Getting Started User Guide

Workshop Software Getting Started Guide

This guide covers all aspects of Workshop Software.

Click the images to enlarge image or click you tube link to watch a video.

Logging in to Workshop Software

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You will have a unique web address for you company’s workshop software system. This will be advised to you during the sign up process. You will then also be prompted to create a username and password. You can edit this user, create new users and restrict user access once you are logged in.

 If you happen to forget you’re simply select the ‘Click Here’ to get a new password:

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System Setup

 To get you started using the software as fast as possible, there is just a few details you need to setup before you start. We recommend you setup;

 

  • Profile – your business details and company logo, this is also where you can purchase SMS to use SMS features
  • Settings – Company Settings, Xero, Repco and Users.
  • Suppliers – Enter in &/or make sure all the creditors you send and receive orders from as well as all your utility companies and any other companies you regularly invoice in from are in Workshop Software.
  • Products – Enter in &/or Make sure all your Parts, Consumables and Labour Job Codes you invoice in and out are in the system.

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Profile

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 This is where you configure your Company Profile.

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Settings

To access Settings, select the ‘Settings’ option.

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 1. Company Settings

Please note if you do not wish to send a particular reminder, but would like the other one sent, just leave it blank.

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Please note if you do not wish to send a particular reminder, but would like the other one sent, just leave it blank.

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 Check out this video for more information:http://workshopsoftware.com.au/workshop-software-set-up-video/

2. Reminders

 The system will automatically send service due reminders by the customers preferred method of contact.(email or SMS)

  • Click on Settings> Reminder
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  • Swipe yes to edit the deafult messages (remember to use the % when needed)

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  • Save

 3. Xero Settings

Xero is a beautiful online accounting package which can be integrated with Workshop Software to run the back end of your workshop.  This means you can process invoices and payments in Workshop Software and they will instantly sync across into your Xero account.

  1. Click on ‘Settings’ from the list of options on the left hand side of the screen and then click on ‘Xero Settings’.

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 Click on ‘Authorize Xero’ from the bottom right of the page

  1. Edit the General Ledgers as advised by your accountant
  2. Enter the correct tax rate
  3. Click on ‘Save’ from the bottom right of the page

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 You are now ready to sync Workshop Software with Xero

Click on the Xero icon at the top right of the page, next to your company name and logo.

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 Check out this video for more information: http://workshopsoftware.com.au/xero-integration/

4. Repco Settings 

Link your system with Repco Navigator pro.

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For more information check out this video:  http://workshopsoftware.com.au/repco-navigator-integration/

5. MYOB Settings

Workshop Software has the ability to sync with either accounting package Xero or MYOB. Workshop Software will sync with the MYOB online version so that all transactions processed in Workshop Software will instantly be viewed in MYOB.

Go to ‘Settings’ & ‘MYOB Settings’ in Workshop Software

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 Select ‘Authorise MYOB’ 

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 Authorise your Account with MYOB by placing you credentials in the log-on option as below

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 Select you correct Accounts in the fields, as per below

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 Select ‘Sync’ to do a first time sync between the systems. This should sync over details either form Workshop Software or MYOB

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Click this video for more information: http://workshopsoftware.com.au/myob-integration-with-workshop-software/

7. User Settings

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8. User Setup/Maint.

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 Add new User :

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 Group: Admin, Manager and Owner have access to Settings.

 User is restricted.

 9Import

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 Please note we have available a full Guide on Importing. If you would like this emailed through please don’t hesitate to contact us.

 For more info click this Link: 

  Suppliers

You can enter all the details of the companies you purchase stock, consumables or any other services from. Once they are in the system, you can then list them as the supplier for parts, send orders and receive supplier invoices etc. as listed in the next section.

To Create a Supplier

  1. In the Supplier screen, Click + to Create New

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   Enter the Supplier Details

   Save

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Quick Keys

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  1. Edit Supplier – Ability to Edit any details for the Supplier.
  2. Create Supplier Invoice
  3. Create Supplier Stock Order
  4. Make a Supplier Payment
  5. Send Supplier an Email

 

Activate/inactive

You have the ability to delete a Supplier if you accidently add them into the system. As long as they do not have history (such as unpaid Transactions), delete. They will then appear in the inactive section (by selecting the ‘Active’ tab to ‘Inactive). You can then re-activate.

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For more info watch this video: https://www.youtube.com/watch?v=2cnDcbgPhBw

 

Products

Products are any Goods, Services, Parts or Sublet Services (Outsourced Services) you provide to you buy from your suppliers and/or sell to your customers. Products have to be in the system before you can invoice them out.

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To Create a General product/Part 

A general product is a product you buy and sell and want to keep track of the quantity you have in stock as well as the profit you are making on it.

  1. Click the + to Create New
  2. Enter the Product Details
  3. Select the main Supplier of the Product
  4. Set the Retail Prices
  5. Enter the Cost Price (this will be updated every time you receive a Supplier Invoice for the product)
  6. Enter any other details as applicable
  7. Save

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To Add a Bundled Product

 Bundled Products allow you to create Kits, for e.g. you may perform Brake Service’s and within that service you charge for certain Parts. Bundled Products enable you to add sub-products to particular stock/services.

  1. Select ‘Bundled’ in the Top Right Hand Corner in your Product detail screen, and then ‘Save’.
  2. Add Bundled Items by selecting the ‘+’ (you can add as many Products as needed). To delete Products just select the Bin Icon and then ‘Save’.
  3. To place onto an Invoice add Product as usual. It will appear Blue rather than Green. You can delete Product and Bundled Products by selecting the Bin Icon.

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To Create Consumables 

A consumable is something you may buy &/or sell and may or may not need to keep track of how much you have. For example you may need to charge an environmental levy or general workshop oils used and don’t need a quantity in stock to keep track of.

  1. Click the + to Create New
  2. Enter the Product Details
  3. Select Option for ‘Do Not Update’ to Yes if you do not need to keep track of the stock.
  4. Set the type to Consumable
  5. Enter the Retail & Cost Price – if applicable, you can leave blank and set the price when invoicing
  6. Enter any other details as applicable & Save

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To Create a Service or Labour Line 

A Service/Labour line is work that is done rather than products, therefore you can track Mechanic Times against these lines to accurately calculate their profit.

  1. Click the + to Create New
  2. Enter the Labour/Service Details
  3. Select Option for ‘Do Not Update’ to Yes if you do not need to keep track of the stock.
  4. Set the type to Labour
  5. Enter the Retail & Cost Price – if applicable, you can leave blank and set the price when invoicing
  6. Enter any other details as applicable
  7. Save

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To Create Sublet Services 

A sublet is a service/Labour you outsource to other businesses to do on your behalf then you charge the customer. For example if you needed to send a vehicle to a Detailer as you only do the repairs but you will charge the customer for all the repairs and detailing.

  1. Click the + to Create New
  2. Enter the Sublet Service Details
  3. Select Option for ‘Service’ & ‘Do Not Update’ to Yes if you do not need to keep track of the stock.
  4. Set the type to Labour
  5. Enter the Retail & Cost Price – if applicable, you can leave blank and set the price when invoicing
  6. Enter any other details as applicable & save.

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For more info check out this video: http://workshopsoftware.com.au/how-to-add-a-servicelabour-job-in-workshop-software/

Using Workshop Software

Search Functionality

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You then have your Quick Keys available to achieve functionalities associated with either Customers, Vehicles, Suppliers or Products.

 

+ Create New

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The create new panel allows you to quick jump to creating a new Customer Booking, Customer Invoice, Payment, Stock order, Supplier invoice or make a supplier payment. See the applicable areas for more information.

 Create New – Customer Booking

To create a New Customer Booking:

  1. Click on the + to create a Customer Booking
  2. Search or add a New Customer to create the booking.

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    3. Select the Vehicle the Booking is for, or you can add a new Vehicle

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4. Create the event

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5. You can then Save the Event to appear in the Calendar or you can ‘Start Job’ which will create an Invoice in the Job Centre

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For more info check out this video:  http://workshopsoftware.com.au/workshop-software-booking-calender/

Create New > Customer invoice 

To create a New Customer Invoice

  1. Click on the + and select Customer Invoice
  2. Search to select your existing Customer or click on the + to Create a New Customer Record

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  1. Select the Vehicle or Add a New Vehicle if applicable and required i.e.;
    1. You may only need to invoice a part out to the customer therefore you don’t need have their vehicle details,
    2. You may have a customer you are invoicing work done on their vehicle, therefore you would select their Vehicle
    3. If the customer has an additional vehicle, you can select or create the vehicle which the work is being done on

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4. Edit the Invoice/Booking Details

  • Date and you can change the status to Work in Progress if the Job is already being worked on
  • Select a Product to Invoice and check

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  • Tracking Mechanical Hours

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  • Select the Mechanic that worked on the Job, Enter their Start and End time
  • Return to Invoice

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Create new Customer Payment 

This is to take a customer Account Payment for the customers you setup as ‘Acct’. To receive a Payment from a customer with Outstanding Invoices;

  1. Click on the + link to ‘Customer Payment’ or you could go the Customers section and select them and Click the Receive Payment icon from there
  2. Search and Select the Customer
  3. Click the lookup icon to select the Outstanding Invoice/s the customer is paying

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     4. Enter the details of payment, i.e. Payment method, Date, Amount

        – Select “Apply”

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  1. Once the invoices are selected, click to Process

For more information check out this video: http://workshopsoftware.com.au/how-easy-and-quick-it-is-to-create-an-invoice-in-workshop-software/

Create New – Supplier Stock Order

  1. Click on the + link to ‘Supplier Stock Order’ or you could go the Suppliers section and select them and Click the Create Stock Order icon from there.
  2. Search and Select the Supplier
  3. Enter the Due Date you need the order by
  4. Select the products you need to order and how many
  5. Process to send the order

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Create New – Supplier Invoice

  1. Click on the + link to ‘Supplier Invoice’ or you could go the Suppliers section and select them and Click the Invoice icon from there.
  2. Search and Select the Supplier
  3. Enter the Reference Number (Invoice Number), Post Date (Invoice Date) or you can select the Star option to add outstanding Stock Orders.
  4. Search and select Products you received on the invoice, the qtys your received and the total cost you were charged

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   5. You can add any notes you would like on the invoice lines or for the total invoice.

   6. Add any Freight charges (if applicable) and Process to finalise the invoice and add the products into stock.

 

 

 

 

Create New – Supplier Payment

  1. Click on the + link to ‘Supplier Payment’ or you could go the Suppliers section and select them and Click the Payment icon from there.
  2. Search and Select the Supplier
  3. Enter the Payment Date

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4. Select the lookup icon to select the invoice/s you are paying

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5.Add any notes if necessary and Process to finalise

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Job Centre

The Job Centre shows all Saved (not yet Processed) Customer Invoices, Quotes & Work in Progress.

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The general process of customer processing is;

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To Create a Booking / Job Card / Invoice

  1. Select the Open Invoice in Job Centre

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  1. Customer Arrives = Print Job Card: Change to ‘Yes’ for Work in Progress and Print Job Card

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   3. Once the Job has been Finalised/Complete Process Invoice, which will move it from the Job Centre.

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Customers

 This is where you can search create, invoice and make payments to customer records.

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To Create a New Customer

You can create a customer when you are invoicing – see section on ‘Create New – Customer Invoice’ or to create a customer from the customers section;

 

  1. Click on the + to Create New
  2. Select the Option as applicable for if the customer is an Individual or a Company
  3. Select the Option for if they are a CASH or Account
  4. Enter their Details
  5. Set their Pricing (see the section on Customer Pricing & Discounts for More Information)

 

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Customer Pricing

You can have set pricing options for customers. This allows you to have default Service Rates for Particular Customers, give them discounts from Retail Price of general products/set a Markup from the cost OR have up to 3 Set Prices for the Product then choose which Set price the customer will get the product at.

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  For example, I would like to set that my ‘Fleet Co.’ Customer gets Service Rate of $50.00 per hour and a 10% discount off the Retail Price of Products

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 The result when I am invoicing to this customer will now be;

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 For more info on Set Prices – See the section on Products

 

 Vehicles

This is where you can search create, invoice and make payments to customer records.

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To Create a New Vehicle

You cannot have a Vehicle without a customer, therefore you must first create the Customer which can be done during Invoicing; see section on ‘Create New – Customer Invoice’

OR

If you don’t have an invoice to do follow the section on Creating a New Customer then;

  1. In the Customer screen – Find the Customer
  2. Click option to Add Vehicle

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     3. Enter the Vehicle Details

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   4. Save

 

Once you have done Invoices for the Customer and their Vehicle – you will be able to see Invoice History

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Mechanics

You should add your mechanics into the system so you can record mechanics times against the services they worked on. This is how you can then report on profit made on service lines.

To add in a mechanic;

  1. Go to the Mechanics screen and select + to create New

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  1. Enter you mechanics contact details and cost per hour
  2. Save

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Check this video out for more information: http://workshopsoftware.com.au/how-to-add-your-mechanic-times-to-an-invoice/

 

 Reports

Reports allow see information on your Sales and/or get contact lists of customers you need to contact for Service Due reminders.

With all reports;

  1. Find the report your after
  2. Select the filter &/or date range as applicable

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  1. Click on the Print Icon = this will show you the report on screen and you can then print OR save it as PDF so you can then attach it to an email.71

NOTE: this will open the report in another internet tab or window. If your report does not run, check your internet browser popup blocker settings.

As reports may be added to the system in future, here are some examples of some common reports you may run;

Workshop Reports – inc Service Due Reminders

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Customer Reports – inc Customer Statements

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Supplier Reports – inc Supplier Balances

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Users

User Setup / Maint.

A User is the login details to the workshop software website. If you have purchased 1 user, this means you can only login to workshop software on 1 PC at a time. If you purchase additional users, you can then have more than one person logged in at a time.

 To edit another Users login details

  • Click on the Edit button next to the user you wish to edit

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To purchase another user and edit their access of what they can do in workshop software

  • Click on the + to purchase another user

 

 

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  • Follow the prompts

 

User Settings

To edit your current user details;

  •  Go to User Settings
  • Edit your details as necessary

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  • Save

 Add New Mobile users

  • Got to settings
  • User/set up main
  • Click + symbol to add a mechanics mobile app log in

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  • Enter in the email and password for the mechanics

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  • save