1 The First Choice of Automotive ProfessionalsUSER GUIDEA complete electronic GUIDE to all the features of Mitchell 1 s OnDemand5 Manager i ContentsIntroductionOverview1 Manager and Manager Plus1 About this User's Guide1 How Manager Works2 Before You Begin3 Hardware and Software Requirements3 Networking Requirements4 Mouse and Keyboard5 Using a Mouse5 Protecting Your Data6 Uninterruptible Power Supply (UPS)7 Backing Up Your Data7 How to Use this Guide7 User's GUIDE Contents7 Online Help9 Online Assistance9 FAQs11 Tool Tips11 Notational Conventions11 Summary12 Getting StartedOverview13 Setup13 Demo Setup Instructions14 Live Setup Instructions19 Starting the Program25 Manager Screen26 Screen Layout26 Moving Around in Manager29ii Using a Mouse29 Using the Keyboard29 Menu Bar30 One Start Toolbar40 Printing and Faxing41 Printing41 Faxing42 Maintenance Program Utilities43 Exiting the Program43 Summary44 Shop SetupOverview45 Before You Begin45 Standard Descriptions45 Category Descriptions46 Part Code Descriptions48 Phone Descriptions52 Title Descriptions53 Location Descriptions54 Status Descriptions56 Vendor Type Descriptions58 Standard Notes59 Followup Postcards and Letters Setup61 Symptoms64 Manufacturers66 Standard Tables67 Labor Rate Table67 Parts Discount Table69 Tax Rate Table70 Compound Tax Table71 Income/Cash Accounts72 Standard Accounts75 Zip Code Mapping76 Markup77
2 Iii Account Classes79 Price MarkUp Matrix79 Shop Data Setup81 Shop Data81 Default Settings 83 Shop/Hazmat85 Screen View88 Estimate/Repair Order Validations90 Invoice Validations90 Disclaimer Setup 91 Vendor Setup92 Technicians Setup95 Reports/Printers98 End Of Day Reporting100 Packages and Discounts101 Tire Packages105 Brake Packages107 Lube, Oil, and Filter Packages108 Program Security110 Diagnostic Reports110 Special Maintenance111 Summary115 UtilitiesOverview117 Before You Begin117 Utilities117 Find Customer118 Find History Record 119 Batch Payments119 Spell Check120 Your Series Database120 How Much Setup to Begin With?121 The Utilities Menu121 Parts List121iv Part Kits121 Canned Jobs127 Importing and Exporting Promotional Packages132 Customer Screen133 Vehicle Screen139 End Of Day Reports144 Summary144 SecurityOverview145 How Manager Security Works145 Setting Up Protected Functions145 User Setup148 Adding Users150 Defining User Access151 Editing a User's Name/Password152 Deleting a User152 Accessing Protected Functions153 Summary154 OrdersOverview155 Before You Begin155 Order Lifecycle155 Quick Estimate156 Estimates, Repair Orders, and Invoices159 Order Entry Panels160 Customer Panel162 Vehicle Panel165 Order Panel168 Building Repair Lines171 Special Orders186 Changing Order Status/Revision188 Counter Sales195 v Symptoms197 TSB199 Maintenance Service Interval (30/60/90)
3 Database200 Summary201 Parts and Labor InterfaceOverview203 Before You Begin203 Using Parts and Labor203 Vehicle not Defined205 Summary206 Work In ProgressOverview207 The Work in Progress Screen207 Options208 Colors209 Opening an Order210 Removing an Order210 Purging Estimates212 Schedule212 Schedule Screen212 Schedule Work Dialog Box216 Payment218 Applying Payment in Full218 Applying a Partial Payment221 Splitting Payment Types221 Posting an Unpaid Invoice223 Work In Progress Detail224 Customizing your Screen View225 Status Display Preferences225 Sizing/ Rearranging Columns228 User List229 Summary231vi HistoryOverview233 Find History Record233 History Search (by Invoice number)233 History Search (by Vehicle)235 History Screen237 Batch Payments242 NSF Funds245 Deleting a Payment246 Summary247 ReportingOverview249 Printing Reports249 Screen Reports251 Faxing Reports252 Summary252 InventoryOverview253 Inventory List253 Adding an Inventory Item254 Editing an Existing Part256 Copying a Part257 Inventory Update257 Deleting a Part259 Attached Items259 Alternate Part Numbers261 Alternate Price262 Supersede264 Inventory Balance265 Inventory Transactions265 Month End Close267 vii Year End Close268 Summary269 Purchase OrdersIntroduction271 Purchase Orders Dialog Box271 Restock From Inventory273 Pick List From Orders274 Purchase Order Worksheet276PO Creation277 Receiving Parts279 Comment Lines for Purchase Order280 Add/Edit Part on Purchase Order281 Summary283 MarketingIntroduction285 Promotions285 Tires286 Brakes287 LOF288 Packages290 Discounts291 Marketing Data292 Referral Information292 Customer Work Information294 Customer Personal Information294 Followup Letters and
4 Postcards294 Letters and Postcards Setup294 Creating a Followup Postcard or Letter295 Followup Dialog Box296 Mail Merge Letters304 Summary312viii Customer Service313 Who to Call for Help313 Questions & Answers313 Backup315 Overview315 Automatic Backups315 How Backups Work316 Restoring Your Database317 Multi-User Backups317 Files317 Recommended System317 What is a Zip File?318 Summary318 Multi-UserOverview319 The Manager Multi-User Environment319 Network Installation319 Before You Begin319 Host Setup320 Workstation Setup322 Supplemental NT Server Installation Instructions323 Using NT Server as a Workstation326 Technical Considerations326 Tips326 Errors326 Summary328 Importing Data Into ManagerOverview329 Installation329 Importing Records Into Manager330 ix Database Structure331 Vendors331 Inventory332 Customer332 Using the Database Creation Utility333 Summary335 Parts OrderingOverview337 Setup337 NAPA Parts Ordering339 Ordering NAPA Parts339 Summary340x 1 Chapter 1 IntroductionOverview Welcome to Manager and Manager Plus.
5 These products represent the culmination of decades of experience in the hands-on management of automobile repair products are comprehensive shop management systems which use the best database management technology available to provide an automated approach to creating estimates, repair orders, and invoices. Reporting features are available which allow you to track and easily access the information you need to run your shop in an efficient and profitable and Manager PlusManager is a subset of Manager Plus. The primary difference between the two systems is that Manager Plus includes inventory management and purchasing functions. A corollary result is additional reporting capabilities for Manager Plus users. The relationship is depicted graphically in the figure to the this User's GuideThis User's GUIDE is structured to serve users of Manager and Manager Plus. By describing all of the features available in the Manager Plus, all of the features available in both programs are documented.
6 For the sake of simplicity, the title Manager, is used generically throughout this User's GUIDE to refer to both Chapter 1 As such, there are some features described in the book which do not apply to users of Manager I. Description of these features is concentrated, as much as possible, in Chapter 11, Inventory, and in Chapter 12, Purchase Orders. If you are a Manager user, you can simply ignore these chapters as well as the occasional reference to an inventory or purchasing function in other chapters of the , if you are not a purchaser of Mitchell Parts and Labor GUIDE (MPLG) program, you can disregard the information in Chapter 7, Parts and Labor Interface. How Manager WorksManaging your shop with Managers essentially a seven-step process. These steps are explained in detail 1 - Set up Information about your ShopBefore you can begin working with Manager, you must enter certain information about your shop. You must enter rate information (labor, parts mark-up, tax rates, etc.)
7 And administrative information (shop name, technicians). Step 2 - Set up a Parts and Labor Database for your ShopWhen you go to build an Order (Estimate, Repair Order, or Invoice) you will need to know what parts to use and the amount of labor time that will be required. To accomplish this efficiently, you need to maintain a database of the parts that your shop uses on a daily basis. You will want to have Part Kits set up for parts that are frequently used in combination with one another. You will want to have Canned Jobs set up for parts and labor operations required for frequently performed jobs such as alignment jobs. Finally, you will want to set up the Tire, Lube and Oil Filter, and Brake 3 - Create EstimateCreating estimates quickly and accurately is central to the success of your allows you to tap into your parts and labor database to build estimates without wading through stacks of thick books. The developers of Manager know what it is like to open the doors at 8 am to a line of impatient customers.
8 With this in mind, we have built a product that will allow you to deliver estimates quickly and Quick Estimating feature allows you to build a quick quote requiring a bare minimum of information. This feature is most useful for situations where you may, or may not, get the job, such as in the case of a customer calling around for prices. The quote can then be converted to an estimate, or repair order, once the customer indicates 4 - Convert Estimate to Repair OrderOnce the customer has agreed to the necessary work, a single command converts your estimate to a repair order. You can print the order so that the customer can authorize the work to be performed. Then you can schedule the job. Once work has begun, the system allows you to track the location and status of the vehicle in your shop in the Work in Progress 3 Step 5 - Create an InvoiceOnce work has been completed, you will need to create an invoice a request for payment for services provided. Again, a single command turns your repair order into an with estimates and repair orders, the status of the invoice is tracked in the Work in Progress 6 - Post InvoicePosting the invoice indicates that the car has been picked up.
9 At this point, the order is closed and removed from Work in Progress to Order History. A complete record of the repair and payment history are maintained where they can be viewed at any 7 - Utilize Shop Management ToolsThe final step in the process is making use of the management reporting tools that Manager provides. Reports have been structured that pinpoint where your shop is making, and losing, money. All of your inventory and purchasing functions are fully automated within You BeginManager runs under the Microsoft Windows 95, Windows 98, Windows 2000, and Windows NT operating system. The Windows Graphical User Interface (GUI) helps to make the program easy to learn and GUIDE assumes a basic familiarity with Windows. If you are not familiar with Windows, you should refer to the Windows online tutorials and documentation, as and Software RequirementsMitchell recommends using business class Pentium computers. Although custom built clone machines may run well, the majority of problems result from poorly engineered equipment.
10 Mitchell recommends using name brand business computers from Dell, Gateway, compaq , Digital and HP. 3 COM or Intel cards are required for networking. Any system with more than five (5) concurrent users should consider a dedicated Windows server. Most Windows networks should be configured with a DVD drive for ON-DEMAND Repair data and 1 standard CD-ROM for Parts and Labor Estimating data. Although there are various processors available in the market place ( , Cyrix and AMD), Mitchell highly recommends the Intel processor for product reliability. 4 Chapter 1 For applications requiring a modem, 3 COM/US Robotics modems are the best choice. Mitchell Repair and Management Systems include training videos so systems should be configured with a 16-bit sound card and RequirementsNetwork platforms tested are Windows 95B, Windows 95C, and Windows 98 Windows 2000, Windows NT SP6 (NT Platforms must be on Microsoft's Hardware Compatibility List and recommend dedicated servers).Recommended network cards (NICS) & Hubs 3 Com or Intel (100 Mb/sec is preferred for high performance)NOTE: Mitchell highly recommends TCP/IP as network protocol.