Dealer Management System

RepairCenter interfaces with the accounting features in the Reynolds and Reynolds® Dealer Management System (DMS).

Information needed

Before beginning the setup procedure, you should have available the following information, which can be provided by your Reynolds and Reynolds System Administrator:

  • The Host IP address (in the normal format nnn.nnn.nnn.nnn).
  • The Profiler ID number.

ClosedTo set up the RepairCenter / Reynolds and Reynolds interface

Step 1 - Select Accounting Package

  1. Click More , then Configuration , then select the Accounting tab. The General tab is open by default.
  2. In the Select Accounting Package field, select Rey/Rey DMS.
  3. Click Update.
  4. RepairCenter will need to be restarted to make the change effective. Click the Accounting tab to trigger the restart message. Click Yes. RepairCenter restarts with Reynolds and Reynolds DMS configured as your accounting package.

Step 2 - Settings and Options

  1. Click More , then Configuration . By default, the Shop Setup tab is selected, with the Shop Information tab displayed.
  2. Click the Accounting tab, and then select the Reynolds & Reynolds DMS subtab.
  3. If it does not appear by default, enter the Host IP.
  4. If it does not appear by default, enter the Profiler ID.
  5. To add Stores, click Add.
  6. A blank line appears with your cursor positioned in the Store column. Enter a store identifier.
  7. Double-click in the Branch and/or Name columns to enter information.
  8. Repeat for each store to be added.
  9. Select or leave clear the check box option to Send sale and costs during RO close-out. When closing an RO, this option will automatically send the RO sale and costs information to accounting.
  1. Click Update.
  2. Still under the Accounting tab, click the General subtab.
  3. Select any or all of the Invoicing Option check boxes, as desired.
  • Show supplement lines on invoices. If this check box is not selected, supplement lines will not display on invoices.
  • Don't archive outstanding receivables. If there are a number of payments that have not yet been received, you can select this options to keep them from being automatically archived.
  • Do not show deleted lines on invoices. Selecting this check box suppresses deleted repair lines from showing on invoices.
  1. Set up Payment Types and Credit Card Types, as described below.
  2. Click Update.

Step 3 - Accounts

Set up your Profit Centers and Chart of Accounts. See Profit Center Setup. Note: You may choose to continue with the setup (see Additional Settings below), then set up your Accounts after all settings have been entered.

Payment and Credit Card Types

Set up and maintain the types of payments and credit cards your shop accepts as payment.

ClosedTo set up payment and credit card types

Note: The instructions below work for both Payment Types and Credit Card Types.

  • Click Add to add a new payment or credit card type. Enter the new type name, then click OK. Click Update to save the changes.
  • To Edit an existing type, highlight the line, then click Edit. Make the change, then click OK. Click Update to save the changes.
  • To Delete a type, highlight the line, then click Delete. Click Yes to confirm. Click Update to save the changes.
  • To Import an existing .csv file of payment or credit card types, click Import, navigate to the location of the file, then click Open. Click Update to save the changes.
  • To Export your list of payment or credit card types to a .csv file, click Export, navigate to the desired location, adjust or enter the file name, then click Save.

Additional Settings

RO Numbers

If you plan to obtain RO numbers from Reynolds and Reynolds:

  • Click More, then Configuration. On the Shop Setup tab, click the General tab. In the Next Repair Order Number section, select the For DMS, use DMS RO Number only check box.
Labor Codes

You can match the Reynolds and Reynolds Labor Codes to RepairCenter's. Obtain a list of Reynolds and Reynold's Labor Codes from the Reynolds and Reynolds System Administrator, then follow the procedure below.

ClosedTo set up Reynolds and Reynolds Labor Codes in RepairCenter

  1. Click More, then Configuration. Select the Accounting tab, then select the Profit Centers tab.
  2. Select an account from the list (i.e., Paint, Body, Frame, etc.). (Choose a line that has an entry in the Item/Dept column.)
  3. In the Labor Code field at the bottom of the tab, enter the matching Reynolds and Reynolds ERA values for that account.
  4. If no mapping exists for the selected account, the Labor Code field is not shown. Instead, the following message appears: "Misc Codes Not Required for this Account."
  5. Click Update when all codes have been entered.
Vendor Information

Set the dealership as your Primary DMS Vendor.

ClosedTo set the dealership as your Primary DMS Vendor

  1. Click More, then click Business Lists . Select the Vendors tab.
  2. Make sure the dealership's name appears in the Vendors list. If it does not, click New, enter the Vendor Name and as much detail desired for each tab (Name, Address, Contact, Summary, Order Profile). Any field marked with a red asterisk * can not be left blank.
  3. Select the Primary DMS Vendor check box.
  4. Click Update.
Ordering Parts

From the dealership, you may choose to order all parts, parts only for certain vehicle makes, or only certain types of parts (such as New Parts, but not AM or LKQ).

ClosedTo automatically order all parts from the dealership

  1. Click More, then click Business Lists. Select the Vendors tab.
  2. Select the dealership's name in the vendor list.
  3. Select the Specialty tab.
  4. Beneath the Specializes In list, click Highlight All.

ClosedTo order some parts for some makes from the dealership

  1. Click More, then click Business Lists. Select the Vendors tab.
  2. Select the dealership's name in the vendor list.
  3. Select the Specialty tab.
  4. Select the desired makes from the Specializes In list.

ClosedTo order only certain types of parts from the dealership

  1. Click More, then click Business Lists. Select the Vendors tab.
  2. Select the dealership's name in the vendor list.
  3. Select the Specialty tab.
  4. The makes selected from the Specializes In list appear to the right in the Preferred Part Vendor for list. Beneath this list, click Highlight All.
  5. A new field appears to the far right. From the drop-down menu, select the type of parts to be ordered from the selected vendor.

Setting up your Chart of Accounts

If you have not already done so (see Step 3 - Accounts above), proceed now to Accounts Setup to set up your Chart of Accounts.

See Also

Accounting - General

Accounts Setup

Account Naming/Numbering

Accounting Interfaces