Operating Guide 1 August 2016

Transcription

1 Operating Guide 1 August 2016

2 CONTENTS 1 INTRODUCTION YOU NEED A WORKSHOP MANAGEMENT SYSTEM THE EVOLUTION OF AUTOMANAGE USING AUTOMANAGE HOW TO CONTACT THE ADMINISTRATORS OF AUTOMANAGE CHANGING TO AUTOMANAGE TECHNICIANS DETAILS CUSTOMER DETAILS SUPPLIER DETAILS TELL AUTOMANAGE SUPPORT TO CLEAR EXISTING STOCK DATA TAKE ON EXISTING STOCK TAKE ON UNPAID INVOICES SET NEXT INVOICE, CREDIT NOTE AND JOB NUMBERS BANK ACCOUNT CONFIGURATION SET OPENING BALANCES GET YOUR PART SUPPLIER CONNECTED CUSTOMER ESTIMATES CUSTOMER ESTIMATE GENERAL INFORMATION ACCURACY OF ESTIMATE CREATE AN ESTIMATE EDIT ESTIMATE WORKSHOP VIEW OF ESTIMATE PRINT A SERVICE SCHEDULE WITH THE ESTIMATE ESTIMATE TO CUSTOMER ESTIMATES CAN BE DELETED IN ESTIMATE HISTORY CUSTOMER BOOKINGS CUSTOMER BOOKINGS GENERAL ADD A CUSTOMER BOOKING PRINT JOB CARDS FROM BOOKING CREATE QUOTE FROM BOOKING BOOKING LIST CUSTOMER CHECKS HIS VEHICLE INTO THE WORKSHOP OPEN JOB CARD REPORT PAGE 1 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

3 5 CUSTOMER QUOTES CUSTOMER QUOTES GENERAL CREATE CUSTOMER QUOTES USING PART PRICES FROM AUTOESTIMATE ADD AN INSURANCE COMPANY OR FLEET ADMINISTRATOR TO THE QUOTE CUSTOMER AND WORKSHOP COMMENTS ON THE QUOTE ADD INVOICE REPORT ADD ADDITIONAL WORK AS PER JOB CARD ADD SERVICE ITEM/SERVICE AND/OR REPAIR ITEM TO THE QUOTE ADD REPAIR ITEMS TO THE QUOTE BY USING ADD REPAIR ITEMS ADD REPAIR AND SERVICE ITEMS BY USING THE SEARCH BAR ADD REPAIR AND SERVICE ITEM NOT LISTED ON THE SYSTEM PART PRICES OF SERVICE AND REPAIR ITEMS PART PRICES THE TRADITIONAL WAY THE ONLINE PART QUOTE FROM THE LOCAL SUPPLIER CORRECTING PRICES ON QUOTE SELLING OF QUOTE TO CUSTOMER AUTHORISATION OF QUOTE BY CUSTOMER ONLINE AUTHORISATION VIA AUTHORISE THE QUOTE FOR YOUR CUSTOMER AUTHORISATION OF QUOTES FOR TWO PARTIES ONLINE AUTHORISATION OF QUOTES FOR TWO PARTIES ON THEIR BEHALF INVOICES AND CREDIT NOTES INVOICES AND QUOTES GENERAL ADD PART NUMBERS TO PARTS ON THE QUOTE RECEIVE PARTS FROM SUPPLIER (GOODS RECEIVED VOUCHER - GRV) RESERVING PARTS / PICKING SLIPS PRODUCE THE INVOICE THE COMEBACK INVOICE PRODUCE A CREDIT NOTE FROM AN INVOICE PRODUCE AN INVOICE FROM A REVERSED INVOICE (CREDIT NOTE) CREDIT NOTE AS GOODWILL (NO PARTS INVOLVED) CREATE A QUOTE FORM AN INVOICE COS SUPPLIERS INVOICES (GRVS) PART QUOTES GOODS RECEIVED/RETURNED GRV S & GRN S/COS SUPPLIER INVOICES CAPTURE A SUPPLIER S INVOICE/GRV CREATE A GOODS RETURN NOTE PAGE 2 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

4 8 STOCK STOCK ADJUSTMENTS INTERNAL QUOTES THE INTERNAL INVOICE ACCOUNT TRANSACTIONS THE SUNDRY SALES INVOICE CREATE SUNDRY SALES INVOICE THE SUNDRY SALES REVERSAL SUNDRY PURCHASES CREATE A SUNDRY PURCHASES INVOICE REVERSE/CREDIT SUPPLIER INVOICE OTHER SUNDRY TRANSACTIONS VAT PAYMENTS MONEY (COST OF SALES) RECEIPTS REVERSING A RECEIPT PAYMENTS REVERSING A PAYMENT PETTY CASH PAYMENTS REPORTS SALES REPORTS COS INVOICES AND CREDIT NOTES SUNDRY SALE INVOICES & CREDIT NOTES THE SALES AND VAT REPORT PART SALES BY CATEGORY PART SALES PER MONTH TOP SELLING PARTS PURCHASES REPORTS GOODS RECEIVED AND RETURNED SUNDRY PURCHASE INVOICES & CREDIT NOTES PURCHASES AND VAT REPORT PURCHASES BY CATEGORY PURCHASES BY SUPPLIER CUSTOMER REPORTS CUSTOMER LIST INVOICE AGE ANALYSIS DEBTORS AGE ANALYSIS PAGE 3 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

5 MONIES RECEIVED CUSTOMER STATEMENTS SUPPLIER REPORTS SUPPLIER LIST SUPPLIERS AGE ANALYSIS PAYMENTS MADE STOCK STOCK ON HAND REPORT PART SALES PER CATEGORY INVENTORY AGE ANALYSIS MONTHLY RECONS STOCK RECON DEBTOR S MONTHLY RECON CREDITORS MONTHLY RECON ACCOUNT REPORTS PETTY CASH CASHBOOK VAT CONTROL ACCOUNT LIST OTHER SUNDRY TRANSACTION GL ACCOUNTS INCOME STATEMENT DEPRECIATION BALANCE SHEET EFFICIENCY REPORTS MARKETING ANALYSIS TECHNICIAN REPORT WITH BONUS CALCULATION REPORTS TO BE SUBMITTED TO ACCOUNTS SALES AND VAT REPORT PURCHASES AND VAT REPORT INVOICE AGE ANALYSIS MONIES RECEIVED SUPPLIERS AGE ANALYSIS PAYMENTS MADE STOCK ON HAND STOCK RECON DEBTORS MONTHLY RECON CREDITORS MONTHLY RECONS MAINTENANCE CUSTOMERS PAGE 4 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

6 ADD CUSTOMER SUPPLIERS MAINTAIN SUPPLIERS CREATE A COS SUPPLIER CREATE A SUNDRY (NON COS) SUPPLIER TECHNICIANS BANK ACCOUNT CONFIGURATION STOCK EDITOR TEAM CODES USERS WORKSHOP CONFIGURATION TAKE ON TAKE ON INVOICES & CREDIT NOTES SET NEXT INVOICE AND CREDIT NOTE NUMBERS SET OPENING BALANCES FOR PETTY CASH LIST OF GENERAL LEDGER ACCOUNTS ON AUTOMANAGE..57 PAGE 5 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

7 1 Introduction 1.1 You need a workshop management system You need a workshop management system that is easy to use and doesn t need an accountant to operate. You need a system where data is captured only once and does not have to be entered for each different posting. You need a system which is designed by workshop operators and that follows the workflow in a modern workshop. You need to produce job cards for the customer and workshop and your terms and conditions printed with all customer and vehicle information. You need reports at your fingertips which produce all the key information you need to manage your business effectively. You need a system which produces service schedules as specified by the manufacturers and transfers these schedules to estimates, quotes and invoices. You need to know whether you have the required parts in stock when you prepare a quote for a customer or place an order with your supplier. You need your main assets and liabilities closely controlled, giving you reconciliations for your stock on hand, your gross profit (theoretical and actual), debtors and creditors. These recons must be produced by the system and tell you instantly if your stock, debtors and creditors are balancing or not. You need a tool recording your technician s invoiced labour hours that, after you set your criteria, will work out the technician bonus for you. You need marketing information created by the system. You need to be reminded, if your customer has a special price structure negotiated by yourself or your franchisor or whether he has payment problems or anything else you want to be reminded of when you book the customer and/or produce a quotation. PAGE 6 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

8 1.2 The Evolution of AutoManage In 2009 the first module called AutoEstimate was launched. It was the first on the market and remains the only system to produce kilometre-based service estimates using the vehicle manufacturer s service instruction and specification. These estimates are workshop-specific because the labour rate as well as the mark-up percentages of the dealer are used to compile the estimate. However, part prices are average prices obtained from suppliers and may be different from prices a specific dealer can obtain. The next module, AutoQuote, was added in AutoQuote enabled workshops to produce final quotes using the actual part prices from their supplier. With AutoQuote, facilities were added to obtain part prices from suppliers online and to enable customers to view and authorise quotes online. In 2012 and 2013 AutoManage was developed and added to complete the management system in This module comprises an online booking system, the printing of customer and workshop copies of job cards, the conversion of quotes to customer invoices, customer receipts and supplier payments, Creditors, Debtors, stock management and customer statements. AutoManage - a complete management system for workshops. 1.3 Using AutoManage AutoManage is accessed using the Chrome web browser from Google which can be installed from for your desktop computer or for your laptop, tablet or mobile phone. AutoManage is best suited to devices with bigger displays like PCs, laptops and tablets, but much of it can be used effectively on a phone. AutoManage is hosted at automanage.dedicated.co.za where you will find a login page. Access to AutoManage is controlled by means of a username and password supplied to you by AutoEstimate Ltd. PAGE 7 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

9 Below is the table for the different user types. Please send an to with all the users in your establishment, list their names, surnames, addresses and which user type they are. User types WS WS WS WS WS WS WS access Administrator Serv.Adv 1 Serv. Adv 2 Stock control Quotes Reports only Accountant Customer estimates Create estimate x x x x x Customer bookings x x x x x Customer quotes x x x x Customer COS Invoices and Credits List cos inv and cred notes/reverse Inv x x x x Create COS credit note x x x COS Parts & Stock from Suppliers Part quote history x x x x x Request part quote x x x x x Order parts x x x x GRV & GRN /COS x x x x Stock adjustments x x x Internal quotes and invoices x x x Post sundry (non COS) Transaction Sundry Purchases x x x x Sundry Sales x x x x Other Transactions x x x x Petty cash payments x x x x Vat payments x x x Money Receipts x x x x Payments x x x Reports Sales x x x x x Purchases x x x x x Customers x x x x x Suppliers x x x x x Stock x x x x x Sundry Sales listing x x x Monthly recons x x x x Accounts x x x Petty cash Report in Accounts x x x x x x Efficiencies x x x x x Maintenance Customers x x x x x Suppliers x x x x x Technicians x x x x Stock editor x x x Team codes x x Take on x Workshop configure x PAGE 8 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

10 Once you have logged in, the various functions on AutoManage are accessed by means of a menu system. On the home page below, all the main functions are available: Customer Estimates Customer Bookings Customer Quotes COS Customer Invoices & Credit Notes COS Parts & Stock Account Transactions Money (COS) Reports Maintenance Some functions are only available to certain users depending on the configuration of that user (e.g. a Workshop Administrator will be able to do everything, a Workshop Service Adviser will have access to fewer functions and a Workshop Operator to only those functions that s/he needs to do the job. Clicking a menu item will open that function. Under each menu item is a description of the function. Once you know your way around your system, you can hide this help text by clicking the red cross at the top left of the page. PAGE 9 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

11 Most pages have a single row of menu items above the screen like this: At the top right of the screen are three navigation items that appear on every page. Home takes you back to the home page where all functions are available. Support opens a page that allows you to request help from AutoManage Support. Logout logs out the current user. You may have more than one user in your workshop. Some pages show lists. These lists can be changed by means of a filter. Select values in the filter to find items in the list and click Apply Filter to update the list using the new filter values. PAGE 10 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

12 1.4 How to contact the administrators of AutoManage Operational issues Ingrid Kohler Carmichael Phone: Fax: Cell: Adding new vehicle onto the System Kerry-Leigh Phone: Website development and marketing Peter Kohler Phone Fax: Cell: or Website development and programming Doug Falconer PAGE 11 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

13 2 Changing to AutoManage Before changing from another operating system or starting to use AutoManage for the first time, the following tasks have to be completed. 2.1 Technicians details When? Any time before you commence invoicing on AutoManage. Add the Technician working in the workshop to the database. Select Maintenance from the main menu Select Technician Select Add Technicians Complete the table in detail Select Save Technician when entries are completed. As the technician names are entered the technician codes are created by the system. Hours budget per day: Technician hours invoiced before a bonus payment is achieved. (Say as from 5.5 hours out of 9 working hours) The Bonus Rate/Unit is the rate of the bonus per unit (10 units are 1 hour). R3 per units equal R30 per hour. 2.2 Customer details When? Any time before you enter your unpaid customer invoices and prepare a quote for your customers At this location, customers, who use the main services of the business, vehicle servicing and repairs and sundry customer can be added using the filter. Sundry customers owing the business money for reasons not directly linked to the main business. (E.g. tax refund, selling of old equipment, selling of office furniture, etc.) Select Maintenance from the main menu Select Customer Select Add Customer Customer type (private, business or sundry customer) Surname and first name The system creates the account number from the name PAGE 12 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

14 Rep code (you can separate your customers according to area representatives or any criteria you want to use to flag a customer. Sales code, similar to the rep code where you can mark your customers using different criteria. Title depending whether the customer is private or a business Customer address Telephone, cell, fax and . This information is extremely important and will be used to collect marketing information. Preferred contact method, how does your customer want to be contacted. May we contact customer in future for marketing and promotional activities? If yes, tick! Customer Comments. This field can be used to remember everything about a customer which needs to be remembered. o Labour rates o Maximum mark-up percentages o Comments about payment o Discounts. Whenever a booking is made or a quote is prepared a pop up will remind the operator of these comments. When all records are completed, select Save Customer 2.3 Supplier details When? Any time before you request part prices from your suppliers online and before you prepare a Goods Received Voucher (Supplier invoice). The system recognises two kinds of suppliers: COS suppliers - suppliers of all products you need for servicing and repairing vehicles (cost of sale suppliers). Sundry suppliers - suppliers for sundry materials and services not directly used to service and repair vehicles. (E.g. rent, staff uniforms, staff canteen, building maintenance, materials, etc.) To capture your suppliers Select Maintenance from the main menu Select Suppliers PAGE 13 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

15 Select Create COS Supplier or Create Sundry (non COS) Suppliers Add supplier details as requested Add payment terms COD or Credit Add the discount you subtract from your invoice or statement Add your suppliers banking details and the accounts contact details Select Save Supplier (at the top of your screen) Select List Suppliers, use the filter to select COS or sundry supplier, apply filter and access a list of your suppliers. If you wish to edit your Supplier, select the supplier and edit the details, Select Save Supplier. You can also delete a Supplier on this screen. 2.4 Tell AutoManage Support to clear existing stock data If you have been using AutoManage, there will be some data related to stock already on the system. This data needs to be cleared by AutoManage Support before you continue to the next step. 2.5 Take on existing stock When? Stock must be taken on the last day of the old month and added as stock adjustment. If this is impossible, the fast moving stock items should be entered onto the system before the last day of the old month. The balance of the stock items can be entered as stock adjustment during the new month. This way the system can distinguish between stock taken on and stock purchases during the month. Select COS Parts & Stock from the main menu. Select Stock Adjustment Select Add Stock Adjustment At the bottom of the table, click the green button The Find Stock Item pop up appears Select the category for the part you want to add to add an item Select item on pop-up. If the item you want to add is not on the list of the drop down menu, click the green + button and the Add Part Item pop up appears. Enter the name of the new item and click OK At the bottom of the window select New Part. Create New Stock Item window will open. Enter the details of the stock item and press OK PAGE 14 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

16 2.6 Take on unpaid invoices When? On the last day of the old month all outstanding invoices must be added to the system. Select Maintenance from the main menu Select Take On Select Take On Invoices and Credit Notes Select Take on Invoices Select Invoice number, select date of invoice, choose customer and add VAT inclusive value. Select Save Invoice and add the next outstanding invoice. Follow the same procedure for credit notes 2.7 Set next Invoice, Credit Note and Job numbers Once you have finished taking on invoices and credit notes, the system needs to know what numbers to use for the first invoice and credit note it generates to have a numerical continuation from your previous system on AutoManage. Select Maintenance from the main menu Select Take On Select Take On Invoices and Credit Notes Select Set Next Invoice Number A pop up appears where you enter the next invoice number following the last invoice prepared on your old system. Follow the same procedure for credit notes Click on Parent Menu (takes you back to the previous sub-menu) Select Set Next Job Number Enter your next job number PAGE 15 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

17 2.8 Bank Account Configuration Select Maintenance from the main menu Select Bank Account Configuration Select Edit Bank Accounts Enter the names of your bank accounts e.g. FNB Current, ABSA Money Market, FNB Card. Enter the bank account numbers for these accounts. The opening balances for these accounts will be set in Set Opening Balances in the Maintenance menu. 2.9 Set Opening Balances When? On the last day of the old month balances must be added to the system. Select Maintenance from the main menu Select Take On Select Set Opening Balances Select Edit Enter the Opening Date and the Opening Balances The balances for the GL accounts can be entered in at any time as the system allows you to back date the opening balances Get your part supplier connected In order to request part quotes and to order online it is necessary to connect your part supplier to AutoManage. If you supply the following information to the Administrator of AutoManage, your part supplier will be added within 24 hours and he will be given supplier access to AutoManage. Please discuss with your part supplier that you would like to communicate with him online, request part quotes, and to order your parts online. It is essential that he can be contacted via and preferably have access to AutoManage. The following information for your supplier is required: User s Name The name of the person at your supplier that receive quote requests and orders The address of this person PAGE 16 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

18 Username A username for this person to use to login to AutoManage The AutoManage Administrator will provide a password to the new user. PAGE 17 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

19 3 Customer Estimates Customer Estimates are available to AutoEstimate/AutoInvoice subscribers 3.1 Customer Estimate general information Only estimates of vehicle servicing are produced. The estimate uses the dealer s labour rate and part mark-up percentages. The mark-up percentages can be selected for aftermarket suppliers and manufacturers agents. The prices used are average prices obtained from suppliers and may vary from area to area and supplier to supplier. 3.2 Accuracy of estimate For normal servicing the calculated estimate is pretty accurate when compared to a quote using actual part prices from suppliers. This is possible because the parts make up a small percentage of the total servicing cost. Larger variances between estimates and quotes can occur on cambelt services. AutoManage might have the prices of aftermarket parts but these might not be available and the agent parts can be considerably higher priced. In such a case the workshop should enquire about part prices and availability before submitting the estimate. 3.3 Create an estimate Select Customer Estimates from the main menu Select Create Estimate Select vehicle manufacturer, vehicle range and vehicle model Select the service interval by selecting a field in the top bar Customise the service items by ticking service items on the left side bar. (Select long term service items normally in the far right Service Interval column). Select Create Estimate The service schedule for the selected service appears. 3.4 Edit Estimate Select Edit Estimate from the Menu bar A block will form around the Estimate prices, which can then be changed by entering the new price into the block. PAGE 18 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

20 3.5 Workshop view of estimate Select Workshop View and you get information like part numbers of service items, the estimated cost of service items, and the mark-up percentage, the gross profit per item and the whole service as well as the gross profit percentage. 3.6 Print a service schedule with the estimate The selected estimate can now be printed and used as a service schedule for the technicians or handed to a customer Estimate to customer The selected estimate can be ed to your customer Select to Customer on top menu Add the customer s name and address and phone number, if available. When done, a pop-up confirms that the has been sent. The customer will receive an and can open a link connecting him to the estimate on the AutoManage website. The customer can now inspect the estimate and request a booking into your workshop. You will receive the customer booking request in your . The request will also appear at the top of the booking list until the booking details are entered. The estimate is stored under Estimate History. The booking must be confirmed with the customer. If you subscribe to AutoManage you can also create a booking directly from the estimate. The booking must be confirmed with the customer 3.8 Estimates can be deleted in Estimate History Select Customer Estimates Select Estimate History Select estimate by using the filter Tick Delete Estimate on the right Select Delete Estimate in the top menu. PAGE 19 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

21 4 Customer bookings 4.1 Customer bookings general The Customer booking module is available to AutoManage subscribers. The booking facility is designed to enter a booking during a customer telephone enquiry and edit the booking as well as customer and vehicle details later, when the vehicle is checked into the workshop. Job cards can be printed directly from the customer booking. A customer copy and a workshop copy of the job cards and the disclaimer are printed with all customer and vehicle details and customer instructions. Directly from the booking the quote can be prepared transferring all customer and vehicle details and the customer instructions onto the quote. 4.2 Add a customer booking Select Customer Bookings from the main menu Select Add Booking and Choose Customer, select a customer from the list. If the customer is new, select New Customer (bottom of page) and add customer details Select Choose Vehicle, vehicle manufacturer, range and model Add the Booking Date and the Operator (person who took the booking) Add the vehicle registration number, VIN number and approximate odometer reading Select the service or repair from the drop down menu Add customer instructions under comments and repairs There is a drop down menu where standard comments can be selected. Select marketing information from the drop down menu Tick whether customer can be contacted for promotions Add comments of a permanent nature, like bad payment records, special prices negotiated for parts and labour and special conditions negotiated with national suppliers. 4.3 Print Job cards from booking Select Print Job cards and the system will print 2 customer job cards and one workshop copy. Terms and conditions can be printed as required. PAGE 20 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

22 4.4 Create Quote from booking Select Create Quote and all booking information will be transferred to the quote. The service can be selected on the bottom menu Add Service/Service Items. If the booking was created from an Estimate the parts from the Estimate will be transferred to the quote. 4.5 Booking list Select Booking List and all bookings for a time period (week, month) are listed and can be opened by clicking on the booking and be printed for the reception staff. It is nice to greet the customers by name when they are checking their car into the workshop. If a customer has requested a booking from an ed Estimate, that request appears at the top of the booking list until the booking details are entered. 4.6 Customer checks his vehicle into the workshop When the customer checks his vehicle into the workshop, the booking can be opened, edited and updated with the latest information. The odometer reading and the VIN number can be recorded during the check in. When the job card is printed, the vehicle pre-check can be completed and the job card signed by the customer. 4.7 Open Job Card Report To view all the open job cards i.e. all the vehicles currently in the workshop, one can print the Open Job card Report. Select Customer Bookings from the Home page Select Open Job Cards from the Menu Click on Apply Filter to see all the Open Job Cards If a customer has decided not to accept any work on his/her vehicle the Job card can be deleted (Note: deleting the Job card will not delete the quote). Once deleted one will be able to see all deleted Job cards by ticking the Show Deleted Jobs, in the filter. To delete a Job card, click on the red cross the job., you will need to state a reason for deleting PAGE 21 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

23 5 Customer Quotes Customer quotes are available to AutoInvoice and AutoManage subscribers. 5.1 Customer quotes general Customer quotes produce final quotes for services and repairs using your workshop s labour rate and mark-up percentages as well as actual prices of parts obtained from the local part supplier. Customer quotes can be ed to your customer and he can authorise, request changes, or reject the quote online. Your total quote history can be accessed in Quote History and a filter lets you select the quotes by date, customer name, vehicle description, vehicle registration, reference number and the status of the quote (New, Submitted, Authorised, Updated, Rejected, etc.) Part price lists and quotations from your local supplier can be obtained and you can order parts from your supplier online. The Quote History will indicate whether an online quote has been requested, sent by the supplier, whether the parts have been ordered on the system and/or confirmed by the supplier. If you subscribe to AutoManage you can also create a booking directly from the quoting screen. 5.2 Create Customer quotes using part prices from AutoEstimate Select Customer Quotes form the main menu Select Create a Quote Select whether you want to create a quote from a booking or bypass the booking system. If you have booked the vehicle into the workshop, choose booking, if not, quote without booking. Select a customer from the list using the filter or create a new customer record. Click on a customer Select a vehicle, range and model Select a service interval from the top bar of the service schedule. Customise the estimate by adding or deleting service items from the left bar. Scroll up and select Create Quote Add the odometer reading, the registration number, the VIN number, the engine number and optional reference number for the quote. PAGE 22 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

24 5.3 Add an insurance company or fleet administrator to the quote It is often the case that an invoice is paid by two parties - the customer on the one hand and his fleet administrator or insurance company on the other. AutoManage makes it possible to add a second customer and ensures that the invoice can be authorised and paid for by both. Each one pays the portion he has authorised. Prepare the quote for one customer Select Add Insurer/Fleet Administrator Select the Insurer/Fleet Administrator using the filter The Insurer/Fleet Administrator is added to the quote 5.4 Customer and Workshop comments on the quote The quote should record all interaction between the Customer, the Service Advisor and the workshop staff for future reference. When the customer checks his car into the workshop, his instructions are written onto the booking application and if no booking has been completed, onto the quote. It is also advisable to record all customer interactions such as recording long delivery times of parts, and discussions about additional work required on customer s vehicle after the initial customer authorisation. Standard comments can be added to the quote as well as the booking. Select Add Comment on the bottom menu below the quote. Select whether the comment was made by the customer or workshop Add the comment in the comment field or select a standard comment from the drop down menu. AutoManage will add records about customer authorisation. 5.5 Add Invoice Report At the bottom of the quote select Add Invoice Report. What is typed in this field will be added to the bottom of the customer s invoice. 5.6 Add additional work as per job card During the inspection of the vehicle the technicians mark all faults found on the vehicle onto the job card. These items have to be added to the customer quote. Repair items are added using the search bar just underneath customer details or the bottom menu, by selecting Add Service/Service Items or Add Repair Items. PAGE 23 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

25 5.7 Add Service Item/Service and/or Repair Item to the quote If the service has not been selected when creating the quote, it can be added by selecting Add Service/Service Item, selecting the service interval and adding the service to the quote (e.g. air filter not due to be changed according to kilometre based service, but very dirty). The service items can also be edited by selecting or deleting service items from the left menu bar of the Service schedule. Press OK and the quote is updated. 5.8 Add repair items to the quote by using Add Repair Items Select Add Repair Items from the bottom menu Select a category from the blue menu that appears Click the open icon for a particular category Select part and labour items by ticking the appropriate fields. The selected repair items and labour items are added to the quote. When you have completed your selection, close the category by clicking the brown button next to the part category. Click on the refresh button (top left of your screen ) to hide the repair item categories. 5.9 Add repair and service items by using the Search bar Type the first 3 or 4 letters of the part/service part you need into the search bar, click on the search icon and a list of all service and repair items containing the selected letter or numbers will appear. Tick the services, repair parts or labour items and click Add to Quote. The selected items will be added to the quote Add Repair and service item not listed on the system If you cannot find a service or repair item on the system, open the category to which to add the item, scroll to the bottom of the category and click Create New Category Labour Item or Create New Category Part Item. You will see a pop up where you can enter the description of the labour item or part, the quantity and the unit cost. Press OK and the item will be posted to your quote. PAGE 24 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

26 5.11 Part prices of service and repair items We have now added the service items and repair items to the quote. But still have the average prices from the estimates on the quote. Some items display no prices and quantities at all Part prices the traditional way Prices from the local part supplier must now be obtained. This can be done the traditional way by phoning the supplier and getting the prices by phone. However, this is not the most efficient way. The correct vehicle details are often not given to the supplier and subsequently incorrect parts are supplied. Phoning is time consuming and costly If you use the full AutoManage system all part quantities you have in stock will show on the quote, next to the part number in brackets The online part quote from the local supplier The part quote from your local supplier can be obtained online. Select Part Quotes from the top menu Select New Part Quote and a list of all parts required for a particular quote appears. This list can be printed and used to mark part prices obtained from various suppliers. The stock on hand is displayed in the Quantity in Stock column, if you subscribe to AutoManage. Select the part supplier on the top drop down menu Tick the items you require for the quote and un-tick the items you don t need. Add any comment regarding urgency or quality and brand of parts and any comments in the additional comment field. Send the request via to your supplier by selecting Send Request on the top menu. Your customer Quote History will show Quote Sent as Parts Status When you receive the quote from your supplier with prices, it will show a status of Quote Received (in red) PAGE 25 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

27 You can open the part quote from the quote by clicking Part Quotes o Click the part quote in the list at the bottom of the page headed Quotes requested and received from Supplier(s) You can also open Part Quotes from COS Parts & Stock on the home page o Select COS Parts & Stock o Select Part Quote History o Use the filter to find the part quote o Click it to view the part quote Now you can order the parts, select Order Parts. Now you tick the parts you want to order from this supplier and select Submit Order. An will be sent to the supplier with your order. Your customer Quote History will now show parts ordered. When your supplier has confirmed the order, it will show Order Acknowledged Correcting prices on quote Whenever changes to a quote are made select Edit Quote. The correct prices and quantities can now be added. When all correct quantities and prices are added to the quote, the gross profit for the servicing and repairs are calculated and displayed on the top right corner of the quote. The Labour rate as well as the mark-up percentages can be changed per line or for the whole quote. All fields in white can be altered. The quote editor will calculate the other fields based on this change. When all prices have been changed and the quantities have been checked the quote may be submitted to the customer for authorisation Selling of quote to customer The usual way to sell a quote to a customer is by telephone. It is advisable to record this telephone conversation as proof for Consumer Protection Act enquiries. However, online authorisations are getting more frequently used by fleet administrators, larger fleet owners and insurers. When phoning the customer, the recommended services and repairs can be discussed item by item, and the customer can decide which services and repairs to authorise. PAGE 26 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

28 Select Edit Quote Discuss the service and repairs with your customer When an item is not authorised, tick the green button on the left side of the item. This will send the item into the Unauthorised Items section, where it will appear with a green and a red button. Selecting the green button will reinstate the item into the quote. Selecting the red button will permanently remove it from the quote and the unauthorised item report on the invoice. After every change AutoManage will calculate the new price of the quote. Unauthorised items will appear on the invoice as such. After the job has been authorised the workshop job card is highlighted and returned to the workshop. This is the authorisation for the technician to start the highlighted jobs Authorisation of quote by customer There are two ways of getting quotes authorised by customers 5.17 Online authorisation via Select Submit Quote to Customer. Select OK and the quote will be sent to your customer. The customer will receive the quote as an and can authorise, reject or send the quote back to the workshop with a comment. When the quote is authorised or rejected by the customer it will indicate on the Quote History. Any comment supplied by the customer will be added to the comments on the bottom of the quote. When authorising the quote the customer will add an authorisation code Authorise the Quote for your customer Often customers authorise their quotes by telephone, fax or . In this case the workshop can authorise the quote on behalf of the customer. Select Authorise Quote for Customer (bottom of quote), add the Authorisation code, select a comment from the drop down menu and click Authorise Quote. The quote can also be rejected and a rejection comment entered. PAGE 27 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

29 5.19 Authorisation of quotes for two parties online If a quote is made out to a customer and an insurer or fleet administrator, the first authorisation must be obtained from the Insurer or fleet administrator and the balance from the customer. Open quote for two customers Select Submit Quote to Insurer/Fleet Administrator The Insurer will get an with a link to open the quote He can authorise the quote, reject the quote or add a comment When authorising the quote a pop up will appear showing the total amount of the invoice, a white field where he can enter the amount he is prepared to authorise. The balance for the customer will be worked out on the pop up. An authorisation code must now be entered and a comment can be added. Select authorise quote and the amount entered is authorised. The workshop will get an and find the authorisation also on the Quote History. The authorisation status will be authorised by insurer and opening the quote will show that the amount authorised is displayed under authorisation code. The customer portion displays Not Authorised. Now the quote can be submitted to the customer and the same procedure applies. When authorisation is also obtained from the customer the Quote History will show Authorised Authorisation of quotes for two parties on their behalf If authorisation is received offline, the workshop can authorise the quote on the customers and/or insurer s behalf. Open the quote for 2 customers Select Authorise Quote for Insurer/Fleet Administrator A pop up appears and the amount authorised by the fleet administrator/insurer must be entered into the white field. The Authorisation code is now entered Add the authorisation comment selected on the drop down menu. Select Authorise Quote The Administrator/Insures part of the quote is authorised. Proceed with the authorisation of the customer s portion in the same way. PAGE 28 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

30 6 Invoices and Credit notes The invoicing module is available to AutoManage subscribers. 6.1 Invoices and quotes general The preparation of the invoice starts with the authorised quote. After the quote is authorised only the part numbers can be added on an authorised quote. Any other change will require the quote to be made New again and authorisation from the customer must be obtained again. 6.2 Add part numbers to parts on the quote Add all part numbers to part items used in the quote. The quote does not have to be edited to add part numbers, they can be added when the quote is authorised. An invoice can only be created if all part numbers have been added to the quote. To add or change an incorrect part number click on the blue arrow on the part number field. The Select Part pop up will appear Add the stock code for the vehicle when available from the drop down menu. If the part is not available for the vehicle it may be available on the database of all vehicles. In this case, click the blue button and it will turn brown. You can now search for your part on the search bar on the bottom of the pop up. Add 3 or 4 letters of the part number and a selection of parts will appear. If your part is not on this list, select New Part. The Create New Part pop up appears Add the part number of your part as stock code it is advisable to add an indication, of how to identify the part later (e.g. VW for VW Polo). Ensure that all parts on your quote have a part number with the latest cost price from your supplier. If you have to edit the quote for some reason, it has to be authorised again. 6.3 Receive parts from supplier (Goods Received Voucher - GRV) From the quote, select Receive Parts (GRV) on the top menu A list of all parts required in the quote comes up In the Quantity on Hand column the quantity you have in stock is displayed. PAGE 29 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

31 Select the supplier from the top drop down menu Click the Include box all parts which are listed on the supplier invoice You can also receive parts not listed by clicking on the green button on the bottom of the GRV. The parts added will be added to your stock. Add the quantities received and the Unit Price exclusive of VAT and any discounts you may get on the supplier invoice but do not subtract any discounts you subtract at the end of the month from your supplier. Last enter the supplier s invoice number and check that the total amount on the supplier s invoice is the same as on your GRV. When all above is completed press Update & Print GRV There may be a number of suppliers invoices which you have to post this way depending how many suppliers are supplying parts for this quote. Print the GRV and attach it to the supplier s invoice. 6.4 Reserving Parts / Picking Slips If you have an item in stock or you have received parts into stock a block will appear in the Reserved column in the quote. When you issue the parts to the workshop this block can be ticked. Once ticked, it removes the parts from stock and places them in Work In Progress (WIP). You will be able to see all the WIP parts in the Stock On Hand Report, the WIP parts will be in the top section of the Stock On Hand Report. A picking Slip can be printed to give to the Stores to release parts to the workshop. Select Print Picking Slip from the top menu. 6.5 Produce the invoice Select Produce Invoice from the top menu Add the odometer reading after the test drive (outgoing) Allocate the labour to your technicians Print the invoice by selecting Print Invoice from the top menu. o If you wish to print the invoice on pre-printed stationery, you can select Print Invoice (no Logo) PAGE 30 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

32 6.6 The comeback invoice A comeback invoice is created when a repair in the workshop has to be repeated because the original repair has not solved the problem with the vehicle. The comeback invoice is created like any other COS invoice but the selling price is reduced to zero, which means that all costs for the comeback repair are absorbed by the business. The additional cost will adjust the gross profit. 6.7 Produce a Credit Note from an Invoice If there are any mistakes, wrong prices or part numbers on the invoice the whole invoice is reversed and a credit note is produced. Select COS Customer Invoices & Credit Notes from main menu. Select List Invoices and Credit Notes Set the filter to find the invoice Click on the invoice and open it Select Reverse Invoice from the top menu. Note you can only reverse an unpaid invoice. Under Customer Invoices and Credit Notes you will find the status of the invoice has changed to Reversed. 6.8 Produce an Invoice from a Reversed Invoice (Credit Note) Select COS Customer Invoices & Credit Notes from main menu. Select List Invoices and Credit Notes Set the filter to find the credit note Click on the credit note and open it Select Create Quote from the top menu Do all adjustments to produce a correct quote Proceed with authorisation, receiving parts if you have a new supplier s invoice and print the new, corrected invoice. 6.9 Credit note as goodwill (no parts involved) Select COS Customer Invoices & Credit Notes from the main menu Select Create COS Credit Note. (Cost of sales credit note means that it will affect the gross profit of the business). Choose a customer from the list, use the filter PAGE 31 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

33 Add the exclusive amount of the credit note and the VAT will be calculated Write a comment describing the reason a Credit Note has been granted. The credit note can now be printed Create a Quote form an Invoice If you have a customer who does a lot of mileage and services regularly, you can transfer all the items from a previous invoice to a new quote. Select COS Customer Invoices & Credit Notes from the main menu Select List COS Invoices &Credit Notes. Choose the customers invoice from the list, use the filter Select Create Quote from Invoice A new quote has now opened. You can remove items and add items. All unauthorised items from the previous invoice can be added to the quote by clicking on the green + button next to the item required. PAGE 32 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

34 7 COS Suppliers Invoices (GRVs) 7.1 Part Quotes Select COS Parts & Stock from the main menu Part Quote History allows you to view existing part quotes and orders Request Part Quote allows you to request a quote for parts not connected to a customer quote Order Parts allows you to order parts without a part quote 7.2 Goods Received/Returned GRV s & GRN s/cos Supplier Invoices Supplier s invoices are captured on AutoManage as Goods Received Vouchers (GRVs). When you return items to your supplier, you create a Goods Return Note (GRN). Select COS Parts & Stock, GRV s & GRN s / COS Supplier Invoices click on Apply Filter and you will get a list of GRVs and GRNs. Displayed are the document numbers, dates, supplier s corresponding invoice numbers, VAT exclusive and inclusive values of the documents, any discounts subtracted from the supplier invoices (GRV) and the supplier names. Status shows Updated when the GRV has been applied to stock. Click on the GRV or GRN to view the document. The filter can select the time period, the status, GRVs or GRNs or stock adjustments, the supplier and click Customer Details box to get details of the customer and vehicle a GRV has been used for. 7.3 Capture a supplier s invoice/grv This is where you capture your stock and consumables, all parts ordered for a specific vehicle must be captured (GRVed) within the quote. Select COS Parts & Stock in the main menu Select GRV s & GRN s / COS Suppliers Invoices Select Create Goods Received Voucher Select the supplier from the drop down menu Enter the supplier s invoice number Click on the green button to find the stock item you want to add. Search for the part in the search bar by adding the first 3 or 4 letters or part numbers into the search bar at the bottom of the list. Otherwise, select the category of the part you need to enter PAGE 33 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd

35 Select the item on the drop down list If the part is on the list, click the part and it will be added to your GRV. If the item is not yet on the system, click on New Part o Enter the Stock Code from your supplier with an indication where to use the part. Select the manufacturer and the unit cost excl. VAT, tick if the item is taxable and press OK. If the Item is not yet on the system, click the green button next to the item field. Enter the Item name select New Part and capture the details for the new item The new item has been added to the GRV Now add the quantities received into the quantity column Update the GRV by selecting Update and Print GRV The GRV is attached to the supplier s invoice. Remember the supplier s invoice and the GRV must have the same value. 7.4 Create a Goods Return Note Select GRV s & GRN s / COS Suppliers Invoices In the filter enter the original GRV Number or Job Card Number Click on the Original GRV to open the document From the top Menu select Create Goods Return Note A Pop up will ask Create a Goods Return Note based on this GRV? Click Yes to continue. Deselect all items that you are keeping so only the retuned items remain on the GRN. Select Update and Print GRN, it is recommended to print two copies. One for the supplier to keep and the other for the supplier to sign and send back to you, as proof that they have received the retuned parts PAGE 34 OPERATING GUIDE 2015 AutoEstimate (Pty) Ltd