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.
System Switches affect the use of the system globally so be sure the setting is what you want across the organization before changing.
The 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 | System Switch Tab Where It’s Found | Switch Function |
|---|---|---|
Warranty Claims | General | Controls whether a Warranty Claim will be automatically created and what action the system should take if a warranty cannot be determined. |
Enable MFA Option | General | Controls whether MFA (Multi-Factor Authentication) is being used. |
Flat Labor/Actual Hours | Work Order | Controls the amount that is used for labor postings in the system and allows the selection of a flat rate, the rate set at the employee level in the user settings, or actual hours. |
Non Zero Estimated Hours | Work Order | Toggle that either allows or disallows the use of zero estimated hours on a work order line. |
Paperless Shop Password | Work Order | Controls whether a password will be required for logging into Paperless Shop. |
Max WO Lines | Work Order | 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) |
Outside WO/Create PO | Work Order | Controls some settings for outside work orders. There can be a prompt for a vendor when it is an outside work order as well as RTA can auto-create a purchase order when there is an outside job. |
Use Customer Billing | Work Order | Controls whether the customer number (also set up in RTA), is necessary when creating work orders. |
Overhead/Shop Supplies | Work Order | Controls where the calculation of overhead or shop supply costs comes from. (Will it come from the customer file or the facility file) |
VMRS System Level | Work Order | Determines the VMRS level that will be used in the system. (9, 6, or 3 digits) and whether you want it validated when used |
Use Reason Codes | Work Order | 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) |
Use Cause Codes | Work Order | 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) |
Use PO Approval | Purchase Order | Toggle that turns on the use of the purchase order approval system |
PO Max Lines | Purchase Order | 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) |
Use PO Prefix | Purchase Order | Toggle to turn on the use of purchase order prefixes and set the default prefix |
Use PO Suffix | Purchase Order | Toggle to turn on the use of purchase order suffixes and set the default suffix |
Purchase Order Numbering | Purchase Order | Controls how purchase order numbers are generated |
Post Part to WO | Purchase Order | Controls the ability to auto-post parts from a purchase order to a work order when applicable |
Close WO if Parts Pending | Purchase Order | |
Use Account Codes | Purchase Order | Sets the parameters for the use of account codes (generally GL codes from an accounting system) for purchase order lines |
Default Account Codes | Purchase Order | 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 Requisitions | Purchase Order | Determines if the purchase requisitions feature is on or off. (This is not the same as the stock needed alerts/reminders) |
Number of Stock Areas | Parts | Determines how many stocking areas or BIN locations are available per part file. (The max number for any part file is 5) |
Inventory Value Computing Method | Parts | Controls whether average price or FIFO will be used for the inventory computing method |
Ship Days Buffer | Parts | Use for better inventory management, and controls the number of ship days buffer that is applied and affects the parts ordering formula |
Reorder Point Settings | Parts | Controls the minimum reorder point threshold as well as the calculation method for reorder points |
Add Tax to Part Cost | Parts | Toggle controlling whether part tax will be included in the parts average and selling costs when received on a purchase order |
Odometer Prompt | Fuel | |
Company Fuel Taxable | Fuel | |
Bill All Fuel Transactions | Fuel | |
Use Fuel Markups | Fuel | |