Quick Start | Auto Repair Shop Management Software Documentation | RepairShopPro Help Docs

Quick Start

Initial Setup

Before creating any new invoices, you must first set-up your system-wide defaults in Global Settings, create your Login Accounts and Role Assignments (optional), set-up your master Invoice and populate your Employee pick-lists. Later, when you begin adding parts and labor, you will also need to populate your Category and Supplier pick-lists. Top

*Note: if you're using the Demo version, you can omit this step.

Begin by a creating a new Service from an appointment or walk-in. Under the "Applications" menu, choose the "Returning Customers" sub-menu.

1. Create New Service

Selecting "Returning Customer" or CTRL+SHIFT+R will open the "Returning Customer" dialog. Select customer of interest from the list or search incrementally by typing the last name in the search box. The customer grid will refresh on every keystroke with the closest match. Next, choose "Select" button on customer row to begin the new invoice. For new customers, choose "New Customer" or CTRL+SHIFT+N and complete all required fields. Top

The customer and vehicle info is transferred to new the invoice and it's ready for edit. Shown below is the Customer data entry tab where you will begin. Fields marked with red (*) are required. Required fields can be set-up in advance under the "Required Fields" tab of the Global Settings editor. To uniquely identify this invoice, a system generated number is created as can be seen on the form footer and open invoice tree. Top

2. Enter Service Item

Next, switch to the "Service Item" tab. In the top frame is the vehicle info transferred from the customer record and in the bottom frame are optional pictures that can be uploaded and linked to the invoice file. On the bottom right is the VIN Decoder. Entering a valid serial number and pressing the decode button will query the VIN Decoder web service and bind the results to the service item data elements. The button with the car icon on the top left opens the Service Item browser for looking-up service items. You can also search incrementally by typing in the Make and Model fields. If the service item is not on the list, adding it manually will also add it to the look-up. Top

3. Add Labor Tasks

Switch to the Labor tab and begin adding your labor tasks. Tasks can be added manually by selecting "New Task" or chosen from the Task Library using the Tasks Browser. Launch the Task Browser by typing CTRL+SHIFT+F or selecting the "From Library" button. To edit a task, select the edit button or double-click corresponding row in the task grid. Next, edit the data fields then select "Save" or "Cancel" button to commit or roll-back the change. The "Lkp" button on the far right will open the task for edit using the Task Editor. Ad-hoc tasks (not in library) will have a single line through the "Edit Task" caption indicating it's not available for edit. Top

4. Add Parts

Switch to Parts tab and begin adding parts. Parts can be added manually (not stocked) or chosen from inventory using the Inventory Browser. Launch the Inventory Browser by typing CTRL+SHIFT+F or selecting the "From Stock" button. Parts can be associated with Tasks or sold over the counter. To edit an invoice part, select edit or double-click the corresponding row in the grid. Next, edit the data fields then select the "Save" or "Cancel" button to commit or roll-back the change. The "Lkp" button on the far right will open the part for edit using the Parts Editor. Old Stock and Non-stocked parts will have a single line through the "Edit Part" caption indicating they're not available for edit. For more information on ways to add and manage parts, please see Parts Model Help topic. Top

5. Overriding Global Settings

For most invoices, your default rates, charges, and terms will apply. However, you may want to modify the defaults on a single invoice without changing the global defaults. Selecting "Override Global Settings" from the toolbar or "Actions" menu will allow you to do that. In the image below, the rates and charges on the currently open invoice are under edit. Top

6. Invoice Preview

To check invoice for correctness, select the "Preview" button from the toolbar or type CTRL+SHIFT+W. Notice how tasks are listed top-to-bottom, and each task associates a parts list. Tasks can also exist without parts lists. Parts without tasks, are indicated as "Parts Counter Sales". Top

7. Accept Payment

If everything looks correct, select the "Check-out" button from the toolbar or type CTRL+SHIFT+O to accept payment. You have 6 payment options (Cash, Check, Charge, Loans, Partial Payments and Deposits). If you're using the RepairShopPro credit card gateway, please see Help Topic Credit Card Setup. You can also use an external credit card gateway and still record transactions inside RepairShopPro. Top

8. Researching Closed Invoices

Closed invoices can be called-up from history using the Invoice Summary Report (Long or Short) under the Reports menu or the History Browser under the File menu. There are also a number of other ways to research invoice history using the reporting options available under the "Reports" menu. Top

Using the History Browser, the user can search for customers incrementally by typing a Last Name in the search box. On every keystroke, the cusomter grid will refresh with the closest match. Specific invoices can be called-up from history by invoice number. To further refine your search, select categories using the radio buttons. Once a customer is located, selecting a customer row from the top grid will refresh the bottom grid with his invoice history (priors). For Estimate Follow-ups and Come-backs, notice how one invoice will reference another. Use the "View", "Text" and "Email" buttons to view, mail and text-message invoices. The "Lkp" button on the customer grid allows you to research a specific customer\service item history. Top

Using the Invoice Summary Report, closed invoices can be called-up by customer name or a user-defined date range. Output can also be ordered using the sort key pick-list. Use the links below to view samples: Top

(1) Invoice Short Summary
(2) Invoice Long Summary

*Note: There are many other reports available under the Reports menu. You can use these reports to calculate metrics, track business activity and analyze trends.

9. Working Invoices

Invoices that haven't been finalized, can be re-opened for continued editing. There are two ways to do this: (1) On the Working tree, expand the node of interest, then double-click the invoice number to open it in the editor. (2) From the "File" menu, select "Browse all Working". This method has the added advantage of being able to filter, search, view and message working invoices. Top

10. Linked Invoices

Using the Come-back or Estimate Follow-up service type, one invoice will reference (originate) another. In the sample below, an estimate is accepted by creating an Estimate Follow-up. Notice new invoice (#73) will be linked to the Originating Estimate (#58) under the "Re:" tab. Also notice that the bottom form caption also shows the link. Linked invoices create an audit trail that can be useful for troubleshooting customer repair history. Top

11. Converting an Estimate to a Service Request (Estimate Follow-up)

An estimate is transformed into a Service Request by selecing the "Accept" button on the toolbar or using the "Follow-up Accepted Estimate" command under the "Service Request" sub-menu, which is under the "Application" main menu. This creates a new service with the orignating estimate bound to the "Re:" tab for reference (see item (10) "Linked Invoices"). If you want to un-bind the estimate from the follow-on service, choose "Remove Estimte" under the "Actions" menu. Top

12. Declining Estimates and Line Items

An estimate can be completely or partially declined. To decline the entire estimate, choose the "Decline" button on the toolbar. To decline individual line items, choose the "Decline Task" button on the task item row of interest. Declining a line item will create a new declined estimate under the "Declinined Line Items" tab. Declined estimates are saved to history so they can be recalled later in case the customer returns. See item (8) "Researching Closed Invoices". Top

13. Creating a Service Package

Service Packages are a very useful feature in RepairShopPro. They allow you to associate a parts list with a labor task. This saves time re-entering the same parts lists on frequently used labor tasks. To begin, open the "Labor Library" under the "Editors" menu. Next, enter a new labor task by selecting the "New Task" button, fill-out the required fields, then select the "Insert" button to commit the task. With the new task selected in the tasks grid, select "Add Parts to Service Package" button below. This will open the Inventory Browser for selecting parts. A Service Package can have any number of parts. When your done, a new service package is created. From now on, when this task is selected from the Labor Library, its parts list travels with it. Top