Sales Entry

Navigation: From the Main Menu, select the Sales button.

Clicking the Sales button will bring up the Sales Entry window. If you are a sales rep, you will be spending most of your time in this window because it is where you will be creating, editing, and invoicing your workorders & quotes. The first task when a customer calls or comes in, is to see if they exist in the system. When you enter the Sales Entry screen, you will find that all of your customers are held in the top pane of the window, while workorders, quotes, and invoices are held on the bottom pane.

*NOTE: If you have multiple stores, you will by default see the customers associated with the store you are logged into. However, by clicking in the yellow search box above the Store column, you can switch between stores, or you can choose to view All Stores. If you would like to see customers from all stores by default, you can check the box in the Defaults – Misc. tab of System Settings.

Sales Entry – Details

New Work Order

• To create a workorder for a new customer, simply hover over the yellow New button and select Customer & Workorder. To create a work order for an existing customer, search for the customer using the yellow search boxes, hover over New, then select the Workorder for Selected Customer. Alternatively, there are three other ways to create a workorder:
  • Triple-click a customer.
  • Select a customer and click the New button.
  • Make sure the All Workorders & Quotes customer is selected (the first one in the list), and click the New button to create a workorder for a new customer.

New Quotes

• A quote is different from a workorder because it does not affect stock until it is turned into a workorder. Another nice feature about a quote is that if you quote two or more different tire packages, the quote will show one line per tire, each line with its package price, and totals will not print at the bottom. You can also periodically purge old quotes. To create a new quote, hover over the Start button and select either New Customer & Quote or Quote for Selected Customer.

Workorder for the Cash Customer

• If you set up a generic cash Customer for convenience, pressing this button will start a workorder for that customer. This is useful for customers who are just paying cash for something small, and are not expected back. To create a workorder for this customer, simply hover over the New button and select Workorder for the Cash Customer. This can be set up in the Sales Settings tab of System Settings.

Show All Workorders

• Normally, when you open the Sales Entry window, the bottom half of the window displays all of your open workorders. To see quotes as well, click the Show Invoices and Quotes checkbox on the left. With this box checked, if you select a Customer the bottom half will contain all the transactions for that Customer. Pressing Show All Workorders will return to showing the open Quotes and Workorders.

Show All (top of screen)

• Click the Show All button to put all Customers in the search list at the same time (it may take a minute to load them all if you have a very large number of Customers.)

Clear Button Functions

• After you have entered characters in any of the yellow search boxes, press the Clear button to clear your entries and start a new search. There are two Clear buttons in this window, one for each list-box.

Select Button Functions

• After selecting a Workorder or Quote in the lower list-box, press the Select button to edit it. Double-clicking a Workorder or Quote will also perform this function. If you press this button while selecting an Invoice that has not been posted yet (i.e the Daily Report containing that Invoice may or may not have been printed yet, but has not been posted), you will be allowed to change how the Invoice was paid, as well as the terms, the Customer type and the sales rep. If the day has been posted, you will only be able to change things that do not pertain to dollar amounts, such as the vehicle, the mileage, the Customer Order #, and the date.

Vehicle Drop-down List

• When a Customer is selected in the upper list-box, click this drop-down list in the center section of the screen to view the vehicles for the Customer. You can select a vehicle to only view the transactions pertaining to that vehicle.

Preview Workorders / Invoices

• Press the Preview button to preview the selected transaction. You can also choose to print by pressing the printer icon at the top of the screen.

Search Button Menu

• Phone – This will let you enter a 7 or 10 digit phone number. If you enter a 7 digit number, it will search for the number using the 3 area codes specified in the Address Tab of System Settings. If the phone number is not found, the internet will be searched using a phone look-up service.
• Swipe Card – This will let you swipe a specially made magnetic card with your USB card swiper to bring up the customer’s information.
• Workorder – This will let you enter a workorder number to search for as well as the store that you would like to search at. Since finalizing a workorder generates a consecutive invoice Number which is different from the workorder number, this will let you find invoices by their original workorder number. If it is found, the workorder or invoice will appear in the lower list-box, and its Customer will appear in the upper list-box. You can also search for the last workorder created by pressing the Last Transaction button.
• Invoice – This will let you enter an invoice number to search for as well as its store code. If it is found, the invoice will appear in the lower list-box, and its Customer will appear in the upper list-box. You also can search for the last invoice that was completed by pressing the Last Transaction button.
• License Plate – This will let you search for a Customer by license plate. After selecting a vehicle with the Select button, the Customer will appear in the upper list-box. You can also search by Fleet number, VIN number, year, make, model etc.
• Vehicle Model – This will take you to the Model Guide, to check for engine, tire and wheel information for a specific model. (Note that tire and wheel information is only available if you have purchased the Tire Module.) Selecting a vehicle in the Model Guide window also assigns an Aces number, which enables automatic lookup when searching for parts, labor, or information to transport directly into your workorders from Aces members that integrate with the AutoFluent System, such as labor guides and parts warehouses.
• Inventory – This will take you to your inventory list, to check pricing and availability at your single or multiple locations. See the Inventory Search window section for more information.

More:
Searches
Creating Workorders
Invoicing
Mechanic Tracking
Workorder Status
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