tektrak cloud user’s guidegotektrak.com/tektrakwzr/static/tktuserguide.pdf · tektrak user’s...

TekTrak User’s Guide of 22

TekTrak Cloud User’s Guide

Index

Index.............................................................................................................................................. 1

Icons .............................................................................................................................................. 2

Login .............................................................................................................................................. 3

Repair Orders ................................................................................................................................ 4

Inventory ..................................................................................................................................... 10

Kits ............................................................................................................................................... 12

Reports ........................................................................................................................................ 14

Miscellaneous Options ............................................................................................................... 16

Your Company Information .................................................................................................... 16

Technician List......................................................................................................................... 16

Insurance Companies ............................................................................................................. 16

Vehicle Makes ......................................................................................................................... 17

Export ...................................................................................................................................... 18

Import ..................................................................................................................................... 20

Pending Scanned Items .......................................................................................................... 22


Icons

The following is the list of icons that are used throughout the system.


Login When you first access the TekTrak start page you will see the Login screen:

TekTrak Login Screen

In this screen you will be prompted to enter your username and password. Click the Login button to get into the system

If you have forgotten your username or password, follow these steps to recover it:

Click the “Forgotten your password?” link

enter your email

The system will send an email containing your User Name and a link for reset your password.

You have the option to check the “Remember me” box. If you choose to check this box the system will remember your User Name and Password. Your browser must have cookies and history enabled for this option to work.


Repair Orders The option Repair Orders takes you to the “Work With Repair Orders” page. This is the main screen for the user to interact with all the repair orders in the system.

The screen can be divided into four sections:

1. Order Filters

2. List of Orders


3. Line Filter

4. List of Lines

Adding a New Repair Order (RO)

You need to be in the “Work With Repair Orders”. Click on the button found in the “List of Orders” section. The following screen should open:


The cursor will position at the repair order (ROL) number field. The only required fields are the RO number and the technician. Fill out all the information you need and click "Confirm" to save the header information. The system will take you back to the “Work With Repair Orders”.

Adding Items to an RO

In order to add items to an order you must first select the order from the “List of Orders” section. You can verify your selection by looking at the order number and customer name (if you provided one) shown right above the “List of Lines” section. If you don’t see the expected number or it says “Please, Select an Order” then click on the order number from the “List of Orders”.

You have two options for adding regular items to an RO.


1. Fast Entry: this option allows you to enter multiple lines at once. To get into the fast

entry click on this icon .

2. Single Item: if you want to add only one item then you can click on this icon .

Click the selection icon to insert the item to the RO.

In both of the options you are able to do:

Item Search: you can start typing the item number and the list of items will refresh immediately, showing you the items that start with what you have typed at that time. Also, you can type on the description and the system will show all the items that contain the character that you have typed so far.

Set Quantity: enter the quantity or click the "+", “-“ buttons to increase or decrease the quantity by one.


Add item to Inventory: if you need to add an item that is not currently in your inventory, you

can do this by using the .

Update an item

Once an item has been added to the order you can always modify to adjust the quantity ordered, the cost, and the technician that was assigned to the line.

You can update a line item by clicking on the at the row level of a line from the “List of Orders” section.


Closing an RO

When you are finished entering items and information on a Repair Order, the next step is to close the RO by selecting the "Closed" option in Status.

Invoicing an RO

Invoicing an RO is done by simply selecting the "Invoiced" option from the drop down Status selection.

If the order is open you can choose the “Invoiced” status and this option will close and invoice the order in one step.

If the order was closed already then it will only assign the invoice number and invoice date.

Reopen an RO

If for some reason, after closing or invoicing an RO, you need to edit the RO again, you must

select the "Reopen" option in Status. This will return the status of the RO to "Open" and require repeating the above steps.


Inventory Before you can begin creating Repair Orders or Kits with TekTrak, you must have at least

one item in inventory. Generally, your sales representative will have a file that may be imported into TekTrak to create your inventory, based on your purchase history.

Adding an Item

You can add an item to inventory by clicking the button and entering the required information. Item Number, Description, Quantity and Cost are required.

Delete an Item

To delete an item from the inventory, click on the button. The item will be removed only if the item has not been used in an order that is currently in the system.

Add Quantity On Hand

To add quantity to an item, click on the icon next to the item row. This will bring up the

“Add Quantity” pop-up screen where you can enter the quantity to add for the part. Once you click on the Add button, you will see the Quantity On Hand updated with the new total.

Modifying an Item

Click on the next to the item row to modify any information of an item. This action should bring the following screen:


You can change the item Description, Cost, Quantity On Hand and Reorder Point. If Markup Price is affected then the new price will be reflected on any new Repair Orders to which the item is added.

Click on the Confirm button to save any changes made.


Kits This section will cover creating and managing Kits by using the Work With Kits screen:

Work With Kits screen.

Creating a New Kit

To create a new kit, simply click in the button and enter the information for each field (Id, and description). In the same screen you can add items to the kit.

Adding a Kit to a Repair Order

When you are adding products to an RO, you will see the "Add Kit" link on the “List of Lines” section of the Work With Repair Orders screen:


Reports This section will cover the reports that the system has available. To choose a report select

the “Reports” option from the main menu and choose the specific report that you wish from the drop down menu:

Inventory Detail Report

This report shows your inventory value based on the given cost of each item and its quantity

on hand. Also, it shows you the reorder points per item that you set previously. You have the choice to report all the items or only the items that have quantity on hand greater than zero.

Click on the back button of the browser to go back to the previous page.

Inventory Usage Report

This report shows your inventory usage over all the Repair Orders in your system, based on a date range.

Filters: allows you to select date ranges and all technicians or a specific one.

Repair Orders Detail


This report shows all the items on your Repair Orders.

Filters: allows you to select date ranges, all technicians or a specific one and to choose the specific order statuses that you would like to see in the report.

Repair Order Summary

This report shows how much estimated profit you are generating from each of the Repair Orders. It does also give you a total.

Filters: allows you to select date ranges, all technicians or a specific one and choose the specific order statuses that you would like to see in the report.


Miscellaneous Options

Your Company Information

Your company information will be displayed if you select this option. You can change any of the information here and once you want to save it, then click on the Confirm button.

You may set up the Markup Percentage and also choose to purge orders that were invoiced and are older than a certain number of days. If you leave it as 0 it will not purge any orders.

Make sure you click the "Confirm" button at the bottom left corner of the screen to save any changes you made.

Technician List

Add, update and remove technicians by using the , and button, respectively.

Insurance Companies



Vehicle Makes



Export

You can export Inventory, Technicians, Insurance Companies and Vehicle Makes information to XML Files.

The export process has three main steps:

1. Define your file name:

1.1 Select the Type of Data from the drop down list.

1.2 Type the name of the file.

1.3 Click on the Next button

2. Check: verify the generated data and then click the Next button.


3. Confirm your export: click the Confirm button to create the export file. The file will be created in the download folder (This is the Windows default).

You may get the following pop-up window asking you if you want to Open, Save or Cancel the file. This depends on the browser that you are using.

If you want to put the file into a specific place you can change the default by clicking on the small arrow on the right of the Save button and choose Save-As option.

You will get another screen giving you option to Open the file, Open the folder or View the Downloads that are in your download folder.


Import

If you would like to import Inventory, Technician, Vehicle Makes, or Insurance Companies into your TekTrak, click the "Import" option.

There are five different types of Data that can be imported:

Inventory External = this import file needs to be generated from “Notes & Bolts” system by your Sales Representative.

The other options refer to XML files that can be exported from within TekTrak.

The import process has three steps:

1. Select your file:

1.1 Select the Type of Data from the drop down list.

1.2 Click on the Browse button to find the file on your local computer. The system will verify that the file has the proper data based on your choice of type of data selected. Note that if it finds errors then it will not accept the file. If the file is accepted go to next step.

1.3 Click the “Check File” button.


2. Check: verify the data and then click the Next button

3. Click on the Confirm button to do the import


Pending Scanned Items

If the system was not able to add an item to an order at the time when you uploaded items to the system by using the scanner TekTrakScan application then you will see those items here.

In the Work With Pending Scanned Items you can re-process the items after fixing the problem that was indicated. To fix the problem you must click the check box next to the line of all the items you want to re-process and then click the Confirm button.

You can also choose to remove any the records by clicking on the button next to the line.

tektrak cloud user’s guidegotektrak.com/tektrakwzr/static/tktuserguide.pdf · tektrak user’s...

Documents