Index. Getting Started Creating a New Vehicle... 5 Manual Vehicle Build... 6 Transferring Vehicles to a New Customer... 6

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2 Index Getting Started... 4 Creating a New Vehicle... 5 Manual Vehicle Build... 6 Transferring Vehicles to a New Customer... 6 Creating a New Customer... 7 Mobile numbers & Fleet codes... 7 Customer Database Additional Fields.. 8 Default Cash Account... 8 Creating a New Document... 9 The Document Screen... 9 Mileage, Technicians and Reminders... 9 Document Screen Options.. 10 Adding Work Descriptions Adding Labour Using the Catalogue Selecting Parts Additional Information Catalogue Options Catalogue Multiple Sub Groups Picking Exhaust Parts Buyers Guide Cross Reference Adding Manual Parts Catalogue Fit Guide Document Screen additional information Stock Information.. 15 Product Check. 15 Order Receive. 15 Adding Manual Parts.. 15 Adding Unrecognised Parts 16 Order Detail.. 16 Receive Detail Repairs and Service Information Repair Times Work Sheets Service Schedules Service Schedule detail Additional Document Information. 19 Applying Discounts Advisory Notes Consumables Printing an Estimate Converting to Job Sheet Document Save Options Assigning a Job to the Diary Workshop Diary MOT Diary Transferring Documents Invoicing Creating a Proforma Invoice MOT Reminder Auto Up-Date Paying Off an Invoice Crediting a Partial Invoice Crediting a Complete Invoice Invoice Splits Contact Options The Document Menu Document Search Estimate Search Job Search Order Screen Change Invoice & Credit Search Account Enquiry MOT Diary COSHH Database The Ledgers Menu Sales Ledger Sales Ledger Payments Creating Suppliers Purchase Ledger Purchase Invoice Manual Entry Creating Purchase Ledger & Parts Audit Good Receipting Unipart Goods Receipting Non Unipart Creating Purchase Invoice Purchase Ledger Automated Entry Purchase Ledger Payments Aged Balance Sales/Purchase Report Non Sage...35 Sales/Purchase Report Sage Payment Report Customer Statements VAT Analysis Nominal Listings Report The Reports menu Customer Relationship manager Work History Communications Analysis Reports The Stock Menu My Order New (Manual) Orders Suggested Orders Returns New Completing Returns Accepting a Purchase Credit Stock Movements Stock Take & Adjustments Stock Usage Report Customer and Vehicle Database Menus Adding, Editing and Deleting Labour rates

3 Index Continued Adding, Editing and Deleting MOT rates Creating New Suppliers Creating New Products Custom Jobs Fixed Price Jobs Custom Jobs Basic Labour Jobs Custom Jobs Advances Labour Jobs Using Custom Jobs User Options Menu.. 46 General Printing Company Information Diary Document Footers Sage Reminder Types Messages Access Control House Keeping Markon Default Nominal codes MOT Diary Opening Balance Consumables User Codes Menu. 51 Nominal Codes Vat Codes Account Types Technicians Payment Types Advisory Notes Work Descriptions Customer Title Reason Codes Changing Your Password

4 Getting Started To log into KiS ONLINE go to Select the login button and enter the username and password details you have been provided. 4

5 Select the Log In button and if the details are correct the following screen will appear. Creating a new Vehicle First enter the vehicle registration number in the Registration field and select - Use this option when entering a full registration number. Lookup first searches your vehicle database and returns the customer and history if seen before. If not seen before retrieves the DVLA vehicle data - Opens a blank vehicle database for manual vehicle entry - Use this option when entering a partial registration number. Search will look in your vehicle database for matches to the partial registration number but will not go to the DVLA if no matches are found - Shows recently looked up vehicles (24 hour cycle) The vehicle search screen should return the correct vehicle details. To edit these details select the button Details should include Hint Make, Model Engine size Fuel type Colour Trim spec Exact CC, Valves & BHP Chassis and Engine number Date of registration - Opens all invoice history for loaded vehicle. Click to display any safety recall information from VOSA - Refreshes the VRM data and repopulates - Opens any related documents for the vehicle - Opens the vehicle database to edit vehicle details If the registration number is unknown or the vehicle type is not catered for by the VRM data we supply select the button and follow the screen on the next page 5

6 Manual Vehicle Build Hint If the registration number is unknown, build the vehicle using the dropdown boxes for Make and Model etc. For vehicles outside the VRM database (mopeds and motor-homes) use the non indexed option to free type the information. *Vehicles created as non indexed will not access the catalogues* To edit existing vehicle data select the button from the vehicle search screen If the vehicle is to be moved to a new customer select the button. This will open the customer database for selection Once all data is correct use the to save the new data button Reminder dates can be set in the vehicle creation screen or when creating a document. Clicking on the red box button will display a calendar page Additional vehicle attributes can be highlighted although these are not used to qualify parts lookup Original registration numbers can be stored where cherished plates are used ***This is for information only and is not used as a VRM lookup*** Transferring a vehicle to a new customer If the selected vehicle is to be moved to a new customer select the button This will open the customer database and the new customer can be searched for. To select the required customer select If the customer is not in the database (see page 7) Creating a new customer Once the new customer is created, enter the vehicle registration number in the registration number box followed by and the following message should appear 6

7 Creating a new Customer New vehicles will automatically sit against the Cash Account If a new account is required select (see below). Fill in all appropriate fields and the create customer screen will show - Will open the customer database. - Opens existing documents associated with the customer - Opens to the screen below Account numbers will automatically generate To save new data select Mobile numbers If a mobile number is entered a symbol will be added to the document screen and diary. If selected, the user will be taken to the send SMS screens see page 26 /Fax If and fax details are entered the information will automatically populate in the print screens Fleet Code Fleet code functionality will allow multiple sub accounts to be created under one main account Use to send text messages directly to customers Use to Fax or - creates and sends fax & PDF documents Display and sort multiple vehicles stored against one cusomer Create the main account and note the account. When sub accounts are created enter the main account number in the fleet code box. Invoices created will be named against the sub account, statements and bills will be to the main account 7

8 Customer Creation: Additional fields. The system incorporates a postcode search facility using the button Additionally clicking the mapping symbol will show you the postcode location using Google Shows all vehicles attached to the customer account click a registration number to select a vehicle to work on. Use to print and sort Contact by: Customers can be contacted in a variety of ways. Use this option to select how individual customer contact is to be made Indicators can be used to select a preferred contact number for the customer The preferred number will be starred in the customer contact field and will appear on the job card Default Cash Account Cash Account Customer details to create an account are not always required (passing trade, holiday makers etc.) so KiS has a default cash account Customer details can be added to a cash invoice and will be stored against the invoice number but no account number will be created If no details are added to the Contact Details box before invoicing takes place, the user will be prompted to add the customer s name at the point of invoice Documents can be created with no vehicle or customer details and will simply say Cash Account in the customer box 8

9 Creating a new document Once a customer and vehicle have been entered as new or selected from the database, a new document can be created. Selecting the Document tab will open the document screen Hint - Use this if you want to edit a pre saved entry. Use this if you want to select a pre saved entry. Use this if you want to remove a selected entry. Saves current document as an estimate and will give a print preview to print, or fax Saves current document as a job card and will give a print preview to print, or fax Assigns the current job to the workshop diary (see page 20) Saves current document to invoice and will give a print preview to print, or fax Takes the selected invoice and allows specific lines to be credited (see page 24) Print/reprint the current document format. This will give a print preview to print, or fax Allow discounts to be added and margins to be recalculated (See page 18) Allow multi line stock level enquiries and goods receipts to take place (See page 14) Turns the selected invoice into a split invoice (see page 25) The Document Screen Mileage, technicians and reminders Once all the options have been used you should have a document that looks something like this Reminder dates can be added or edited by selecting the calendar next to the reminder (see below) and selecting to save changes. Reminders are colour coded Red if past due, Yellow if within 30 days and white if over 30 days. Mileage can be entered and confirmed to update The button located on all document screens can be used before the invoice is created to add an order number or to change the invoice date. Once a job sheet is created the options box will allow memos to be added to the job and proforma invoices to be printed (see page 22) A main technician can be added See technician reports (see page 37) 9

10 The Document Screen Options By selecting the underlined headers for Work Descriptions, Labour, Parts and Advisory the user is taken from the Document screen to the Desk screen. The desk screen will be different depending on which link is selected Work Description Labour Jobs Repair Times Service Parts Catalogue Advisory Notes Consumables Work Descriptions can be selected from a pre-defined list or manually created using the free text option. The new description can be stored for use again by entering a job code and summary The button will add the line to the document and return you to the document screen If a job code and summary have been added then the job will be saved when the button is used Labour is selected in addition to the Work Description Blue highlighted lines signify the customers default labour rate set up in the customer database. Use the option to change rate, time and technician or just type a description and add a time MOTs are also picked from the Labour section. Multiple additions can be made on this screen The button will add the line to the document and return you to the document screen Will take you directly to the parts screens Catalogue will open the parts catalogue. Use the menus to pick the part groups required. Once all required groups have been selected click the button Groups picked by accident can be removed by double clicking them Enter partial descriptions in the Search Text box to look for items Will take you directly to the labour screens 10

11 Selecting parts Select the required parts and quantities by product group Search filters can be used to narrow searches where additional information is known Use to see if other information/images/dimensions are available group Will move the selection to the next product After the last group is added it will return to the document screen Additional Information Additional information such as diagrams and dimensions can be found by selecting Catalogue Options The choice range can be narrowed by selecting criteria from the drop down headings To select the parts required click the tick and the correct quantity will be added. The quantity can be changed by over typing the default amount. Quantities can also be changed from the main document screen If multiple sub groups have been selected: Adds items to the shopping basket and availability Views currently picked items including pricing Checks on price and availability for all parts shown in the product selection Moves to the next product sub group 11 When all sub groups have been picked the button will change to which adds the parts to the document

12 Picking Exhaust Parts Exhaust Parts If the exhaust parts you require are for a complete system or there are multiple parts that make up the exhaust system the will be replaced with By selecting the button the exhaust image will be displayed along with a pick box to select the required parts. Once all parts have been selected click the button and a confirmation box will appear. Once order is complete select Prices displayed in the Exhaust screen are retail prices Buyers Guide and Cross Reference Buyers Guide By selecting the buyers guide will display The buyers guide will show a list of vehicles that also use this part application Cross Reference By selecting the cross reference screen will display The cross reference guide will cross refer the Unipart number to other makes 12

13 Adding Manual Parts My Parts The My Parts screen allows the user to add their own parts or 3 rd party parts to a document. Unipart parts can also be added using this screen without having to use the catalogue To search Unipart, enter the part number and select this will check the part number at the branch and return the price and availability To check your own stock, enter the part number and select and your local stock will be checked To create a one off manual part number, enter the part details and select To create a manual part to add to your stock database for future use fill in all the details and select My Parts Quick Parts Parts that are flagged as Quick Parts in the Product Database (see page 43) can be brought into the My Parts database by selecting the Quick Parts tab Either add quantity if more than 1 or tick the box to select 1 Prices can also be over written before adding When finished use Catalogue Fit Guide Catalogue Fit Guide Enter a part number Select the button and the screen will show the other vehicle makes and models that the selected part fits 13

14 Document Screen Additional Information Selecting the Labour code or Part Number will open an edit screen where specific information can be edited and updated Labour and part lines can be deleted from the main document screen by selecting 14

15 Stock Information Visual Indicators Unipart Product Required Unipart part available from branch Required Unipart part low stock available Available from Unipart branch and stock Ordered Received Non Unipart unknown product Item saved as a stock part. In stock, below minimum, last one, no stock Product check When product is picked from the catalogue and placed on the document an automatic check is done on stock availability. Green shows that stock is available; yellow shows that stock may be available and the branch will advise once the order has been received Where is shown in place of then the part is listed as a stocked item and has been picked from, the stocked item price will be shown. These items will also be included in the order/receive screen Where are shown together, the part is available from both stock and branch and has been picked through the catalogue Order/Receive The Order/Receive button is located at the bottom of the main Document screen Using will open the order/receive screen. Select the items to be ordered and click PARTS IN STOCK WILL SHOW THE CURRENT STOCK LEVEL If parts are available they can be received directly into stock at the point of ordering by selecting If the quantities have been changed, use the refresh button to check availability of the new quantities ***If prices have changed or Markon has been applied before ordering remove the tick from Update Document Prices for ordered parts to stop the latest prices being added to the document*** Additional information can be added to the order by filling in the Special Instruction and Order Ref box Adding manual parts Parts can be manually added to the order by entering the details in the Part Code/Desc box and selecting to look up the part number. Use to cross refer numbers 15

16 Adding unrecognised part numbers Unknown part numbers or general part descriptions can be added by entering the details in the Part Code/Desc box and selecting Order Detail Once an order has been received at the branch an order received box will appear and an order number will be allocated to each part number click this to view/print the order Parts that have been ordered will be indicated on the document screen by When using the diary, the colour code on the job will change to indicate the percentage of parts that have been ordered (see page 20) Receive Detail Once an order has been marked as received the status will change to Received click this to view/print the receipt Parts that have been received will be indicated on the document screen by For full audit trail/purchase transactions on received parts see page 31 16

17 Repair Times Repair Times Selecting Repair Times from the document screen will open the repair time menu. The example left is for a timing belt kit Basic descriptions can be added to the search box and searched for Use the [+] buttons to expand the menu options The labour rate shown will be the customers default labour rate Follow up work can also be added and the time will be recalculated to include this information Will add the labour only to the document Will take you to the parts catalogue and add... the labour to the document Work Sheet Print Work Sheet A work sheet can be printed giving step by step instructions on what is to be done To select a work sheet to print select Service Schedules Service Schedules Selecting Service from the document screen will open the Service Schedule menu. The example left is for an Every mile service Service procedures will be displayed to show additional information on remote key reprogramming and service light reset guides if available 17

18 View Timing belt intervals will display the manufacturers recommended change information Select the required service by ticking the box Service schedules are made up of standard work (main screen) and additional work (left screen). Any additional work selected will add on extra time and pick any required parts. To pick the parts for the service click The service schedule can be printed for technician use and customer information. The icons listed in the main service screen are links to the technical data/service data extra modules and if clicked on will display information such as timing belt change procedures, brake disc thickness and pollen filter locations 18

19 Applying Discounts to a Document Discounts The Discounts button is located at the bottom of the main Document screen The button will open discount manager. By applying amounts in the Disc box and selecting the button the margin % and margin will change Lines that are below the required minimum margin will highlight in red, lines with no cost will highlight yellow A non standard VAT rate can be applied to thy whole document % Discounts can be applied to total parts or total labour Overall discount can be applied to job total and edited using the quick edit options page 13 Parts and/or labour retail prices can be set to zero Advisory Notes Advisory notes Advice notes can be added to the document to highlight additional future work Additional advice notes can be created by adding a code, summary and detail then If a new document is created for a vehicle that had an old advisory note a link to Show Previous will be added to the document screen and can be copied back to the new document Consumables Consumables Consumables can be added to the document by selecting the Consumables link. This will give options such as: Type - % of Total, % of Parts, % of Labour or Fixed Amount Percent amount Amount (Max %) will cap the percentage at a given amount Nominal select which nominal code to use 19

20 Printing an Estimate Estimate print From the main Document screen select This will show a print preview of how the document will look Options at the top of the print screen will allow the document to be sent to a printer, ed or sent to a fax service if these details are added in the customer database (page7) they will populate automatically If work is assigned to the diary or if parts are ordered the document type will automatically change to Job Sheet Converting to Job Sheet Job Sheet print From the main Document screen select This will show a print preview of how the document will look Options at the top of the print screen will allow the document to be sent to a printer, ed or sent to a fax service The options will only show on Job Sheets If work is assigned to the diary or if parts are ordered the document type will automatically change to Job Sheet If a document has been created but not saved and is selected the user will be prompted to save the current document as an estimate. If the document has been saved as an estimate or job sheet the user will be prompted to update the current document 20

21 Assigning a Job to the Diary KiS ONLINE has 2 diaries. The main workshop diary for booking in standard work and an additional MOT diary that can run up to 4 MOT bays Assigning a Job to the Diary By selecting the button the main diary will automatically open to view today and tomorrow Any day can be selected and the work is added to the diary by selecting the button For full diary functionality see below Workshop Diary Visual Indicators - Opens the print preview for the selected document - Allows the diary date or planned hours to be changed - Opens the document in the document screen - Opens the SMS function to send a customer text Diary days are colour coded to indicate how many hours are booked in against the maximum for that day. Maximum hours are set in user options (see page 47) Jobs in the diary are colour coded to indicate if None, Some or All of the parts have been received. Planned hours can be changed which does not affect the labour time General notes can be added to the diary for specific days Diary enquiries can be made against a stored customer or vehicle. Add a work description and planned hours, select and a job sheet and diary entry will be created - Indicates an MOT not assigned to the MOT Diary - Indicates an MOT assigned to the MOT diary 21

22 Prints the diary page and notes for that day can sort by technician Prints all the job cards for that day can sort by technician Reassigns all incomplete jobs to the next available day Search/print all jobs/diary pages by specific technician In the Document >> Job Search menu jobs can be reordered in booking date order MOT Diary The MOT diary can be accessed either from the Document screen or the Diary screen by selecting The MOT diary options need to be set up before it can be accessed (see page 49) or MOT Diary Once the button is used the MOT diary will open. If multiple bays are set up, select the bay required and the technician assigned to that bay. Click on the day required on the calendar and select the time slot to add the MOT use To move an MOT to a different day or time, select the MOT to move, select the new day and/or time slot and An MOT entry can be deleted by selecting The MOT diary can be printed by bay or all bays 22

23 Transferring Documents Transferring Documents If a document has been created using the Cash Account and it needs to be moved to a customer use the button. A prompt will ask if you wish to change the customer select yes and either create a new customer or pick one from the customer database Invoice Proforma Once a document is turned into an invoice it is automatically posted to ledger and can not be altered. Proforma invoices can be generated by clicking the options button on job cards The button located on all document screens can be used before the invoice is created to add an order number or to change the invoice date If the document is a job card then the option to print a proforma invoice is displayed. Invoicing ***Once a document is turned to an invoice in KiS ONLINE it is AUTOMATICALLY posted and can not be changed*** Before the invoice is created the user is given a final warning that the invoice can not be amended once created. OK will create the invoice 23

24 All document links and most buttons will be deactivated. The will be replaced with and the document can be paid off. Part numbers can still be clicked on for part audit information if received in to stock Invoice Options Once the button is selected an invoice is created. Invoices are locked documents that cannot be altered The work related links are removed and the only active buttons are and Part numbers can be clicked to see part audit detail Associated documents such as estimates, job sheets and credit notes can be printed by selecting the document links MOT reminder date auto-update Reminder update MOT reminder dates can be set to update automatically on invoice (see page 45). If a date had been previously recorded the update will apply 12 months to this date If no date had been previously recorded the update will suggest today s date + 12 months with the calendar option to change the date to the expiry date listed on the MOT paperwork Use to confirm Paying off an Invoice Paying an Invoice from a Document To pay off the invoice use to open the payment options box. Once paid, the payment method and payment date will appear at the bottom of the invoice Determines the date the payment will appear in the payment report This is a free type field. By default it will show today s date but can be edited to take cheque numbers etc 24 Invoices can also be paid through Ledgers, for more information see page 23

25 Crediting a partial Invoice To Credit a partial Invoice To create a partial credit, select the invoice to be credited and select the button All creditable items will be displayed in the Desk screen Tick the items to credit or adjust labour times Enter any notes and the date of credit (if different from today) Once complete select to action and a credit note will be produced and displayed as a document link on the document screen Crediting a complete Invoice To Credit a complete Invoice To create a full credit, select the invoice to be credited and select the button All creditable items will be displayed in the Desk screen Tick the select all option to tick all items Enter any notes and the date of credit (if different from today) Once complete select to action If the invoice to be credited had had an associated job card the user is returned to the document screen where the job card can be edited and re-invoiced with the credit note being placed in ledgers. If no job card had been associated then only a credit note will be produced and displayed as a document link on the document screen If the document is not to be re-invoiced, i.e. a full refund is to be issued then the job should be cancelled. If the job is cancelled then the user will be given the option to return parts to stock. Any diary entries will be removed automatically. If parts are returned to stock and are being sent back to the original supplier and have been received in then a returns note will need to be created or the stock manually adjusted. See page 39 Creating returns If crediting an invoice that has not had a jobcard but does contain parts use the Update Stock on Credit option in the Credit screen 25

26 Invoice Splits The Invoice Split option is designed to raise 1 invoice for an insurance company and a 2 nd invoice for the vehicle owner. ***The invoice split button must be used at job sheet or estimate stage not once an invoice is created*** Insurance Split The initial work document needs to be created against the owner and vehicle. If they are not listed, create them in the usual way See page 7 Create the work document and when finished select to open the split screen Split Screen Enter the 3 rd Party (Insurance Company) account number or create the 3 rd Party by selecting to create a new account and then add the Claim Reference number Select the lines to be billed to the insurance company including the Net and VAT amounts. If the customer is VAT registered they are responsible for the VAT (un-tick VAT), if not tick the VAT column to add the VAT to the insurance company Any un-ticked lines will be left on the customer invoice and removed from the 3 rd party invoice Enter any Excess. The figures will change with each entry Once complete select to finalise the split Once complete both invoices can be printed A final warning box will pop up before finalising the action 26

27 Contact Options Contact by SMS Text Messaging If you subscribe to the SMS module you can contact your customer by text message. Messages can be pre created and picked from a drop down list (see page 48) or ad-hoc messages can be created by typing in the message body and using the button to add merge fields where appropriate When the message has been created a preview appears in the right hand screen. To send the message select The Document Menu Document Search All Document Search Documents can be searched for using any of the following criteria Document number, Account Number, Name, Address VRM, Make, Model Date from and to Use to view or to edit. If multiple documents are to be for printed, tick the required boxes and select Estimate Search Searching for Estimates Estimates can be searched for using any of the following criteria Document number, Account Number, Name, Address VRM, Make, Model Date from and to Use to view or to edit. If multiple estimates are to be for printed, tick the required boxes and select Multiple estimates for the same vehicle can be combined into one job by using Cancelled estimates can be reinstated by searching under complete 27

28 Job Search Searching for Jobs Open jobs (default) will give a current work in progress list If the diary is used jobs can be sorted in booking date order. All jobs that have had a proforma invoice raised against them can be viewed Use to view or to edit. If multiple documents are to be for printed, tick the required boxes and select Single or multiple jobs can be turned to invoice from this screen by using. Multiple jobcards for the same customer & vehicle can be merged into 1 invoice by the same process Cancelled jobs can be reinstated by searching under complete Order Screen Change Order screen change Estimates and job sheets created in the past and brought back in may have a cost and retail price change at the branch. These will be highlighted in red on the order/receive screen Use the refresh button to update any out of date prices Invoice Search and Credit Search Searching for Invoices and Credits Invoices and Credits can be searched for using any of the following criteria Document number, Account Number, Name, Address VRM, Make, Model Date from and to Use to view or to edit. If multiple documents are to be for printed, tick the required boxes and select If a receipt was issued at the time of payment, the receipt can be viewed by selecting 28

29 Account Enquiry Account Enquiry The account enquiry screen is used to view your Unipart Automotive invoices and credits issued by the branch This screen will enable you to see which documents are paid or unpaid Invoice and credit reprints can be done by selecting Invoice and credit notes can be turned into purchase ledger transactions by selecting (For more information on Purchase Ledger see page 33) MOT Diary MOT Diary The MOT diary is easily accessed from the document menu To move an MOT to a different day or time, select the MOT to move, select the new day and/or time slot and An MOT entry can be deleted by selecting The MOT diary can be printed by bay or all bays COSHH Database Care of Substances Hazardous to Health The COSHH database contains detailed information on the safe handling, storage, health risks and composition for commonly used workshop chemicals 29

30 The Ledgers Menu Sales Ledger Sales Ledger All Sales Ledger can be viewed from this screen and can be sorted by Acct, Name or Date The Sales Ledger page can be printed exported into Excel or Single or multiple invoices can be paid off against the same account in one transaction Credit notes can be directly matched to invoices for the same account if for the same value to clear the balance Credit notes can be matched to invoices for the same account of differing values with the outstanding amount left unallocated if the outstanding amount is removed before the button is selected Invoices and credits can be viewed or printed If multiple payments are being made by one account the account number can be searched for and all transactions for that account will display. When this option is used a Select all on page tick box will appear to make selection easier When the correct selections are made the is used to move to the payment screen button Unallocated Payments Sales Ledger Payments By filtering an account but not selecting any invoices to pay off select and enter the amount. This will add an unallocated payment to the account that can be matched to invoices later on Paying Sales Ledger Once the invoices/credits have been highlighted for payment and the button has been selected the Sales Payment Entry screen will display Select the payment date and method of payment, if all is correct select Part payments can be made by changing the amount before the pay button is selected. This will leave an outstanding balance against the invoice The date of payment can be altered in the date box and details such as cheque numbers can be added to the Details box Completed invoice payment information can be viewed by clicking on the paid date 30

31 Creating Purchase Ledger KiS ONLINE offers several ways to create purchase ledger transactions. The simplest will just record the invoice number, amount and date and is entered manually through the purchase invoice screens. The more complex way is created as a by-product of stock management where the stock audit trail is created Creating Suppliers Creating Suppliers From the Database drop down menu select Supplier Enter all relevant details and when complete select the l button Suppliers no longer required can be removed with Supplier account numbers are automatically generated Purchase Invoice Manual Entry Manual Purchase Invoice Creation Purchase invoices can be created for any supplier. Select the supplier and enter the invoice number and dates plus any reference numbers Select the nominal code to use then enter the net amounts and the VAT and totals will be calculated or enter the gross amount and the VAT and net will be calculated backwards, when complete Multiple lines for different nominal codes can be added Select paid and method if paid or just select or to create a ledger entry to be paid later The supplier code will remain once the document has been created so it is worth grouping supplier documents together for quicker entry 31

32 Creating Purchase Ledger & Parts Audit When ordering and receiving parts through the order receive screen it is possible to create both a parts audit trail and also the purchase ledger transaction. Parts received from Unipart branches will not display the purchase ledger screens as this is downloaded from the branch. Parts received from non Unipart branches will display the purchase ledger screens if the purchase order number is entered before the button is selected. Creating Purchase Ledger & Parts Audit The document example includes Unipart product available from stock at Unipart and unknown product manually entered through the parts section When the button is selected the order/receive screen will open Order /Receive screen The screen example shows that the Unipart product is available and will be ordered from the branch by selecting the button The non Unipart product should be un-ticked as this will not be sent to the branch. Although these products can be ordered from an alternative supplier this example will only show the receive process Order /Receive screen Once the order has been sent a PO (Purchase Order) number will be generated against the parts Once the delivery arrives the user can return to the order/receive screen, enter the PI (Purchase Invoice) number supplied with the parts and receive the goods in by selecting the button This will add the parts into stock and record the PI number against all the parts for audit purposes 32

33 Order /Receive screen When the non Unipart product has been delivered, again enter the Order/Receive screen and select the parts to be received. It is important that the correct supplier is also selected from the supplier drop down and the PI number is entered Purchase Invoice screen If the PI number was entered for a non Unipart supplier the PI screen will open. If an alternative nominal code is required or the gross total is different (VAT rounding) select to change and update to confirm If the item was COD then the paid box can be ticked and payment method selected. If not being paid then choose. to complete This will generate the purchase invoice transaction, create the part in the product database and apply the part audit information To view Part Audit information Parts Audit Information From the document screen select the part number to view. This will open the part edit screen. From the part edit screen select to view 33

34 Purchase Invoice Automated Entry Automated Purchase Invoice/Ledger Creation Purchase invoices from a Unipart Automotive branch can be sent in to the Purchase Ledger system through Account Enquiry (see page 28) From the Account Enquiry screen select the date range to view followed by which will open the Purchase Invoice screen with all the document details added If all invoices/credits for the period are to be exported to Purchase Ledger use the select all option or tick multiple individual items To edit an individual PI select When items have been ticked select the nominal code to import them against Once selection is complete use all selected items to Purchase Ledger to send Purchase Ledger Purchase Ledger The Purchase Ledger page can be printed exported into Excel or Single or multiple invoices can be paid off against the same account in one transaction Credit notes can be directly matched to invoices for the same account if for the same value to clear the balance Credit notes can be matched to invoices for the same account of differing values with the outstanding amount left unallocated if the outstanding amount is removed before the button is selected Invoices and credits can be viewed or printed If multiple payments are being made by one account the account number can be searched for and all transactions for that account will display. When this option is used a Select all on page tick box will appear to make selection easier When the correct selections are made the is used to move to the payment screen button Unallocated Payments 34 By filtering an account but not selecting any invoices to pay off select and enter the amount. This will add an unallocated payment to the account that can be matched to invoices later on

35 Purchase Ledger Payments Paying Purchase Ledger Once the invoices/credits have been highlighted for payment and the button has been selected the Purchase Payment Entry screen will display Select the payment date and method of payment, if all is correct select Part payments can be made by changing the amount before the pay button is selected. This will leave an outstanding balance against the invoice The date of payment can be altered in the date box and details such as cheque numbers can be added to the Details box Completed invoice payment information can be viewed by clicking on the paid date Aged Balance Aged Balances The aged balance screen will give an up to date list of unpaid sales or purchase invoices Select the date to run from and to view A current aged balance list can be printed by selecting All aged balance information can be exported Sales Ledger / Purchase Ledger due dates are calculated using the payment terms set against the customer / supplier in the Customer / Supplier Database Sales / Purchase Report Non Sage Sales / Purchase Report Non Sage If not linking KiS ONLINE to Sage, the Sales / Purchase report will give information on all sales or purchase transactions between 2 dates and calculate the total figures for each selected view Invoice & Credits Invoices Only Credits Only All Paid & All Unpaid Use All Paid if cash accounting VAT content to the specified period 35 The button will return back to the main screens

36 Sales / Purchase Report Sage Export Sales / Purchase Report Sage The Sales/Purchase report screen if exporting will show all invoice/credit information for the specified date range It will also display which information has or has not been exported to Sage along with the date of export ***For full instructions on Sage Export, download the Sage Export Routine*** Instruction guide from the Help screen Payment Report The Payment Report The payment report will give a breakdown of all payments by payment method between chosen dates Both the report and the totals can be exported to csv by selecting what is to be exported followed by Customer Statements Customer Statements Customer statements can be produced between two account numbers, for a specific Customer Type or for all customers When the correct information is displayed on screen select to print statements 36

37 VAT Analysis VAT Analysis To run a VAT analysis, enter the from date and to date, select to view on screen or to print Nominal Listing Report Nominal Listing Report The nominal listing report will add up all the sales nominal amounts by nominal code To run a nominal listing report, enter the to and from dates, select to view on screen or to print Both the report and the totals can be exported to csv by selecting what is to be exported followed by The Reports Menu Customer Relationship Manager Customer Relationship Manager From the Reports drop down menu select Customer Relationship Manager The main function is to produce customer reminders. Select the type of reminder and the date from and date to fields then Customers highlighted blue indicate that a reminder can be sent by the selected contact method. By changing the contact method, different information is displayed such as mobile number or address. If using SMS, select the message you wish to use or create one in User Options under Messages (page 48) Additional reports/customer & vehicle lists can be created by changing type to File Export The reminder/contact information can be downloaded from KiS ONLINE and merged with your internal word processing systems to generate letters 37 ***See additional guides available from the helpdesk***

38 Work History Report Work History Report To produce a Work History Report there must be a vehicle loaded from the vehicle database The as displayed will show all documents for the selected vehicle. To view the actual invoice. To copy invoice content to a new document. To load the invoice in the document screen Communications Communications From the Reports drop down menu select Communications Enter the date range and contact method followed by to display all customers that have been contacted by the selected method between the selected dates SMS and fax messages sent can be viewed by clicking the document or message links Analysis Reports Analysis Reports KiS ONLINE has access to a variety of reports Simply select the type of report and the date range to run from and to followed by Reports can be printed or exported by.csv 38

39 The Stock Menu My Orders Searching for Orders From the Database drop down menu select Document and My Orders Orders can be searched for using any of the following criteria Date from and to By Part number By Supplier Receiving Orders Open orders can be viewed by selecting or received by selecting. If the quantities received differ from those on the order the Qty Rec box s can be adjusted to reflect this and the order status will change from open to partial. A GRN number will be allocated to the parts once received Enter the PI number supplied to create a part audit and Purchase Ledger transaction An order can be deleted by using GRN Goods Receipt Note Once an order has been received, searches can be carried out by GRN. The GRN can also be used to create returns Select the GRN to return using. Select individual items on the GRN with and add the reason code. Select if down date stock is required and update see page 39 for further details New (Manual) Orders New Orders Manual orders that do not require a vehicle can be created through the My Orders screen Enter the part number or partial part number and quantity then select either or If multiple part numbers match the search criteria they will be listed in the pick screen. Tick the required part and use the at the bottom of the pick screen Enter any special instructions and/or reference numbers follower by to send 39 Once ordered the goods can be receipted into stock or go straight to the receive option if the parts have been ordered by telephone. Enter the PI number to create a part audit trail and Purchase Ledger transaction

40 Suggested Orders Suggested Order To create a suggested order, pick the required supplier or all suppliers from the supplier dropdown box then All parts that fall below the minimum stock level (see page 43) will be added Deselect any parts not required then The order screen will open with the correct supplier and available order methods Once the goods have been received through the My Orders section the parts will be added to stock Returns New Return New Returns To create a new part return click, select the correct supplier and enter the date of the return Fill in the part details and select a reason code from the dropdown and select Downdate Stock if required. When all boxes are complete select to finalise Once all parts have been added select to print the returns note that will be sent with the parts To cancel a return select Returns Completing a Return Completing a Return Select the supplier and date range then to display all returns. Use to select the return to complete The selected return will display below. To create a Purchase Credit for ledger and part audit reference enter the purchase credit number from the supplier and select to complete 40

41 Completing a Purchase Credit If the item was COD then the paid box can be ticked and payment method selected. If not being paid then choose. to complete Stock Movements Stock Movement This report will show the stock movement of all stock that is currently allocated to documents Select a mix of Date range, product Group, specific Part Number and Only Stocked Parts followed by This information can be exported using the button Part numbers can be clicked to view any part audit information Stock Take and Adjustments Stock Take and Adjustments To produce a stock take list enter the required criteria and select the stock take sheets and perform a stock take When the stock take is complete, enter any discrepancy values in the New Stock boxes and to complete The new stock values will be applied and added to the stock movement report Part numbers can be clicked to view any part audit information 41

42 Stock Usage Stock Usage The stock usage report will show the usage of all stock stored in the product database Select a mix of Supplier, Month, product Group and specific Part Number followed by This information can be printed using Customer and Vehicle Database Menu Additional Functions Although customers and vehicles are created by entering the details in the customer and vehicle databases it is not possible to delete customers and vehicles from these locations To delete a customer or vehicle open the relevant database located under the main menu Search for the required customer or vehicle and select the delete button. Vehicles will be permanently deleted. Customers with no document records will be permanently deleted. Customers with document records will be removed from search screens 42

43 Adding, Editing, Deleting Labour Rates KiS ONLINE will cater for as many labour descriptions/rates that you wish to create. These can be used to distinguish between retail and trade, diagnostic and electrical, body-shop and mechanical, the choice is endless. The labour database is also used to create MOT work if your garage is an MOT testing station. If your garage is not an MOT testing station but you still carry out MOT work for your customers additional information is required (see page45 Bought in MOTs) Creating a New Labour Rate From the Database drop down menu select Labour Enter the Labour code you wish to use, Labour description, nominal and VAT codes, cost and retail price. Select update and the new labour rate will be created To edit an existing labour rate select To save changes select To delete a labour rate select edit then Adding, Editing and Deleting an MOT Rate Creating an MOT From the Database drop down menu select Labour Enter the MOT code, MOT description, nominal and VAT codes, cost and retail price Select update and the new MOT rate will be created To edit an existing labour rate select To save changes select To delete an existing rate select edit then Creating Suppliers Creating Suppliers From the Database drop down menu select Supplier Enter all relevant details and when complete select the l button Suppliers no longer required can be removed with A full supplier list can be viewed by selecting 43

44 Creating Product Product Database To create own part numbers or store supplier part numbers complete all relevant fields Items marked as Stocked Part will be treated as stock. When a stocked part is added to the document screen it will be colour coded to indicate its level (see page 14) Parts that contain a min and max level can be reordered from the Suggested Order screen (see page 39) Everyday items that are used but are not treated as stock can be set as Quick Parts and will display in the Quick Parts Tab in the parts section (see page 12) When complete select Parts no longer required can be removed with Creating Custom Jobs Fixed Price Custom Jobs Fixed Price Fixed price jobs can be created to cover off everyday work To create a fixed price job, enter a job name, description and nominal code followed by a cost and sell price ensuring the fixed price box is ticked and to confirm Creating Custom Jobs Basic Labour Jobs Custom Jobs Basic Labour Jobs Basic labour jobs can be created to cover off everyday work To create a basic labour job, enter a job name, description and nominal code in the top section. To add labour, select L-Labour from the Type dropdown and choose the Labour Code you wish to sell out at and Find to fill in the Labour Description. Enter the quantity and the job will be sold out at a fraction of the hourly rate chosen. Select to add the labour line to the job 44 To confirm

45 Creating Custom Jobs Advanced Labour Jobs Custom Jobs Advanced Labour Jobs To create an advanced labour job, enter a job name, description and nominal code in the top screen section. In the lower screen, additional criteria such as Work Descriptions, Product, and Product Groups can be added in the same way as Labour in basic labour jobs. Where Product Groups are added, if the job is selected through the Document screen, the catalogue will open to choose the correct part numbers. Select to add the additional lines to the job To confirm Using Custom Jobs Using Custom Jobs From the Document screen select the Jobs link which will open all the custom jobs created, use to select the required job Basic and fixed price jobs will pull the correct information on to the document screen Advanced labour jobs that have product groups listed against them will take the user through the catalogue to select the correct parts Once all the correct parts have been selected the user will be returned to the document screen where any additional text and descriptions will be added 45

46 The User Options Menu Setting up the User Options The User Options menu sets the system up to work in different ways User options User options can be set by selecting the Database dropdown and User Options This will open a menu grid Use Update to save changed information Once individual sections are complete use save changes to General The general section lets you customise some of the default setting in the application After creating the specified document type the document screen will clear Hide Costs automatically removes the cost price box from view on any screen that shows cost prices. A tick box will be added to those screens to show if required Average Cost works out stock reports based on average cost Show Basket pops up the shopping basket when add to basket is used Override VAT Rate Only select if not VAT registered Auto Update MOT Prompts for MOT reminder date when invoice created Estimate/Quote determines if a document is named either estimate or quote Parts Margin sets the minimum parts margin required Labour Margin sets the minimum labour margin required Total Margin sets the minimum total margin required If margins are breached a red warning will display on the documents screen Document Start Number set your next document number if moving over from a different system Bought in MOT If you take vehicles to a 3 rd party for MOT tests the vat to be paid between cost and retail is worked out for you. Create a code, description and allocate a nominal code Start Menu If you prefer to start by taking vehicle details first select vehicle If you prefer to start by taking customer details first select customer Default Labour Default rate unless separate rate specified when adding customer Automatically loads the last XX days of estimates and invoices in document review screens 46 Custom Allows for the renaming of the two custom fields in customer database

47 ing With KiS ONLINE you can documents directly to your customers or suppliers. These s can be tailor made to say whatever you decide and will automatically add your garage detail to them ing When documents are ed the user can determine the message that will be sent with the specific document type. This information appears in the body of the along with the garage detail and reply address picked up from the Company Info section Printing If you have a company logo, a Car Care Centre logo or you can create your own document banner to upload onto your documents Print layouts change the way labour lines are printed on estimates and invoices Labour Summarised will just show the labour amount per line Labour Itemised will show time, rate, discount and amount per line If using headed paper select Do not print garage information Use Image in document allows the user to upload own logo to appear on the top right corner of documents Use Banner Image in document allows the user to upload a banner to appear across the top of documents Document margins can be set to help centralise the print layout when using pre printed (headed) paper Automatic popup of document types can be turned on or off. If you require the estimates to automatically popup for print or when created tick the estimate box etc 47

48 Company Information Company info Fill in all required contact information to appear on documentation and in text body. ***The Garage Name can only be changed by Unipart*** Sender is the reply address added to sent s Diary Diary Set out how many hours are available to sell per day and the workshop diary will colour code its self to indicate what percentage of work has been booked in against a day Show Preview Screen will print preview job sheets when assigning them to the diary or when creating a job sheet from a diary entry Document Footers Show completed will keep jobs in the diary once invoiced. Unticked will remove them once invoiced Document footers can be a great way to tell customers of additional services that you offer or of any promotions that you are running Document Footers Enter your own messages to appear on the bottom of documents Estimates valid for XX days the default is set to 30 days We would like to wish all our customers a very happy Christmas We are now able to service your air conditioning unit Invoice Notification appears on the main document section Sage Sage Enable Sage will allow Sage exports to be carried out Set up the default cash account when using cash accounting and apply a default nominal code and department Internal invoices can be excluded from Sage exports Choose to show either nominal code descriptions (ticked) or document descriptions (un-ticked) 48

49 Reminder Types Sending reminders can be a great way of generating repeat business and is an even better way of showing your customers that their business means a great deal to your business Reminder Types Create reminders for other work. New reminder types will appear on the document screen and in the vehicle database Type the reminder name and select update and the new reminder will appear in the drop down options To delete a reminder type, select the reminder you want to delete from the drop down options and a delete button will appear Messages KiS ONLINE can be set to communicate to your customers in many different ways. It can send out text messages for reminders or just to tell your customer that their car is ready to collect Select the type of message to create (Reminder/General) Enter the message name in the Brief Description box Using the the message button select the merge fields to appear in Enter free text around the valid fields to create the message The message is accessible when the SMS button is selected SMS messages are sent from our SMS bureau so you need to add the company name/number to any messages you create Access Control Access control can be enabled to lock out parts of the system. Applications that have access control enabled can only be used by people who know the password Access Control To enable access control, select the page to protect and the Locked box then enter a password If using access control, make sure that user options are protected log out of KiS ONLINE to activate 49

50 Housekeeping To access housekeeping you will need to contact Unipart Business Services on for a password. Before a password is given we will warn you of the damage that can be done if not used correctly A password needs to be obtained in order to run housekeeping as vital data can be lost Markon The markon option will allow you to tailor the retail prices that you charge. This can be done across the board on all Unipart retail prices or for specific product groups Rather than using Unipart retail prices, a markon as a percentage of cost can be applied either as a default across the board or by specific product groups Select the product group and add the percentage on cost and update. You can apply different percentage rates to different product groups Markon will only be applied to product picked through the Unipart Catalogue Default Nominal codes Default nominal Codes Default nominal codes can be set against specific types so if no nominal is allocated the system will use the default If exporting to Sage ensure that all KiS ONLINE nominal codes are created in Sage before exporting MOT Diary Mot Diary Set up the number of MOT bays required, your start and finish times and interval time (length of time to complete an MOT) Opening Balances Opening Balances Customers and Suppliers can be created with an opening account balance if transferring from a different system 50

51 Consumables Consumables Can be set to automatically apply a consumable rate to documents Setting up Codes User codes are used to change other aspects of KiS ONLINE Code maintenance All codes for KiS ONLINE are controlled under the Code Maintenance Screen This code option screen is located under the database header Nominal Codes Nominal Codes To create new Nominal codes enter the code, description and select either Sales or Purchase To edit an existing code select To save changes select To delete select edit then VAT Codes If exporting to Sage ensure that all KiS ONLINE nominal codes are created in Sage before exporting VAT Codes To create new VAT codes enter the code, description and percentage and Sage VAT code To edit an existing VAT Code select To save changes select To delete select edit then If exporting to Sage ensure that all KiS ONLINE VAT codes are created in Sage before exporting 51

52 Account Types Account Type Customer account types are used for generating reports for work carried out on specific customer categories To create new account type, enter the code and description To edit an existing Account Type select To save changes select To delete select edit then Technicians Technicians To create new Technician enter the code, technicians name and flag if MOT tester qualified To edit an existing Technician select To save changes select To delete select edit then Payment Terms Payment Terms To create new Payment Terms enter the code, description and number of days. To edit an existing Payment Term select To save changes select Advisory Notes To delete select edit then Advisory Notes To create new advisory note enter the code and summary followed by a detailed description statement. To edit an existing Advisory Note select To save changes select To delete select edit then 52

53 Work Descriptions Work Descriptions To create new work description, enter the code and summary followed by a detailed description of work to be done To edit an existing Work Description select To save changes select To delete select edit then Customer Title Customer Title To create new customer title, enter the description in the title box and select To edit an existing Title select To delete select edit then Reason Codes Reason Codes To create new Reason Code enter the code and description followed by To edit an existing Reason Code select To delete select edit then Resetting Your Password Changing passwords Select the password to change from the drop down list Enter your current password. Enter your new password and confirm it Select to activate You will then be given the option to change the password for all accounts 53