)

If deactivated (N), the start digit will not be removed, forcing the user to enter the full part number when searching for the part.

Note:  If the Parts Search By Part#, Desc or Both field in the CMBR1 table is set to P and this switch is activated, the search key for parts added to the system via a price tape will use the first 10 characters of the part number, after the start digits are removed.

This field is where you store the IP address of your VoIP telephone server used in conjunction with feature numbers 6161 (VoIPLink- Cisco), 6167 (VoIPLink- Nortel).

If licensed, these ‘Click to Call’ hyperlink functions are activated using the Access Click To Call security switch in security system 995 in IntelliDealer.

This field is used when generating the following reports from a batch job: PAR128Z, PAR128D, PAR128I, PAR128R, PAR128S, PAR132, AMAX reports, XMITDTRN, and SUBOTH.

If a Printer ID is entered, the system will send the reports to the corresponding printer.

If a User ID is entered, the reports will be generated under the corresponding User ID.

If this field is left blank, the system will send the reports to the default iSeries printer.