Coming in November 2024
Before you begin using the system, you should review the system switches and adjust settings as needed to better meet your needs. You can add or eliminate many prompts and fields depending on what you want to track in the system. You can save a lot of time and keystrokes by turning OFF features you don't want to use.
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System Switches generally affect the use of the system globally so be sure the setting is what you want across the organization before changing. |
The table of contents below will help you navigate to the various system switch tabs and give you a deep dive into each of the system switches in that tab as well as what each does.Below the table of contents is a grid that grid below gives a high level overview of each switch and its purpose that may help you decide where to start. In addition, the title is a clickable link for the instruction page where that switch is located.
To access system switches, expand the Admin section of the main menu, click on System Switches, then choose the appropriate tab that houses the switch needed, and finally click on the switch title within the tab.
System Switch Title | Switch Function | System Switch Tab Where It’s Found | Switch Function | |
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Warranty Claims | Ensure that you limit the amount of manual claims you need to create by allowing RTA to auto-create the warranty claim when it is positive there is a warranty on the item and simultaneously control how the auto-create feature will work when the system is not 100% positive there is an active warranty. | General | ||
Enable MFA Option | Controls whether MFA (Multi-Factor Authentication) is being used. | General | ||
Flat Labor/Actual Hours | Determines if flat rates (estimated hours) will be used or actual labor hours and if there is a specific rate to use or if the rate from the employee file will be used | Work Order | ||
Non Zero Estimated Hours | Toggle that either allows or disallows the use of zero estimated hours on a work order line. | Work Order | ||
Paperless Shop Password | Controls whether a password will be required for logging into Paperless Shop. | Work Order | ||
Max WO Lines | Customize the max number of lines that will be permitted per work order. (The system has a max of 99 but users can set it to any number up to 99) | Work Order | ||
Outside WO/Create PO | When it comes to outside work orders, it allows the system to prompt for a vendor as well as saving time by allowing RTA to auto-create a purchase order that is tied to an outside work order. | Work Order | ||
Use Customer Billing | Controls whether the customer number (also set up in RTA), is necessary when creating work orders. | Work Order | ||
Overhead/Shop Supplies | Controls where the calculation of overhead or shop supply costs comes from. (Will it come from the customer file or the facility file) | Work Order | ||
VMRS System Level | Determines the VMRS level that will be used in the system. (9, 6, or 3 digits) and whether you want it validated when used | Work Order | ||
Use Reason Codes | Determines whether the system will use Reason Codes for each work order. (if using, these need to be verified and set up in Maintenance System Settings) | Work Order | ||
Use Cause Codes | Determines whether the system will use Cause Codes for each work order. (if using, these need to be verified and set up in Maintenance System Settings) | Work Order | ||
Use Work Accomplished Codes | Determines whether the system will use Work Accomplished Codes for each work order. (if using, these need to be set up in Maintenance System Settings) | Work Order | ||
Odometer Prompt | Adds the prompt to update the odometer during the processing of a work order or manual fuel entry and can include the update of alternate meters as well | Work Order | ||
Meter Update in Paperless | Used to require odometer updates to assets when technicians are working in Paperless Shop | Work Order | ||
Prompt for PO # in WO | Work Order | |||
Work Order Numbering | Select how RTA should approach numbering work orders. (This should not be changed once set and in use) | Work Order | ||
Use Shop Codes | Allows the use of shop codes (codes to identify specific shop areas) with work orders | Work Order | ||
Close WOs in Paperless Shop | Determines the appearance of a prompt to close the work order when a technician closes the last work order line on a work order | Work Order | ||
Work Order Dates | Sets the default closing and posting dates for the work order | Work Order | ||
Create PDF on Close | Determines if and how PDF printouts of work orders will be printed | Work Order | ||
Posting Date Prompt | Work Order | |||
Use Priority Codes | Turn on the use of Priority Codes when creating work orders | Work Order | ||
Replace Notes | Determines whether work order master notes will be replaced by notes within a work order template when a template is used | Work Order | ||
Print WO Costs | Determines if and how parts and labor cost will be printed to work orders | Work Order | ||
Duplicate Inspection Defect | Work Order | |||
WO Line Account Codes | Use along with account codes to validate a work order line against the account code file | Work Order | ||
3C Notes | Enable the use of 3C (Complaint, Cause, Correction) Notes on work orders in addition to line notes | Work Order | ||
Required WO Line Notes | Use to require work order line notes to close job lines and set character limits for notes | Work Order | ||
Share Paperless Jobs | Allows or disallows the sharing of jobs between technicians in paperless shop | Work Order | ||
WO Invoice | Allows the verbiage on a Work Order to be changed to Invoice | Work Order | ||
Work Order Status | Used to activate the use of Work Order Status | Work Order | ||
Use PO Approval | Toggle that turns on the use of the purchase order approval system which will require approvals for various set thresholds for the completion of purchase orders | Purchase Order | ||
PO Max Lines | Customize the max number of lines that will be permitted per purchase order. (The system has a max of 99 but users can set it to any number up to 99) | Purchase Order | ||
Use PO Prefix | Toggle to turn on the use of purchase order prefixes and set the default prefix | Purchase Order | ||
Use PO Suffix | Toggle to turn on the use of purchase order suffixes and set the default suffix | Purchase Order | ||
Purchase Order Numbering | Controls how purchase order numbers are generated | Purchase Order | ||
Post Part to WO | Controls the ability to auto-post parts from a purchase order to a work order when applicable | Purchase Order | ||
Close WO if Parts Pending | Will prevent a work order line from being closed if it is tied to a purchase order for needed parts and the parts are still on order | Purchase Order | ||
Use Account Codes | Sets the parameters for the use of account codes (generally GL codes from an accounting system) for purchase order lines | Purchase Order | ||
Default Account Codes | If using account codes, sets the default code to be used on purchase order lines when the part does not have an account code assigned in its file | Purchase Order | ||
Purchase Requisitions | Determines if the purchase requisitions feature is on or off. (This is not the same as the stock needed alerts/reminders) | Purchase Order | ||
Number of Stock Areas | Determines how many stocking areas or BIN locations are available per part file. (The max number for any part file is 5) | Parts | ||
Inventory Value Computing Method | Controls whether average price or FIFO will be used for the inventory computing method | Parts | ||
Ship Days Buffer | Use for better inventory management, and controls the number of ship days buffer that is applied and affects the parts ordering formula | Parts | ||
Reorder Point Settings | Controls the minimum reorder point threshold as well as the calculation method for reorder points | Parts | ||
Add Tax to Part Cost | Parts | Odometer Prompt | FuelToggle controlling whether part tax will be included in the parts average and selling costs when received on a purchase order | Parts |
Company Fuel Taxable | Fuel | |||
Bill All Fuel Transactions | Fuel | |||
Use Fuel Markups | Fuel | |||