System Settings: Location

If the box is checked, the selected location appears as a valid pick up location for MyDealer orders.

If the box is unchecked, then the first valid location found is used as the default location.

The language in which traffic tickets, picpaks and invoice headers are printed in. The default value for this field is English1 (English), however other codes canbe validated on the Language screen can be used.

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

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

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:

1. General Invoicing
2. Work Orders
3. Rental Contracts
4. Sales Orders/ Parts Invoicing
5. Key invoices (not used)

Configuring a first digit for different types of invoices allows you to run a Accounts Receivable Aging report by first digit which can extract an aged A/R report of just Parts tickets.

Allowed values are characters A-Z, numbers 1-9 and "?". "?" is recommended for 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 First 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 First Digit field above.

If the box is checked, users are allowed to use a "?" in the stock number field when creating a work order. This is used for when the service department requires an open work order for a unit but also requires the accounting office to assign the unit a stock number.

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 the box is checked, statements with a zero balance ($0) is printed at the selected location.

If the box is unchecked, only A/R statements with a debit balance is printed at the selected location.

Note:  Statements with a zero balance are always printed for miscellaneous customers.

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:

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

These fields determine what area of the system are checked to determine credit limits for each of the listed modules; either a specific A/R account number, the ARAGENCY table, or all A/R general ledger accounts combined (*ALL).

The ARAGENCY option checks credit by charge code. (Charge codes and their limits can be defined on the Edit A/R Agency screen for each customer.) When the customer makes a purchase, the system verifies the charge code used against the same code in the Edit A/R Agency screen and performs the credit check for each charge code used in the transaction.

The customer can pay for purchases using a combination of charge types, and each is checked. For example, a customer is allowed to charge up to $500 on an in-house A/R and up to $2000 on a third-party A/R such as an A/R account held with a manufacturer. The customer purchases $2500 worth of goods and wants to put $1000 on the in-house A/R, and $1500 on the manufacturer-held account. (Remember that these would be on separate invoices, since only one A/R account can be used per invoice if credit checking is performed - see previous fields.) If ARAGENCY is selected for this field, the in-house transaction would be checked and would require authorization since it exceeds the $500 in-house A/R limit. The manufacturer-held portion would then be checked and processed without requiring authorization.

The other function of these field is to determine the information displayed when the invoicing modules are used; *ALL in this field means that the total of all A/R accounts outstanding will display, a specific A/R account in this field means that the total owing on that specific A/R account will display, ARAGENCY in this field means that the amount owing on the A/R account of the charge code which is the default for the customer (as specified on the A/R Agency tab of the customer profile) will display. This is especially important if no checking of credit limits is being done (see previous field).

See also: Special Accounts: Credit Check.

Note:  VitalEdge recommends using ARAGENCY in this field and setting credit limits for each A/R agency assigned to your customers on the Edit A/R Agency screen.

Allow only one A/R agency (charge type) per invoice. Allows user to select from the options provided in the 'Other Inputs'.

This option is for use with Invoicing Limit Based On Credit And Transaction Limits (credit checking) which you should use it if you are using JDC2, Freedom Pay or PCI (Payment Card Interface).

This setting affects the three drop downs below it.

The user must enter an authorization number when a customer exceeds their credit limits or their transaction limits as set on Edit A/R Agency/Add A/R Agency OR they must obtain third party authorization from the invoice or quote.

You should use this option if you are using JDC2, Freedom Pay or PCI (Payment Card Interface). Note that CNH Productivity Plus does not allow a user to enter manual/voice authorization numbers.

Choose this option if you are licensed for the Special A/R Credit Check system (feature 6178).

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 are displayed. Users can also allocate or reserve funds while invoices are pending to prevent customers from going over their limit.

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

See Internal Accounts Receivable Credit Check System Overview before activating this option.

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

See Used Equipment Evaluation Overview.

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

Regions are defined in the CMBR2 table.

If the box is checked, the Sales Representative is prompted to choose a specific UEM for the evaluation to be sent to. If there is aStore Equipment Manager defined then that person is prompted to choose.

See Used Equipment Evaluation Overview.

As with the Prompt for Used Equipment Manager switch above, if the box is checked it allows the user to forward used equipment evaluations to a specific Service Manager (if defined), or to a queue where the UEM(s) that are responsible for the selected location can “pick up” the evaluation for review.

See Used Equipment Evaluation Overview.

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

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

Manager levels are defined in the Margin Worksheet Area field of the User Profiles screen. Location regions are defined in the CMBR2 table.

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

The default value for this field is 0.

If the box is checked, this controls whether or not the location recognizes 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 is included on all parts invoices created for customers that have an existing Customer Pricing record.

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 available for this field:

• Print On Invoice And PICPAK—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.
• Print On Invoice Only—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.
• Do Not Print Parts Retail Price—does not print the regular selling price on the invoice when you sell for less than that amount.

If the customer on a parts invoice has had discounts applied to the invoice (ie. the Customer Discount Pricing switch above is also set and there is a Customer Pricing record for the customer on the invoice), a "Your Savings" line will be printed on the invoice displaying the total discount that was applied.

The options available for this field:

• Print On Invoice And PICPAK—applies a "Your Savings" message on both Parts Counter and general invoices.
• Print On Invoice Only—applies a "Your Savings" message on general invoices only.
• Do Not Print "Your Savings" verbiage— does not print the "Your Savings" on the invoice.

This option determines the default setting of the Search field on the Parts Profile for parts that are quick-added to the system;

The options available for this field:

• Use First Description Created For Part For All Locations—orders searches based on the first description listed for that part for all locations.
• Use First Description Created For Part For All Locations Per Division—orders searches based on the first description listed for that part as it appears in within a specific division.
• Each Description Instance Can Be Edited Per Location—allows for descriptions for parts to be edited at specific locations.

If selected, applies the rules of a matching Parts Matrix to a part when it’s first added to the system.

If not selected, a matching matrix isn't applied when the part is first added to the system.

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.

All location 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, use the range <0 and >40. This can cause confusion as all location 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 location transfers, set the range up as <01 and >40.

If the box is checked the manufacturer's cost is printed on the parts order faxes (PAR119).

If the box is unchecked the landed cost will be printed instead.

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

Allows you determine whether short or long part descriptions should be printed on picpaks.

When a purchase order is received and the system is updated with the new inventory levels, if the box is checked the PAR156 report is automatically printed which details the part numbers ordered, back ordered and received, as well as the individual and extended costs of the order.

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.

If the box is checked the system automatically includes a blank line between parts on picpaks and sales orders.

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, allow the addition of all parts, including those from the master price file, allow the addition of all parts, but only for those loaded from the master price file, or only allow the addition of parts that are not loaded on the master price file.

For example, if the first option 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 appears 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.

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 which fields are automatically populated on the Parts Ordering screen when creating a purchase order from within a parts invoice.

The Parts Ordering screen only appears if the Advanced Ordering Screen switch has been activated on the Authorization List For Product Support - Parts Invoicing screen and if there are parts on the invoice where the order quantity minus the issued quantity is greater than zero. If the switch is deactivated, the Create Purchase Order screen appears instead. For details, see the About the Advanced Ordering System help topic.

The available default methods are:

• Preload the screen automatically based on the store priority table with the remainder of the order coming from the supplier configured on the part profiles.
  
• Preload the screen automatically based on the locations with the highest quantity available with the remainder coming from the supplier configured on the part profiles.
  
• Do not preload the screen with any defaults, forcing you to manually load the source(s) for the parts.
  
• Preload the screen automatically with the entire quantity coming from the supplier.
  
• Preload the screen to display all locations that have the part on hand in descending order based on Months Supply, followed by a line for the vendor. If multiple locations have the same Months Supply, the system sorts the locations based on On Hand quantity. No default quantity is loaded for any supplier when using this method.

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

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

The available options are:

• AFPDS printer
• Barcode print module
• IPDS printer
• None (do not print labels, regardless of the Label switch on the Parts Profile tab)

If any of the first three options above are 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.

If the box is checked the Inter Company Transfer report (PAR229) is automatically printed when parts are transferred to the current location from another location using the Need to create a stock order? Click here to add. link on the Parts Ordering screen.

If the box is checked a Cash Code 4 is used on a parts invoice (denoting a lost sale), the system automatically updates the part(s) sales quantity accordingly.

The system also automatically updates the part(s) bin trip totals according to this configuration setting.

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 is forced to count and enter the number of parts currently in the bin during the receipting process.

If the box is checked the system sends 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.

If the box is checked then parts that have been assigned Order Formula Code 5 (non-stocking part, sales accumulation only) with a bin and zero on hand quantity are included in the cycle count.  See What is OFC and Reclass?

Deprecated. This feature has been replaced by the Real-time Billing System.

Controls whether or not Real Time Processing is active for the parts counter invoicing system in this location

Deprecated. This feature has been replaced by the Real-time Billing System.

Controls for service how Real Time Processing (RTP) functions. The possible values are:

• Both—both parts and labor requisitions are posted by RTP
• Parts—only part requisitions are posted by RTP
• Labor—only labor requisitions are posted by RTP
• None—parts requisitions and labor postings are NOT processed by RTP

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

If the box is checked then when searching for a specific part number using the Select Part Number field on the Your Parts Inventory screen, any cross-referenced parts for the selected part number are also displayed in the search results. With checkbox activated, any parts listed in the search results with cross referenced part numbers are also displayed in a reverse-highlighted Description; hovering over the description displays the cross referenced part number(s). For more information, see the Your Parts Inventory screen help topic.

Allows you to configure whether Job hours or Actual hours are printed on closed work orders:

• Actual hours—prints the Actual hours on closed work orders.
• Job Hours—prints the Job hours on closed work orders even if there are customer charges on the work order.
• Job Code Hours On Closed Work Orders With no Customer Charges—prints the Flat Rate hours on closed work order only if there are no customer charges on the work order.

Hours may only be printed on a work order under these circumstances:

• 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 depend on the value configured.

Users are allowed to use a "?" in the stock number field when creating a work order. This could be used for when the Service department opens a work order for a unit and is waiting for the accounting office to assign the unit a stock number.

If Allow '?' To Be Valid Stock Number on Work Order 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 Do Not Allow '?' To Be Entered On Work Order is entered in this field, a "?" can never be used.

If Require Valid Stock Number At Close On Work Order is entered in this field, a valid stock number will need to be entered in order to closed the work order.

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 the box is checked then users are able to post labor and/or parts to work orders that have been Signed Off, but not Closed.

If either box is checked then the warranty or internal charges will be billed without showing the actual dollar amount on the customer invoice. Instead, the labels "Warranty" or "Internal" will be shown in place of the price.

Note:  The system ignores this switch if the invoice is for an internal customer, (as specified in the Category field of the Customer Profile) in which case the price is always be shown.

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 are updated during a work order billing run. This field will determine whether the date used on those invoices in the subledger will reflect: 

• (Billing Run Date) The date that the work order was processed by a billing run
• (Open Date) The date that the work order was processed

Note:  It is recommended that the billing run date be used. If the work order date is used, 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) (Minutes), or in hundredths of an hour (Hundredths).

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

Determines whether the Estimated Hours or Estimated Completion Date fields are 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, neither are mandatory, only the Estimated Hours field are mandatory, only the Estimated Completion Date field are mandatory.

Note:  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 the box is checked then the words Warranty or Internal (depending on selection) will be printed in place of the price.

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

Method 1: The system takes 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 parameter 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 are 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 are 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 this order:

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. Overtime Hours appear when the job cannot be completed by the Estimated Completion Date (the number of hours remaining is shown.)

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