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_Main_System_Parameters
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Main Parameters (SSM)

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titleClick Here to Expand this section:

Line - Functionality Description
🔎 01 Company Name: Enter up to 25 characters for your company name. This information is used as the header for many of the reports.
🔎 02 Periods Per Year: Will you be tracking period or fixed costs? Enter a number, from 1 to 99, indicating the number of financial periods per year for your shop. Most shops run on a 12 or 13 period/year accounting format.
03 Current Period: Will you be tracking period costs? Enter the current fiscal period. This information needs to be entered initially but will be updated automatically thereafter each time end of period (EOP) for vehicles is processed.
04 Flat Labor Rate: Will you be charging a flat rate per hour on work orders? This switch is used when the "Use Flat Labor" switch in Misc. Parameters I (SSI, Miscellaneous I tab, switch 42) is set to YES and in Estimate WOs when mechanics are left unassigned (WE). Enter the flat rate per hour to charge for labor, up to $99.9 her hour.
05

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Days This Period: Will you be tracking vehicle utilization? If you wish to track vehicle utilization, enter a number, from 1 to 99, indicating the number of vehicle operating days possible in the current period. This number is used to calculate the vehicle utilization percentage and will be updated automatically each time EOP for vehicles is processed. The utilization percentage is calculated by dividing the total days used by the number of days in the current period (e.g., 27 days used / 30 days this period = 90% vehicle utilization). Utilization is reported on the vehicle total cost reports.
06 System Date Range: What are the allowable transaction dates for data input? Setting a range of dates here restricts the dates that users may enter while keying transaction data into the system (work orders, purchase orders, fuel entries, etc.) and helps to prevent errors should an invalid date/year be entered. In lieu of specifying a specific date range, you can also elect to specify a range of days before and after current date that are allowed. This is generally easier to use, since a specific date range will need to be updated as needed. This setting does not affect notational date fields in the software such as vehicle purchase dates. It also does not affect reservations in the Motor Pool option.
07 Exception Levels: Will you be reviewing vehicle cost per mile (CPM) or miles per gallon (MPG)? Unusually high cost per mile or low miles per gallon can be flagged with ** on vehicle cost reports, pointing out potential problems. This table allows you to specify the exception levels for heavy, medium, and light vehicles. Any value exceeding the Cost entry or falling below the MPG entry will be flagged with ** on vehicle cost reports.
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switch_alt_vmrs
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switch_EOM_date
switch_EOM_date
08 User Password Encryption: Do you want to enable SOX compliance for user passwords in the software? SOX compliance can be disabled completely. If SOX compliance is desired, password minimum length and complexity requirements are defined here.
09 EOM Posting Date: Do you bill departments or customers for repair work? (Paperless Shop only) The RTA system creates one work order labor transaction per mechanic job in Paperless Shop. If it's a big job, the job may be open for days or even weeks. The work order transaction date will be updated each time the mechanic clocks on and off that particular job. This could possibly cause labor costs to get accounted for twice if the jobs span over two accounting periods. This switch works with the EOP processing routine and Paperless Shop to create new work order labor transactions for all incomplete jobs at month-end. To do so, access this switch to set the current system date as the end of month posting date and then process EOP for vehicles (SEV). Afterwards, when mechanics clock on and off jobs, the labor hours and costs are accumulated on new labor transactions in the new period. Contact our sales department for more information about the Paperless Shop add-on option.
10 Not in use.
11 Downtime: Do you want to track vehicle downtime? To use the Downtime Tracking feature, set Activate Downtime Module to YES. When activated, additional prompts will appear and become accessible for downtime tracking purposes in the Work Order and Paperless Shop modules. If you're using Paperless Shop, set Auto post Active/Listed to YES to have the RTA system automatically change downtime job statuses from Active (to start tracking downtime) to Listed (to stop tracking downtime) as mechanics clock on and off jobs. Set Auto post Active/Listed to NO if you're not using Paperless Shop OR to prompt mechanics to update downtime statuses when clocking off Paperless jobs. This setting gives mechanics control over whether or not downtime hours will continue to accumulate, for example, when they clock off for lunch or go home for the day.
12 Report Print Format: Choose between Standard, Advanced RPV or Advanced Crystal printing format. See the Report Viewer section for more information on these three options.
13 Registration Number: This is the serial number for your RTA Fleet Management Software. You may be asked to provide this number when calling RTA. This field cannot be changed or modified.
14 Paperless Inspection:

  • Set Post Parts to Yes to allow parts to be posted during the inspection process.

  • Set Item Login to Yes to track time spent on each individual checklist item included in the inspection.

  • Set Edit Cause to Yes to allow mechanics to modify the work order cause code.

  • Set WO Line Mechanic to determine which mechanic will be assigned repair jobs initiated by an inspection.

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15 Paperless Shop: Are you using Paperless and do mechanics require a password to clock on jobs?

  • Set Paperless Shop to YES if you are using the Paperless Shop add-on option.

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NOTE: Activating this switch when you aren't using Paperless Shop creates needless transactions, using up valuable disk space.

  • Set Password Prompt to YES to require mechanics to enter a password when clocking on and off jobs in Paperless Shop. Passwords for Paperless Shop are defined in the employee file (MMM).

  • Set Jobs Pool to YES to allow mechanics to select from the unscheduled jobs rather than always being assigned jobs by a supervisor.

  • Set Daily Labor Trans to YES if you would like the system to generate separate labor transactions for each calendar day. Setting it to NO creates one transaction that gets updated as the job progresses.

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    Specify the Total Workday Hours for your mechanics. When the total amount of time for a shift exceeds this number of hours, the Paperless Shop Activity screen will indicate overtime status using color coded text.

  • The Overtime Color is specified using the color palette picker below the Total Workday Hours setting which flags when time exceeds the Workday Hours.

  • The Estimate Color is specified using the color palette picker below the Total Workday Hours setting which flags when time exceeds the Jobs Estimated Hours.

🔎 16-18 Passwords: Do you need to secure certain options? Certain options throughout the RTA system such as viewing employee records, deleting vehicles, or adjusting cost figures require a password before access is given. Enter up to five characters for each password. Password level 1 has the lowest authorization, password level 3 the highest. When prompted for password level 1, passwords 1, 2, or 3 are accepted. When prompted for password level 2, passwords 2 or 3 are accepted. When prompted for password level 3, only password 3 is accepted.

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NOTE: You can set these passwords to spaces if security is not an issue. The password prompts still appear but you can press ENTER to continue.

19 Date Output Format: This switch controls the format for all dates displayed or reported in the system. The options available are MMDDYYYY, DDMMYYYY, and YYYYMMDD.
20

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Part Catalog. This switch controls whether the system builds a part usage catalog as repair jobs are completed. The next time a particular job is done on that specific make and model of vehicle, the system will display the list of parts needed for the job.
21 Time Stamp WO Lines: Will you be printing Time Stamp work orders on laser printers? The Time Stamp work order can be printed in portrait or landscape mode on laser printers:

  • Set Lines per page to 3 to print in portrait mode, 2 to print in landscape mode.

  • Set Print blank lines to YES or NO depending on whether or not you want to print blank lines to fill the remainder of the page.

22 Lines Per Work Order: Do you need to limit the number of jobs allowed on work orders? One work order can contain up to 99 jobs or work order lines. The default is set to allow 99 lines per work order, but you may change this setting to suit your needs.

  • Set Double Space to YES to double-space the print on Shop work orders; this provides more space for handwritten entries or tags and labels.

Set Double Space to NO to single-space the print on Shop work orders and conserve paper.

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23 Outside WO/Create PO: Are all vehicle maintenance and repairs performed by an outside source? This switch is for those who outsource maintenance and repairs but enter work orders for all the work done.

  • Set Outside Work Order to YES to be prompted for the vendor (who did the work) when creating a work order. The vendor information will be printed on Standard work orders. Set to NO to skip the vendor field. If Outside Work Order is set to YES, you will have the option to auto-create purchase orders for these outside work orders.

  • Set Create POs for outside WO to YES if you want the system to auto-create purchase orders; set to NO to not create purchase orders. Refer to "Auto-Creating Purchase Orders from Work Orders" for more information.

24 Duplicate License/Serial Numbers: Do you want to allow vehicles to have duplicate license or serial numbers? This switch controls whether or not a vehicle can have the same license number and/or serial number as another vehicle in the RTA system.

  • Set Allow duplicate license to YES to allow vehicles to have duplicate license plate numbers; set to NO to require a unique license number for each vehicle.

  • Set Allow duplicate serial to YES to allow vehicles to have duplicate serial numbers (VIN); set to NO to require a unique serial number for each vehicle.

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NOTE: When this switch is set to NO, the license plate and serial number fields cannot be left blank on more than one vehicle.

25 Not in use for Windows versions of RTA.

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26 Use Multiple Facility: Will you be tracking multiple shops or cost centers? This switch allows you to track multiple shops and facilities. Set to YES to use multiple facilities; set to NO to track costs for only one facility. When this switch is activated, you'll either be prompted for the facility number you want to access or be given the option to change the facility. If your company has regions (a group of facilities), set this switch to YES and use the System Security feature. Refer to "Facilities" and "System Security" for more information.

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NOTE: Even if you only have one shop, it is a good idea to set up another facility to store data for sold or auctioned vehicles.

27 Prompt for Turnpike: Do you need to track turnpike miles? Some states give fuel credits for turnpike miles; therefore, you may opt to distinguish turnpike miles from normal road miles. All miles are tracked, but a subtotal is available for turnpike miles. Set to YES to be prompted for turnpike miles when entering fuel (FFM, FFQ); set to NO to exclude this prompt.

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28 Tire File Switches: Will you be using the Tire module? Set Create tags for Tires to YES if you wish to have the option of creating tags for tires received through purchase orders; set to NO if you don't want to create tire tags when tires are received.

  • Set Check for duplicates to YES if you are using multiple facilities (switch 26) and want to check other facilities for duplicate tire numbers. Doing so prevents the use of the same tire numbers in multiple facilities, eliminating potential issues that may arise when vehicles are transferred to or tires are mounted or dismounted in another facility.

  • Set Check for duplicates to NO if you want the ability to use duplicate tire numbers in other facilities.

  • Tire renumber transfers part: If a tire that is linked to a part is renumbered to a different facility, the part will also be transferred to the new facility.

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29 Accepting Revenues: Will you be tracking vehicle revenues? If you want to track revenues earned for vehicles, set this switch to YES and a prompt will be available while entering fuel in the Many States option (FFM). Set to NO to exclude this prompt.
30 Odometer Units: Are your vehicle meters based on mileage or kilometers? This flag only affects your output, not your input. You can set your output to be displayed or printed in MILES or KILOMETERS. The system does the necessary calculations to show the correct output regardless of the setting for this switch. The conversion is as follows: if set to Miles, all units for kilometer-based vehicles are divided by 1.6093; if set to Kilometers, all units for mileage-based vehicles are multiplied by 1.6093. The RTA system always stores distance figures in miles and does the necessary conversions to accommodate reporting requirements for mixed fleets.
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🔎 31 Use Customer Billing: Do you bill department or customers for repair work? Many fleets do their own internal billing, as well as some commercial work. The RTA system can provide a simplified billing for all repairs and parts that you sell internally or externally. When a new work order is created, the customer number assigned to the vehicle (MVM) is automatically used as the default customer. This switch controls what happens at the customer number prompt when a new work order is created. The YES setting stops at the customer number prompt, allowing the option accepting the default customer, deleting out the default customer, or changing the customer number (non-file customer is acceptable). The REQUIRED setting works in the same manner as the YES setting except that a valid customer number is required—the customer number field cannot be left blank and the customer record must exist in the customer file (MCM). The NO setting automatically assigns the default customer and bypasses the customer number prompt altogether; this is a great option if you never or rarely need to change the default customer number. On any of the settings, the customer number on the work order can be changed at anytime by clicking on the customer field and making the change.
32 Home Facility: Enter your home, or default, facility number. If you're not using multiple facilities (switch 26), set this to 00001. The default entered here is used only if the default facility stored in the user record is invalid (SUM).
NOTE: If you're not using the System Security feature (SSI, Miscellaneous I tab, switch 9), the default facility is stored in a global user record named SYSTEM.
33 Print Department on Work Order: Do you want vehicle department numbers to print on Standard work orders? Set to YES to print vehicle department numbers in the header of Standard work orders; set to NO to print "CO # ______________" in the header instead.
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🔎 34 Overhead Facility/Customer Flag: Will you be adding overhead charges to work orders? Overhead or shop supply charges can be added to all work orders to help cover the cost of unbilled shop expenses such as shop cleanup, lubricants, and rags. This switch controls how the overhead will be applied. Set to FACILITY to use the overhead percentages set in facility records (MFM); this allows various overhead percentages to be applied, by facility, to parts, labor, tires, and miscellaneous costs. Set to CUSTOMER to charge overhead using the shop supply rate set in the customer record; this allows overhead charges to be applied, by customer, to labor costs only (Use Customer Billing, switch 31, must be set to YES or REQUIRED).
35 Paperless Driver Inspection:

  • Set Edit Cause to YES to allow editing of cause codes during inspection.

  • Set WO Line Mechanic assigns a mechanic to a work order job line created by a defect: Defect = mechanic reporting the defect, Last = last mechanic editing defect section, None = blank, no mechanic assigned.

  • Set VMRS Search Level for matching open repair jobs.

  • Set Inspection Review to YES to create repair jobs from review section of the program, set to NO to process on close of the inspection.

36 Paperless Driver Template. Set to YES to use only templates assigned to the vehicle's PMs, set to NO to use all templates.
37 Cross Referencing: Will you be using vehicle unit cross-reference numbers? If you plan on using vehicle unit cross-reference numbers to access vehicle records, set this switch to MAKE and set the "Use VEH-XREF file" switch in Misc. Parameters I to YES (SSI, Miscellaneous I tab, switch 21). Set this switch to NONE to access vehicles by the primary vehicle number. The Unit Xref field is located in the vehicle file (MVM).
38 VMRS System Level: How much detail do you need? The RTA system is capable of tracking maintenance and repairs using three-, six-, or nine-digit VMRS codes. VMRS stands for vehicle maintenance reporting standards, a number coding system for maintenance and repair jobs. Specify the level of detail you wish to track and the system will prompt for VMRS codes accordingly when entering work orders or retrieving history. If you choose to use a nine-digit VMRS code, you have the option of using either single or split detail for VMRS lookup lists. The major VMRS code (first three digits) has its own lookup list. For the remaining six-digits, the single detail option brings up one lookup list displaying both the intermediate (second three digits) and minor VMRS codes (last three digits). The split detail option breaks up the intermediate and minor VMRS codes into two separate lookup lists.
NOTE: The split detail option is designed to work with the American Trucking Association (ATA) VMRS codes. If you aren't using ATA codes, VMRS header records must exist for each major area of repair for the split detail option to work properly. ATA VMRS codes are available upon request. If you prefer to use the ATA VMRS codes instead of the codes provided with your RTA system, contact RTA. Refer to "VMRS Codes" for more information.
39 Work Order Reason and Cause for Repair: Will you be tracking the reason and cause for work orders?

  • Set Reason Codes to YES to specify a reason code for creating new work orders; set to NO to skip this field.

  • Set Cause Codes to YES to have the option of selecting a cause code when adding working order lines; set to NO to skip this field. The Reason and Cause codes are user-defined in System Codes (SSY).

40 Work Accomplished Codes: Will you be tracking work accomplished codes? Set to YES to be prompted for a work accomplished code when closing work order lines; set to NO to exclude this prompt. Work accomplished codes are user-defined in System Codes (SSY).
41 Warranty Claims: Set Track Warranty Claims to YES to track claims on warrantied items.

  • The Create Warranty Claims determines how the system will handle items where the warranty status cannot be determined. Set to CREATE will create a warranty claim for the unknown item. Set to IGNORE will not create a claim for the unknown item.

  • Set to PROMPT will ask the user whether they would like a claim to be created.

42 Not in use.
43 Use Purchase Requests: Set to YES to enable utilization of the parts reservation feature allowing mechanics to specify/reserve parts needed for jobs they are working on. Parts staff receive notification of the need to order the part.

44

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Use PO Approval System: Set to YES to enable utilization of the purchase order approval feature.  System will require an approval of PO’s based on a dollar amount you set. See the PO Approval Module How To.

45 Usage Statistics: Your system automatically sends information to RTA about how you use certain features.  Setting to OFF will disable this only until the next version update.

46 Local Temp Dir: By selecting YES, all temporary files created will be stored to your local temp directory.

47 Enhanced Grid Format: (SQL Only) Select On to enable this feature to take advantage of enhanced F1 lookup grids.  Refer to the feature documentation before proceeding, as additional setup is required.

48 Active User Log: (SQL Only) When you choose to enable the Active User Log the system will log the users that are active in the program. This active log info can be accessed Under System > Setup Users > Active Logins Maintenance (SUA). This is particularly handy during the End of Month Process to make sure and get everyone out of the system. See End of Month Processing.

49 Store Attachments in Cloud: (SQL Only) Enabling this feature will store any electronically attached items to the Cloud instead of on a local Drive.

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Note: Disabling this feature will cause your electronic files to be unavailable for Web and Mobile experiences.

50 Enable Vehicle Locator: (SQL Only) If you are using a GPS tracking software then enabling this feature will help locate a Vehicle on a map.

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Line - Functionality Description
01 Use Custom Tag/Bin: Will you be printing part tags or bin labels? This switch determines the print format for part tags and bin labels. RTA provides seven different print formats-for continuous feed labels and sheet labels.

  • Laz: This option is designed to print bar coded tags/bin labels on an HP compatible laserjet in a 3 x 10 format (3 columns, 10 rows).

  • Lz2: This option is designed to print bar coded tags/bin labels on an HP compatible laserjet in a 2 x 10 format (2 columns, 10 rows).

  • No: This option produces a standard tag/bin label with six lines of text, which includes the fits codes, and an optional bar code.

  • Ova: This option prints bar coded tags/bin labels on thermal printers and is available only if the Ovation, C.Itoh, or Citizen printers have been purchased from RTA.

  • Ov4: This option prints bar coded tags/bin labels on thermal printers and is available only if the Ovation, C.Itoh, or Citizen printers have been purchased from RTA. This option is designed to print on larger than standard (4 inch) labels.

  • SLP: This option prints bar coded tags/bin labels on Smart Label printers.

  • Yes: This option produces a custom tag/bin label with 3 lines of text and an optional bar code.

02 Column Spacing: Tags can be printed one to four columns wide. This option allows you to adjust the column widths for proper label alignment. If your tags aren't printing in the correct spot in columns 2-4, enter a value from 1 to 9 to increase the tag width until the correct alignment is achieved.
03 Print Bar Codes: Do you want to print part bar codes?

  • Set Bar Code Printing to YES to have the option of including or excluding bar codes on various part reports, part tags, and bin labels; set to NO to skip this prompt and not print bar codes.

  • Set Form Feed to YES to ensure proper tag alignment if Bar Code Printing is also set to YES.

04 Row Spacing: Tags contain three to six lines of text. This option allows you to adjust the row heights for proper label alignment. If your tags aren't printing on the correct label, enter a value from 1 to 9 to increase the tag height until the correct alignment is achieved.
05 Allow Zero Lines on PO: Do you allow "blank" purchase orders? This switch controls whether purchase orders can be created with no parts ordered. Set to YES to allow POs to be created without adding any PO lines. Set to NO to prevent POs from being created unless at least one part is ordered (i.e., one PO line must be added).
06 Set Buyer to User ID: Do you want to know who created a purchase order? This switch identifies the user who created a purchase order. To properly use this feature, the "System Security" switch in Misc. Parameters I must be set to YES or SYS (SSI, Miscellaneous I tab, switch 9). Set this switch to YES to automatically input the RTA user ID in the Buyer field when new POs are created. The Buyer field is located in the Purchase Order Information sub-window (PPC). Set to NO if you aren't using System Security or you don't want to auto-fill the Buyer field.

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NOTE: If you aren't using System Security, you can still identify who created the PO by having that person manually enter his/her name in the Buyer field.

07 Prompt PO Lines/Close PO: Parts ordered on multi-line POs can be received as a group or line by line. This switch controls what happens when parts are received as a group on purchase orders. When receiving PO lines as a group,

  • Set Prompt PO Lines/Page to YES to be prompted for confirmation as each PO line is processed. This is handy when all but one or two parts on the PO have come in-simply choose to receive the PO lines as a group, then confirm which parts have been received rather than receiving each line individually. Set this switch to NO to receive all the PO lines selected without being prompted.

  • Set Prompt to Close PO to YES to have the option of closing the PO or leaving it open after the last PO line has been received; set to NO to skip the prompt and automatically close the PO when all PO lines have been received.

08 Lines Per Purchase Order: Do you need to limit the number of lines allowed on purchase orders? One purchase order can contain up to 99 PO lines. The default is set to allow 99 lines per PO, but you may change this setting to suit your needs.

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09 Stock Areas (1 through 5): How many part stocking areas do you have? The RTA system allows you to track part inventories in five different locations (per facility). For example, suppose you have a total of 1000 quarts of oil in inventory- 500 in the parts room, 200 on a service truck, and another 300 in an overstock warehouse. You can set this switch to 3 to track the various stock areas. Enter a number from 1 to 5 to indicate how many stocking areas you wish to track. If you are tracking more than one stocking area, you'll be prompted to specify which stocking area is receiving and issuing parts.
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10 PO Print Defaults: This switch contains default settings for PO print formats. Set the defaults according to your preferences.

  • Use Pre-Printed POs: Set to YES if you're using a custom PO program designed to fit on your pre-printed POs; set to NO to use one of the standard PO print formats in RTA. If this switch is set to YES, the name of the custom program needs to be defined in the "Custom PO" switch in Misc. Parameters II (SSS, Miscellaneous II tab, switch 13), and "Out of Printed Forms" should be set to NO (switch 23).

The following options for this switch are used to determine the PO print format and are available only when "Use Pre-Printed POs" is set to NO.

  • PO Print Type: Set to WIDE to print a 132-column PO; set to NARROW to print an 80-column PO; set to TRACK to print a 132-column PO that provides spacing in the PO header to identify what the PO is for, who requested it, who authorized it, and who ordered it. We suggest trying out each setting to decide which format you like best.

  • Print on Letterhead: This portion allows you to print purchase orders and work orders on your company letterhead; set to PO, WO, or BOTH if you'll be printing on letterhead paper and then specify the number of Lines to Skip in order to start printing below the letterhead logo; set to NONE to not print on letterhead paper.

  • Display Wide/Narrow/Track Prompt: Set to YES to have the option of printing the Wide, Narrow, or Track PO format each time POs are printed (the setting in "PO Print Type" is displayed as the default); set to NO to skip this prompt and always print POs using the specified PO format.


11 Stock Price, Levels 1 through 8: Part requisitions are automatically generated for stocked parts when the part quantities drop below the reorder points. In order to calculate the reorder quantities, RTA uses a formula that takes the part price and usage into account. The table and formula used is as follows:

Level

Price

Factor

1

1.00

200

2

2.00

90

3

6.00

45

4

10.00

30

5

40.00

10

6

200.00

5

7

999.00

1

8

9999.00

0

(Factor X Usage per Period)
Reorder Qty =---------------------------------------

Days per Period

The factor for parts costing less than $1.00 is 200. The factor for parts costing between $1.00 and $2.00 is 90. The higher the part cost, the lower the reorder quantity. Adjust the Price and/or Factor if needed.


12 EOP Part Audit: Set to YES causes a txt file containing a part audit to be created each time the End of Period Parts procedure is run.

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13 Inventory Value/Overrides? If set to Average Price, the part price will be averaged with those already on-hand as parts are added to inventory. Those previously on-hand will also be updated with the new price. If set to FIFO, the part price will use the first-in, first-out computing method, which assumes that the oldest inventory of a given part is always used first. It can result in two of an identical part containing two different prices. When posting parts to work orders, you may encounter a part that shows a zero quantity in RTA, yet there is actual quantity on the shelf. This could be due to lag times between posting parts received and parts used OR erroneous entries or counts. When this occurs, this switch controls whether you will be allowed to post the part. Set to YES to allow the part to be posted, thus causing a negative quantity in RTA; set to NO to be prompted to adjust the inventory level. If you choose to adjust the inventory to a sufficient level, you'll be allowed to post the part afterwards. If you choose not to adjust the inventory, you will not be permitted to post the part until sufficient quantity is available to post.
14 Use Blanket POs: Set to YES to have the ability to create blanket POs for your vendors. Each blanket PO can have up to 999 releases, and each release can contain up to 99 lines on it (switch 8). Set to NO if you don't use blanket POs.
15 Use Master Parts List: Set to YES to allow a master facility to dictate parts inventory to subordinate facilities.
16 Ship Days Buffer: In the parts ordering formulas, a reference is made to ship days. A 10-day buffer is used to allow for delays in receiving parts that have been ordered. Enter a new value, from 1 to 99, to adjust the ship time as needed.
17 PO Prefix and Prompt: Your POs can include prefixes along with the PO number. Enter a prefix to use in PO Prefix (optional) and then set Prompt For to YES or NO. When Prompt For is set to YES, you'll be prompted for the prefix number when creating new POs; the prefix entered will be displayed as the default. When Prompt For is set to NO, the prefix prompt is bypassed and the specified prefix is used.
18 PO Suffix and Prompt: Your POs can include suffixes along with the PO number. Enter a suffix to use in PO Suffix (optional) and then set Prompt For to YES or NO. When Prompt For is set to YES, you'll be prompted for the suffix number when creating new POs; the suffix entered will be displayed as the default. When Prompt For is set to NO, the suffix prompt is bypassed and the specified suffix is used.
19 Voucher Print Prompt: Set to YES to have the option of printing a voucher when POs are printed; set to NO to not print vouchers. PO Receipt Prompt: Set to YES to print a receipt every time items are received on a purchase order.
20 Accept SIC Code and Prompt: Set Prompt For to YES to be prompted for a standard industry code (SIC) when adding PO lines. The SIC code entered in Default SIC Code (optional) displays as the default. Set Prompt For to NO to skip prompt and automatically use the specified SIC code (leave Default SIC Code blank to not use SIC codes).
21 Access Authorization: Choose whether to record the currently logged in user's name when making adjustments to part quantities or whether to prompt the user to manually input their authorization info.
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22 Reorder Point Settings:

  • Enter a value from 1 to 99999 in Minimum Reorder Point to specify the minimum default for the reorder point. Typically, the default reorder point is set to 1, meaning parts will be requisitioned when quantities drop below 1. You can set this higher if you don't want to run completely out of stock before requisitions get created.

The second portion of this switch determines the part quantity that is requisitioned when the quantity falls below the reorder point.

  • Set Calculation Method to STANDARD to create requisitions for the specified reorder quantity indicated in the part record (MPM); set to NON-STANDARD to requisition only enough parts to bring the quantity back up to the specified reorder point in the part record. When the non-standard calculation method is used, the reorder quantity in the part record is not used at all. Set to MIN/MAX to requisition only enough parts to bring the quantity back up to the max quantity specified.

23 Out of Printed Forms: Set to YES if you're using pre-printed POs and are temporarily out of forms (switch 10); this allows POs to be printed on plain paper. Set the switch back to NO when pre-printed forms are available again.

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switch_part_tax
switch_part_tax
24 Add Tax to Part Cost: Do you want to include part tax in part price computations? When a part is received on a PO (PPC), the system calculates the part's new average price. Set this switch to YES to include part tax paid in the new price calculations; set to NO to exclude part tax from the calculations.
25 Prompt for Shop or Vendor PO: Set to YES have the option of printing POs for the shop or vendor when POs are printed; set to NO to skip this prompt.
26 Update Parts/Last PO Field: The part record stores the last PO number and date (MPM). This switch determines when that information is updated. Set this switch to ORDERED to update the part record when it is ordered on a PO; set to RECEIVED to update the part record when it came in.
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switch_bcode_height
switch_bcode_height
27 Bar Code Height and Strikes: This switch controls the look of bar codes. Enter a 1 or 2 in Bar Code Height to set the height of the bar code.
Enter a 1 or 2 in Bar Code Strikes to set the darkness (dot matrix printers only)-1 for newer ribbons, 2 for older ribbons.
28 Delete Requisitions Prompt: This switch controls what happens to requisitions when POs are manually created using the Create/Receive PO option (PPC). Set to ALWAYS to automatically delete requisitions when parts are ordered on POs (recommended setting); set to NEVER to keep requisitions on file even though orders have been placed; set to PROMPT to have the option of keeping or deleting requisitions when parts are ordered on POs.
29 Prompt for Invoice Number: Set to YES to have the option of entering an invoice number when creating new POs; set to NO to skip this entry. The invoice number can be added or modified at any time by selecting View > View PO Info from the purchase order menu or by clicking on the View PO Info icon in the toolbar.
30 Received Date and Invoice Prompts: Set to YES to have the option entering receive dates and invoice numbers when PO lines are received (recommended setting); set to NO to skip this prompt and use the current system date as the receive date. This information can be added or modified at any time by selecting View > View PO Info from the purchase order menu or by clicking on the View PO Info icon in the toolbar.
31 Use Your Own PO Numbers:

  • Set Use Own PO Numbers to YES to use your own purchase order numbering system and then set Type of PO Number to ALPHANUMERIC or NUMERIC to indicate what type of PO numbering system you'll be using. An alphanumeric numbering system allows text and numbers. A numeric numbering system only allows numbers.

  • Set Use Own PO Numbers to NO to have the RTA system generate purchase order numbers (numeric only). Once you set this switch and start entering purchase orders, this switch should not be changed!

32 Prompt for Work Order and Requisition Numbers:

  • Set Prompt WO Number to YES to have the option, when adding PO lines, of identifying the work orders that need the parts being ordered; set to NO to skip this field if parts are always ordered for stock.

  • Set Prompt Requisition Number to YES to have the option of entering requisition numbers when adding PO lines; set to NO to skip this field.

33 Part Screen Options:

  • Set Create Requisitions to YES to check stock levels when new part records are added and when existing part records are saved. Requisitions will be created if quantity on hand is below the reorder point. Set to NO to not create requisitions when adding new parts or saving existing parts.

The second portion of this switch gives you the option of adding new parts to multiple facilities, eliminating the need for having to add the same information individually to each facility.

  • Set Add to Multiple Facilities to YES to be prompted to add new part records to other facilities. If you choose to add to other facilities, the part records will be added to the current facility and to the specified range of facilities. Set to NO to skip this prompt or if you aren't using multiple facilities (SSM, switch 26).

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switch_post_PO_part
switch_post_PO_part

34 Prompt to Post Parts to WO: Do you want to immediately post parts received on purchase orders to work orders?

  • Set this switch to YES to have the option of posting parts to work orders while receiving parts on purchase orders. If you choose to post at that time, you'll be given access to the Work Order module. From there, you would select the work orders and manually post the parts in the usual manner.

  • Set this switch to AUTO to automate the process of posting parts to work orders. In order to use this feature "Prompt WO Number" should also be set to YES, but is not required (switch 32). As each PO line is received, you'll have the option to auto-post the part OR receive the part to stock. If you choose Auto-Post, the system automatically posts the entire quantity ordered on the PO line to the specified work order and work order line.

  • Set this switch to NO to skip this prompt and always receive parts to stock.

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switch_est_part
switch_est_part
35 WO Post Estimate Parts: Do you want to auto-post parts from an estimate work order? Set this switch to YES to have the option of auto-posting parts from estimate work orders to "live" work orders; a prompt will appear when the Post Parts option is accessed in work orders that were generated from approved estimates. Set this switch to NO to require parts to be manually posted to work orders.
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switch_account_codes
switch_account_codes
36-37 Use Account Codes/Default Account Code: Set Use Account Codes to YES to have the option of entering account numbers when adding PO lines; set to VALIDATE to only allow the use of account numbers that have been set up through the Update Account # option (STPA); set to NO to skip this field. If this switch is set to YES or VALIDATE, the account number from the part record (MPM) and the default account number entered in Default Account Code (switch 37) will be available for selection OR you can input a different account number.

38 Hide Never Approved PO#s: Setting this switch to YES will hide the Purchase Order Numbers for any Non-Approved Purchase Orders. This will only happen if you have the PO Approval module turned on. See PO Approval Switch

39 Approve Requisition: Setting this switch to YES will require the approval of a purchase requisitions before you can add to a Purchase Order. Setting this switch to NO allow purchase requisitions to be added to a Purchase Order with no prior approval.

40 Default Email PO Body: This switch allows you to create a Default Email Message to be used when using the Email to Vendor option in the Purchase Order Module. See Email PO Document to Vendor.

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