TRACS Enterprise 2.0

● Overview

○ Industry catalog also formally known as the Activant Catalog

○ Contains both Mitchell Estimating Labor and Industry Catalog part lookups in one place

○ Allows for the creation of non-vehicle specific Parts and Labor canned jobs with the new TRACS PROJob Item type

● Mitchell Labor Lookup

○ Search by Labor Categories and Groups, or by Labor Description

○ Results are the same a ProDemand so it allows you to get your parts and labor at the same time

○ Easily transferred back to a Work Order

● Industry Catalog Part Lookup

○ Search by Category and Group or by Part Description

○ All Vendors marked “Show in Epicor Catalog” are looked up at once.

■ Any Vendor compatible with the AConneX or Epicor Parts Network gateways can be configured, including NAPA Vendors

□ Most all Vendors are compatible

■ All Vendor results show at the same time

□ You can configure Vendors to show in your primary usage order

○ Your pricing and part store availability is check in real-time to the actual part stores

■ All pricing and availability lookups are individual and are run simultaneously to each Vendor for quick response

○ Part search results are sortable by Part Description (default) or by Part Manufacturer Description

○ Part search results are filtered to only show available parts by default, but unchecking “Only Show Available” will show all

○ Part search results shows your local TRACS inventory matches first

■ Lets you see if you have the searched for parts already on site

■ Only shows parts that have an On Hand Quantity greater than 0

● Allows you to update prices or transmit a Purchase Orders to any Vendor compatible with the AConneX or Epicor Parts Network gateways

○ This means you no longer have to manually call in, fax, or email Purchase Orders, just press the Transmit button on a PO

○ You can accurately update your Work Order cost and list by pressing Purchase, Update on a Work Order

● Allows you to find and quote out-the-door prices of tires package in quantities 1-6

● Tire searches are a Tire specific QBE

○ Search by Tire Size, Part Number, Description, Manufacturer, or Vendor

○ Searches will match any combination of the search fields like the Item QBE

● The Tire results grid has advanced abilities

○ Groupable by dragging a column header to the group line above.

■ Multiple columns can be grouped at the same time

■ You can delete any grouping field by clicking its “x” icon

○ Filterable

■ Click on the icon that looks like a filter or funnel to see the options available to filter by

□ There are easy to select filtering options

□ There are advanced conditions and combinations can be created

□ Press Clear to return to unfiltered

○ Sortable by column

● Shows the location, Qty Available, Qty On Hand, Qty On Order, Work In Progress, and Tire price

● On the far right of the results grid we have the Package Price of the tires for quantities 1 – 6

○ Packages

■ Note: We recommend that all Tires are constructed as a package with sub-items

■ Each tire could have an installation Labor and the Labor could have additional sub-item parts like valve stems

■ Each tire could have a disposal fee charge added

○ The Pkg Price is the total out-the-door price!

■ Each item has been run through the indicated pricing profile at the top of the results grid

■ Each item has been taxed according to the Tax Class at the top of the results grid.

■ When placed solely on a Work Order, the indicated Pkg Price will be the total of the Work Order Invoice

● Enables on the fly customization of package price quotes (multiple pricing levels)

○ Create multiple pricing profiles to achieve different Tire pricing levels

■ Note: We now allow a pricing profile rule to based off of Cost or List, plus or minus a dollar amount, in addition to plus or minus a percentage amount

○ Select the pricing profile for the pricing level you need and all the package prices will change to reflect the new package price

○ Select the appropriate Tax Class for the customer being quoted to give the actual out the door price

○ When Tires are transferred to the Work Order, the selected Pricing Profile and Tax Class will also be transferred to the Work Order

● Overview

○ The Job item type behaves differently than other types

■ The Job item does nothing on its own except show the sum prices of all its sub-items

■ The Job’s price will be the sum of all its Sub-Items

■ Jobs show a total of its sub-item types on a line below the Job on the Work Order

○ If set to be a fixed price Job, then the prices of the sub-items are adjusted to make them total to the fixed price

■ If the fixed Job price is lower than the actual costs, the Labors are prices are lowered

■ If the fixed Job price is higher than the actual costs, the Part are raised.

● Normal Jobs

○ A collection of normal TRACS Sub-Items

■ Their main purpose is to print differently than a Labor or Part with sub-items

□ Shows the total job as a line item with a price

□ Shows the sub-items indented underneath it with option to not show sub-item prices

● PROJob

○ Available in conjunction with the Epicor Catalog and allows the creation of very powerful non-vehicle specific canned Jobs

○ How to setup

■ Create a new Job

■ Search for Epicor part and labor descriptions to be run when the Job is added to the Work Order

■ You can add more descriptions and create a bigger Job than you need because you can select or deselect descriptions when applying to a Work Order

○ PROJobs are saved Epicor Catalog lookups by description

■ When applying to a Work Order, you select the descriptions you want to search on

■ You will be stepped through each description search

■ You can add normal Sub-Items to PROJobs as well, just like a normal Job

● Found in the Shop Info setting, then the Logo tab

● Supports images of the following types; jpg, jepg, png, bmp, gif, tif, tiff, and ico

● Allows the setting of the width of the logo image on the Work Order print out to get the best fit and look

● Quick Quote allows you to easily go through “what if” scenarios with the customer

○ Shows all Sub-Estimates for the Vehicle

■ Expand the Sub-Estimates to see their items

○ Shows all Recommended Services for the Vehicle

■ This means that you no longer need to create a Recommended Service note reminder for Sub-Estimates

● Allows the selection of any combination of Sub-Estimates or Recommended Services

● Allows the items to be marked as performed when used so they won’t show in future Quick Quotes for the vehicle

● The WO Cost Reconcile window will notify you when someone, anywhere in the shop, receives a Work Order’s PO and the received Cost and List have changed

○ If the Work Order is currently open somewhere the reconcile pop-up will open on that workstation

○ If the Work Order is not open, the reconcile pop-up will open the next time the Work Order is opened

○ If you cancel the reconcile window, you can open it again by pressing the PO Reconcile button on the WO rail

● Using the Reconcile pop-up window

○ When the Cost and or List changes on a Received PO, the Cost and List on the Work Order will update.

■ You are not given an option to choose this it just happens since we have to accurately reflect what the parts cost.

○ You choose whether to allow the WO line items price to change

■ This can be done on a line item by line item basis or allowing or disallowing all by choose the Select All option at the bottom

● Found under the Work Order Worksheet, Profitability Tab

● We now allow you to set a total Work Order GP% target as well as GP% targets for each Item type. Found in Work Order settings

● A graph for an Item type will only show if that Item type is on the Work Order, of course Jobs and Notes will not appear

● Currently access through the Activities, Mangers Dashboard menu

● Time Bar

○ Allows the quick selection of any date range

■ Change size of horizontal (bottom) scrollbar to adjust time scale from days, weeks, months, and years

■ Drag your mouse across the top to quickly select a date range

○ Center graph shows you where the requested data is located through time

● The dashboard allows access to information important to shop managers with reports available in four different tabs

○ Uninvoiced Work Orders

■ Shows you all the Work Orders that where Uninvoiced in the selected time period

■ You can expand each Work Order to see each time it has been Uninvoiced

□ You can see who approved the uninvoicing, the reason, when it was Uninvoiced, and how the Work Order totals changed

○ Voided Work Orders

■ Shows you all the list of the Work Orders that where Voided in the selected time period

■ You can see the Original and Void Work Order numbers and dates, the Service Writer, Workstation and reason for the void

○ Overridden Work Orders

■ Shows you all the Work Orders that had any item cost, list, or prices overridden as well as the employee that overrode the prices

■ By expanding the Work Order, you can see each item that was changed and what was changed

○ Cancelled Work Order

■ Shows you all of the Work Orders that where canceled in the selected time period

■ For each Canceled Work Order you can see who the Service Writer was that worked with the Estimate

■ Estimates that have expired and Canceled by the system will show the Workstation as “Canceled as Expired by the TDS”

○ Authorized Log Entries

■ Shows you all times that an employee has performed an action that we note or requires a mangers permission

□ Each row shows you the Employee who authorizes the action, what action was taken, when it was perform, and details of what was done

□ Examples are, unlocking a document lock, Change All (Customers, Vehicles, Items), Un-Invoice,  Change Owner, Change Vehicle, etc.

■ The report can be filtered by Action and/or by Employee

● Accessed through the Activities, Email menu

● Email Templates

○ Ability to create many templates and assign one as the default

○ Choose other templates at time of e-mail

○ Templates allow the insertion of just about any of the objects data into the e-mail itself

○ The Template Type selects which fields are available to insert into the email text

● Except for Work Order emails, all other e-mailings are put in the TRACS Email Outbox

○ You gather all your e-mails for review and verification of who you are sending them too

○ One ready to send, you press the send button to send them all at once.

○ All E-mails successfully sent are moved to the Send folder for record keeping

○ You have a record of the e-mails you’ve sent in the Sent Box for record keeping and review

○ Work Orders are sent instantly and go directly the Sent Box

● Email can attach document as PDF attachment

● Email can convert document to in-line HTML!

○ The emailed document, like the Work Order, looks exactly like the original printable document

○ View in the user e-mail app, no need for Adobe Reader or other PDF viewer

● Email ability is one most document windows and reports

● New Enterprise Reports section

○ Multi-location reports that run for all shops and have an enterprise total/summary at the end

○ New Reports

■ Sales by Location by Shop Summary Report

■ Sales Analysis by Shop Summary Report

■ Sales by Tax Class by Shop Report

■ Sales Register Summary by Shop Report

● Accounts Receivable Reports

○ Customer Transaction Summary Report

● Item & Inventory Report

○ Top Item Sales Report

○ Stocked Item Report

● New List Reports section

○ Ad Source List Report

○ Service Code List Report

○ Pricing Profile List Report

○ Vendor List Report

○ Pricing Matrix List Report

○ Employee List Report

● Purchasing Reports

○ Open PO List

○ New PO List

○ Inventory On Order

○ WIP Locator Report

○ Vendor Received PO List

● Sales Reports

○ Daily Sales Detail Reports

■ Run any of the 6 new reports at once for the date range selected

■ New Reports (similar to Back Office Daily Reports)

□ Daily Summary Report

□ Sales Detail Report

□ Payments Detail Report

□ Purchase Order Detail Report

□ Other Charge Detail Report

□ Adjustment Details Report

○ Sales by Customer Zip Code Report

● New Work Order Reports section

○ Warranty / Comeback Report

○ Completed Work Order Report

○ Open Repair Order Report

○ Open Estimate Report

● Exports found Customers into CSV format

○ First Name, Last Name, Company Name

○ Home Address 1, Home Address 2

○ City, State, Zip

○ Primary Phone

○ Primary Email

● Will ask to open Excel if found on system

● Once installed in 2.0, future TRACS Client updates will automatically be performed, even by Window Standard Users

● No longer requires Admin permissions to update the TRACS Clients

● When re-invoicing a prompt will ask you if you want the original Invoice Date or today

● This will overcome a the issue with Un-invoicing where if the problem that prompted un-invoicing was not discovered on the same day, the invoice date would be changed when re-invoiced, possibly causing issues in external accounting packages

● Allows List or Tile views!

○ The List view is currently the default and shows the grid same as the old version

○ The new Tile view shows everything at once, removing the need to scroll to the right to see all the columns

■ Still sortable by column headers

● Allows searching by additional columns

○ Invoice Date

■ Can be used to show only Invoices for a certain day

■ This will allow you to open those Work Orders and return back to the same Work Order List

○ Date Created

○ Tech Name

○ Fleet Number

● Replaces the vertical scroll bar with Up and Down arrows to allow moving one page at a time

● Currently only works for Work Orders (which are the most common locked document)

● Notifies you if the desired document is in use on another workstation

○ It tells you which employee and which workstation the document is located

○ It asks you if you want to save and close the remote document and open it on your workstation

● Shows you all the TRACS Clients currently connected to the TDS!

● Currently can still just delete a lock if necessary

● Setting up is found in the new Enterprise setting

● Allows multiple backup paths to be set at the same time

○ Backups will be sent to each backup path at the time indicated

● We recommend that at least one of the paths be a cloud drive like Window 10’s built in One Drive or Google Drive

● Backups are now verified before each backup

○ Notification is sent to all workstations if there is a database check issue

● Backups are now compressed into Zip format to take up much less space

● The number of backups is now controlled and will not fill up the backup drive

○ Set the number of backups you would like to keep; the default is 7

○ Once the number to keep is reached, the oldest will be deleted and a new one written in its place

● Any errors or message will show on all clients.

● New Backup Log Window

○ Allows you to see a record of all backups and backup attempts for all backup paths

○ Shows both backup successes and failures

■ Backup failures will show the recorded reason for the failure

○ Accessible through the File | Backup | View Backup Log menu

● Payment prompts for correctness before saving

○ This hopefully allows user to ensure they have picked the correct payment type before performing the action

● Records employee taking payment and shows on AR History

● Both Item and Vehicle Locations are recorded and used in other areas

● Item location is used in PROTire

● Pricing Profile Rules

○ You can now create a Pricing Profile Rule that will add or subtract a fixed dollar amount from the item Cost or List

● New Security Permissions

○ Control whether Employees are allowed to access the Work Order Details Tab

○ Control whether Employees are allowed to change the Work Order Tax Class

● New State List

○ Allows editing or adding your own entries in the State drop-down lists

● Transmitting no longer makes them uneditable