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Text File | 1998-10-20 | 19KB | 433 lines

               RT ELECTRONICS QUICK FIX 1.0 SERVICE MANAGEMENT SOFTWARE

                                 USER INSTRUCTIONS


CONTACT INFO:

RT ELECTRONICS
4213 Annapolis rd.
Baltimore, MD 21227
[phone]





MATERIALS NEEDED:
Labels- Standard address size labels for labeling merchandise.
Printer paper- 81/2"X11"
Checks- Harland computer checks 3 to a page.
Scissors- For cutting out claim checks




OPERATING KEYS:


KEY                         FUNCTION

<ESC>                       escape or exit
<UP ARROW>                  move up
<DOWN ARROW>                move down
<ENTER>                     select
<RIGHT ARROW>               next record
<LEFT ARROW>                previous record
<SHIFT>+<PRINT SCREEN>      prints out displayed screen
<BACKSPACE>                 backspace and delete


INITIAL SETUP

Before customer invoices can be properly printed, the following steps
should be performed.

A. Enter company information
   1. Start Quick fix. (QF.EXE)
   2. Select "Company information"
   3. Press "E" to edit
   4. Enter required information
Don't forget to enter state tax rate. This will decide how much tax to charge
your customers. labor charges are not taxed.
After entering information, press "ESC" and "Y" to save information. If you
did this correctly, you should now see your company name at the top of the
main menu. If you do then you have just learned how to use this program. All
menus and information screens, operate in exactly the same
way. Just select what you want to do, and follow the on screen instructions.

B. Enter Warranty information
   1. From main menu, select "Customer database"
   2. select "Edit warranty information"
The screen displayed is only a sample to give you some idea of how to design
your warranty screen. You can change it to suit your needs. You can only edit
one line at a time. To erase the line, press and hold <BACKSPACE> and then enter
information. The warranty information in this screen will be printed on the
customer's invoice. When you are finished with your warranty screen, press
<ESC> and your screen would be saved automatically.


C. Enter claim check information
   1. From main nenu select "Customer database"
   2. select "Edit claim checks
This screen works exactly like the warranty info screen.
All invoices are printed on regular printer paper. Claim checks are printed
out 10 to a sheet and can be cut with scissors. The customers' invoice number
will be hand written on the claim checks so leave a line ex. "Inv. no:______"
on the check so the number can be written in. Also always include your
company name address, phone number and the "Not resposible for items left
over thirty days" message on your claim checks.



                            MENU EXPLANATION

MAIN MENU
1. Customer database: opens up customer menu

2. Parts database: opens up parts menu

3. Vendors/orders: opens up Vendor/ ordering menu

4. Service Documentation: opens up service manual menu

5. Company information: Allows user to enter/edit company information

6. Financial menu: opens up financial menu


CUSTOMER MENU
1. View/Edit invoices: Opens up customer/invoice lookup/editing menu

2. View/pickup delivery schedule: Allows viewing and printing of pickups and
   deliveries scheduled.

3. Print claim checks: prints claim checks. 10 checks are printed on a
   single sheet, which gets cut into 10 pieces. Each item brought in is
   given a separate claim check with invoice number written on claim check.

4. Edit warranty information: Allows editing of warranty information which
   will be printed on customer's invoice.

5. Edit claim checks: Allows editing of claim checks.

6. Repair database: Allows access to repair histories. you can search by
   make, model or both.



PARTS MENU
1. Add part: Adds new part to inventory
2. View/Edit parts: Allows viewing and editing of parts information



VENDOR/ORDERING MENU
1. Add new vendor:  Adds new vendor to database

2. View/Edit vendors: Allows viewing and editing of vendor information

3. Update order list: List of parts to order. User can manually add a part
   to order list or automatically update list from inventory parts that are
   low in quantity.

4. View/Edit order list: Allows viewing and editing of order list info.

5. Print order list: Allows printing of parts on order list.

6. Place order: Just type in vendor and all parts ready to be ordered from
   that vendor will be displayed for ordering. Vendor's phone number, contact
   person, and your customer number will also be displayed. order or
   tracking numbers can also be recorded. After completing order, order
   can be printed and faxed if preferred.

7. View orders: Allows viewing of orders placed. All parts ordered and date
   is displayed and can be printed.

8. Check received order: Allows user to check orders when they are received.
   Also updates inventory quantity and adds new part if not in inventory.



SERVICE MANUAL MENU
1. Add new manual: Add new manual to database and models covered.

2. View/edit manuals: Allows viewing and editing of manual information.



FINANCIAL MENU
1. Display total(no tax) income: Displays total income(excluding sales tax)
   from any date to any date.

2. Write checks/save receipts: records business expenses, for expense
   reporting. Also categorizes expenses for IRS reporting. Save and
   print checks. (At this time, only one style check can be printed. If
   so desired, user can still record expenses paid by check, and hand write
   the checks. The next version of this software, which will be also offered
   as an upgrade will let user design and print any style check.

3. View/edit checks/receipts: Allows viewing and editing of saved expenses.

4. Monthly income/expense report: prints out monthly income report including
   daily income, monthly expenses and profit(Income minus expenses). Also
   prints out sales tax collected.

5. Monthly resale expense tax report. This sounds more confusing than it
   really is: The sales tax you pay for items you buy for resale such as
   parts or accessories, can usually  be claimed as a refund when you send
   in your quarterly sales tax, as long as it doesn't exceed a certain
   amount. These expenses should be recorded as category "N". If you didn't
   pay tax for those parts(out of state orders) then record as category "M".
   These category "N" expenses are "taxed purchases for resale".
   The monthly total of the tax paid on these purchases is what you are
   entitled to as a refund on your sales tax report. You may wish to
   consult your accountant for more information on this subject.


6. Annual income/expense report: Prints out categorized expense and income
   report for the year entered.



CUSTOMER/INVOICE LOOKUP EDITING MENU
1. Add customer/invoice: Allows customer to add new customer and invoice. If
   customer is already on file, there is no need to re-enter customer info.
   screen will automatically jump to invoice. If customer is not on file,
   customer information screen will appear. User can then enter customer
   information as prompted. When completed, press <ESC> and "Y" to save.
   Press "C" to edit customer comments. Customer comments are extra phone
   numbers, directions to customer's house, or anything you wish to
   remember about that customer. Customer comments will be printed on a
   separate sheet when you print pickup or delivery invoices from pickup
   and delivery menu. customer comments can also be accessed from the
   invoice options menu as 1. View/ edit customer notes. After exiting
   from comments edit, you will return to the customer information screen.
   hit <ESC> if you are done and invoice information screen will appear.
   Enter as much information as you have usually up to complaint. After
   saving invoice, invoice number will appear on the bottom of screen as a
   reminder to label the item and write invoice number on a pre-printed
   claim check and hand to customer. Invoice can also be edited or printed
   from this screen.


2. Add recall: Automatically adds in a previous repair that came back. No
   need to re-enter customer, make, model, or serial number just enter
   previous invoice number and information will be filled in automatically.
   You will be given a new invoice number for the recall unit. You then put
   the new sticker on top of the old one.


3. View/Edit customers: Allows viewing and editing of customer information.
   User can also print mailing envelope addressed to customer. Just press
   "M" when prompted by the options line on the bottom of the screen.

4. View/Edit invoices: Opens View/Edit invoice menu

5. Outstanding accounts: This feature comes in handy when you have many
   invoices for the same customer. It will print all ready items and total
   balance on one invoice. Also prints items that are not ready but are in
   your posession. This is very useful for contract work.



VIEW/EDIT INVOICE MENU
1. All invoices: Displays all invoices

2. Waiting to be diagnosed: Display only those invoices that are waiting to
   be diagnosed.

3. Waiting for customer ok: Displays only those invoices that are waiting for
   customer ok.

4. Waiting for parts: Displays only those invoices that are waiting to order
   parts or waiting for parts

5. Waiting to be returned: Displays only those items that are completed.



INVOICE OPTIONS MENU
1. View/Edit customer notes: Allows viewing and editing of customer comments

2. View/Edit service info: Allows editing of detailed service information.
   This is the information that will be displayed when "Repair database" is
   accessed.

3. View payment history: Allows user to view and print payment history of
   customer.

4. View notifications: Allows user to view or print dates and reasons for
   notifications to customers.

5. Notify customer: This should be selected every time a customer is called
   to be notified of an estimate price or to be notified that a repair is completed.

6. Put item up for sale: This will allow user to put an item up for sale.

7. Mark item as sold: If an item is sold, this option should be selected to
   record that the item was sold.

8. Return all ready items: This will allow all ready items to be paid for and
   returned to the customer. If only one item is ready then only that item
   will be marked returned. When the computer prompts for payment amount,
   enter the exact amount the customer gave you and not the amount of the
   bill. The computer automatically computes the change due to the customer.

9. Return selected items: If the customer has more tan 1 item ready, but
   do not wish to pay for all items at this time, this option should be
   selected. Just enter "Y" for those items you wish to return and the
   computer will calculate the bill.




                               INVOICE INFORMATION SCREEN

Due to the many features of this screen, certain fields require special
attention:

BROUGHT IN: If this repair is a house call, enter the date to be picked up.
            If not then just press "ENTER" and the current date will be
            automatically entered. After entering the date for a pickup,
            the schedule for that date will be displayed. You can then look
            at the other appointments and decide what would be the best time.
            If that date is full or not suitable for the customer, you may
            enter another date.

RETURNED: Works the same as BROUGHT IN: The only difference is this date is
          used to schedule a delivery instead of a pickup.

PART#: This field is used to perform a search in your inventory. You can
       enter partial part number, description(ex. "vertical"),stock number
       (Ex. "AC100") or ECG number and press "ENTER" the computer will search
       your inventory based on your entry. If the part is found it will be
       displayed and you will be asked if this is the correct part. Press
       "Y" and the part will be entered into the invoice. Press"N" and the
       computer will search for the next matching description. If the part
       is not found the computer will ask if you wish to place the part on
       the order list. If you do, the order list info screen will appear.
       You can modify the part number, enter item, value, etc. Hint: You do
       do not have to enter all the information on the order list at this
       time. You can find the part in the order list later from your VENDOR/
       ORDERING menu and finish entering the information. But you should
       at least enter the item and value/function. Also if you do not have
       a part number it's a good idea to enter the location number so the
       vendor can research the part. If you enter a quantity of more than
       1 to order, the part will be ready to order the next time you place an
       order. This is because the computer assumes this part will be used
       often an thus ok to order. If you enter 1 for quantity to order, (a
       flyback or video head for example), the part won't be ready to order
       until the invoice is ok'ed by the customer. That way if the customer
       refuses the repair, you wont be stuck with an unused part.


QTY:   Enter the quantity used for this repair. it's ususally 1. The computer
       will search your inventory to make sure you have enough in stock. If
       it's a stocked item and there is not enough in stock you will again
       be asked if you wish to order.



ESTIMATE: Optional. Normally you would enter an estimate through the parts
          and labor price fields. However if you gave the customer a rough
          estimate at the counter, you can enter it here so you don't forget
          how much you told him/her. Ex. "Power supply $75-$95". When you
          enter the pricing for this invoice you can then target the total
          to be in this range.


OK: This field will accept 4 options.
    1. Blank- This is the initial state when the repair has just
       started up to the point of the estimate.
    2. Y- Enter "Y" if the customer says "yes" to the repair.
    3. N- Enter "N" if the customer says "no" to the repair.
    4. C- Enter "C" when the repair is completed and ready to be returned
       to the customer. If this is a counter sale, Enter "C" when all items
       are entered into the invoice and the customer is ready to pay the
       bill.








TYPICAL REPAIR PROCEDURE

The following story will illustrate how a typical repair will be handled.
It's just for illustrative purposes and doesn't have to be followed exactly.

     A man walks into my shop with a VCR. "It's dead" he says. "Your name sir"
I ask. "John Smith" he replied. I select "Add new customer" on my screen and
enter "John Smith" the computer will search my customer records for John Smith
if he is found the computer will display his information. If this is my first
customer, I will be prompted for starting customer number. I enter # "100". His name
was not found and the new customer edit screen pops up. I now enter his
address, phone number etc. I hit <ESC> and "Y" to save. I press "C" to add
miscelaneous notes. I can enter pager numbers, or directions to his house if
this was a pickup. I press <ESC> to save his pager number. I hit <ESC> and
now I'm in an invoice screen. If this is my first invoice I will be prompted
for a starting invoice number. I enter # "1000". I enter "VCR" for item and
enter make model and serial numbers. For complaint I enter "Dead". I hit
<ESC> to exit and a message appears at the bottom of the screen: "Please
label VCR 1000". I pull out a small blank sticker and write "1000" on it
and stick it onto the back of the VCR. I also pull out a pre-printed claim
check and write "1000" as the invoice number and hand it to Mr Smith. "Thank
you" I said. "I will call you with the estimate". Later that day, I opened
Mr Smith's VCR and found a bad STK-5484 regulator. I went to my computer and
selected "View/Edit invoices." I enter "Smith" and Mr. Smith's invoice pops
up. I press "E" to edit and entered "stk-5484" as my fist part number, to which
the computer responds: "Stock # SE-101 is this the correct part?" I press
"Y" and description and price of $20 are automatically entered. I enter 1
for qty. I now scan down to labor and enter "repaired power supply" and I
enter "$50" for labor price. The invoice total now shows a total of $71.50
($70 plus $1.50 tax on the part) the invoice status now reads "Waiting for
customer ok". The next day, I call Mr. Smith and inform him of the cost
of the repair. He said he would think about it and call me back. I press
"O" for options and selected "Notify customer" Computer recorded that I
notified Mr. Smith of his estimate. He calls back an hour later and says,
"I spoke to my wife and we've decided to go ahead and fix it." I pressed "E"
to edit his invoice and entered "Y" for ok: . I escaped and saved. I
finished fixing the VCR and replaced the "Y" for ok: with a "C" indicating
that the repair is complete. After saving the invoice The computer
prompted me to enter a detail description of exactly what I did. This
service information serves as a techtip "note book" in which I can record
exactly what was done to fix the problem. This information is not printed
on the invoice, but can be accessed from the "Repair database" selection in
the main menu. I called Mr. smith and notified him that his VCR is ready.
I did another "Notify customer"(This should be done every time you call
a customer to notify them of an estimate or a completed repair). He came in
to pick up the VCR. (the status now reads: "Waiting to be returned".) I
accessed his invoice and press "O" for options. I selected "Return all ready
items" and entered $80 for a payment. The computer responded: "Change due:
$8.50" and then asked if I wanted to print invoice. I pressed "Y" and
invoice was printed. Invoice status now reads: "Returned". Mr Smith is
happy.




For further assistance call
RT ELECTRONICS at:
[phone]

or write to us at [e-mail]
or
RT ELECTRONICS
SOFTWARE DEVELOPMENT
4213 Annapolis rd.
Baltimore, MD 21227