Sales Settings

Navigation: From the Setup Entry menu, select the System Settings button. Then click the Sales Settings tab.

Here is where you can set up the defaults used for invoicing. You will want to at least verify that these settings to your liking before you go live with AutoFluent and begin invoicing out customers. First, you will want to set up the Terms and Sales Categories.

New Customer Defaults

• Cash Terms: This will be the default terms for new customers that are created in the Sales Entry window; typically this is set as Cash.
• Charge Customer Terms (Chg Cust Terms): The terms you select here will be used for customers created in the Customer Entry as opposed to inside a workorder. Since customers created in the Customer Entry are usually charge customers, the default is usually set to Net 30.
• Vendor Terms (Vend Terms): The terms you use here will be used for new Vendors that are created in the Vendor Entry window. Again, the default is usually set to Net 30.
• Tax Category: This is the tax category that will be used for all new customers by default. The tax category can be changed at any given time in the workorder. Typically the default is the Local Sales Tax.
• Cash Sales Category: This is the Sales Category that will be used for all new customers created in the Sales Entry. Usually this is set to Retail.
• Charge Sales Category (Chg Sales Cat): This is the sales category that will be used for customers created in Customer Entry.

Cash Drawer

• Cash Drawer Desired Amount: This is the amount you normally want in the cash drawer. If money is taken out of the drawer during the day in the form of a Paid-Out, or a negative cash invoice, cash received from sales automatically replenishes the drawer (if it can) to keep the drawer at this level, and the extra is deposited.
• Current Cash Drawer: This is the amount in the cash drawer after the last Daily Report was run. It will normally be the same as the Desired Amount above unless more cash was taken out than was taken in.
• Credit Limits: If you want to offer a buffer or leeway when customers go over their credit limit while Invoicing, you can enter it here. You can enter both a dollar amount and a percentage. For example:
  • Enter $100 and 10%.
  • A Customer with a $2000 credit limit would be able to charge $2200 without a management override (10% over.)
  • A Customer with a $500 credit limit would be able to charge $600 without an override ($100 over.)

Settings

• Cash Customer: If you select a Customer here by using the … button, that Customer will be used when you press the Cash Customer button in the Sales Entry window. A new Workorder is created for the Customer selected here.
• Mechanic Tracking: You may select one of the following levels of detail for tracking the work of your mechanics:
  • Don’t Track Mechanic Hours: Even with this option, the Daily Report will still report on how much money each mechanic has generated, along with any commissions they have accumulated.
  • Track Hours Only: This is the most common option. With it, any time you specify a mechanic and a number of hours in a workorder, that work be sent to the Mechanic Efficiency report after the workorder is finalized (turned into an invoice.) If desired, you will also be able to press the Mechanic Tracking button in the Sales Reports window, and enter the actual hours each mechanic spent on each job. Then you can print a Mechanic Efficiency report, comparing the actual hours with the billed hours.
  • Track Complete Jobs: This is like the option above, but gives you the option of marking a job as completed before the workorder is finalized. This is useful if you regularly have jobs which last several days, and you want to pay your mechanics for their work performed before the complete job is done and the invoice is created.
  • Let Mechanic’s clock-in hours: Select this option if you want your mechanics to actually clock in and out on each job. Giving your mechanics the ability to punch in and out of jobs means you will be able to compare billed hours and the actual hours that it took to complete the job. Although this is more work for our mechanics, the Mechanic Efficiency report will be able to give you a clear indication of who your most productive employees are.
• Verbage for ‘Declined’ button: If you would like different wording for the Declined button in the workorder, you may manually enter it here.
• Most Common Time to Pick up Vehicles: Select the time most commonly used for picking up vehicles. Whenever a Workorder is created, this time will be assumed until it is overridden. If the appropriate checkbox above is checked, this time will also print on the Workorder.
• Give Warning When Customer is: If you would like to receive a warning message when new workorders are made for customers who are overdue on their account you may choose to have this popup appear when they are 30, 60 or 90 days past due. You may also select never warn if you do not want to see a message appear for overdue customers at any time.