Chapter 3 Repair Orders and Accounts Receivable

By Vivian Peterson,2014-06-28 21:02
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Chapter 3 Repair Orders and Accounts Receivable ...

     1 Chapter 3: Repair Orders and Accounts Receivable

Search Methods

    Shop Logic will allow you to search and recall estimates and RO’s using a variety of methods. Follow the steps below

    to Recall or Search for an existing estimate or job.

    ? From the Main Menu, Click on “Estimates”. ? Click on “Recall Existing Jobs”.

    ? Click on “Find” and you will see the following window appear:

     All you have to do to search is type in the information you are looking for and then click on the “Search Method”

    command button that corresponds with the information you typed. For instance, if you were looking for Estimate #

    1009, you would enter 1009 then click on “Estimate #”, or if you were searching for a customer with a last name of

    “Smith”, you would type “SMITH” then click on “Customer Name”. It is not necessary to type in the customer’s

    complete name. If the search is successful, the estimate that was found will be highlighted in the browse window. If

    the search was unsuccessful, it will re-sort the estimates into the order of your search method.

    NOTE: If searching by phone number the complete mask is required; i.e. if searching for “(208) 323-4849” you must

    enter the “(“ brackets.

You may also limit your search by clicking on a viewing option located at the top of the window. Your limiter options

    are “Estimates Only”, “Open RO’s Only”, “Closed RO’s Only”, and “Everything”. This is discussed in further detail

    in the section titled “Estimates/Repair Orders” in this manual.

Repair Order Utilities

    Repair Orders

    Shop Logic will produce Repair Orders from your estimate information. There is no need to re-key any of the

    information but you do need to assign a repair order number. This can be done two different ways:

? Automatic Repair Order Number Assignment

    ? Manual Repair Order Number Assignment

     2 Converting an Estimate to a Repair Order

    To convert an estimate to a repair order, from the “Repair Information” window, Click on “Convert”, then Click on

    “Estimate ->R.O.” You will see a dialog box appear:

Click on “Yes” for automatic Repair Order number assignment or Click on “No” for manual Repair Order number


    Converting a Repair Order back to an Estimate

    Shop Logic allows you to change the status of a Repair Order back to an Estimate. To do this, Click on “Convert”,

    then Click on “R.O.->Estimate” and follow the screen instructions. Calculating the Repair Order

    Once an estimate is converted to a Repair Order, you may calculate the total for on-screen viewing. To Calculate the

    Repair Order, from the “Repair Information” window Click on “Calculate”, then Click on “Job Totals”. The repair

    order will be calculated and you will see the totals on the screen. Once you are finished viewing the totals Click on


QUICK TIP: To quickly calculate the Estimate or Repair Order - click on the Job Total located at the top right hand side of the window.

    Technician Labor Assignment ****Not Available in SUPP+ There are two methods you can use to assign technician labor, the Global method and the line-by-line method. Both

    methods are explained below.

Global Technician Assignment:

    Global Technician Assignment allows you to quickly assign all labor to technicians with just a few clicks of the mouse.

    To use Global Technician Assignment, you must be in the “Repair Information” window. Follow the steps below:

    Click on the “Techs” command button at the bottom.

Fill out the window above by typing in the technician code for each labor category that applies to the job. If any labor

    types are grayed out, this means that the job does not have any labor units for those labor types. If you do not know

    the technician code, double click on the tech code box and you will be able to select a technician from the technician

    browse window. Once you’ve assigned all technicians applicable, click “Assign ALL”. The system will assign the labor technicians for each labor operation.


Line-by-Line Method:

The line-by-line method is very quick. It also gives you the option of modifying the labor units. This affects the Job

    Worksheets you can print for your technicians. For example, if you change the Worksheet units in the Assign Techs

    window from 2 to 1.5, the 1.5 units will appear on the Worksheet.

If you want the Worksheet Units to automatically be reduced by a certain percentage, use the Labor Distribution Setup

    window. See Chapter 2, “Labor Distribution Setup”, for more details.

Go to the Repair Information Screen for the job and highlight the line item with labor units for which you want to

    assign a technician. Type the letter “T” for technician labor. The screen shown below will appear. Select the technician(s) to be assigned from the lists. Click OK to save.

Printing Repair Order-Related Items

    Printing the Repair Order

    To print the Repair Order, from the “Repair Information” window, Click on “Print/Fax”, then Click on “Repair

    Order”, then Click on “Detail” or “Summary”. “Detail” prints individual line items while “Summary” prints totals


    Printing a Repair Authorization

    Once the customer/insurance company has agreed to the repairs, you may want to print a repair authorization form for

    the customer to sign. This form contains authorizations for employees of shop to test drive car, hold shop blameless

    for loss due to uncontrollable circumstance, assignment of rights and more. The Repair Authorization goes into much

    more detail than the Repair Order disclaimer.

To print a Repair Authorization, from the “Repair Detail” window, click on the “Print/Fax” pull-down menu, then

    click on “Repair Order” then click on “Authorization”.

Vehicle Identification Sheet ****Not Available in SUPP+

    You can print a vehicle identification sheet that you put in the vehicles that are on your lot. This ID sheet helps

    identify the vehicle easily from a distance. Information on the sheet includes customer name, date printed, the RO #,

    and the Scheduled IN and OUT dates. To print the ID sheet, from the repair information window, click on the

    “Print/Fax” pull down menu, then click on “Repair Order”, and then click on “Vehicle ID Sheet”.

    Closing A Repair Order There is a difference between invoicing a job and closing a job. Several reports are affected when you close a job. For

    instance, the Sales Ledger report is updated when you change the status of a job to closed. The Job Costing report has

    the option of including all jobs or completed (closed) jobs only. In order for your reports to be accurate, it is important

     4 that you mark each job as completed (closed) once it has left your shop or when the work is finished. To mark a job

    as completed (closed), you need merely enter the job closed date into the “General” information box for “R.O.


    The Status of the Job is Now Closed. NOTE: CLOSED RO’s ARE INDICATED AS CLOSED IN THE


To view the date a job was closed, from the “Estimates/Repair Orders” browse window, click on the “Admin”

    command button, then click on the “General (Dates, Source, Etc.)” tab. You will then see the following screen:

Accounts Receivable

    Shop Logic for Windows allows you to receive a payment or deposit on account for any job and print aging and cash

    flow reports as well.

    Receiving a Payment or Deposit

    To receive a payment or deposit on account, you must be in the “Estimates/Repair Orders” browse window. This is

    accessed from the main menu by clicking on the “Estimates” pull-down menu, then clicking on “Recall Existing Jobs”. Or you may access it by clicking on the “Estimates/RO’s” command button. Once in the “Estimates/Repair Orders”

    browse window, you must highlight the repair order you wish to receive payment on. (You cannot receive payments

    on Estimates for obvious reasons.) Once the repair order is highlighted, click on the button that says “A/R” on it. It

    is located at the bottom right hand side of the window. Next you will see a window similar to the one below:


     The A/R window contains information about the customer, vehicle, insurance company, scheduled in and out

    dates, and Grand Totals for JOB, PAID ON ACCOUNT and BALANCE DUE.

To receive a payment, simply click on the “Recv Pmnt” command button located at the bottom left hand side of the

    window. You will see the following window:

    1. Fill in the amount that you are receiving.

    2. Who are you receiving the money from? Click on Insurance Company or Customer and you will notice

    that the “Paid By” box will dynamically change when you click on Insurance or Customer to default with

    the customer or insurance company name.

    3. Click on Payment Method - the default is Check.

    4. Enter Check Number, Notes for Cash or Credit Card Number.

    5. If you received a payment by someone other than the customer or insurance company, type in their name.

    6. Click on “OK”.

You will now notice that the totals for PAID ON ACCOUNT and BALANCE DUE have changed to reflect the

    payment that was just received.

At this point, you can print a receipt for the customer.


    Printing a Customer Receipt

    To print a customer receipt, from the A/R window, click on the “Reports” command button located at the bottom center of the window. You may then choose how many copies of the receipt you want to print. The Customer Receipt

    will show the date the payment was made, who made payment, the reference number for the check or credit card, and

    the amount paid.

    NOTE: You may also print a receipt from the “Payment History” window. See the next section. Payment History

    Each time you receive a payment, the system will make an entry into the payment history file. To access the payment

    history file, from the A/R window, click on the “Pmnt History” command button. You will then see the following


Deleting a Payment

    To delete a payment, highlight the payment and click on the “Delete Paymt” command button. You will then see the


To delete the payment, simply click on “Yes”.

    NOTE: If you delete a payment, you must adjust the “PAID ON ACCOUNT” amount on the A/R window to match.

Making Adjustments

    If for any reason, the amount in the “PAID ON ACCT” box on the “A/R” window does not match the total of the payments in the “Payment History” window, you may adjust the “PAID ON ACCT” amount by simply typing in a new

    amount. If you have incorrectly posted a payment, refer to the section titled “Deleting a Payment” contained in this



    Printing A/R Reports

    There are several reports that can be printed from the A/R window to give you insight into your shop’s business. If

    you click on the “Reports” button, you will see a list of the reports in the following window:

The aging report lists all accounts with balances owing. Accounts are grouped by Insurance Company if an insurance

    company code is assigned. If there is no insurance code assigned to the job, they will be grouped under “Customer


There are two variations of the Aging Report:

    ? Standard Aging Report

    ? Month by Month Aging Report

    ? Date Range Aging Report

    Standard Aging Report

    The standard aging report prints a list of all customer who owe money, grouped by insurance company or customer

    pay, with totals for Current, 31-60 days, 61-90 days and over 90 days old. The report also lists percentages for each

    column, i.e.; what percentage of your receivables are over 90 days old? etc.

To print the aging report, from the A/R window, click on the “Aging Report” command button. You will be asked if

    you want to print using Month-by-Month format - Click on “No”.


Date Range Aging Report ****Not Available in SUPP+

    The Date Range Aging Report is the same as the Standard Aging Report except that it allows you to enter in any date

    range that you want.

Cash Flow Report

    The Cash Flow Report allows you to project the amount of money that should be flowing into your shop based on the

    customer’s Scheduled Out Date. For instance, if I had a customer with a job owing $1000 and the Scheduled Out Date

    was tomorrow, my report would show the customer’s job and the $1000 total as projected income.

The Cash Flow Report is based on Scheduled Out Date and so it is date range specific. To print the Cash Flow Report,

    from the A/R window, click on “Cash Flow”. You will need to enter the date range that you want to view. You will see the following window:


The dates will always default to Today through Today + 1 Week. You may change the dates to whatever date range

    you desire. Once you are ready to print the report, click on the “Print” command button. If you want to preview the report prior to printing it, click on “Screen” then click on the “Print” command button.

The Cash Flow Report lists the following items:

    ? RO #

    ? Due Date

    ? Customer Name

    ? Vehicle Information

    ? Total Bill

    ? Amount Received from Customer

    ? Amount Received from Insurance Company

    ? Balance Pending

Statement Of Account ****Not Available in SUPP+

    You may print a statement of account that is based on the currently selected RO. It will print all open jobs with aging

    information and payment history on them with balance due.


Cash Receipts Report ****Not Available in SUPP+

    The Cash Receipts Report was designed to help you reconcile your deposits and make entries into your accounting

    system. The report lists all monies received and from whom for a specific time period entered and is grouped by date.

    This makes it really easy to reconcile bank deposits against receipts. This report may also be printed by estimator

    should you choose to implement an incentive plan based on receipts.

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