TRACS Enterprise Manual

1 TRACS Enterprise Manual Table of Contents Welcome to NAPA TRACS .. 1. What's New in NAPA TRACS .. 1. Registering your NAPA TRACS Application .. 2. Backing Up NAPA TRACS .. 2. Online Updates .. 2. Chapter 1 TRACS Overview .. 4. Logging into NAPA TRACS .. 4. Navigating Your NAPA TRACS Program .. 4. Using the Tabbed 14. Using Keyboard Shortcuts .. 21. Changing Shops in NAPA TRACS .. 23. NAPA TRACS Common List Functions .. 24. Logging Out of NAPA TRACS .. 28. Backing Up the NAPA TRACS System .. 29. Exiting NAPA TRACS .. 30. Importing Parts from an Excel Spreadsheet .. 30. Chapter 2 TRACS Settings .. 32. Creating or Modifying Settings .. 32. Global and Location Specific Settings .. 33. Chapter 3 TRACS Preferences.

2 35. Accounting Preference 35. Accounts Receivable Preference 37. Approval Preference Settings .. 40. Charge Options Preference Settings .. 42. Distribution Center Preference Settings .. 43. Exports Preference Settings .. 45. General Preference Settings .. 45. Item Preference Settings .. 47. Mitchell ProDemand Preference Settings .. 49. Parts Catalog Preference 50. Purchasing Preference Settings .. 52. Security Preference Settings .. 54. Supplies Charge Preference Settings .. 57. Taxes Preference Settings .. 59. Work Order Preference 64. Chapter 4 TRACS Lists .. 69. Account List Settings .. 69. Ad Source List Settings .. 71. Bay Lists Settings .. 74. Category List 76. Credit Card List Settings.

3 78. i Table of Contents Customer Group Lists Settings .. 79. Employee Lists 81. Failure Reasons Lists Settings .. 85. labor Rate List Settings .. 87. Mitchell labor Rate List 89. Selecting a labor Estimating guide Rate .. 90. Manufacturer List 91. Pricing Matrixes Lists 93. Pricing Profiles Lists 104. Profit Center Lists Settings .. 109. Regions Lists Settings .. 111. Recommended Services List Settings .. 114. Symptoms Lists 117. Vehicle Colors Lists 119. Vendor Lists Settings .. 121. Zip Codes Lists Settings .. 125. Chapter 5 Internet and 129. Batch Emails .. 129. Email Templates .. 129. Sending Email .. 129. Internet and Email .. 130. Chapter 6 131. Learning About 131. Creating a New Item.

4 133. Editing and Deleting an Item .. 140. Searching for Items .. 142. Copying Items from the Items List .. 146. Adding Sub-Items .. 147. Adjusting On Hand Quantities for a List of Items .. 150. Applying Global Changes to Items and Sub-Items .. 151. Discounting Items on Work Orders or Estimates .. 153. Displaying Item Purchase Order (PO) History .. 155. Maintaining Items .. 157. Maintaining Sub-Items .. 161. Transferring an Item from PROLink to a Work Order .. 163. Using Parts Fast to Add Several New Items .. 166. Viewing Item Movement .. 167. Working with Search Criteria .. 169. Chapter 7 Customer and Repair Orders .. 173. Overview .. 173. Searching Using Special Characters .. 174. Searching the Work Order List.

5 175. Working with Accounts Receivable .. 178. Estimates .. 183. ii TRACS Enterprise Manual Work 215. Customers and Vehicles .. 235. Purchase 265. Recommended Services .. 274. Chapter 8 Integrating TRACS and 283. Configuring the TRACS Export Dictionary .. 283. Chapter 9 Reports .. 284. TRACS Reports List .. 284. Creating Reports .. 285. Printing and Exporting Reports .. 287. Accounts Receivable .. 290. Item and Inventory .. 294. Productivity .. 298. Purchasing .. 302. Sales .. 303. Chapter 10 NAPA PROLink Catalog .. 319. NAPA PROLink Catalog .. 319. NAPA PROLink Quick labor Lookup .. 320. Chapter 11 How To .. 328. Introduction .. 328. How To' 328. Accepting Fleet 330. Documenting Technician 333.

6 Setting Up NAPA Vendors for Parts Ordering .. 333. Chapter 12 Scheduling .. 336. About the Scheduler .. 336. Schedule Layout Views .. 338. Viewing Scheduled Repairs .. 340. Editing a Scheduled Appointment .. 341. Opening an Existing Work Order from the Scheduler .. 343. Creating a New Estimate from the Scheduler .. 345. Changing Appointment Times Using the Scheduler .. 346. Chapter 13 Carroll Tire 349. Using the Carroll Tire Catalog .. 349. Chapter 14 TRACS Dashboards .. 354. TRACS Profitability 354. 357. iii Welcome to NAPA TRACS . Congratulations on selecting NAPA TRACS software! NAPA TRACS not only automates all of your data management requirements, it allows you to have more control over your productivity and profitability.

7 You now have the flexibility to evaluate the overall performance for all of your shops, or view information specific to a single shop, repair order, parts supplier or employee. Use this guide and accompanying Help system to: Create detailed customer estimates and invoices Generate and send e-mail estimates, repair orders, invoices and recommended service reminders Create preventive maintenance integration points and worksheets Schedule and track customer orders Create, track and receive purchase orders Analyze detailed customer, vehicle and parts history Create sales and productivity analyses on every aspect of your business Manage your accounts receivables Control inventory Use bar code scanning Integrate with QuickBooks View and manage customer appointments Purchase parts and manage your parts inventory Track and manage the performance of your employees Analyze and track efficiency of your marketing and promotions tasks What's New in NAPA TRACS .

8 NAPA TRACS , as an Enterprise application, will continue to meet and transcend existing needs for your repair shops. New features and enhancements in NAPA TRACS include: Pricing and labor Matrixes Capability to clone existing matrixes and quickly modify them to create new matrixes Taxes Capability to create tax classes at the federal, state and city level Accounts Receivable Add a Message of the Day to any customer invoice Searching, Filtering, and Grouping Use detailed Tire and Wheel search criteria Capability to clear the fields of a search screen to change search criteria by clicking the Clear button Save previous customer search criteria by clicking the Save button 1. Welcome to NAPA TRACS . Use Pick Lists to search for specific vehicle information for a customer Use column filtering to quickly display customer or vehicle information Capability to group columns of related data by dragging and dropping to a single row Use enhanced data filtering to view specific information in a column Reporting Exporting printed documents to a wide variety of formats Permissions Addition of permission groups and assigned roles to enhance system security Work Orders Added field to include key tag number Capability to assign multiple technicians to a work order Ability to copy sub-estimates to a work order Customer Data Include an unlimited number of e-mail addresses and phone numbers to a customer

9 Record View multiple vehicles associated with a customer Shop Management Ability to manage multiple shop locations from one interface via the Change Shop function Repair Orders Add an unlimited number of sub-estimates to a repair order Distribution Center Perform bulk orders from a distribution center at a set time of day Registering your NAPA TRACS Application The first time you run NAPA TRACS , the program will prompt you to register online. To register your NAPA TRACS software, complete the following steps: 1. Enter your Product Key when the registration window appears. Your Product Key can be found with the assistance of your NAPA TRACS support agent. 2. Click the Register Online button. Your software is now registered.

10 You only have to do this one time. If an error message appears, check that your Internet connection is working properly and try again. Backing Up NAPA TRACS . The Backup function enables you to periodically backup your database. Your NAPA TRACS . support agent can assist you in setting up this feature. Online Updates 2. TRACS Enterprise Manual NAPA TRACS users with specially assigned permissions will see software update notifications when logging into the system. Once the update runs, NAPA TRACS completes the required processes. 3. Chapter 1 TRACS Overview Logging into NAPA TRACS . The installation process adds the NAPA TRACS icon to your desktop. 1. To log into NAPA TRACS , double-click the NAPA TRACS icon.