This option allows you to import a standard format Parts Disk. There are two possibilities for the type of file to import. They are: C.A.M.S. Standard format and OPEA standard format. Different approaches need to taken for each of the options.

C.A.M.S. Where a price list has been sent to C.A.M.S. and has been converted, use this option to import it into your parts file. You need to enter the source drive letter, usually A:. The files will automatically be copied and inserted into your Workshop Manager program. If the part already exists it will have the price updated to the latest. If the part does not exist it will be created with all the relevant information being put into the parts file.

OPEA Where a supplier who conforms to the Outdoor Power Equipment Association (OPEA) standard format has sent a price disk to you. Firstly you must copy the disk into the data directory of your computer. (See Copying files - How to).

This option allows you to export a standard format Parts Disk. There are two possibilities for the type of file to export. They are: DBF or TXT format. Most standard computer programs can read both formats and the choice of file format is up to you or the person you are giving the file too.

If you are giving the file to someone else, you are given the option of clearing your cost prices from the file.

You are then asked to enter the floppy drive to copy the file too. Make sure a disk is in the floppy drive before continuing.

Once the file has been copied, you are returned to the parts main menu.

If you are importing a parts disk in OPEA format (see importing parts), you can set up various discount structures to accurately get your cost on parts. The OPEA file contains the list prices only, so you need to enter your discount table to get accurate costs.

Add Add a new discount code.

Delete Lets you delete the discount code on screen.

Edit Allows you to edit the discount code that is on screen.

Find Find another discount code

List This will give you a display of the discount codes.

Next Skip to the next discount code.

Previous Skip to the previous discount code.

Report This gives you a printout of the discount codes.

ESC As usual, this takes you back to the main menu.

This option posts all transactions to a temporary General Ledger file in preparation for updating the General Ledger. It can be run at any time but must be run before updating the General ledger to give an accurate picture of your current business position. It is automatically run when you do an End of Month processing.

Note - to see the results of your work in the General Ledger, you will also need to Post to GL in the General Ledger Menu.

To run this option you will consciously need to choose Yes to continue. If you choose No then you will return to the main menu screen. If Yes is chosen then a message "Posting Stock Transactions" will flash on the screen and when all the posting is complete a further message will show that it has "Finished Posting Transactions", press } to return to the main menu.

The stock End of Month processing sets the month to date sales figures to 0 and posts the stock on hand figures to the General Ledger. As such, it is not critical to run this exactly at the end of the month, but you will be given a warning and will have to consciously choose continue to complete the process. If you choose to continue the screen will show you that it is processing end of month details by flashing in red and may stay like this for several minutes. When the process is complete you will automatically be returned to the main menu.

If it is June, July or August, you will automatically be reminded and prompted to do an End of Year. Make sure it is done before commencing to enter any transactions for the new financial year.

This is the General Ledger main menu.

This section is used if you wish to get an overall picture of your business's finances. It combines the income from your customers and the money you pay to your suppliers and tells you if you are making a profit or a loss. You can also enter other transactions such as payment of sales tax or transfer of money from one bank account to another. To use this option, you firstly need to do postings from your customer and supplier sections and then the Post to General Ledger option. This copies all the details from other parts of the program into the General Ledger.

This option allows you to set up the General Ledger codes and descriptions. You can display or print a list of the existing codes, add new codes or edit and delete existing ones. Please note that General Ledger Codes and descriptions have to be added according to Group Number and Group Description.

The following is a list of the groups and their descriptions.

10 Sales (all customer sales)

20 Cost of Sales (spare parts, wages, sales tax etc.)

30 Workshop Expenses (tools, overalls, cleaning etc.)

40 Expenses (accounting fees, advertising etc.)

50 Assets & Liabilities (debtors, creditors, bank, major plant and equipment, building etc.)

Each General Ledger code has to start with the first number of the General Ledger Group, and consist of up to 8 numbers. For example Cost of Sales, Group Description number 20, therefore General Ledger Code could be 2101.

The following General Ledger codes need to be set up in the company setup option (refer to Other menu - Company setup). The following is a suggested code for them. Once they have been set, they should not be changed.

1001 Sales (all customer sales)

1011 Parts - Spare parts sales (if separate from customer service sales)

2001 Cost of Sales (All suppliers invoices)

5100 Customer - Debtors (the balance of sales and receipts)

5200 Supplier - Creditors (the balance of supplier invoices and payments)

5300 Bank account (difference between payments and receipts)

2201 Sales tax (if collected)

2801 Wages

1900 Debtor (Customer) Discounts

5500 Stock on Hand

5900 P & L Accrual

The following tables shows how transactions are posted in the General Ledger:

Note that all transactions have a matching transaction in another account except that it is of the opposite sign! This means that the overall balance will remain 0.

Note that a customers (debtor) invoice debits the debtors account, and a suppliers (creditor) invoice credits the creditors account.

Money into your bank is a debit i.e. a deposit, and money out is a credit.

The first screen you come to is one asking you for a ledger code (1001), generally this is the one you want to view. If you leave this line blank the sales ledger code will be shown. If a wrong number is put in then a list will pop up for you to choose from. Next you get the screen showing the ledger codes details showing such things as the code, its description, the ledger group and description, an opening balance, the Month To Date and Year To Date totals. Across the bottom of the screen there is the recognisable options.

Add Allows you to enter a new ledger code. When you choose this option you fill the following details; the code number you want, its description, the codes group number and group description, and any previous Month-To-Date totals you may already have.

Delete Delete the ledger code that is currently displayed on your screen. You will be asked for confirmation of the deletion.

Edit You can change any details of the code that is currently displayed. You press e to move through the various details, changing what you need to.

Find Find another ledger code. You put in the ledger code you want to go to and then press e.

List Displays the details of the ledger codes on file. These details include: Group codes and descriptions, the ledger codes and their descriptions, also the Month-To-Date and Year-To-Date totals for that code.

Next Skip to the next ledger code.

Previous Skip to the previous ledger code.

Report Gives you a printout of the ‘list’ option.

Trans Display the transactions and balance for the ledger code on screen.

You enter the start and end dates, these will default to the first day of the current month and todays date. If you change these to go back further than the first day of the current month the program asks if you want to include Non-Current Transactions. Chose Yes or No and press e.

Then you specify whether you want the transactions sorted by Date or As they were Entered.

Next you choose to have this information Displayed or Printed or you can press v to exit.

Esc As usual this takes you back to the previous menu.

This option allows you to enter journal transactions.

You may need to do this if you have several bank accounts and transfer funds from one to another or wish to write off bad debts. Enter the date, a reference, the ledger code, a brief description of the transaction, if it is a debit or credit and the amount. The details will then move to the next line and you will be prompted for the balancing journal entry. The details will not be posted unless the amounts posted balance. As a rule, the amounts entered as journals should go as described in the table above.

Note that for every transaction, there is another transaction that balances the ledger, e.g. customer invoices make the sales account go down, but the customer outstanding amounts account goes up. When the customer pays, the customers outstanding account goes down, and the bank account goes up. The sales account does not change because it only records the total sales for the year and keeps on growing, while the customer and bank accounts go up and down as invoices and receipts are entered. The suppliers accounts and cost of sales are exactly the same, except in reverse.

To alter account balances to make corrections for accidental overcharging or undercharging, or any typing mistakes, etc. you must first you put in the entry date, this will show todays date by default but can be overwritten.

Next is the reference column, you can make any small notes here.

After that you put in the ledger code that this entry is for, if you leave this blank, a list of the codes on file will pop-up for you to choose from.

The next column shows the ledger codes description, there is also one line to put in your own description.

Then you put in whether its a debit or credit journal, this will default to debit the first time round, then if you’ve done a debit the next entry will default to credit. This works the other way around as well, if you do a credit the first time, the program defaults to debit on the next entry.

Note: If you try to exit whilst the balance is not equal to 0, the program will warn you that the journal entries do not balance. v will continue the exit process or } will return to the journal entry screen so you can rectify the balance problem.

Once you have entered any journals, to update the ledger balances, you must do a Post to GL, which is described below.

This option will print or display a detailed listing of your General Ledger.

It will list each ledger code and any transactions in the current month as well as month-to-date and year-to-date balances.

This will give you a list of all ledger codes transactions for this financial year in code order. You simply tell the program whether you want to display or print this information.

Then you get a display/printout of the codes in order showing dates, transaction numbers and types (e.g. debtor invoice), any reference notes made, the account code for each transaction, the cheque number or invoice number (depending which is appropriate), and finally, the transaction amounts and the ledger codes balance. Move around the report with the arrow keys.

This option also gives you a display or printout of ledger codes transactions.

First you put in the start and end dates for this report, then you specify whether you want the information in date order, ledger code order or as they were entered.

Next you say whether you want the information displayed or printed.

You then get the report you requested. If you displayed this report you can move around by using the arrow keys.

This option will display or print a list of all ledger codes sub- totalled by group. It will also give you a provisional Prime Margin and Profit or Loss.

First you tell the program whether you want this report to display or print. Then you get a display/printout showing the ledger codes, their descriptions, and then the Month-To-Date and Year-To-Date balances both as a dollar value and as a percentage of all the totals. If you chose to have a display, you use y and z to move around in the report and v to exit.

This option lists each ledger code and its balance, giving you a brief look at how your business is going. The income and expense balances should always result in an overall balance of 0.

Like the other reports in this menu, the first thing you need to do is choose whether you want the information displayed or printed. You then get a report showing the various ledger codes and their descriptions, then the debit and credit columns. You use y and z to move around in this report and at the end of the report you will see the totals.

Press v once you’ve finished viewing this report (that’s if you chose display- not print).

This option lists your Assets and Liabilities, i.e. what you own or are owed against what you owe. It will list your bank accounts, outstanding debtors and other moneys or assets you have in the general ledger and then all your creditors accounts such as outstanding creditors accounts, overdraft or loans. The net result of this report should always be a 0 balance.

Once again, the first thing you choose whether you want to have this report displayed or printed. Then you get a report showing information in a similar layout to the trial balance.

You use the yzxw keys to move through the screen display, and if you want to move up or down a whole page you can use the p and q keys. Press v when you're finished.

This option allows you to manually reconcile all the transactions posted into and out of the bank account with your bank statement. It then checks the General Ledger Bank Balance, picks up all the uncleared transactions from Customer and Supplier transactions and produces an accurate statement of your banking situation.

NOTE: This menu selection will only show an accurate bank balance if you are properly and fully using the accounting system.

The screen displays all the bank transactions for the current period, or any uncleared transactions for previous months.

All Resets any filters to display all transactions. This is the default.

Next Skip to the next page of transactions.

Prev Skip to the previous page of transactions.

Withdraw Sets a filter to only display payments or withdrawals from your bank.

Deposit Sets a filter to only display deposits from customers.

Uncleared Sets a filter to only display uncleared transactions. Use this when doing your reconciliation from your bank statement.

Clear Allows you to select transactions on the screen to clear. You must enter the correct amount of the transaction as it appears on your bank statement. Once this is done, the transaction appears as a cleared transaction.

Balances Checks the Bank Ledger balance, plus any uncleared transactions to give you an up to date bank balance.

Report Displays or prints a list of uncleared transactions. Enter the starting and finishing dates required and select either the screen or printer for the report.

Exit Exits to the main menu

This option picks up all the transactions from temporary files created by posting in the customer, supplier, parts and ledger journal transactions and posts them to the various General Ledger accounts. Unless you have posted all of the above transactions, the current balances may not be accurate.

You will be asked if you are sure you want Post to the General Ledger. If you are sure, type Y.

After all the processing is done you will be prompted to press any key to continue; press e.

This option removes all transactions in the general ledger for the current month and changes the month to date balances to 0. Ideally, it should be run in conjunction with the Customer, Supplier and Parts End Of Month processing.

All non-current transactions are shifted into the archive files (from which they can be retrieved if necessary).

When you go into this area you will be asked to make sure you have done certain jobs. Run all your relevant reports and follow the instructions, then you must choose continue to complete the End Of Month process.

If it is the end of the financial year, you can also clear your profit and loss reports and rollover all the ledger accounts. Please ensure that all postings for the year are complete and an end of year has been completed in customers, suppliers and parts.

If it is June, July or August, you will automatically be reminded and prompted to do an End of Year. Make sure it is done before commencing to enter any transactions for the new financial year.

This is the utilities menu.

From here you can select a number of options that help in setting up the software and hardware and keeping the whole system running smoothly.

This option allows you to reindex the various files used within the Workshop Manager option.

Reindexing does several things. Firstly it removes any records that you have marked to be deleted. When you delete a customer, the customer record is only marked to be deleted and in fact can be recalled if necessary. This option permanently removes these records. Secondly, the files are then indexed. This basically is the same as setting up files in alphabetical order in a filing cabinet. When you go to search for information, for example "Price Lists" you don't then have to start at the beginning and search record by record until you find by accident the price list file, but can go immediately to "P" and then search. The computer is the same. By setting up indexes, it can find most records instantly. If you find that when searching for customers or parts, that the computer displays the wrong information, it's likely that the index has been corrupted. By running this option, it should fix the problem.

When you choose to run this option the first thing you get is a request for you to make sure that anyone else who is using the program is at the main menu, otherwise you can’t Reindex. (This is only relevant in a multi-user system.) Once you’ve checked that all users are out of Workshop Manager you press } to continue.

Select Reindex if you wish to continue, or Esc to exit.

Once the reindexing is complete the program lets you know and you simply press } to continue, which takes you back to the main menu.

This option allows you to list and modify the postcodes file.

You already should have a complete list of all postcodes for your state, and if you wish, you can have a list of all postcodes within Australia. The reason for limiting the file to within a state is to save space and time, but you may request the additional postcodes if for example, you have many interstate suppliers or customers.

You can use this option to find a postcode quickly.

The first thing you put in here is the suburb you wish to find the postcode for (e.g. BALWYN). If you leave this blank you will be taken to the postcode maintenance screen, and the first postcode for the state in alphabetical order will show on the screen. If you put in an incorrect suburb or spell the suburb incorrectly a list will pop-up for you to choose from prompting the closest match, if this is the suburb you want press enter. If not, either use y, z, p or q, until you find the one you want or simply type the first few letters of the suburb and press enter and the red selection box will go to the closest match, you can then continue to search by using either method. Once you find the suburb you want highlight it and press enter.

After choosing the suburb you want you get a display showing the suburb and its postcode with nine options across the bottom of the screen.

These options are:

Add Lets you put in a new suburb and postcode. After highlighting the word add and pressing e, you simply type in the name of the suburb, press e, then the postcode and e.

Delete Is the option which deletes the suburb that is on screen. When you choose this option you have to confirm that you do want to delete the suburb. If you do, then highlight yes by using the w or x and press e (or simply press Y). The program will automatically default to no in case you have pressed e too many times.

Edit Allows you to change the details of the suburb that is displayed on the screen. To do this, choose the edit option, and type in the new details as required.

Find Allows you to enter the name of a suburb to find. This is done in the same way as when you come into the postcode option. (see above)

List Displays all the suburbs on file in a small alphabetical list on screen which you can scroll through using y, z ,p or q, and press e to choose the suburb you want as with the find option.

Next Skip to the next suburb.

Previous Skips to the previous suburb.

Report Is a printout of the suburbs that are currently on file. If you accidentally press this choice it defaults to no and to actually print the list choose yes and a complete list will print on your printer. Make sure this is what you want to do because it uses a lot of paper.

Esc Takes you back to the main menu.

This option allows you to set up the mechanics in your workshop.

In the mechanics code enter their initials, then on the next line, their name. If you wish to charge out the mechanics time at a different rate from the default workshop rate, enter an amount per hour in Hourly rate. This may be useful if you get in a temporary, specialist mechanic, use a sub contractor, or you have apprentices that you don't charge full rate for. Leave the Hourly rate blank if you don't wish to have a different rate from the workshop. It also keeps a record of the mechanics address, telephone and tax file numbers.

The first thing you enter in this screen is the mechanics code. If you leave this blank the program will automatically choose the first mechanic on file (by alphabetical order). If you put in an incorrect code you get also get a pop-up list to choose from. Once you’ve chosen a mechanic you will get a display showing the following;

	mechanics code and name.
	mechanics hourly charge if it is different from the default workshop rate.
	approximate hourly cost on labour if it is different from the default workshop rate.
	mechanics home address and telephone number if you need to contact them.
	mechanics tax file number.

Across the bottom of the screen there is the usual options for adding and editing etc.

Add Lets you put in a new mechanic and their details.

Delete Deletes the mechanic that is on screen. When you choose this option you have to confirm that you actually want to delete the mechanic.

Edit Allows you to change the details of the mechanic that is displayed on the screen.

Find Allows you to enter the name of a mechanic to find.

List Displays all the mechanics on file in a small alphabetical list on screen which you can scroll through using y, z, p or q keys, and then press e to choose the mechanic you want.

Next Skips to the next mechanic.

Previous Skips to the previous mechanic.

Report Prints out a list of the mechanics that are currently on file.

Esc Takes you back to the main menu.

This option allows you to set up the various major service codes and their descriptions.

Service code You can select codes using any combination of 5 letters or numbers. By starting all your major types of services with the same character, you can group them together when you list them on screen. For example, have all your tunes start with T and services with S. When you have entered your desired service code press e.

Brief description This is used when recording a brief history of services for the vehicle. Just type in a brief summary of the service up to a maximum of 20 characters. This will appear on the main customer screen as a brief vehicle history so word it carefully. Press e and move to the next input section.

Jobcard description When you select Jobcard from the Job Entry screen, and you select the type of service or repair required by the customer, the Jobcard description will print out on a jobcard. This is usually a brief description for the mechanic doing the work and is for your information only. After typing in your jobcard description press ) to save and finish.

Invoice description Whenever you select Invoice from the Job Entry screen, then select a repair code, the details you have keyed in this area will display and print. You can either leave them as they appear, or overtype at the stage of invoicing if you wish to change any details (the changes at invoice stage will not be permanently kept). Because of this, you can choose to either enter all the description of any repair or service in the appropriate code and then delete the bits not required at the time of invoicing, or else, only enter a basic description and add the extra information when doing an invoice. The description can be as long as you like, up to about 10 pages. When you have finished press ) to save and finish.

Fixed price If the service is a fixed price service, enter Y at Fixed Price and press e. Next type in the approximate cost and press e. Type in the amount normally charged for this service (this can be overwritten at invoice stage). Type the time you would expect it to take to do the job in Estimated Time and press e. (If the service is not a fixed price service then simply choose N and do not enter anything in Cost or RRP of Service simply e past these fields.) All of these pieces of information are used for profit reports in the full Workshop Manger version.

Estimated time Allows you to enter standard times for jobs which helps in doing quotes and invoices.

Days between service This is the number of days you would normally expect the vehicle to run before requiring another service. This information is used to send out service reminder letters. Simply type in the number of days i.e. 180 (for 6 monthly) and press e.

Parts kit used You can set up parts kits in Kits Maintenance. These kits can then be added to a service to become a service kit. For example, if you use the same oil filter, air cleaner and oil for most common services, rather than typing them in at the time of doing an invoice, add them here as a service kit. An individual part can also be included with each service.

Alternative codes These are similar service codes to the one you are working on. These are searched when printing service reminder letters so that if a customer has been in for a similar service to the one you are about to send them a reminder letter for, it won't print. For example, a vehicle requiring an auto service but has since been in for a replacement transmission would not print if you had an alternate code of e.g. AREP (auto replacement) in the service code A1 (Auto service).

Across the bottom of the screen there is the usual options for adding and editing etc.

Add Lets you put in a new service and their details.

Delete Deletes the service that is on screen. When you choose this option you have to confirm that you actually want to delete the service.

Edit Allows you to change the details of the service that is displayed on the screen.

Find Allows you to enter the code of a service to find.

List Displays all the services on file in a small alphabetical list on screen which you can scroll through using y, z, p or q keys, and then press e to choose the service you want.

Next Skips to the next service.

Previous Skips to the previous service.

Report Prints out a list of the services that are currently on file.

Esc Takes you back to the main menu.

This option allows you to set up or modify various details that affect the rest of the programs.

Edit Changes the following settings;

Hourly Rate is the default rate for invoicing if you are not using a fixed price service or the mechanic has not had a rate set for him. You can set up 3 retail prices, which correspond to the price levels set for customers in customer maintenance.

Hourly Cost is the approximate hourly running cost of your business. This is used in reports to give a gross profit on sales. You can calculate this by deducting your parts purchases for the year from your total costs, then dividing the balance of your costs by the total number of hours you can charge out your labour. For example, if you have 4 mechanics who can work an average 30 hours per week (lunch, morning tea and other non productive time), and 47 weeks per year (allow sick leave), and your costs for the year are $200,000 (excluding parts), your hourly cost is 200,000/4x30x47= $35. When setting your retail prices you should keep this number in mind.

Tax rate If the tax rate changes, you can adjust it here. Note: for parts the rate doesn’t automatically change. Use the tax rate change option to update the tax rate in the parts file.

Tax on Cost The tax rate calculation for working out list and retail prices is normally done on the list price. Whilst not technically correct, this is the common practice in most workshops. However, if you wish to calculate tax based on the cost price to add to retail, change this option to Y.

Invoice No. Allows you to set up your starting numbers for printing invoices if changing from a manual system.

Cheque No. The next cheque number available when entering cheque payments to suppliers.

Parts Low If the stock on hand quantity of parts gets below the pre-set level in parts maintenance, turning this option on will flash a warning whenever you are dealing with this part.

Overdue Service If this option is set to Y, if you a viewing a vehicle and it is overdue on a service, the service will flash on the screen.

Sales Sub-total Selects the number of characters to sub-total service codes and parts group by in the daily sales report.

Tip for the Day If you want a short, mostly humorous tip or social comment to appear each time you start Workshop Manager, enter Y.

Mechanics Parts Sale In order to keep a more accurate record of parts sales, especially if you sell parts to customers over the counter, you can optionally when you enter an invoice, allocate a mechanic to the part sale. This information will be stored and reported in the Workshop Analysis report, which is only available in the full version Workshop Manager.

Add Overwrite Leave If you enter a jobcard for a vehicle and then convert it to an invoice, you can select the way that the invoice description will be selected. If you choose Add, the invoice description will be added to the original jobcard description. If you select Overwrite, the invoice description will overwrite (clear) the jobcard description. If you choose Leave, the original jobcard description will be left and the invoice description will not be added to this. You will then have to type in the invoice details yourself.

Request User login If this is set to Y, each time the program starts, the user will be asked to enter their ID Code and a password. If they have no authority to use the system, they cannot get into the program at all. If they have access, every transaction or change that they make to any files or records, will have their name, the date and time they made the change stored with that record. This gives added security in larger workshops or spare parts departments and makes each user accountable for their actions. This only works if each user logs on with a unique code and password. If the computer is left on all day with the same user logon, then there is no value in selecting this option. Users can change logons by either exiting the program, or going to the Exit menu and changing users there. If users are leaving the computer, they should be encouraged to do this to protect themselves and you.

End of Period If for some reason, the flags for end of month or end of year are incorrectly set, they can be manually overwritten here. Alternatively, if you do not wish to use all of the various parts of the program, at the end of period you can reset the flags to simulate and end of period.

GL Accounts Are the various ledgers to which details are posted from customers and supplier transactions. Unless you have a specific reason, leave them as they are.

Bank Details If you intend printing and using the bank deposit report (customers), enter your bank details here as they will then be used when printing this report.

If you change your address or telephone number they can be changed in this area.

Invoice Header You can use the 6 lines of headings to promote the sort of services you provide as these appear on every invoice if you are using stationary types 1 or 2. After entering or editing your company details as you want them to appear on an invoice press ). Note that the first (top) line will print double the width of the next 5 lines and only the first 6 lines will print.

Invoice Footer You can have an optional comment that appears on the bottom of every invoice. Again after editing press ).

Statement Header Next you will be asked to enter the details you wish to appear at the top of your statements. Keep in mind that if you are using a dot matrix printer, you have 2 sections on your statement that require your company name and address and ACN. One of these is a tear off remittance advice. Again after editing press ).

Statement Footer You can also have an optional comment that appears on the bottom of every statement. A suggestion would be your trading terms. i.e. Payment due 30 Days. Again after editing press ).

Hourly Rate is the default rate for invoicing if you are not using a fixed price service or the mechanic has not had a rate set for him. You can set up 3 retail prices, which correspond to the price levels set for customers in customer maintenance.

Hourly Cost is the approximate hourly running cost of your business. This is used in reports to give a gross profit on sales. You can calculate this by deducting your parts purchases for the year from your total costs, then dividing the balance of your costs by the total number of hours you can charge out your labour. For example, if you have 4 mechanics who can work an average 30 hours per week (lunch, morning tea and other non productive time), and 47 weeks per year (allow sick leave), and your costs for the year are $200,000 (excluding parts), your hourly cost is 200,000/4x30x47= $35. When setting your retail prices you should keep this number in mind.

Tax rate If the tax rate changes, you can adjust it here. Note: for parts the rate doesn’t automatically change. Use the tax rate change option to update the tax rate in the parts file.

Tax on Cost The tax rate calculation for working out list and retail prices is normally done on the list price. Whilst not technically correct, this is the common practice in most workshops. However, if you wish to calculate tax based on the cost price to add to retail, change this option to Y.

Invoice No. Allows you to set up your starting numbers for printing invoices if changing from a manual system.

Cheque No. The next cheque number available when entering cheque payments to suppliers.

Parts Low If the stock on hand quantity of parts gets below the pre-set level in parts maintenance, turning this option on will flash a warning whenever you are dealing with this part.

Overdue Service If this option is set to Y, if you a viewing a vehicle and it is overdue on a service, the service will flash on the screen.

Sales Sub-total Selects the number of characters to sub-total service codes and parts group by in the daily sales report.

Tip for the Day If you want a short, mostly humorous tip or social comment to appear each time you start Workshop Manager, enter Y.

Mechanics Parts Sale In order to keep a more accurate record of parts sales, especially if you sell parts to customers over the counter, you can optionally when you enter an invoice, allocate a mechanic to the part sale. This information will be stored and reported in the Workshop Analysis report, which is only available in the full version Workshop Manager.

Add Overwrite Leave If you enter a jobcard for a vehicle and then convert it to an invoice, you can select the way that the invoice description will be selected. If you choose Add, the invoice description will be added to the original jobcard description. If you select Overwrite, the invoice description will overwrite (clear) the jobcard description. If you choose Leave, the original jobcard description will be left and the invoice description will not be added to this. You will then have to type in the invoice details yourself.

Request User login If this is set to Y, each time the program starts, the user will be asked to enter their ID Code and a password. If they have no authority to use the system, they cannot get into the program at all. If they have access, every transaction or change that they make to any files or records, will have their name, the date and time they made the change stored with that record. This gives added security in larger workshops or spare parts departments and makes each user accountable for their actions. This only works if each user logs on with a unique code and password. If the computer is left on all day with the same user logon, then there is no value in selecting this option. Users can change logons by either exiting the program, or going to the Exit menu and changing users there. If users are leaving the computer, they should be encouraged to do this to protect themselves and you.

End of Period If for some reason, the flags for end of month or end of year are incorrectly set, they can be manually overwritten here. Alternatively, if you do not wish to use all of the various parts of the program, at the end of period you can reset the flags to simulate and end of period.

GL Accounts Are the various ledgers to which details are posted from customers and supplier transactions. Unless you have a specific reason, leave them as they are.

Bank Details If you intend printing and using the bank deposit report (customers), enter your bank details here as they will then be used when printing this report.

This report gives a summary of sales tax collected from customers you have invoiced. Normally you invoice customers on a retail basis - that is that for the goods you sold, you have already paid sales tax to your supplier, and so do not need to charge for it again. However, for the goods you sell to another workshop or trade customer, you are classified as a wholesaler and are supposed to charge sales tax. This is despite the fact that you may have already paid tax to your supplier.

This report summarises that information.

The first thing you enter is the start and finish dates for the period you want a report on.

Next you specify whether you want to have the report displayed or printed.

After that you will get a report showing the following; a total of retail sales, trade sales and tax exempt sales, then on the right you will see the tax collected (retail and trade), a rebate amount and the amount of tax payable. Press } to continue.

This option allows you to change the account code of customers and suppliers, part numbers and general ledger codes and the registration number of vehicles or ownership of a vehicle.

Make sure all other users are out of the program before continuing with this procedure. Always enter the old code first and you will need to confirm if it is the right one before proceeding. At this stage you have no choice but to change the code so go to this area only if you are positive. Simply follow the instructions on the screen and you will modify/change a code. All transactions relating to the code changed will also be altered to the new code if you so choose. There are times when you would not like the transactions to go to the new owner i.e. if a caryard had the car originally and the new owner brought it in to you for its next service you would leave the original amounts with the caryard.

As the code affects the finding of records using an index, the files will need to be reindexed after changes have been made, you will be reminded of this as you exit this area using v. This reindexing takes several minutes, so allow plenty of time and can be found in Other menu - Reindex Files.

This option allows you to set up passwords to restrict access to various parts of the program.

You may wish to do this for a number of reasons, such as preventing staff or customers from viewing sensitive account information, or printing reports from your account customer information.

It also restricts access to certain critical functions such as End of Month processing.

The Level 1 password restricts access to sensitive or critical parts of the program. It’s the sort of password you would use if your apprentice (for example) was doing invoices but you didn’t want them to see the business’s financial information.

A Level 2 password restricts access to menu options as well and should only be used on a temporary basis if the computer is to be left unattended or you only want selected staff to use the program. This is the type of password you would set if you had to go away from the computer but wanted to leave it switched on.

Please note that if you do set a password, don’t forget it!

To change these, you choose which password type you want, then simply type in the password and press e.

Note : if a previous password has been set, you will need to know what it was to change it.

Press v once you’ve finished here.

You can also select the type of Payments you are able to accept. Simply choose M or use w or x to highlight Modify and press e. Change any descriptions you wish, including whether they are an EFTPos transaction. Selecting EFTPos changes the default in customer receipting and also stops EFTPos transactions from appearing on your Bank Deposit report. After making the alterations you desire simply press v and e to return to the main Other menu.

This section allows you to setup the printing options for the various forms in Workshop Manager.

As different workshops have different printers, networks with printers attached to different computers and so on, this area simplifies the printing of forms from each computer.

Select the type of form you wish to setup the printing options and make any changes as necessary. Listed below are the various options available, but they are not listed by form.

Printer Port Select which printer port you wish to print too. On a single user system you would normally use LPT1. On a network, you may wish to change to a another network printer by selecting LPT2 or LPT3 which then redirects printing to the logical printer connected to your computer, i.e. it is not physically connected to LPT2 or 3 but it is seen by your computer network as being connected to your computer through the network.

Printer Type Dot Matrix or Laser Printer. You can select either a dot matrix or laser printer by D for dot matrix or L for laser. This will affect the number of printing options including invoices and statements. Note that HP Inkjet or similar printers are considered as a Laser printer.

The following is a typical set of codes for HP LaserJet compatible printers:

Laser initialisation <ESC>&l0l72p66F<ESC>(10U<ESC>(s0p12h12v0s0b6T

Laser 12 Pitch <ESC>(10U<ESC>(s0p12h12v0s0b6T

Laser Compressed <ESC>(10U<ESC>(s0p24h6v0s0b0T

Laser Double Width <ESC>(10U<ESC>(s0p6h24v0s3b6T

You may need to experiment with your printer to get a font and style to suit.

For a dot matrix printer the typical codes are as follows:

12 Pitch 27 58 or 27 77

If you get italic letters instead of lines then try the following

27 116 1 27 58 or 27 116 1 27 77

Compressed 15

Double Width 14

Check your printer manual for the correct decimal codes. They will be found under a title such as software control codes. If you are not sure or need help please contact us.

Stationery Type You can also select the type of stationery you are printing on. If you set the number to 1 on any of these, the program assumes you are printing on plain paper and will fill in all the headings and field titles. If you select 2, it leaves off the field titles, but fills in the headings. This is used for the standard invoices and statements supplied by Creative Accounts Management Systems. Option 3 is used for custom forms with your name and address already pre-printed. This stationery choice type is identical for invoices, jobcards, statements and letters.

Number of Copies If using an inkjet or laser, you can automatically print a second copy of the invoice by changing this from 1 to 2.

Header Margin Determines the number of lines from the top of the page to start printing. Use only if your printer doesn’t line up properly.

Set Left Margin Moves the column starting position for printing. If the form doesn't line up across the page you can move it left or right by adjusting this number.

Page Length Sets the length of the page to tell the program how many lines it can print before starting another page.

Print in Tear Off If using CAMS standard inkjet/laser forms, there is a tear off at the bottom of the forms. You can get the printer to print in this section by setting this to a Y.

Print Options Allows you to customise your printed forms. Select Y to activate the display option or N to turn it off. Note that it does not affect the information displayed to you or any reports printed for you, only the way the invoice prints for the customer.

Display Options If set to Y, every time you print an invoice it will prompt you for the Invoice Print Options before printing. This is useful if you use more than one printer or if you wish to change the information you present to different customers on the invoice.

All Service Costs Prints a price for each service description. Enter N for no if you don't want to show the breakdown of labour on the work done.

Service Subtotal Prints a subtotal after the last service description before printing parts. You would probably only select this if you didn't print each service cost individually.

Part Numbers Part numbers will print. If you only want descriptions so your customers don't know what part number is used then enter N.

Part Costs Prints the price of each part used. If you want the customer to know individual charges for each part choose Y.

Parts Descriptions If this is set to N then no parts details are printed on the invoice. Note that the subtotals should also be set to N.

Labour/Part Subtotal Prints a Labour and Parts subtotal as well as an invoice total. If you enter N for no, then only an invoice total will print.

Lines and Boxes If printing on plain paper, you can set this to Y and the printer will print lines and boxes to make the invoice look more professional.

Telephone Numbers If this is set to Y, telephone numbers will print on the forms. This is handy with invoices and jobcards as the customers telephone numbers are printed and you can contact them without needing to look up their details in the computer, or if you are running late on a delivery, you can ring ahead to let them know.

Docket Printer If you are running with the Point of Sale add on module, you will probably be using a docket printer. If you are, set this to Y and then when printing from POS you can either print a smaller docket or a standard invoice.

Cash Drawer Port If you are using POS and have a cash drawer attached, you need to tell the software what it is attached too. Generally it will be attached to the docket printer via LPT1, but may be on LPT2. If you are unsure ring CAMS.

Serial Port If you have a cash drawer that is not attached to the printer or a printer port, it may be attached to the serial port of the computer. If it is, set this flag to Y and the cash drawer port to COM1 or COM2.

Once you are happy with the information entered here press ) save this information. You will be prompted with "Are these details correct". Press Y if they are or N to further edit the printer details. You can also use w or x to move the cursor to the choice of yes or no.

If you are using "Car Yard" from Sonet Systems, you can automatically consolidate all your accounting data into Workshop Manager. Rather than have two completely independent sets of accounts, once you have invoiced your customers and entered costs against vehicles in Car Yard, you export the transactions to Workshop Manager. After exporting from Car Yard, use the car yard import option to import and update all the accounts in Workshop Manager.

This will then allow you to send one statement per customer and consolidate your accounts into one general ledger.

Once the data is imported, the data cannot be accidentally re-imported. Always check that the transfer has completed by checking a customers account that you know has been changed in Car Yard.

If you have a number of people using one computer, or you have a network where there are several computers entering transactions at the same time, you may wish to setup each user in this database.

By setting the flag in Utilities - Company Setup to request user login, every time a user starts Workshop Manager, they are asked for their User Id and Password. This ensures that only those users you have setup in this database can access the program, and it also records this users details against every transaction or change to any records in the system. In the event of any problems with data or potential tampering with your information, the User Id, Date and Time can be found in each record, tracing it back to the user who made the changes.

This system is extremely effective in a larger business where employees don't often own up to mistakes that may affect your business profitability.

It is on effective if each user is setup and logs in correctly. If a user is leaving the computer for any length of time, they should logout or exit the program so that anyone else who wishes to get information must log in as themselves and not use the previous users codes.

To change a user without exiting the program, go to Exit - Change User Logon.

Add Lets you put in a new user and their details.

Delete Deletes the user that is on screen. When you choose this option you have to confirm that you actually want to delete the user.

Edit Allows you to change the details of the user that is displayed on the screen.

Find Allows you to enter the name of a user to find.

List Displays all the users on file in a small alphabetical list on screen which you can scroll through using y, z, p or q keys, and then press e to choose the user you want.

Next Skips to the next user.

Previous Skips to the previous user.

Report Prints out a list of the users that are currently on file.

Esc Takes you back to the main menu.

WORKUTIL is a support program for Workshop Manager. It contains a number of additional programs that are to be used only under direction and supervision from CAMS support staff. The programs it contains are listed below with a brief description, but you will be assisted with using the program if necessary.

 

Register Program If the program is unregistered or needs to be reregistered to another name, this option allows the change to be done

Clear Data Files If a demo copy is registered, there may be demo data in the live system that needs clearing before commencing to enter live data. This will clear all the relevant files.

Find and Fix Errors This program will automatically check all customers and suppliers and match the aged balance with the transactions. If they do not match then a report will be produced, or the computer will make the necessary adjustment for you.

It is recommended that you print the report first before automatically fixing any balances. That way you get a printed copy of the adjustments for future reference.

Please ensure that you do a backup before running this program.

Report Generator This program enables you to create, store and retrieve reports from files within the Workshop Manager program that you need, but are unavailable in the standard reports.

Note that if you select files and indexes, they must match each other or you will receive type mismatch errors.

If you have not had special training or special reports set up for you, please do not use this part of the program.

If you make a mistake, you will not lose data. However, you will need to do a full file reindex of your files.

C.A.M.S. can tailor reports for you, but please ring us first on 03 9727 4566.

Reindex Files Allows reindexing to be done outside of Workshop Manager.

 

Part Three - Appendices

Data Backups

Backing up your data is one of the most important and potentially time saving activities you can do for your business! Rebuilding your customer files just once will convince you of that. With the appropriate commands in your user menu, the procedures will become almost second nature. Make a habit of doing your backup at the same time every day.

Diligently following the procedures outlined below will ensure a safe and reliable computer environment.

Always take the disk sets home (or to some other Off-Site location) and only bring them back ready for the next scheduled backup.

We recommend that if you are using Microsoft Windows on your computer, you use the Microsoft Windows Backup (MWBACKUP) program, which will allow backups to either type of floppy disks with file compression. A file compression utility can reduce the file size significantly, up to 80-90%. The reduced number of disks is offset by a longer time in starting the backup. The actual storage should still be faster. If you are not using Microsoft Windows but a version of DOS after ver 6.0 we recommend you use the DOS Backup provided in DOS (MSBACKUP) which does the same as the Windows version. There has been a recent revision to this program, which makes it a fast and painless system. If your system is running with a DOS version prior to ver 6.00 we suggest the use of a third party Backup program such as Central Point Backup. Please call us for product information.

What Files Should I Back Up?

The following is a list of files that should be backed up using the recommended procedure. This is a minimum amount of files that should be backed up and does not include the whole program, just your critical data files that are essential to getting your business back up and running. Consult your Windows or DOS Manuals for the correct method of setting up a backup set using MS or MW BACKUP.

Files to include are: C:\CAMS\WORKDATA\*.DB*

Files to exclude are: C:\CAMS\WORKDATA\TEMP*.*

Recommended Procedure (assuming a six day working week)

Daily Your data should be backed up to a separate set of disks each day of the week; i.e. a Monday set, a Tuesday set etc. through to Saturday (or Friday for 5 day weeks). Note that the disk set for the last working day of the week is the weekly disk set so you will require 4 or 5 of these.

If you have a hard disk or power failure or some other computer error your rework will be limited to 1 day at the most. A less obvious error, may not appear for several days, making the daily sets more valuable to you.

Weekly This backup set is similar to the daily set except that there is one set for each week of the month. The daily backup set for the last day of the week can be used for this backup set, so 5 sets will be required.

Monthly Each month IMMEDIATELY BEFORE YOUR END OF MONTH PROCESSING you should do a complete data backup. This is your security set and may save you weeks of work if you have a computer or power failure during your end of month processing.

SUMMARY You will need:

	1 set of disks marked Monday
	1 set of disks marked Tuesday
	1 set of disks marked Wednesday
	1 set of disks marked Thursday
	1 set of disks marked Friday (If your week is 6 working days)
	1 set of disks marked Week 1
	1 set of disks marked Week 2
	1 set of disks marked Week 3
	1 set of disks marked Week 4
	1 set of disks marked Week 5
	1 set of disks for each month of the year. (marked 'July', 'August' etc.)

A typical backup routine is illustrated below:

Day: Week of Month	Monday	Tuesday	Wednesday	Thursday	Friday	Saturday
1	Monday Set	Tuesday Set	Wednesday Set	Thursday Set	Friday Set	Week 1 Set
2	Monday Set	Tuesday Set	Wednesday Set	Thursday Set	Friday Set	Week 2 Set
3	Monday Set	Tuesday Set	Wednesday Set	Thursday Set	Friday Set	Week 3 Set
4	Monday Set	Tuesday Set	Wednesday Set	Thursday Set	Friday Set	Week 4 Set
5	Monday Set	Tuesday Set	Wednesday Set	Thursday Set	Friday Set	Week 5 Set

 

Of course if your working week is only 5 days the Friday set is replaced with the week 1, 2, 3, 4, 5 set.

Remember to also do a MONTHLY backup just before End of Month Processing.

 

Alternative Backup Methods

As the disk sets get larger; i.e. 6, 7 or 8 disks it becomes practical to consider improved methods of backup. Another alternative is to use a tape or Zip drive. While tape drives are slow, they can store huge quantities of data and allow you to back up your whole computer, not just your Workshop Manager data files. The advantage of this is obvious to those with a more complex computer setup. Zip drives are much faster and can hold multiple backups on each disk, typically up to at least 5 to 10 backups. They are also more cost effective than both tape and floppy disks.

Common Error Messages and how to fix them

Typical errors that may occur

Not enough memory Running DOS 6 or higher with EMM386.EXE in config.sys with NOEMS switch e.g. DEVICE=C:\DOS\EMM386.EXE NOEMS

Solution - add NOVCPI to end of line

DEVICE=C:\DOS\EMM386.EXE NOEMS NOVCPI

*If DEVICE=C:\DOS\EMM386.EXE RAM then there is no need for NOVCPI

 

Out of Memory While running Workshop Manager, if you get an Out of Memory error then there is not enough memory below 640 Kbytes. Exit to DOS and type MEM and press e. If the LARGEST EXECUTABLE FILE SIZE is less than 580 Kbytes then the solution is to load applications into high or upper memory. If running DOS 6 or higher, run MEMMAKER to load applications into high memory - you need at least 580 Kbytes to run successfully. Refer to the installation section if there are further problems.

 

Proc Anet_use line 0 open error *** (4) There are not enough file handles - i.e. the program is trying to open another file but there are no more places available.

Solution - increase file handles by editing CONFIG.SYS and making sure that there is a line with FILES=99 (or an odd number greater than 99) and editing AUTOEXEC.BAT and making sure there is a line with SET CLIPPER=F69. After editing these files you need to restart the computer. Refer to Modify Files - how to in Appendices.

Proc Anet_use line 0 open error *** (2) A file cannot be found - There is either a data file or index file missing. If the file name ends with NTX then the solution is to reindex the files. If the file ends in DBF then it is a data file and may have been deleted or corrupted. It is possible that if you are running in Windows, you may have the file in use by another version of the program, so check if another copy is running by pressing cv. If the file is missing, you need to ring C.A.M.S.

Internal error 19 Corrupt index file - solution is to reindex files.

Incorrect Data You enter an account code or part number and the wrong details appear the most likely cause is a corrupt index file - solution is to reindex files. You try to reprint an invoice or view history on a vehicle and no information appears or a message saying the invoice is not on file appears - most likely cause is a corrupt index file - solution is to reindex files.

Modify Files

How to One of the most puzzling wild goose chases for the average user happens when a program says : Put the following line in your CONFIG.SYS file or : Edit your AUTOEXEC.BAT file and add the following lines. To carry out these instructions, you’re told to refer to your Dos manual. The Dos manual, on the other hand, says to refer to your applications manual.

This section contains information on editing your CONFIG.SYS and AUTOEXEC.BAT files. What these two files do is important, yet how they do it isn’t crucial knowledge. How to edit these files, specifically the instructions for inserting special text, is described here in a tutorial fashion. You don’t need to know why you’re doing this; you don’t even need to know what you’re doing. But when it tells you to edit your CONFIG.SYS or AUTOEXEC.BAT file, these are the instructions you need.

WARNING Before diving into this, you should know two things: First, you should always know what it is you’re adding to your CONFIG.SYS or AUTOEXEC.BAT. The exact line of text you need to add should be specified somewhere. Never edit these files without a purpose. Second, use this only as a last resort or when no other help is around. Especially in a business situation, someone who knows what they are doing should be the only one who performs these tasks. If you are at all unsure how to do this or don’t feel safe, call someone who knows (C.A.M.S.) and pay for the correct information. It doesn’t cost much to get it right.

HUNTING DOWN THE FILES To get at your CONFIG.SYS or AUTOEXEC.BAT, you must log to the root directory of your hard drive. Type the following two commands from the Dos prompt, i.e. C:\> or C:\WINDOWS>.

following the > type C: and press e. You have now logged to the C drive.

Next type CD\ and press e. Note that this is the \ backslash - not the / forward slash (usually found under the ?)

These two commands you have just used ensure that you are logged to the root directory of drive C, your boot disk. You’re now ready to edit either your CONFIG.SYS or AUTOEXEC.BAT files.

 

 

Example of an Autoexec.bat file

 

Example of a Config.sys file

 

DOS Version If you are using Dos version 5.0 or later you can use the following instructions. If you are using a version of Dos prior to this then seriously contemplate upgrading to a later version, you will not be able to edit your files using this method and you should talk to someone who knows how to edit using EDLIN. Talk to you software supplier or C.A.M.S.. To find out what version you are running type VER and press e. The version number will be now be displayed on the screen.

 

We are assuming you have version 5.0 or later so, if the instructions told you to edit your CONFIG.SYS file, type the following EDIT CONFIG . SYS and press e. If you were told to edit your AUTOEXEC.BAT simply substitute AUTOEXEC.BAT for CONFIG.SYS as follows: EDIT AUTOEXEC . BAT and press e.

After pressing enter you should see the Dos Editor screen with the relevant file displayed.

Note If you see a screen asking if you want to use the Survival Guide press v to continue.
If you don’t see the Dos Editor, or get a "bad command or file name" error message, it’s time to contact someone else for help. Double check all the instructions here first. Also don’t be embarrassed to tell the person that you have tried to do it yourself first. Most computer experts will at least appreciate your effort and your honesty. It also helps them to know that there could be a problem.

ADDING THE NEW LINE to your AUTOEXEC.BAT You can simply add a new line at the end of the file by pressing c and g at the same time to move to the end of the last line of the file and press e. Now you can type the line you need to add, but to edit for Workshop Manager you need to add the line in the middle of the file. Use z to move the cursor down the screen to a line that begins with "SET". Use z to move the cursor down the screen one more line and press e. This will create a blank line below the line that begins with "SET". Use y to move the cursor back up the screen one line to the blank line and you are now ready to type your information.

Type in this blank line: SET CLIPPER=F69

Do not press e as this will add another line.

You are now ready to save the file. First double-check your work. If you are satisfied that it is correct. press a and then F (this drops down the File Menu at the top of the screen). Then press S to save the file. The file has now been updated and saved. All you need to do now is quit the Dos Editor and return to Dos.

Press a and then F (again this drops down the File Menu at the top of the screen). Then press X to exit the editor and return to Dos. If you haven’t saved at this point, a box or window appears asking if you want to save. Press Y in that instance.

You should now be back at the Dos prompt where you started.

You can now repeat the above process to edit your CONFIG.SYS file but you won’t add a line.

After opening up the file move the cursor down to the line FILES=** (* stands for anything). Next move the cursor across (using x) to the numbers and type 99 or any odd number greater than 99. Delete the other numbers if they still appear by using d.

You can now save the file and exit using the same procedure as described above.

After both files have been edited with the appropriate lines you need to "REBOOT" or "RESET" your computer. If you are back at the Dos Prompt simply press the RESET button an your computer. Your computer will now restart with the correct configuration to enable you to run Workshop Manager.

Note Changing these files with these alterations will not effect any other programs running on you computer, but if you experience any difficulties consult your local computer expert or C.A.M.S..

Support - Rates and Charges

The information regarding rates and charges is subject to change from time to time. You will be supplied a copy of any support contract or latest rates and charges at the time of purchase.

On-Site Support And Training Software and hardware supplied by CAMS and not covered by standard warranty will be supported on-site or in our offices at $90 per hour or part thereof.

Any travelling will cost $50 per hour or part thereof. For country or interstate sites, accommodation, airfares, taxi and any associated costs will be charged at cost.

Any hardware or software not supplied by CAMS can be supported, if you wish, but no warranty will apply. The rate for this service is $90 per hour in our office or $120 per hour on-site or part thereof.

An invoice will be raised at the completion of the work and is payable immediately.

No further support, training or maintenance will be supplied whilst accounts are outstanding.

Telephone Support Training will not be done over the telephone. If you need to know how to do something we will gladly provide training either on-site or during our Tuesday night training sessions. If training questions are made over the telephone then the premium rate of charge will apply.

Telephone support includes answering any problems or queries regarding software or hardware supplied by CAMS or other software or hardware we agree to support. This includes modem support.

Normal Rate $60 per call up to 30 minutes or part thereof, for CAMS software only.

Discount Rate $30 per 30 minutes or part thereof, for CAMS software only

Prime Rate $90 per 30 minutes or part thereof, for other software or hardware supplied by CAMS or for telephone training.

Peak Rate $120 per 30 minutes or part thereof, for other software or hardware not supplied by CAMS.

Modem support is charged at the same rate as telephone support except for STD areas. In this case the fee for the cost of the call will also be added to the invoice. CAMS can assist in setting up a dial back facility to negate the extra STD charges, your modem will call us back therefore the charge will be to your phone account.

Invoices for telephone support will be issued on a weekly basis, and are to paid by return mail. No further support, training or maintenance will be supplied whilst accounts are outstanding.

 

Training All training is conducted in our offices unless otherwise agreed. On-site training is charged at $90 per hour plus $50 per hour travelling as described above.

Training will cost $50 per person per session. If 2 or more people from the same workshop attend training sessions, the second and subsequent people will receive a 50% discount on training vouchers per session, i.e. $25 per individual session. This is to be paid in advance by purchasing training vouchers, or by paying prior to the commencement of training on the night. No one will be accepted for training in our office unless they have prepaid.

A booking is essential on the day of each training for each person attending, and each attendee must prepay by means of cash or voucher.

Training is conducted in our offices every Tuesday night. The first session commences at 6.30 pm and finishes at 8.00 pm. The second session commences at 8.15 pm and concludes at 9.45 pm. The sessions are staggered to enable people to start training within a few weeks of installation. The session topics are as follows and the specific dates will be advised either through our newsletter or upon request.

	Week 1 Introduction to Workshop Manager, setting up your software and Job Entry.
	Week 2 Customers: entering jobs, invoices, receipts, reports and letters.
	Week 3 Suppliers, Parts and Ledger: entering new parts, expenses and reports. How this affects the Profit and Loss.
	Week 4 Open session covering general topics and questions.
	Week 5 Introduction to Windows: Basic commands, features and tips.
	Week 6 Internet and other topics.

Software Upgrades

All standard upgrades will be $95 per version. Typically there are 2 or 3 upgrades per year. Fixes for "bugs" are free. The price is deliberately set low to encourage you to take upgrades as this reduces the time required to support old versions.

Also note that if you choose not to accept an upgrade, then accept a later upgrade, you will have to take any in between upgrades anyway, as they will be required to update any files of or other changes before the latest upgrade can work. Therefore you will be charged for all in between upgrades anyway! We also will not support versions that are more than 3 behind the current version, as keeping old versions with source code and notes is costly and time consuming, therefore not economical.

All upgrades will be sent by disk to you and installed by you. Complete instructions will be included.

If you require assistance, you will be charged for any telephone or on-site support required.

 

Y2K - Year 2000 Bug

The Year 200 Bug is not really a bug or virus in spite of all the media hype. In essence it is a problem with some older computer hardware and software packages that don't recognise the century, i.e. they don't know if 01/01/97 is 1997 or 2097 because the year is only recorded as a 2 digit figure. Most newer computers have resolved this problem, but it could be worth getting someone to check this for you if you are unsure. The major problem however, lies in computer software. Older software packages, especially accounting systems abbreviated the year to 2 digits to save computer space. Unless this has been fixed in an updated version of the software, your computer data may be completely useless after the 31/12/1999.

Workshop Manager 5.1 has fixed this problem. In reality, the year has always been recorded as 4 digits, but only displayed as 2. In this version, the year is now displayed in full so you can see clearly what year and century you are working in.

 

Part 4 - Tips and Tricks

This section contains notes on commonly asked questions or problems that occur in day to day use of the program.

Refunds

If you are using the Point of Sale module with Workshop Manager, there is a refunds option in there. If not, the following procedure works until we provide a better method in the next upgrade.

Treat a customer refund in exactly the same way as a supplier selling you goods. In effect a customer refund happens in the same way, i.e. you receive goods and make a payment in cash or by cheque, exactly as for a supplier.

To do this, setup a supplier called customer refunds. Anytime you need to give a refund, give the customer their money back then enter a "dummy" invoice against refunds, make sure you enter the ledger code for customer refunds and also when asked, enter the parts returned back into stock, but don't change any cost or selling prices. Immediately after entering the invoice, enter the remittance and pay off the invoice.

Job done. The customer has their money back, you have the goods back and entered in the computer, and you have the payment to the customer recorded. The general ledger also has the correct information posted to the various ledger accounts.

 

Other Income

From time to time you may receive money from other sources, for example apprentice or traineeship payments. You need to record this information so your bank account and income accounts are correct.

The simplest way to do this is to setup a customer called "Other Income", a service code called "Other Income" and also have a General Ledger account called "Other Income". Whenever you receive money from any other source, do an invoice using these account codes, making sure that you change the GL Code at the start of the invoice and select Other Income from the list of service codes. When you have correctly entered the details, immediately receipt the invoice.

The money will then appear in your bank deposit, your bank account and show under "Other Income" in the general ledger.

 

 

Sublet Work

If you want to record sublet work accurately, use the following method.

Setup all sublet suppliers under Utilities - Mechanics. Setup a service or services under Utilities - Services for any sublet work. Setup a parts group called sublet under Parts - Group Maintenance and any parts that are supplied by the sublet supplier can be allocated to this group. Optionally you could create a part call sublet parts and use this to invoice your customer, however the cost of the parts will be incorrect unless you add them on each invoice as a new part or as a Buyin.

When you invoice the customer, any sublet work can then be allocated to the sublet mechanic, using the sublet services and the sublet parts. All your reports then show the work and parts supplied by the sublet supplier or suppliers.

 

PPS Prescribed Payments System

PPS can easily be handled in Workshop Manager as long as a few basic steps are followed. Firstly, you need to ensure that in the General Ledger you setup a PPS account for customers and a PPS account for suppliers. Set them up as an Asset or Liability account (starting with a 5).

For customers, if they withhold PPS, enter a credit against their invoice(s) for the amount of PPS and make sure you change the GL Code to the PPS Customer ledger code. When they pay their account, only the balance of their invoices will remain to be paid as the PPS will have reduced their outstanding balances.

For suppliers, if you withhold PPS, enter a credit against their invoice(s) for the amount of PPS and make sure you change the GL Code to the PPS Suppliers ledger code. When you pay their account, only the balance of their invoices will remain to be paid as the PPS will have reduced their outstanding balances.

In the General Ledger, the amounts of PPS will be recorded against both customers and suppliers.

When you pay the PPS tax you have collected, enter it through Suppliers - Other Payments and make sure you post it against the PPS suppliers ledger code.

 

Finding a Customer Invoice

If you need to find a customers invoice, and only have the invoice number (eg. a cheque is sent in the mail with only an invoice number on the back and the name of the drawer means nothing to you), look in All Transactions, - Invoices - One. You will be asked to enter the invoice number and the customers details will be displayed.

 

 

Bar Codes and Scanners

Workshop Manager Version 5.1 now allows for the use of Bar Code Scanners to read part codes into the computer. There are several places this may be useful.

If you handle many different stock items that have bar codes (and most do), to improve the accuracy of stock control and pricing, a bar code scanner can save time and avoid costly errors.

When entering new stock, you can enter your own Part number, or use the suppliers part number. You could also use the Bar Code number. To enter the bar code, make sure the cursor is positioned in the part number field, and then scan. The bar code will then appear in the part number field. If you choose to use the suppliers or your own part number, you can enter the bar code in the Generic or Bar Code field using the same method described above. When you receive stock from your suppliers, you enter the invoice (see Suppliers - Maintenance - Invoice) and then enter the parts from the invoice. If you leave the part number blank, you will be prompted for a Generic or Bar Code. You can then scan the part at this point.

When selling parts to customers, the same options apply. Enter either a Part Number, Description, or leave these blank and you will be prompted for the Generic or Bar Code. Once again, scan at this point. If you are running the Point of Sale add on module, this method works in the same way.

If you want more information on scanners, give CAMS a call.