Shops master records

Shops are your repair facilities or the places where you perform work on units. Before setting up records for employees, units, and inventory, you must first create a shop master record. The system requires a shop number to create these master records.

You use the Shops page to:

Create, update, or remove shop records
Set up shop accounting and tax settings
View shop expenses

Go to Menu > Masters > Shops to open the Shops page.

Layout of the Shops page

This illustration shows the Shops page.

Pages are designed so that menus and functionality areas appear the same way throughout the application. While some elements are not part of every page, the basic layout of the page is consistent.

The Shops page provides easy access to the:

Menu that lists application menu items
User menu that lists user-specific menu items
Command buttons used to Add, Delete, Reset, and Save shop records
Functionality area where you to enter information into the system
Navigation pane that includes the Shop lookup field and the Search icon

The identification number used to look up a customer is user defined. You can enter up to 12 alphanumeric characters in this field.

Definition tab

The Definition tab shows five sections: Address, Contact, Shop Information, Rate/Inventory, and Location.

Address

The Address section shows details about the shop’s physical location.

Required field: *

Field	Definition
Address *	Shop’s physical address This address prints on invoices generated for this customer.
Address Line 2	Shop’s secondary address (for example, Suite 300)
City *	Shop’s city location
State *	Shop’s state location
Zip Code *	Shop’s ZIP/postal code
County	Shop’s county location
Country	Shop’s country location

Field

Definition

Address *

Shop’s physical address

This address prints on invoices generated for this customer.

Address Line 2

Shop’s secondary address (for example, Suite 300)

City *

Shop’s city location

State *

Shop’s state location

Zip Code *

Shop’s ZIP/postal code

County

Shop’s county location

Country

Shop’s country location

Contact

The Contact section shows the shop’s phone, fax, and email information.

Field	Definition
Phone	Shop’s main phone number
Ext.	Shop’s phone extension, if there is one
Fax	Shop’s fax number
Email	Shop’s email address

Field

Definition

Phone

Shop’s main phone number

Ext.

Shop’s phone extension, if there is one

Fax

Shop’s fax number

Email

Shop’s email address

Shop Information

The Shop Information section tracks data used mainly for reporting and accounting purposes.

Required field: *

Field	Definition
Description *	Shop description The description should include the shop’s formal name. It appears in the Ship To section on purchase orders.
Shop Type *	Shop type (such as Main Shop with Parts, Plant without Parts, Satellite Shop - Limited Parts) Note: Your company determines the options available in this field.
Division *	Shop’s division of the company Company division associated with the shop.
Currency *	Shop’s default currency (such as US$, CN$)
Cost Center	Company cost center associated with the shop
Region	Shop’s geographical region
Department	Company department associated with the shop

Field

Definition

Description *

Shop description

The description should include the shop’s formal name. It appears in the Ship To section on purchase orders.

Shop Type *

Shop type (such as Main Shop with Parts, Plant without Parts, Satellite Shop - Limited Parts)

Note: Your company determines the options available in this field.

Division *

Shop’s division of the company

Company division associated with the shop.

Currency *

Shop’s default currency (such as US$, CN$)

Cost Center

Company cost center associated with the shop

Region

Shop’s geographical region

Department

Company department associated with the shop

Rate/Inventory

Use this section to set up an invoicing rate for a shop.

Field	Definition
Use Shop Rate	Determines whether the system displays the Shop Rate field, which is used to enter a shop rate value Options include: NO (default) The system does not display the Shop Rate field. Use this option to have repair orders or indirect charges billed at the mechanic’s rate. The system uses the employee’s hourly rate or the burden rate as the labor cost. YES The system displays the Shop Rate field. Use this option to have repair orders or indirect charges billed at the amount entered in the Shop Rate field.
Shop Rate	Shop’s default labor rate per hour
Track Inventory	Connects or disconnects the Repair Order and Shop Inventory systems, allowing you to charge existing parts to a repair order Options include: YES (recommended) Connect the Repair Order system to the Shop Inventory system Notes: Charging parts to a Repair Order immediately removes the items from the Shop Inventory. The Track Inventory option is disabled when the shop has open orders. You must close all orders to enable it. If any part has a quantity on hand, the field becomes disabled. To enable the field, you must take all parts to a zero quantity on hand. This is a security feature to prevent circumventing the inventory system. Using this option enables the After-Market Warranty and Part Autocross functions. NO Do not connect the Repair Order system to the Shop Inventory system.
Default Bin	Specifies the shop’s default bin location Note: This field applies to parts created in the Shop Inventory and not the Parts Catalog.

Field

Definition

Use Shop Rate

Determines whether the system displays the Shop Rate field, which is used to enter a shop rate value

Options include:

NO (default)
The system does not display the Shop Rate field.

Use this option to have repair orders or indirect charges billed at the mechanic’s rate. The system uses the employee’s hourly rate or the burden rate as the labor cost.
YES
The system displays the Shop Rate field.

Use this option to have repair orders or indirect charges billed at the amount entered in the Shop Rate field.

Shop Rate

Shop’s default labor rate per hour

Track Inventory

Connects or disconnects the Repair Order and Shop Inventory systems, allowing you to charge existing parts to a repair order

Options include:

YES (recommended)
Connect the Repair Order system to the Shop Inventory system

Notes:
1. Charging parts to a Repair Order immediately removes the items from the Shop Inventory.
2. The Track Inventory option is disabled when the shop has open orders. You must close all orders to enable it.
3. If any part has a quantity on hand, the field becomes disabled. To enable the field, you must take all parts to a zero quantity on hand. This is a security feature to prevent circumventing the inventory system.
4. Using this option enables the After-Market Warranty and Part Autocross functions.
NO
Do not connect the Repair Order system to the Shop Inventory system.

Default Bin

Specifies the shop’s default bin location

Note: This field applies to parts created in the Shop Inventory and not the Parts Catalog.

Location

Use this section to enter Global Positioning System (GPS) coordinates and landmark information for the shop.

Field	Definition
Latitude	North-south position of a point on the Earth’s surface
Longitude	East-west position of a point on the Earth’s surface
Landmark Name	Name of the location, for example Repair Shop 020-15A
Landmark Type	Recognizable natural or artificial feature used as a navigation landmark (such as a mall or repair shop)

Field

Definition

Latitude

North-south position of a point on the Earth’s surface

Longitude

East-west position of a point on the Earth’s surface

Landmark Name

Name of the location, for example Repair Shop 020-15A

Landmark Type

Recognizable natural or artificial feature used as a navigation landmark (such as a mall or repair shop)

Groups tab

The Groups tab displays the Groups Information section. This section lists the current Cost Center, Department, Division, and Region to which the shop is assigned.

Click Show History to view a list of current and past group assignments.

Field	Definition
Code Key	Identifies the Code Key
Description	Code Key’s description
Effective	Date the shop was added to the group
Until	Date the shop was removed from the group

Field

Definition

Code Key

Identifies the Code Key

Description

Code Key’s description

Effective

Date the shop was added to the group

Until

Date the shop was removed from the group

Tools tab

The Tools tab includes two sections: Filters and Tool Inventory. Use the fields in these sections to search for the technician’s tools or show a list of tools assigned to the technician.

Filters

Use this section to search for the technician’s tools. You can enter filters to limit your search results.

Field	Definition
Description	Enter a keyword from the tool’s description in this field to search for parts in the tools catalog. Note: The key to searching from the Description field is to use consistent terminology when naming parts. For example, you can search for a hammer using the keyword hammer, or the keywords, hammer type sledge, ball peen or claw. Include the keywords you want to search by in the part’s description.
Category	Use this field to search for a tool based on its assigned category. There are over 25 category options such as, Screwdriver, Hammers, Wrench, and 1/2 Drive.
Include Standard, Metric, and Miscellaneous Groups	All tools must belong to one of these three groups. To remove a group as a search filter, toggle the option to NO.

Field

Definition

Description

Enter a keyword from the tool’s description in this field to search for parts in the tools catalog.

Note: The key to searching from the Description field is to use consistent terminology when naming parts. For example, you can search for a hammer using the keyword hammer, or the keywords, hammer type sledge, ball peen or claw. Include the keywords you want to search by in the part’s description.

Category

Use this field to search for a tool based on its assigned category.

There are over 25 category options such as, Screwdriver, Hammers, Wrench, and 1/2 Drive.

Include Standard, Metric, and Miscellaneous Groups

All tools must belong to one of these three groups.

To remove a group as a search filter, toggle the option to NO.

Tool Inventory

This section contains a list of all the tools assigned to the technician.

Field	Definition
Description	Tool’s description
Manufacturer	Tool’s manufacturer
Quantity	Quantity of a particular tool assigned to the shop
Value	Tool’s price
Serial Number	Tool’s serial number
Purchased	Date the tool was purchased

Field

Definition

Description

Tool’s description

Manufacturer

Tool’s manufacturer

Quantity

Quantity of a particular tool assigned to the shop

Value

Tool’s price

Serial Number

Tool’s serial number

Purchased

Date the tool was purchased

Orders tab

The Orders tab shows two sections: Order Information and Invoicing Options. Use the Orders tab to control the next order number for all order types and invoicing options. The invoicing options function only when you install the Invoice module. You can:

Control the automatic order number generation for each order type
Modify the prefix and order count by entering your change in the appropriate field

Orders Information

The Orders Information section shows a list of the shop’s orders, and includes information such as the order type and count.

Field	Definition
Order Type	Type of order for which the number is generated Options include: Campaigns Delivery Receipts Estimates Estimate Templates Fuel Tickets Indirect Charges Invoices Planner Purchase Orders Repair Orders Roadcalls Repair Order Templates Transfers Warranty Claims
Prefix	Alphanumeric field consisting of a prefix with a maximum of four characters preceding the order number Note: Typically, the order number has 12 characters. This prefix reduces the length of the numeric portion of the order number by the number of characters in the prefix, plus one character for a hyphen. For example, the order number *000000000001* with a prefix of EAST, becomes *EAST-0000001*.
Count	Displays a preview of the next order number or it is blank Note: If the Generate checkbox is cleared, this field is blank.
Generate	Specifies whether order numbers are generated automatically or manually If you select this checkbox, order numbers are generated automatically. The system updates the Count and Next Order Number fields with the next order number. If you clear this checkbox, you must enter order numbers manually. The Count and Next Order Number fields remain blank.
Next Order Number	Identifies the next order number Note: If the Generate checkbox is cleared, this field is blank.

Field

Definition

Order Type

Type of order for which the number is generated

Options include:

Campaigns
Delivery Receipts
Estimates
Estimate Templates
Fuel Tickets
Indirect Charges
Invoices
Planner
Purchase Orders
Repair Orders
Roadcalls
Repair Order Templates
Transfers
Warranty Claims

Prefix

Alphanumeric field consisting of a prefix with a maximum of four characters preceding the order number

Note: Typically, the order number has 12 characters. This prefix reduces the length of the numeric portion of the order number by the number of characters in the prefix, plus one character for a hyphen. For example, the order number 000000000001 with a prefix of *EAST*, becomes EAST-0000001.

Count

Displays a preview of the next order number or it is blank

Note: If the Generate checkbox is cleared, this field is blank.

Generate

Specifies whether order numbers are generated automatically or manually

If you select this checkbox, order numbers are generated automatically. The system updates the Count and Next Order Number fields with the next order number.
If you clear this checkbox, you must enter order numbers manually. The Count and Next Order Number fields remain blank.

Next Order Number

Identifies the next order number

Note: If the Generate checkbox is cleared, this field is blank.

Invoicing Options

Use the Invoicing Options section to specify whether to apply a tax on parts, labor, services, and fees.

Toggle the options as needed.

Field	Definition
Tax On Parts?	Apply tax on parts
Tax On Labor?	Apply tax on labor
Tax On Services?	Apply tax on services
Tax On Fees?	Apply tax on fees

Field

Definition

Tax On Parts?

Apply tax on parts

Tax On Labor?

Apply tax on labor

Tax On Services?

Apply tax on services

Tax On Fees?

Apply tax on fees

Expenses tab

The Expense tab shows two sections: Date Range and Expenses. You use the Expense tab to generate the total Expenses by Order Type and Charge Category for a particular date range.

Date Range

Use the Date Range section to filter expense records based on a specific date range.

Field	Definition
Starting Date	Start date of an expense report
Ending Date	End date of an expense report

Field

Definition

Starting Date

Start date of an expense report

Ending Date

End date of an expense report

Expenses

The Expenses section shows a list of a shop’s expense records. To view expenses for all of your shops, click For All Shops.

Field	Definition
Order Type	Type of order (such as Repair, Fuel, Indirect)
Charge Category	Assigned expenses for an order type (such as Standard, Direct)
Expenses	Total dollar amount for an Order Type and Charge Category
Shop	Shop ID that incurred the expense

Field

Definition

Order Type

Type of order (such as Repair, Fuel, Indirect)

Charge Category

Assigned expenses for an order type (such as Standard, Direct)

Expenses

Total dollar amount for an Order Type and Charge Category

Shop

Shop ID that incurred the expense

Taxes tab

The Taxes tab shows the Tax Information section. You can set up or change a shop’s tax method and/or tax rates for invoicing or purchasing. If you want to use the shop’s taxes for purchasing, set Use Shop tax Instead Of Vendor Tax=YES.

The system supports two tax methods:

Standard
Taxes are calculated separately and then added together for a total.
Tax On Tax
Taxes are calculated in a sequential method based on the value in the Sequence field. The tax rate with a one (1) in the Sequence field is calculated first and then that tax is added to any rate with a two (2) in the Sequence field. The system continues adding tax rates together for all sequences.

Required field: *

Field	Definition
Tax Code *	Tax Code ID
Description	Tax Code ID description Note: The system fills this field automatically based on the value in the Tax Code field.
Sequence	Order in which taxes are calculated when using the Tax On Tax method
Tax %	Tax rate as a percentage Note: This field is blank if the tax code uses the Flat Tax option.
Flat Tax	Tax rate as a flat rate Note: This field is blank if the tax code uses the Tax % option.

Field

Definition

Tax Code *

Tax Code ID

Description

Tax Code ID description

Note: The system fills this field automatically based on the value in the Tax Code field.

Sequence

Order in which taxes are calculated when using the Tax On Tax method

Tax %

Tax rate as a percentage

Note: This field is blank if the tax code uses the Flat Tax option.

Flat Tax

Tax rate as a flat rate

Note: This field is blank if the tax code uses the Tax % option.

Accounting tab

The Accounting tab includes two sections: Accounts Payable and Accounts Receivable.

Use this tab to associate payment methods for Accounts Payable and Accounts Receivable transactions with specific accounts. You use the Payment Method window to specify a payment method.

Accounts Payable

Use the Accounts Payable section to record a shop’s method for sending payment to vendors and suppliers for items and services received on credit. This feature is available for purchase orders only at the following levels:

Blanket
Credit
Standard
Vendor RO

If a payment method is not provided and the Use Payment Account option is set to YES, the disbursement will roll to the purchase level transaction.

Required field: *

Field	Definition
Shop	Defaults to the shop’s ID
Shop Name	Defaults to the shop’s name
Payment Method *	Method the shop uses to pay a vendor or supplier for items and services received on credit
Account *	Account to which the payment method applies

Field

Definition

Shop

Defaults to the shop’s ID

Shop Name

Defaults to the shop’s name

Payment Method *

Method the shop uses to pay a vendor or supplier for items and services received on credit

Account *

Account to which the payment method applies

Accounts Receivable

Use the Accounts Receivable section to record a shop’s method for receiving payment from a customer for items and services provided, on credit. This feature is available for invoices only at the following levels:

Credit
Direct Sale
Fuel Ticket
Repair

If a payment method is not provided and the `Use Payment Account `option is set to YES, the disbursement will roll to the invoice level transaction.

Required field: *

Field	Definition
Shop	Defaults to the shop’s ID
Shop Name	Defaults to the shop’s name
Payment Method *	Method the shop uses to receive a payment from a customer
Account *	Account to which the payment method applies

Field

Definition

Shop

Defaults to the shop’s ID

Shop Name

Defaults to the shop’s name

Payment Method *

Method the shop uses to receive a payment from a customer

Account *

Account to which the payment method applies

Shifts tab

You use the Shifts tab to assign multiple shifts to a shop. It displays the shift assigned to a pay grade associated with an invoice. A pay grade defines the hourly rate used for labor on the invoice. The tab displays current and historic shift assignments.

Field	Definition
Shift	Typical shift length in hours (such as 8 hours, 24 hours)
Base Rate	Shop’s default labor rate
Overtime	Pay grade for overtime labor
Weekend	Pay grade for weekend labor
Holiday	Pay grade for labor on a holiday
Burdened Rate	Increased pay grade for rushed labor during regular working hours
Burdened Overtime	Increased pay grade for rushed labor during overtime hours
Burdened Weekend	Increased pay grade for rushed labor during weekend hours
Burdened Holiday	Increased pay grade for rushed labor on a holiday
UOM	Shop’s default currency (such as US$, CN$)

Field

Definition

Shift

Typical shift length in hours (such as 8 hours, 24 hours)

Base Rate

Shop’s default labor rate

Overtime

Pay grade for overtime labor

Weekend

Pay grade for weekend labor

Holiday

Pay grade for labor on a holiday

Burdened Rate

Increased pay grade for rushed labor during regular working hours

Burdened Overtime

Increased pay grade for rushed labor during overtime hours

Burdened Weekend

Increased pay grade for rushed labor during weekend hours

Burdened Holiday

Increased pay grade for rushed labor on a holiday

UOM

Shop’s default currency (such as US$, CN$)