Profit Center Setup

Profit Center Setup is mandatory with all purchased RepairCenter modules. Everything is dependent on the Accounting Profit Center tab. It has to be set up before any other setup and configuration can be done.

Accounting should be the first item for setup and configuration, since the management of all labor, parts, supplies, taxes, etc., is tied to the Profit Center tab. This is also true if you choose not to interface with an accounting software package. All accounts are in a read-only mode until each is enabled.

You must identify which Profit Centers your shop will use and indicate the taxable status of each Profit Center. Additional setup will be required if you have an Accounting module licensed. The Standard Accounting module is included in the Essentials, Professional, and Premiere packages. The Premium Accounting module is an add-on to any of the packages.

Profit Center Accounts Setup is also required if you have a Dealer Management System (DMS) interface. See Accounting Interfaces for a list of available accounting interfaces.

Before using any purchased RepairCenter software, you must complete the Profit Center Setup.

In this topic:

Accounting Interfaces
Minimum Setup with no Accounting Interface
Chart of Accounts (COA)
Setting up your Profit Centers
Editing Profit Centers
Right-click Options
The Profit Centers Tab - Field Descriptions

Accounting Interfaces

Important: Before setting up your Chart of Accounts (see below), go to the Accounting - General topic for instructions on specifying and setting up your accounting interface.

RepairCenter Standard and RepairCenter Premium interface with the following accounting packages:

QuickBooks (Standard and Premium)
Sage BusinessWorks (Standard and Premium)

Sage MAS 90 and 200 (Premium)
Microsoft Dynamics GP (formerly Great Plains) (Premium)
ADP DMS (Premium)
Reynolds & Reynolds DMS (Premium)
Simply Accounting (Premium) (Canadian customers only)

Minimum Setup with No Accounting Interface

The Profit Center List is also referred to as a Chart of Accounts for purposes of accounting. If you are not interfacing to an accounting system, the minimum setup for Profit Centers is to enable or disable the Profit Centers that you will be using, to set up the Profit Centers required in the chart shown below, and to indicate which Profit Centers are taxable. All the other data on the tab can be ignored if you are not transferring data to an accounting system.

To enable or disable departments and set up taxes

Chart of Accounts (COA)

(See Basic Financial Accounts for a complete explanation of income, COGS, and Inventory accounts. See Account Naming/Numbering for details on naming/numbering your accounts.)

It is critical that the Chart of Accounts (COA) be consistent between RepairCenter and your accounting software. If they don't match, errors and inconsistencies will occur during the transfer of accounting transactions.

If your accountant would like you to use a specific set of accounts or account numbers, please obtain a complete listing from your accountant before continuing with this setup procedure.

RepairCenter comes with a default chart of accounts that has been successfully used and proven in many shops, or you may choose to use your own Chart of Accounts. Click More , Configuration , and then select Accounting and Profit Centers. The default chart of accounts is displayed.

The following table contains the default chart of accounts, identifying those that must be associated with your shop's chart of accounts (indicated as Req).

Default Chart of Accounts

Note: It is very important that you match the spelling and formatting of the accounts with that of your Accounting system. Set up the appropriate Profit Centers and set up accordingly (tax, enable, discounts, markups, materials, hazardous waste, and enable the accounts). The Highlighted items in the chart below must NOT be modified. The names must remain as they are shown below.

Item	Req	Item	Req	Item	Req
Paint	Yes	Parts	Yes	Pnt/Mat	Yes
Body	Yes	Parts New	Yes	Bdy/Sup	Yes
Frame	Yes	Parts Used	Yes	Tow	Yes
Mech	Yes	Parts AM	Yes	Haz	Yes
Glass	Yes	Parts Glass	Yes	Stor	Yes
Struct	Yes	Sublet	Yes	*Discounts	Yes
Diag	Yes	Parts Recored	Yes	*Markups	Yes
Elect	Yes	Parts Recond	Yes	Serv 3
User 1	Yes	Parts Partial	Yes	Serv 4
User 2	Yes	Parts Other	Yes	Serv 5
User 3 (Alum)	Yes	Misc	Yes	Serv 6
User 4 (Carbon Fiber)	Yes	Prior Damage	No	Serv 7
User Defined	No	Unrelated Prior	No	Serv 8
Other	Yes	Appear Allow	No	Serv 9
Detail	Yes	Parts Existing	Yes	Serv 0
Labor 1		*Haz Waste	Yes	Tire Disposal
Labor 2		*Pnt Mat Tx
Labor 3		*Pnt Mat NTx
Labor 4		*Body Sup Tx
Labor 5		*Bdy Sup NTx
Labor 6		Tot Addl Costs
Labor 7		Parts 7
Labor 8		Parts 8
Labor 9		Parts 9
Labor 0		Parts 0

Each account must relate to one another as well. In other words, an Income account must be associated with the related Cost of Goods account (as well as the related Inventory account if supported by specific accounting packages).

The non-required accounts in the table are useful when you have a specific Profit Center you would like to track. RepairCenter associates the part or labor to the appropriate account when it transfers the accounting transaction to your Accounting system.

Example:

If you are setting up a part, a selection for Sublet will be available. If you need a specific part type to transfer over to accounting as a sublet, select the Sublet check box.

If you are enabling the Service Sales accounts (Serv 1, Serv 2, etc.), a Default for Adjustments option will be available. Select None, Discount, or Markup as the default for this account.

When setting up new accounts, be sure to select the Enable This Account check box, and/or the Taxable check box, as applicable.

Setting Up Your Profit Centers

The Profit Centers tab contains the GL Accounts for the accounting interface. You can set up your accounts in several ways:

Use the default accounts that come with RepairCenter. Modify them to meet your shop and accounting needs.
If you are part of a multi-shop, the RepairCenter accounts set up on one workstation can be transferred to all workstations. First, save the COA to a .CSV file, and then import it on each of the other workstations. Information imported from a .CSV file will replace all existing information in the RepairCenter Profit Center list.

Note: Whether you have chosen to integrate an accounting software package or not, minimum setup is required.

To save your COA to a .CSV file

To import a COA from a .CSV file

Note: Information imported from a .csv file will replace all existing information in the Profit Center list.

Click More , then Configuration . Select the Accounting tab, then the Profit Centers tab.
Right-click, and select Import from *.CSV.
The Select the Chart of Accounts File dialog box appears.

Browse to the location of the .csv file you created, select the file, then click Open. The account information displays in the accounts list.
You are required to touch each account number prior to completing the import process. The easiest way to accomplish this is by utilizing the Enable This Account? option.
Starting at the top of the list, click the first line.
Select either the Enable or the Disable check box, as appropriate for the highlighted line.
Click Update.
Repeat step the steps above for each account in the list as needed.

Editing Profit Centers

In the Profit Centers Setup tab, all accounts are listed by Number. To see the accounts in any other order, simply click the column heading to sort by that criterion.

To edit a Profit Center

Click More , then Configuration . Select the Accounting tab, then the Profit Centers tab.
Highlight an account line by clicking it. All the specifics for that account display in the bottom portion of the tab.

The available fields are dependent upon your accounting interface (shown at the bottom of the tab) and the selected account. There will be different options and/or requirements for different kinds of accounts.

If a field appears dimmed, it is unavailable.
If the Enable This Account? check box is not selected, the account is inactive. This check box must be selected for all accounts you want to use. (See required accounts table above.)
Click to open a list of the Chart of Accounts from an accounting interface. Note: All interfaces provide this option. See the specific instructions for your interface.
You can also simply type information in an available field.

When the account information is complete, click Update.

The changes are reflected in the selected account in the list.

Right-click options

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

Right-click Options

Enabled? Taxable? Payroll Item?	A checkmark next to any of these three options reflects the check mark seen in the respective columns for the highlighted line.
Save to *.CSV	Allows you to save the list to a .CSV file for use with other applications.
Import from *.CSV	Allows you to import the account information from a .CSV file to populate your chart of accounts.
Save to Accounts .IIF File	Allows QuickBooks users to save the list to an .IIF file for use with QuickBooks
Reset ALL Accounts to Default	Erases all changes and resets all accounts to the default Chart of Accounts that was delivered with RepairCenter.
Reset INV Accounts to Default	Select to reset only the INV accounts back to the way they were when RepairCenter was first installed.
Add .01 to all Account Numbers Add .001 to all Account Numbers	You may choose to add .01 or .001 to all account numbers as part of your numbering scheme.
Remove the .0XX from all Account Numbers	Select this option to remove anything to the right of the decimal.

Reference

The Profit Centers Setup Tab

(Note: some options are interface-dependent and may not be available on your screen.)
Print Preview	Click to display a preview of your shop's Chart of Accounts. You can send the preview to your printer to obtain a hard copy by clicking in the upper left corner of the preview window.
Send Accounts	For QuickBooks users: If you don't have a Chart of Accounts set up in your accounting system, click Send Accounts to send all the enabled accounts from this RepairCenter list. Accounts that will be sent include Income, Costs, Payables, Receivable, and Sales Tax.
Enable Inventory Accounts	Instead of sending your Cost of Goods Sold (COGS) at the time an Accounts Payable invoice is transferred to accounting, the amount is put in a WIP (Work in Progress) account; when the RO is closed, the WIP is credited and the COGS is debited. Note: This option is not available for BusinessWorks. Once a month, BusinessWorks users enter a reversing journal entry for WIP costs. We recommend that all customers create the reversing journal entry at month-end rather than using the inventory account process.
Do You Charge Sales Tax?	Required. This check box must be selected if you charge sales tax on any item.
Item/Dept	The item/dept to which an account is connected. Note: Do not edit standard/required accounts, as shown highlighted in the COA table above. For QuickBooks users, these names must exactly match the item list names within QuickBooks.
Number	General Ledger Account Number.
Account Name	General Ledger Account Name.
Type	Type of account. All accounts will have an INC (income) account type except Accounts Receivable, Accounts Payable, and Sales Tax Payable.
COGS Account Name	Cost of Goods Sold Account Name.
INV Account Name	Inventory Account Name.
Item Type	Type of Item.
P	Is this a Payroll Item?
T	Is this Taxable? (Very important.)
E	Is this account Enabled?
S	Is this a Sublet account?
Cieca	These are standard Cieca codes from the estimating system. The Cieca Standard that applies to this account is automatically entered in this column. It is this code that will initially determine where dollars are mapped during the interface between the estimate and RepairCenter.