Sales

In this topic:

Repair Orders are posted to Accounts Receivable, Closed, Re-Opened/Closed, and Voided from the Transfer > Sales tab.

Transfer a Sale to Accounting

You must follow the pre-close checklist to ensure that the repair order is ready to close. The estimator is ultimately responsible for the pre-close process, but accounting staff needs to know the process as well. (See Pre-Close Checklist.)

ClosedTo transfer Repair Orders to Accounts Receivable

  1. Click the Accounting menu .
  2. The Accounting tab opens, with the Transfer > Sales tab selected.
  3. Select the RO or ROs you wish to post to accounting by highlighting them. It is highly recommended that only one sale be transferred at a time until you become familiar with the interface and are sure that the taxes are transferring to your accounting package correctly.
  • To select more than one RO in sequence, click the first line, hold the SHIFT key, and then click the last line to be included. Or, hold your mouse on the first line and drag it through to the last line.
  • To select more than one RO but they are not in sequence, hold the CTRL key as you click each RO line to be included.
  1. Select one of the three options for the Invoice Date.
  2. Use Date Below - select or enter the date in the box below.
  3. Use Delivered Date - The delivered date will automatically be populated as the invoice date.
  4. Use Closed Date - If the repair order is closed prior to transferring, the closed date will automatically be populated as the invoice date.
  5. If you choose to transfer only a summary of the repair order, select the Transfer Summary Onlycheck box. (Not available on all accounting packages.)
  6. Click Transfer.
  7. Click Yes to confirm.

Pre- and Post-Posting Reports

Reports can be generated from the Sales tab, for both posted and yet-to-be posted invoices. These reports can be previewed on your screen and/or sent to the printer for a hard copy.

ClosedTo create posting reports

  1. Click the Accounting menu .
  2. The Accounting tab opens, with the Transfer > Sales tab selected.
  3. Highlight the ROs you wish to transfer.  
  4. In the Checked Invoices box in the lower right of the tab, select the Print Pre- and Post-Reports check box.
  5. Click Transfer.
  6. The Print dialog box for the Pre-Posting Report appears. Do one of the following:
  7. To send a copy of the report to the printer and also see a preview on your screen, click Print.
  8. To only preview the report on your screen, click Cancel.
  9. You will receive a confirmation dialog box asking if you want to continue posting. Click Yes.
  10. After the transfer is complete, the Print dialog box appears for the Posting Report. Do one of the following:
  11. To send a copy of the report to the printer and also see a preview on your screen, click Print.
  12. To only preview the report on your screen, click Cancel.

Close a Repair Order

A user must have the proper authorization to close a repair order.

ClosedTo close a Repair Order

  1. Click the Accounting menu .
  2. The Accounting tab opens, with the Transfer > Sales tab selected.
  3. From the list, select the RO to be closed.
  4. With the desired RO selected, click Close Job.
    Note: Depending upon your settings, you may have to enter your Username and Password before proceeding.
  5. In the Enter Close Date dialog box, confirm or select the close date and click Save.

Re-Open a Closed RO

From this tab, a closed repair order can be re-opened by a user with the proper authorization. If the sale has been transferred to accounting, you can only re-open the repair order to change costs. If the sale has not been transferred to accounting, both sales totals and costs can be changed in the re-opened repair order.

ClosedTo re-open a closed RO

  1. Click the Accounting menu .
  2. The Accounting tab opens, with the Transfer > Sales tab selected.
  3. From the list, select the RO to be re-opened.
    Note: If the desired RO is not listed, it may have already been archived. You can adjust the date range to include the date the RO was active, and then click Apply Filter.  
  4. Important: Make note of the original closed date.
  5. With the desired RO selected, right-click and select Re-Open Job.

Re-close a Repair Order

A user must have the proper authorization to re-close a repair order.

ClosedTo re-close a repair order

  1. Click the Accounting menu .
  2. The Accounting tab opens, with the Transfer > Sales tab selected.
  3. From the list, select the RO to be re-closed.
  4. With the desired RO selected, click Close Job.
  5. Confirm that the original closed date is entered.
  6. Click Save.

Void a Repair Order

A user must have the proper authorization to void a repair order. When you void an RO:

  • A void icon will be associated with the RO and display on the Whiteboard.
  • A note will be recorded showing who made the change.
  • Reports will exclude voided jobs.
  • All sale dollar information will be zeroed out.
  • All Job Costing will continue to exist.

ClosedTo void a repair order

  1. Click the Accounting menu .
  2. The Accounting tab opens, with the Transfer > Sales tab selected.
  3. From the list, select the RO to be voided.
  4. With the desired RO selected, click Void Job.
  5. Click OK.

Un-Void a Repair Order

A user must have the proper authorization to un-void a repair order. When you un-void a previously voided RO:

  • The void icon will be removed from the Whiteboard.
  • A note will be recorded showing who made the change.
  • Reports will display the RO if other criteria is met for the report.
  • The sale information will NOT be recovered. In order to retrieve sale information, you must re-create the EMS file set and import the supplement.
  • If you had previously created non-estimate lines, you will need to manually update those lines with the appropriate information.

ClosedTo un-void a repair order

  1. Click the Accounting menu .
  2. The Accounting tab opens, with the Transfer > Sales tab selected.
  3. From the list, select the voided RO.
  4. With the desired RO selected, right-click and select Un-Void Job.
  5. Click OK.
    Note: The estimate will need to be re-imported to calculate the sale totals.

Delete a Repair Order (Not Recommended)

A user must have the proper authorization to delete a repair order.

ClosedTo void a repair order

  1. Click the Accounting menu .
  2. The Accounting tab opens, with the Transfer > Sales tab selected.
  3. From the list, select the RO to be deleted.
  4. With the desired RO selected, right-click and select Delete Job.
  5. Click OK.

Right-click options

Place the cursor anywhere on the Invoice list and right-click to make available the following options.

ClosedRight-click Options

Transfer Invoice

After the repair order(s) is/are selected, clicking this option sends the sales to Accounts Receivable.

Create Customer Job Info

Prior to sending payments to accounting, if the job information is not created, you will receive an error message. Select this option to create all jobs in accounting prior to posting payments.

Set Transferred Flag

When a sale is closed, but will not be transferred to accounting, select this option to clear it from the list.

Remove Transferred Flag

If a sale is inadvertently "Set as Trasnferred," select this option to remove the flag and return the repair order to the list.

Void Job

Select this option if you need to void the repair order. The sale totals and costs will be removed.

Un-Void Job

If a repair order is voided, the this option becomes enabled. This allows you to un-void the repair order. The sale will need to be re-imported.

Close Job

Select when you are ready to close the repair order. You will be allowed to select the "Close" date when the dialog box appears.

Re-Open Job

If a repair order needs to be re-opened in order to correct costs, select this option. Confirm the original closed date and make note of it for re-closing later.

Change Close Date

Allows you to change the close date of a repair order.

Back-flag

Allows you to back-flag from the Accounting > Sales tab if the labor is over 100%. It will post the back-flag in the labor posted tab with the date it was processed here.

Save

Allows an Invoice, a Job, or all sales to be saved as a .csv file format. This is only available for QuickBooks users.

Reference

ClosedThe Sales Tab

Columns

Note: For abbreviated column headings, roll your cursor over the heading to see the full name or description.

RO

The Repair Order number.

Last Name, First Name

Customer's name.

Year, Make, Model

Vehicle Information.

Cust Pay

The amount due from the customer.

Ins Pay

The amount due from the insurance company

Total

The total combined amount from the customer and the insurance company.

Amt Due

The total amount due for the RO.

Completed

Date the repair was completed.

Delivered

Date the vehicle was delivered to the customer.

Invoice Status

Current status of the invoice.

GP%

The Gross Profit percentage for the repair order.

PS (Parts Status)

Credit Due, Backordered, or IOU.

N

Sublet Status

Parts

Parts Ordered?

P%

Parts Posted %

Labor

Labor Assigned?

L%

Labor Flagged?

Estimator

Name of the estimator for the repair order.

Insurance

Name of the insurance company handling the claim.

Closed

May show a Y or an N to indicate if the repair order has been closed.

Buttons and Fields

Jobs

Open, Closed, or All.

Field Selection

Choose from: All, Status, Closed, Last Name, Make, Completed, Delivered, Estimator, or Insurance Co. Depending on your selection, additional information may be needed. For example, if you choose Estimator, the having field appears, with a drop-down list from which you can select an estimator name.

Print Invoice List

Click to print the current list, as filtered by your current criteria.

Search

Click to open the Search dialog box, from which you can enter specific criteria to find an RO.

View Legend

Click to display a list and explanation of icons and abbreviations found on the Sales tab.

Apply Filter

When changes have been made to any filter criteria, click here to activate them.

Lock Filter

Click to save the filter criteria so that the next time you access the Sales tab, the criteria will still be set.

Close Job

Click to close a repair order (see above).

Void Job

Click to void a repair order.

Highlighted Invoices (lower portion of the tab)

Invoice Date

Select from Delivered Date, Closed Date, or a date you enter in the date field provided.

Class

Class of the highlighted repair order.

Add/Delete

Click Add to establish a new Class; click Delete to delete an existing Class.

Transfer Summary Only

Select to transfer only a summary to the accounting system.

Transfer

Click to complete the transfer.

Print Summary Only

Select this check box to print only a summary of the invoice.

Print Invoice

Click to print the invoice or a summary of the invoice (if the Summary check box is selected).

Set as default when no insurance

If no insurance is specified, select this check box to use the default setting.

Always use default

Select this check box to always use the default insurance setting.

Checked Invoices

Total

Total Amount Due for all ROs selected. Click the RO number to select it. To select more than one RO in sequence, click the first RO, hold the SHIFT key, and then click the last RO in the sequence. To select more than one RO out of sequence, hold the CTRL key as you click the RO number for each line to be selected.

Print A/R Posting

Click to print the Accounts Receivable Pre- or Post-Posting report.

Print Pre- and Post-Reports

Select to include both Pre- and Post-Posting reports.

Accounting System

xxx

Indicates the Accounting System currently being used with RepairCenter. For example, RRDMS would mean Reynolds & Reynolds Dealer Management System.

See Also

Post to Accounting

Close Pay Period for Payroll

Post to Accounts Payable

Post to Accounts Receivable