R&M Configuration

There are no menu and toolbar options and functionality that are specific to the R&M Configuration window.

For information about common menu and toolbar options (i.e. File menu, Refresh, Multi-Company, etc.), see General menu and toolbar options.

Part Class codes are used to group similar types of Part Codes into groups, and are configured on the Part Class tab. Part Classes are used throughout the Repairs & Maintenance module for reporting purposes, and for determining serial number requirements. Because every Part Code requires a Part Class, Part Classes must be set up before Part Codes. Part Class codes are 2 digits long, letters and/or numbers and are stored in the RM_CLASS table. We recommend that, until you are familiar with the Repairs & Maintenance module, you do not delete the predefined codes, as other predefined data items refer to them.

Part Class

Enter your Part Class code here. This value is tied directly to the part in your inventory.

Description

Enter a description for your Part Class. The description is used for reporting purposes.

Serial Number

If parts included in this Part Class have serial numbers, enter 'True' in this field. Users will be prompted to enter serial numbers for transactions involving parts where the Part Class Serial Number field is set to 'True'.

Part Type

This is an internal grouping used by the system. Select one of the four types:

Part Groups are created on the Part Groups tab, and are used to define Part Codes that are interchangeable. Part Group codes are stored in the RM_GROUP table. For example, a certain weight of oil may be specified in a scheduled maintenance work order. If the shop is currently out of stock in that weight, another weight may be accepted as a substitution, rather than having to postpone the job until the specified oil weight is back in stock. When Part Codes are identified as members of the same part group, these substitutions will be suggested.

Note: If you have purchased a VMRS subscription from TMW Systems., you do not have to define your own Part Group Codes, for they are already done for you. Simply click the 'Import VMRS' button.

Part Group

Enter a part group code.

Description

Enter a part group description.

Import VMRS

Clicking the Import VMRS button will begin the process of setting up VMRS Codes for use in the R&M Module. You will be prompted to 'OK' the import of a VMRS 'CK' file, which will reside in your TruckMate directory (..\VMRS\CK33.txt). The VMRS Codes will then be added into your Part Group list of codes.

Those users who are subscribed to the TruckMate VMRS program might want to change the 'Part Group' tab’s title to something like 'VMRS Codes'. See the Need to know How? page for info on how to accomplish this task.

Component codes are optional, and are entered on the Components tab. They are defined for the purpose of costing and reporting, and are stored in the RM_COMPONENT table. Part codes can be attached to Component Codes, allowing reports to be selected and sorted based on the Component Code.

Component

Displays the Component Code. To enter a a new Component Code, click the '+' button and enter a text name in the space provided.

Description

Enter a component description.

Import VMRS

If you have imported the VMRS codes already, you will need to import the 'Sys/Assembly' codes here. To do this, click on the 'Import VMRS' button. A VMRS code is broken up into 3 segments of 3 digits: System Code/Assembly Code/Part Code. You will be prompted to select how many segments you want to import here, and because you only require the first 2 segments (the System Code & the Assembly Code), you will enter '2' here, then click on 'OK' to start the import. You do have the option of choosing 1-3 segments, with '1' segment being the most basic level of reporting to '3' segments being the most detailed reporting.

The Part codes you enter here on the Part Codes tab are used throughout the Repair & Maintenance module, in the R&M Work Orders program, the Stock Receipts program, and the R&M Maintenance program. A Part Code should be defined for each specific, discrete part item that your shop uses. Labour charges are treated as Part Codes. Part codes can also be entered 'on the fly' in the Stock Adjustments program, the Stock Receipts program and the R&M Work Orders program. Part Codes are stored in the RM_PART table.

Note: It is important to note, however, that Part Codes can only be set up after the 'Part Group' and 'Component' tabs are already completed.

The Transaction Codes that are setup on the Transactions tab form the basis of all activity within the Repairs & Maintenance module.

Trans Code

Enter a transaction code. This can be up to ten characters long.

Description

Enter a description for the transaction code. This is used for reporting and reference purposes.

Part Class

Double-click to select from a list of Part Classes. Part Classes are configured on the Part Class tab.

From

Enter a From location code that describes the origin of the parts or labour. For example, a transaction code describing a receipt of stock from a vendor would have a From code of 'VE' (vendor) and a To code of 'SH' (shop). Pulling a tire off a trailer and adding it to shop stock would have a From code of 'TR' (trailer) and a To code of 'SH' (shop). Double-click to see a list of available location codes.

From Inv

Specify whether stock used for the transaction reduces the From location’s inventory. For example, if this transaction involves installing a consumable part on a power unit, the shop’s stock is diminished and the 'From Inv' value should be set to 'True'.

To

Enter a To location code that describes the destination of the parts or labour. For example, a transaction code describing a receipt of stock from a vendor would have a From code of 'VE' (vendor) and a To code of 'SH' (shop). Pulling a tire off a trailer and adding it to shop stock would have a From code of 'TR' (trailer) and a To code of 'SH' (shop). Double-click to see a list of available location codes.

To Inv

Specify whether stock used for the transaction increases the To location’s inventory. For example, if this transaction involves pulling a tire off a trailer and adding it to shop stock, the shop’s stock is increased and the 'To Inv' value should be set to 'True'.

Serial #

Specify whether the transaction involves inventory that has serial numbers. This field is especially important for new parts coming into the shop.

Cost

Three codes are allowed in the Cost field. These codes determine how costs are handled in the Stock Receipts program. 'C’alculate tells the system to calculate the cost based on previously entered stock entries. 'E’nter identifies this transaction type as one where a cost must be entered by the operator. 'N’ot Applicable means the cost is not an issue with this type of transaction. Double-click to toggle available values.

Cost Inv

Cost Inventory affects the G/L posting of the transaction. 'N’ot Applicable is self-explanatory. 'A’dd to inventory means that the value of your inventory stock will be increased. 'E’xpense means inventory value will be unaffected and the stock item will be directly expensed. Double-click to toggle available values.

Search

Brings up a 'Select Transaction Code' dialog box where you can search by transaction code or description.

Default

This field specifies if the current Detail Line’s Transaction Code is a default Code. You may change the value to 'True' (is Default) simply by typing in the field.

We have created a set of codes in the RM_TRANSACTION table of your database that you can use and expand upon if you wish. The value of the pre-defined codes is that, within each code itself, the action, Part Class and from-to locations are abbreviated, so simply looking at the code explains the nature of the transaction. The pre-defined transaction codes adhere to a coding system that makes the codes meaningful and easy to interpret, regardless of how complicated they look at first. They are structured as follows: the first part is the 'action', the second part the 'Part Class', the third part is the 'from' location, the last part the 'to' location.

Job Codes form the basis of maintenance work orders, and are created on the Jobs tab. Job actions are the components of a job code. A Job Code usually consists of numerous Job Actions, which are combinations of Part Codes, transaction codes, and remarks. Notice that as both parts and labour can make up a job, you must have Part Codes set up for 'Labour' as well as 'Parts'. Job Codes are stored in the RM_JOB table.

When the same part types and quantities are always used together as a group on certain maintenance jobs, set up a part package on the Package tab. In the R&M Work Orders program, rather than adding each part type and quantity individually to a work order, you can specify the part package. This will automatically add all the part types and quantities defined in the part package. Part Package Codes are stored in the RM_PARTPACKAGE table.

Name

Enter a name for the part package. When you select a part package for a work order, you will select according to this code.

Part Code

Double click for a Part Code selection form. You can enter multiple Part Codes against the same part package name.

Quantity

Enter the number of items of this Part Code that will be used each time this part package is assigned to a work order.

Remarks

You can enter free form remarks here for reporting and informational purposes.

Search

Brings up a 'Select Part Package' dialog box where you can search by name.

Shop Codes identify your shop locations. Enter code, description, name and address details for each shop your company maintains. Your Shop Codes will be stored in the RM_SHOP table. The Shops tab also contains many 'User Defined' fields that you may setup within the Application Configurator program.

Note: To account for situations where different shops might be located in different provinces/states and thus different tax rates might apply, tow additional fields are available in the grid within the 'Shops tab' , 'Tax 1' and 'Tax 2'. Enter the tax rate that applies to where the selected shop is located. If a tax rate is entered this rate will be used in all tax calculations. If no tax rates were entered for the selected shop the tax calculations will be based on the rates entered in the Misc tab described later.

Setup a 'Mechanic Code', 'Name', and 'Hourly Rate' (as well as other details) for each of your mechanics on the Mechanic tab. Mechanic Codes are stored in the RM_MECH table.

Note: The rate specified here can be overridden by the rate specified for the Part Code, depending on the setting of the Labour Rate Calculation section of the Misc tab.

Password

This field is used to enter the password that the Mechanic will use to access the R&M Time Clock program.

When you enter information (one row for each Part Class) in the appropriate fields of the GL tab, you will be instructing the program to post the required entries to your General Ledger accounts which will tie into your Accounting modules accordingly.

Note: You do have the option, however, of not tying the R&M registries to the General Ledger in TruckMate. To do this, open the Application Configurator program, then select the 'RMCONFIG.EXE' and change the value from 'False' to 'True' for the 'Default No GL' option.

The Misc tab allows you to enter some additional miscellaneous information for use throughout the Repairs and Maintenance module. This information is stored in the RM_MISC table.

Markup Rates

Will determine the markup applied to parts, and labour. The Markup Rates determine the markup that will be applied to work orders depending on whether the work was done for a customer, an Owner / Operator, or on company equipment. If you do not charge a markup, enter a markup rate of `1.00'. These are the default numbers that the R&M Work Order program uses but you can input your own company rates.

Parts

Enter the rate that will be used to markup inventory cost of a part.

Labour

Enter the rate that will be used to markup a mechanic’s code rate. To view the Mechanic’s Code rate see R&M Configuration’s Mechanic tab.

Labour Rate Calculation

Specify whether the labour rate set up for the mechanic code is used before the labour rate set up for the Part Code, or vice versa. If the option 'Mechanic → Labour Code' is selected, the labour rate specified in the Mechanic tab will be used first. Instead, if the option 'Labour Code → Mechanic' is selected, the labour rate specified for the Part Code on the Labour tab will be used first. If the labour rate specified first is not set up, the second labour rate will be used.

Auto Generate Work Order Numbers

If you want the system to create work order numbers, check this box. If you want to enter your own numbers, leave it blank.

Add Tax to Inventory Cost

If you wish to include the tax charged by your vendors in your inventory costs, check these boxes. Tax 1 and Tax 2 refer to the two taxes set up in the Tax Calculation Configuration program. You may include one or both of the taxes.

In R&M Configuration, go to the Trace tab and enter the names of your Trace Types. You can create names with up to 20 characters. Your Trace Types will be stored in the RM_TRACE table. If problems occur, refresh your data. Once entered, you can attach a trace type to a work order and a trace number. In R&M Work Orders program > Trace tab Trace tab, use the '+' sign to enter a new record, then double-click in the Trace Type column and view your entries from the R&M Configuration program and select one. Enter a trace number and press 'Save'.

The R&M Configuration Invoice tab works similar to the Codes Maintenance program > Site Setup tab but is used to setup Invoicing criteria which will be used in conjunction with the R&M Work Orders program. For example, you might want to set up site for each shop. Say, for example, you have a site in Langley and another in Vancouver, then you’d set up a site for each. The Invoice Codes created here are stored in the RM_INV table.

Site ID

Use the '+' button to add a new record.

Name

Enter the site name.

Prefix

Enter a prefix of say the first letter of the name. For example, if the site name is Langley, you could use 'L' as the prefix.

Invoice Size

The amount of characters you wish the invoice to be.

Invoice Series

Determines the numbering convention used for invoices generated from this site. The Invoice Series feature allows you to assign the same bill numbering series to two different sites. For example you may have Site 1 set with the prefix 'A' so that the invoice number appears as 'A0001'. Site 2 may be set with the prefix 'B' so that the invoice number appears as 'B0001'. If you assign the same bill series to both of these sites, the system will number them consecutively. For Example: A0001, A0002, B0003, A0004, B0005, …​ Notice that the prefix changes depending on the site, but the rest of the invoice numbers increase as if they were from the same site. You can have up to twenty five bill series. If you want each site to have it’s own bill series (eg: A0001, A0002, B0001, B0002, A0003, …​); make sure that you select a separate bill series for each.

Company

You may want to modify information used for a company, owner/operator, or customers and this area gives you the flexibility to do so. You can decide if an invoice is required, and if so, what the default site (if applicable) would be used.

Require Invoice

Place a checkmark in the box provided if an invoice is required.

Default Site

Double-click in the field provided to bring up a site search dialog box where you can search by site ID, name, or prefix.

Owner / Operators

You may want to modify information used for a company, owner/operator, or customers and this area gives you the flexibility to do so. You can decide if an invoice is required, and if so, what the default site (if applicable) would be used.

Require Invoice

Place a checkmark in the box provided if an invoice is required.

Default Site

Double-click in the field provided to bring up a site search dialog box where you can search by site ID, name, or prefix.

Customers

You may want to modify information used for a company, owner/operator, or customers and this area gives you the flexibility to do so. You can decide if an invoice is required, and if so, what the default site (if applicable) would be used.

Require Invoice

Place a checkmark in the box provided if an invoice is required.

Default Site

Double-click in the field provided to bring up a site search dialog box where you can search by site ID, name, or prefix.

The Outside Equipment tab allows you to setup information pertaining to your outside equipment. This tab offers the ability to track non-company owned outside equipment for repair and maintenance purposes only. Outside Equipment codes are stored in the RM_OUTSIDE_EQUIP table.

Unit ID

Enter a specific identification for this unit. You have up to 10 characters.

Make

Enter the make of the piece of equipment.

Model

Enter the model of the piece of equipment.

Year

Enter the year of the piece of equipment.

Class

Enter the class of the piece of equipment or use the search button to view Equipment Classes already entered on your system.

Engine

Enter the engine type for the piece of equipment or use the search button to view Engines already entered on your system.

Fuel Type

Enter the fuel type. You have two characters so enter something like 'D' or 'DS' for diesel, etc.,

Transmission

Enter the transmission type for the piece of equipment or use the search button to view Transmissions already entered on your system.

Plate

Enter the plate number for this piece of equipment.

VIN

Enter the Vehicle Identification Number (sometimes the same as the serial number).

Client ID

Enter the Client ID for the piece of equipment or use the search button to view Client IDs already entered on your system, and make a selection.

Cost Center

Click the search button to select a GL Account to be used as the 'Cost Center' value.

Acct Group

Enter the Accounting Group name in the space provided.

User Fields 1-10

Enter in information in these user definable fields for information or reporting purposes.

Search

Brings up a 'Select Outside Equipment' window where you can search by 'Unit ID', 'Client ID', 'Plate #' or 'VIN #'.

Accepted standards within the industry require more control being exercised on vehicle repairs. For example, if a vehicle has an incident where a wheel fell off. In this instance, you would locate the cause, which would a malfunctioning bolt and nut. The effect would be that the wheel fell off, and the remedy would be that you replaced the malfunctioning bolt and nut with a new one. Following these standards allows you to build history on these items.

On the Cause / Effect / Remedy tab use the '' sign to add a new cause, effect, and remedy code to the grids. These new codes will be accessible when in the R&M Work Orders program > Parts tab and are stored in the RM_CAUSE_CODES table. Ensure your parts list entry has been posted, proceed to the R&M Work Order Billing tab and post the invoice, select the 'Set Complete' button. Change your filter below to the 'Complete' filter. Proceed to the R&M Work Order Trace tab and use the '' sign to add a new record. Double-click in the cause, effect, and remedy columns to view your entered cause, effect, and remedy codes, and make your selections. Back in the R&M Work Order Parts tab, tab through the columns until you reach the 'Remedy Description' column, use your context menu and select 'Set Remedy'.

Import VMRS

Clicking the Import VMRS button will begin the process of setting up VMRS Codes for use in the R&M Module. You will be prompted for a to 'OK' the import of a VMRS 'CK' file, which will reside in your TruckMate directory (..\VMRS\CK33.txt). The VMRS Codes will then be added into your Part Group list of codes.

Those users who are subscribed to the TruckMate VMRS program might want to change the 'Part Group' tab’s title to something like 'VMRS Codes'. See the Application Configurator program for info on how to accomplish this task.

The Acc Charges tab is used to setup Accessorial R&M Charges, usually to account for various shop odds and ends, including cleaning materials or a shop supply percentage where you charge a percentage for the use of your facility, for example. R&M Accessorial codes are stored in the RM_ACC_CH_CODE table.

The Labor Codes tab allows you to view the Labor Code information already setup on your system, or to create new Labor Codes for use throughout the Repair & Maintenance module. Labor codes are stored in the RM_PART table.

Code

This field displays the Labor Code that you are currently viewing. To add a new Labor Code, simply click the '+' button in the TruckMate Navigation bar, and type the new Code name into this field.

Inactive

Check this option if the Labor Code has been deemed Inactive. Inactive Labor Codes can be filtered out when doing searches.

Description

Displayes a text description of the Labor Code selected. When creating a new Labor Code, simply type a short description of what the Code entails into the space provided.

Class

Displays the Part Class that the Labor Code belongs to. When creating a new Labor Code, click the search button to bring up a selection menu where you can choose a Part Class from those available on your system. Part Classes are set up in the Part Class tab of the R&M Configuration program.

Group

Displays the Part Group that the Labor Code belongs to. When creating a new Labor Code, click the search button to bring up a selection menu where you can choose a Part Group from those available on your system. Part Groups are set up in the Part Group tab of the R&M Configuration program.

Component

Displays the Component that the Labor Code includes. When creating a new Labor Code, click the search button to bring up a selection menu where you can choose a Component from those available on your system. Component Codes are set up in the Component tab of the R&M Configuration program.

Unit of Measure

Displays the Unit of Measure that the Labor Code uses. When creating a new Labor Code, click the search button to bring up a selection menu where you can choose a Unit of Measure from those available on your system. Unit of Measure Codes are set up in the Codes Maintenance program.

Labor Rate

Displays the Labor Rate expected for this Labor Code. When creating a new Rate, simply type a dollar value into this field.

Labor Estimate

Displays the total Estimated Labor expected for completion of this Labor Code. When creating a new Estimate, simply type a dollar value into this field.

Tax 1 / Tax 2 Exempt

These two flags designate the tax exemptions available for a specific Labor Code in your R&M system. Both the 'Tax 1' and 'Tax 2' amounts are defined in the Tax Calculation Configuration program. By selecting one (or both) of these fields, you can exempt the selected Labor Code from taxation.

Note: These fields can be defaulted for all newly created Labor Codes by using the 'Tax 1 / Tax 2 Exempt Labor' options in the Application Configurator program > RMCONFIG.EXE section.

The Markup Matrix tab allows you to setup multiple Markup Categories and assign them markup rates depending on the different price ranges of various items in TruckMate’s R&M module.

From inside the Markup Matrix tab, the user will be able to setup either the 'Parts' price markup matrix or the 'Labor' price markup matrix by using their respective sub-tab . The information specified on the right side of the Markup Matrix tab informs the user of the various hot keys used to Add, Remove, or Modify columns and rows into the Parts and Labor matrixes. The user may also use the right-click Context Menu from either the Parts or Labor tabs to access these commands.

When a markup category (row) is added either in the Parts or the Labor tab, a popup screen will come appear, allowing the User to name the new 'Markup Category':

From either matrix, the user will be able to create a markup category and mirror the creation in the other matrix by using the 'Copy category to parts/labor matrix' option. The mirrored-creation of markup categories in both matrixes will be the default behavior.

Note: A new table, named RM_MARKUP_CAT, has been added to the TruckMate database to store the markup categories defined in the system for both the Parts and Labor matrixes. The table contains 2 columns: 'CAT_NAME' and 'CAT_TYPE'. The maximum length of a category name allowed in the system will be 10 characters, and the category type will allow the letter 'P' for Parts or 'L' for Labor.

Similarly, when a Price Break (column) is added either in the Parts tab or the Labor tab, a popup screen will appear, allowing the User to specify the new Price Break. The system will always assume that '0.00' (zero dollars) is the minimum, and there will be no limit to the maximum price range in the system. Therefore, the user will only need to specify the price breaks above $0.00:

Note that in the case of price breaks, the default behavior is not to copy the price break from one matrix to the other. This is due to the fact that the price breaks could be very different between the Parts and the Labor matrixes.

When the price breaks are created and saved in the system, the titles for the price breaks columns will be updated with the price ranges (and not the price breaks). If for example, there is only a 50.00 price break stored in the system; the grid will contain one column titled '$0.00 $49.99' and another column titled '> $50.00'.

Once all the markup categories and price breaks are defined and set up in the system, the user will be able to input the markup rates for each markup category and its corresponding price break.

Note: A new table, named RM_MARKUP_MATRIX, will be added to the TruckMate database to track the Parts and Labor price markup matrixes, as well as the Price Breaks for those Matrixes. The table will store the combination of markup categories, the different price breaks, and their corresponding markup rates defined in each of the matrixes. It will contain the following columns:

The RM_MARKUP_MATRIX table will be used by the R&M Work Order application to lookup the markup rate(s) associated with each customer depending on the part price they are purchasing and/or the Labor costs.