Introduction
ALLDATA LLC (“ALLDATA”) makes available information, materials,
and products on this Web site, subject to the following terms and
conditions. By accessing this site, you agree to the terms and
conditions as outlined in this legal notice. ALLDATA reserves the
right to change these terms and conditions from time to time at
its sole discretion.
Copyright; Limited License
The information on this Web site is protected by copyright:
© 1996–2011 ALLDATA LLC All rights reserved.
Cloning and Hiding Jobs
Cloning and hiding jobs allow you to easily create similar jobs in order to give customers multiple estimates or pricing options for various qualities of parts, fluid types, etc.
After creating multiple jobs, quickly compare by setting them as Good Better Best options.
Select an option below:
Cloning Jobs
Add job(s) to the work document.
Click one of the following:
Good Better Best Jobs
Note - To use this feature, you must enable Good Better Best in Setup >> User Options >> General.
Good Better Best options allow you to present 2-3 similar jobs to a customer. This allows customers to easily see the difference in pricing for various tiers of parts or services.
Examples:
Adding Work Performed Notes and Advisory Notes
To create and save pre-written text for future use, see Code Settings – Advanced.
To add Work Performed Notes and Advisory Notes, follow the instructions below:
Work Performed Notes
To add Work Performed Notes to an existing job:
From the Work screen, click + Item >> Work Performed.
Requiring and Assigning Job Categories
Requiring Job Categories
Turning this feature on will mark Jobs that do not have a Job Category assigned in red and prompt you to assign a Job Category when creating an Invoice.
Click Setup >> User Options >> General.
Using Suggested Jobs
Before custom jobs can be suggested, the following must be completed:
Create Custom Jobs.
Create Symptoms and Assign Suggested Jobs.
Don’t want use Suggested Jobs? Learn how to Disable Suggested Jobs.
Adding and Invoicing Warranty Jobs
Adding a Warranty Provider
Warranty Providers (such as third-party warranty companies or parent companies) must be set up under their own Customer record.
Customers that are having vehicle work done can be assigned to a Warranty Provider.
Adding and Invoicing Fleet Vehicles
Adding Fleet Vehicles
Customers can be assigned as a Fleet Owner or as part of a fleet (vehicle driver).
All vehicles added to a customer record that has been assigned to a fleet are considered part of that fleet.
Tracking Technician Cost & Time
Track Technicians’ Cost (hourly wage paid) and Time (actual time worked per task) on the Repair Order.
Technician Cost
Tracking Technicians’ Cost
Note: When using this feature, the Technicians’ Hourly Rates will be visible on multiple screens to anyone using Manage Online.
Assigning Service Writers and Technicians to the Work Document
Assign Service Writers and Technicians to the Work document to keep track of progress, efficiency, time and sales.
For set up, see:
Code Settings – Service Writers
Code Settings – Technicians
Using the “Add Job” Button to Build a Work Document
Use the “Add Job Group” button to create Job Groupings, as well as and add parts, labor, custom jobs and tires to a Work document.
Optional: Use the + Item button to add additional items to a Job Grouping.
Crediting an Invoice
Crediting an Invoice is the best practice when:
Cancelling an Invoice
Returning parts or refunding items
Correcting mistakes
It is best practice to credit the entire invoice, then re-bill the invoice with the corrections made.
Issuing Refunds
Use this article to issue refunds on deposits or payments.
Note: Refunds can only be issued after the invoice has been finalized.
For instructions on issuing credits, see Crediting an Invoice.
Enabling and Using myCARFAX
Use myCARFAX to:
Decode the VIN (Vehicle Identification Number) from the license plate.
View reported Service History by vehicle.
Report completed services to CARFAX so that customers have a record of work performed.
Recording Disposal of Parts on an Invoice
On the Work screen, click Options.
In the Document Options pop-up, select Dispose, Inspect, Keep or Return from the Parts Disposal drop menu >> click Update.
This information will be recorded on the Tech Sheet.
Creating and Editing Custom Jobs
Custom Jobs are pre-built jobs that can be added to a work document with a single click.
Creating Custom Jobs
If you haven’t already, add parts into your inventory and create line codes.
See Adding Parts to Inventory.
See Code Settings – Advanced >> Line Codes.
Applying Shop Supplies Fees and Hazmat Fees to Repair Orders
Applying these fees to repair orders can help you recover costs that are not usually billed on an invoice such as the cost of:
rubber gloves
brake cleaner
shop rags
used oil and used antifreeze disposal
How to add:
Shop Supplies Fees
Note: Review your local or state laws to confirm you are able to apply a Shop Supplies fee on your invoices.
Using Deferred Work
Use Deferred Work to keep track of suggested jobs declined by the customer.
To Defer Work
From an Estimate or Repair Order, click the red X on the declined job grouping.
A pop-up will appear >> click Defer.
Authorizing Repair Orders
Some states require estimates, or any changes to an estimate, to be authorized by the customer before work is performed.
Enabling Repair Order Authorizations
Click Setup >> User Options >> General.
Click the Enable R/O Authorization check box.
Making Deposits on Repair Orders
Make deposits on repair orders at any time before invoicing.
From a Repair Order, click Deposit.
In the pop-up screen, select a Method >> enter a Ref (date is automatically filled in) >> enter the deposit Amount >> click Pay.