Before you begin using the system, you should review the system parameters (Also known as the System Switches) and change the current settings as needed to better meet your needs. We often refer to the system parameters as switches because many features and prompts can be turned ON or OFF based on your preferences. 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. It's not necessary to review all the switches; we have marked the ones you may wish to change initially with . You can review other switches as you become more familiar with the RTA system or as features are implemented. To change the setting of a switch, enter the corresponding line number for the switch or double-click on the current setting displayed on the screen.
NOTE: The system parameters affect the entire RTA system and are not facility specific.
Line - Functionality Description
15 Paperless Shop: Are you using Paperless and do mechanics require a password to clock on jobs?
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.
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.
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 NO to single-space the print on Shop work orders and conserve paper.
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.
25 Not in use for Windows versions of RTA.
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.
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.
36 Paperless Driver Template. Set to YES to use only templates assigned to the vehicle's PMs, set to NO to use all templates.
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).
42 Not in use. 44 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.
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. |
The switches in this option affect the features in the Part Inventory module, requisitions, purchase orders (POs), part tags, and bin labels.
Line - Functionality Description
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.
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.
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,
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.
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.
(Factor X Usage per Period) 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.
The second portion of this switch determines the part quantity that is requisitioned when the quantity falls below the reorder point.
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.
32 Prompt for Work Order and Requisition Numbers:
33 Part Screen Options:
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.
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. 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 Switch# 44-Use PO Approval System under Main System Parameters section. 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. |
Throughout this section, you'll see references to company, inside, non-company, or outside fuel. Company or inside fuel refers to fuels dispensed from your pumps at your fuel islands. Non-company or outside fuel refers to fuel purchased on the road or from other companies. You'll also see references to EFI, which is our Electronic Fuel Interface add-on option. EFI loads fuel transactions from third-party fueling systems into RTA. Contact an RTA sales representative for more information about EFI.
Line - Functionality Description
02 Company Fuel Taxable: Set to YES if fuel dispensed from your pumps is taxable (i.e., price paid for fuel did not include tax when you purchased it); set to NO if the fuel tax was paid when you received the tank drop and is not taxable at the pumps.
28 Accept Fuel Accounts: Do you want to track trip ticket numbers or charge numbers? Set to YES to be prompted for the trip ticket number or charge number when entering fuel transactions (FFM, FFQ); set to NO to skip this prompt.
37-38Not in use.
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The switches in this option mostly affect the features in the Work Order module and Paperless Shop add-on option. However, there are a few switches that affect the RTA system, Vehicle Inventory, Part Inventory, and Tire Inventory modules so be sure to carefully review all the switches.
Line - Functionality Description 01 Days Between Odometer Update: This switch is valid only when the “Odometer Prompt in WO Post” is set to YES (switch 18); otherwise, it has no effect. This switch controls the frequency of the meter reading prompt when building work orders; set to 0 to always be prompted for the meter reading when work orders are created (recommended setting). Enter a non-zero value to be prompted only if the specified number of days has elapsed since the last meter reading was entered for that vehicle. 02 WO History Display: Do you want to see history when adding work order lines? Set to YES to see the last three occurrences of a repair when adding a work order line (recommended setting). For instance, if you are adding a brake job, the system will display the information for the last three brake jobs at the bottom of the window. If the last occurrences were within a short time of each other, you may want to check with the driver or part supplier to determine if these jobs are within reason or if there is a problem that needs to be addressed. Set this switch to NO to disable the history display. Set to PROMPT to display the vehicle history along with a message reminding you to view history. 03 Message Display Time: This switch controls the number of seconds various messages that appear throughout the software remain on the screen. Valid entries are 1 through 9. 04 Vehicle Make/Model List: Do you want the vehicle make/model options available in a drop down list? This switch controls data entry in the Make and Model fields in the vehicle record (MVM). Set to YES to select valid values from a drop down list. With this option, the data selection is limited, but the values will be consistent regardless of who entered in the data. Set this switch to NO to accept any and all data values typed in these fields. 05 Accept Odometers in Paperless Shop: Do you want mechanics to enter meter readings? (Paperless Shop only) Set to YES to prompt for a meter reading when mechanics finish a job (clocks off complete); set to NO to skip this prompt. 06 Allow Odometer Pass-By: Do you want to force a meter reading? This switch is valid only when the “Odometer Prompt in WO Post” is set to YES (switch 18); otherwise, it has no effect. Set this switch to YES to allow current meter readings to be accepted by pressing the ENTER key or by choosing OK. Set to NO to require a meter reading to be entered, even if the meter reading is the same as the displayed reading. 07 Track Back Ordered Parts: Do you want to track back ordered parts? Set to YES to track back ordered parts in purchase orders. When partial orders are received on purchase orders, a prompt comes up giving you the option of placing the remaining quantity on backorder or deleting it from the purchase order. Set to NO if you aren’t tracking back ordered parts. When partial orders are received, the system eliminates the remaining quantity from the purchase order. 08 Copyright Notice Time: This switch controls the number of seconds the copyright information is displayed when the RTA system is loaded. Valid entries are 1 through 9. 09 System Security: Do you want to secure certain options? The RTA Fleet Management Software has a comprehensive security feature that allows you to customize the RTA system for your shop security needs—locking individuals out of certain areas of the software while granting access to others. Set to YES to use the System Security feature; set to NO if security is not an issue. When security is activated, users must login in with a valid ID and password before access to the RTA system is granted. Setting this switch to SYS uses the user’s system/network login ID as the RTA user ID; a valid password is still required for access. This setting works with limited operating systems. NOTE: If you plan to use System Security, set up user IDs, passwords, and privileges before activating this switch. Refer to “System Security” for more information. You can also set to SSO for single sign on. To see more info on this, see RTA Single Sign On. 10 Display Productivity Percentages: (Paperless Shop only) Set to YES to allow mechanics to see their productivity percentages on various screens in Paperless Shop; set to NO to not display this information. 11 PM Report Defaults: You are prompted for various intervals when running PM reports. This gives you the flexibility of seeing all PMs due within the next X days or Y miles (i.e., all PMs due within the next 30 days or 500 miles). Enter the default values to use for PM reports; you can override these values at any time when running the PM reports. The settings here are also used to determine if PMs are due or due soon when work orders are created; vehicle PM information will be displayed in the work order header. 12 Prompt for PO Number in WO: This switch is valid only when the “Use Customer Billing” switch in Main System Parameters is set to YES or REQUIRED (SSM, switch 31); otherwise, it has no effect. Set this switch to YES to be prompted, when creating work orders, for PO numbers after customer numbers have been entered; set to NO if you are not using customer billing or want to skip this entry. 13 Set VMRS Code Flag: Use VMRS code from Parts or Work Orders? This switch pertains to UserDefined Buckets (SSU). Set to NO if you will not be setting up user-defined costs. If you will be tracking user-defined costs, set this switch to PART FILE to track costs using VMRS codes from part records (MPM); set to REPAIR LINE to track costs using VMRS codes on work order lines. Refer to “User-Defined Buckets” for more information. 14 Markup for Non-Inventory Parts: Do you want to markup non-file parts? This switch controls whether a markup will be applied when non-file parts are posted on work orders. Non-file parts are parts that aren’t set up in the Part Inventory module (MPM). Enter 0 to not apply a markup to non-file parts. To apply a markup on non-file parts, enter the markup in decimal format (i.e., enter .25 to apply a 25% markup). 15 Prompt for Work Order Line Notes: Set to YES to be prompted for notes as work order lines are added; set to NO to skip this prompt. NOTE: Line notes can be added or modified at any time by selecting Notes > Line Notes from the work order menu or by clicking on the Line Notes icon in the toolbar. 16 Work Order Numbering: Do you want to number your own work orders or have the RTA system generate them? Set to Use Own Numeric WO Numbers or Use Own Alphanumeric WO Numbers to use your own work order numbering system. Set to System Numeric No Override to have the RTA system generate work order numbers. Set to System Numeric Allow Override to have the RTA system generate work order numbers, but also allow you to use your own work numbers (numeric only). A numeric numbering system only allows numbers. An alphanumeric numbering system allows text and numbers. Once you set this switch and start entering work orders, this switch should not be changed! 17 Use Shop Codes on Work Orders: Shop codes are used to identify shop areas such as Paint Shop or Body Shop. Set to YES to use Shop codes. Activating this switch brings up a shop ID prompt when building or searching for work orders. Set to NO to bypass this prompt. 18 Meter Prompting: Set to YES to be prompted for meter readings when building work orders or entering fuel utilization for vehicles (recommended setting); set to NO to skip this field. Set to YES w/Alt meters and select the checkboxes for WO and/or Fuel to be prompted for alternate meters in addition to the primary meter (if applicable for the vehicle). 19 Process PMs by Location: Set to YES to be prompted for a vehicle location when running PM reports. This allows PM reports to be generated for a specific location. Set to NO to skip this prompt. The Location field is found in the vehicle record (MVM). 20 Cost Report Format: Select the fuel consumption calculation method for vehicle cost reports—Miles per Gallon, Liters per 100 Kilometers, Gallons per Hour, Hours per Gallon, Kilometers per Liter, Kilometers per Gallon. 21 Use Vehicle Cross-Reference File: Do you want to access vehicles by the unit cross-reference number? To access vehicle records using the unit cross-reference number, set this switch to YES and set the “Cross-Referencing” switch in Main System Parameters to MAKE (SSM, switch 37). Activating this feature allows vehicles residing in various facilities to be accessed without having to specify the vehicle facility number. Set to NO if you aren’t using multiple facilities or you want to access vehicles by using the primary vehicle number (SSM, switch 26). The Unit Xref field is located in the vehicle record (MVM). NOTE: If this switch is set to YES, the Next Record option is not available in [Vehicle] File Maintenance (MVM). 22 Prompt on Exit from RTA: This switch prevents accidental exits from the RTA system when the ESC key is pressed at the RTA main menu. Set to YES to be prompted prior to exiting the RTA system; set to NO to skip this prompt. 23 Tags for Non-File Parts: Do you want to print tags for non-file parts? Set to YES to create part tag records for non-file parts received on purchase orders; set to NO if you won’t be printing part tags or don’t want to create tag records for non-file parts. 24 Close and Print Work Orders in Paperless Shop: Do you want mechanics to close or print work orders? (Paperless Shop only)
25 Military Time or Alternate Time: Which time calculation method do you want to use with the Time Calculation feature? This switch controls the number of minutes the system uses for the Time Calculation feature. The Time Calculation feature is available when posting labor in work orders and posting indirect labor through Indirect Hours Entry (WI). Set to MILITARY to use 60 minutes per hour for time calculations; set to ALTERNATE to use hundredths of an hour (as used by time-clocks). 26 Print Work Order Authorization Line: Set to YES to print a line on the bottom of Standard work orders for an authorization signature; set to NO if you do not wish to print this line. 27 Work Order Dates: What date do you want to use when posting and closing a work order?
28 Print Alternate Odometer Reports: Are you tracking alternate meters? The RTA system allows up to four alternate meters per vehicle to be tracked. Set to YES if you are tracking alternate meters; this gives you the option of printing vehicle cost reports by the standard meter or by one of the alternate meters. For example, if one of the alternate meters is set to track the number of yards hauled in your cement trucks, activating this switch gives you a choice of printing the vehicle cost report based on cost per mile or cost per yard. Set this switch to NO if you aren’t tracking alternate meters. Refer to “Alternate Meters” for more information. 29 Numeric or Alphanumeric GVW: This switch controls whether the G.V.W. field (gross vehicle weight) in the vehicle record (MVM) is treated as a numeric or alphanumeric field. Set to ALPHA to allow numeric and text entries in this field; set to NUMERIC to only allow numbers in this field. Refer to “Text Fields Vs. Numeric Fields” for more information. 30 Print Work Orders When Complete: This switch controls whether work orders will be printed when they are closed in the Work Order module (WW, WB). Set to ALWAYS PRINT to automatically print work orders upon completion; set to NO PRINT to not print work orders; set to PROMPT to have the option of printing or not printing work orders each time work orders are closed. NOTE: Work orders can be printed at any time by selecting File > Print from the work order menu or by clicking on the Print WO icon in the toolbar. 31 Use Work Order Master Note: Set to YES to be prompted, when work orders are closed, for general notes pertaining to the entire work order; set to NO to skip this prompt.
32 Change Labor Price, Part Price, or Tire Price: Do you want to allow these prices to be changed when posting to work orders? This switch allows or prohibits changes to labor, part, and tire prices posted to work orders. Individually set Change Wage, Change Part Cost, and Change Tire Cost to YES or NO depending on your preferences. 33 Prompt for Work Order Date and Period: This switch determines the post date used on work orders and to which period the costs will be accounted.
34 Prompt for Part Kits: Set to YES to be prompted for a part kit number when adding a work order line. By specifying a part kit, a parts pick lists can be generated, saving mechanics from having to figure out which parts are needed for the job. Set to NO to automatically assign PM part kits to PM work order lines OR to skip this field if you aren’t using part kits. 35 Print Parts Pick List: Set to YES if “Prompt for Part Kits” is set to YES (switch 34). A list of parts needed for the job will then be printed automatically whenever Shop and Time Shop work orders are printed. Set to NO if “Prompt for Part Kits” is set to NO. NOTE: Parts pick lists can be printed at any time by selecting File > Print from the work order menu or by clicking on the Print WO icon in the toolbar. 36 Use WO Priority Codes: Do you need to prioritize work orders? Set to YES to specify a priority code when creating new work orders—the lower the number, the higher the priority. Work orders will be listed by priority, highest to lowest, on the Work Order Scheduling report (WLW). Nine priority codes are available and pre-defined; you may edit them to suit your needs in System Codes (SSY). Set to NO to skip this field if you aren’t scheduling work orders (i.e., work orders are entered after the jobs have been completed). 37 Default Tire VMRS Code: Enter the major VMRS code for tire jobs (e.g., 017). When parts are posted to work order jobs using the specified major VMRS code, all the part costs posted will be accounted for in the Tires column on the Vehicle History Summary report (RRS). 38 WO Default Prompts: This switch contains default settings for prompts that come up in the Work Order module. Set the defaults according to your preferences to speed up the data entry process.
39 Update Vehicle Status: If set to Automatic, the vehicle’s status will be automatically updated when work order jobs for that vehicle are added, changed, or completed. If set to Manual, the user must manually modify the vehicle status when desired. 40 Mechanic Wage on Screen: Do you want to display the labor rate in work orders? Set to YES to always display the labor rate in work orders (recommended setting). Set to NO to prohibit the display of the labor rate when adding or posting to work order lines; however, total labor costs will still be displayed when posting labor, as will the labor totals when work orders are printed (if “Print WO with Pricing” (switch 44) is set to YES). 41 Use PO Freight: Set to YES to enable tracking freight charges on purchase orders. 42 Use Flat Labor/Validate Hours: Will you be charging a flat rate per hour on work orders?
43 Replace WO Notes with Template Notes: This switch controls what happens when template work orders containing work order master notes are used on work orders that already have master notes. Set to ALWAYS to replace the existing work order notes with the template notes; set to NEVER to keep the existing work order notes; set to PROMPT to have the option of replacing or keeping existing work order each time templates are used. 44 Print WO with Pricing: This switch controls whether prices will be printed on Standard work orders. Set to YES to always print prices; set to NO to always exclude prices; set to PROMPT to have the option of including or excluding prices each time work orders are printed. 45 Email Notifications: This switch will send email notifications when a work order has been completed. If emails are desired, set option to YES and select whether departments and/or customers will be emailed. SMTP settings must be configured for the user that closes the work order. Email address must be filled in for the department and/or customer master records. 46 Duplicate Inspection Defects: With this set to YES will create duplicate Work Order lines from a vehicle inspection report. 47 WO Line Use Account Codes:
48 3C Notes for WOs: Setting this option to YES turns on the 3C Notes option. This changes the line notes structure from one single notepad to a split section notepad that includes four sections:
49 Tire and Axle Module: Setting this to YES enables the tracking of the Tire Inspections and Axle Configurations in the Vehicle Master Records. This also includes the ability to electronically enter in Tire Tread and Pressure readings by position and a report for the Tire Position History. 50 Require WO Line Notes: This switch allows you to set minimum note requirements for the Work Orders. Also you can set in what modules you want the requirements set in. The options include Requiring Line Notes in:
Once other then NO is selected you then have the option for each line note area to select the Number of Characters you want to set as a minimum amount that must be filled in before someone can close the Work Order. This Includes:
51 Share Paperless Jobs: Setting this to YES will turn on the Share Jobs in Paperless option when lines are being added to a Work Order. |
The switches in Miscellaneous Parameters II contain settings for custom programs. The switches in Counters contain system counters for data entered in RTA. Do not make changes to the settings in either of these options without RTA's guidance. Doing so could result in severe damage or loss of data!
This option lets you define values for codes used in work orders. The Priority, Cause, Work Accomplished, Repair Type, Indirect Labor, and Reason codes are all user-definable. All but Repair Type and Indirect Labor codes are optional for use, depending on how the switches in Main System Parameters and Miscellaneous Parameters I are set (SSM, SSI). You only need to review and modify the codes you will be using.
The use of Priority codes is controlled by the "Use WO Priority Codes" switch in Misc. Parameters I (SSI, Miscellaneous I tab, switch 36). Priority codes determine the importance of work orders-the lower the number, the higher the priority of the work order. When adding a work order, you are required to assign a priority so it can be prioritized on the shop schedule. Work orders with higher priorities appear on displays and scheduling reports before those with lower priorities. Nine Priority codes are available and pre-defined; you may edit them to suit your fleet.
The use of Cause codes is controlled by the "WO Reason/Cause Codes" switch in Main System Parameters (SSM, switch 39). Cause codes represent the cause for part failures. You are prompted for Cause codes when adding new work order lines. You can edit the cause codes and add new ones to suit your fleet. You can change both the 2-character code as well as the code description. The 2-character code could be a number (01, 19, etc.) or a text representation such as BR for BRoken or BE for BEnt.
The use of Work Accomplished codes is controlled by the "WO Work Accomplished Codes" switch in Main System Parameters (SSM, switch 40). Work Accomplished codes provide brief descriptions of the work performed by mechanics. You are prompted for the Work Accomplished code each time a work order line is closed. Up to 99 codes may be defined in the system. A few of them have been pre-defined; you can edit them and/or add new codes as needed. You can edit both the code and/or the description.
Unlike the previous codes discussed, there is no switch controlling the use of Repair Type codes. You must indicate the Repair Type on every work order line. Repair Type codes indicate what type of work is to be performed by mechanics (e.g., check, repair, replace). Up to 99 codes may be defined in the system. A few of them have been pre-defined; you can edit them and/or add new codes as needed. However, we strongly recommend leaving the first six codes as defined. You can edit the code, description, status, and abbreviation.
The Repair Type codes also play a part in determining the estimated hours it takes to complete jobs; this is where the Status field comes in. The Repair Type status determines if the work needed will be treated as a check, repair, replace, or an outside job. Once the Repair Type status is determined, the system then checks the vehicle difficulty factor (MVFS) and uses the appropriate estimated hours from the VMRS code. Refer to the status table shown. Notice there are five estimated hours for replacement jobs. These correspond to the vehicle difficulty factors, which can be set at 1-5. If the vehicle difficulty factor is set at 1, the value in RPLC1 is used; set at 2, RPLC2 is used; set at 5, RPLC5 is used. Refer to "Mechanic Productivity" for more information.
NOTE: If you aren't tracking mechanic productivity, don't be too concerned with the value in Repair Type status. We recommend setting the status at 3. When and if mechanic productivity tracking is implemented, you can adjust the status entries at that time.
Indirect Labor codes are needed only if you are using the Paperless Shop add-on option or if you are tracking indirect hours worked for your mechanics. Indirect labor represents time spent performing non-vehicle related tasks such as running for parts, shop cleanup, or training. Up to 10 codes may be defined in the system. A few of them have been pre-defined; you can edit them and/or add new codes as needed. You can edit the code, description, and abbreviations 1 and 2. The abbreviations are used for two-line report headers. The headings for the default Indirect Labor codes appear on indirect labor reports as shown.
The use of Reason codes is controlled by the "WO Reason/Cause Codes" switch in Main System Parameters (SSM, switch 39). Reason codes are used to indicate the source of the repair request such as driver reports or a breakdown. You are prompted for Reason codes when creating new work orders. Up to 99 Reason codes may be defined in the system. A few of them have been pre-defined; you can edit them and/or add new codes as needed. You can edit or add the Reason code, description, and VMRS flag.
When Prompt VMRS is set to YES, you will be prompted for an additional VMRS code when work orders are closed to categorize the types of repairs completed. This additional VMRS code is not used nor reported anywhere in the RTA system, but is available to third party report writing applications for generating custom reports.
NOTE: We recommend setting the Prompt VMRS flag to NO initially. This setting can be changed as you become familiar with the system or want to track more work order detail.
Vehicle status codes are used to identify the current status of each vehicle in your fleet. The status is displayed in the Vehicle Master Screen (MVM) as well as the Vehicle Status Display screen (VA). You can define the two-character status code and description and whether a vehicle currently assigned this status code is considered available for use or not available. Up to 99 codes may be defined in the system. A few of them have been pre-defined; you can edit them and/or add new codes as needed.
The use of Shop codes is controlled by the "Use Shop Codes on WOs" switch in Miscellaneous Parameters I (SSI, Miscellaneous I tab, switch 17). Shop codes are used to indicate which subdivision of your shop is assigned to do the work. You are prompted for a shop code when creating new work orders. Up to 99 Shop codes may be defined in the system. A few of them have been pre-defined; you can edit them and/or add new codes as needed.
Employee classes are used to categorize your employees into different classifications such as mechanic, clerk, manager, welder, etc. You are prompted for an employee class when creating or editing employees. Many class codes may be defined in the system. A few of them have been pre-defined; you can edit them and/or add new codes as needed.
Accident codes are used by the add-on Accident Module. You are prompted for a shop code when creating new work orders. Many accident codes may be defined in the system. A few of them have been pre-defined; you can edit them and/or add new codes as needed.
Road Call codes are used by the add-on Road Call Module to specify various user-definable road call types, or categories.
Part Type codes allow you to expand the built-in part types by specifying your own part types and descriptions. You must assign your new part type to place it's cost into an existing cost bucket when the part is used so that it's cost can be captured and recorded when used by a vehicle. The built-in part types may not be edited. When adding or editing part records in the Part Master Screen (MPM), you specify which part type it is, which drives the cost of parts used into specific categories and allows subtotaling inventory by part type.
The RTA Fleet Management Software tracks many types of vehicle costs such as fixed costs, maintenance and repairs, accidents, fuel, tires, and more. If there are costs you wish to track that aren't already tracked by RTA, you can set it up here. This option allows you to track part costs posted to work orders within a range of VMRS codes. Up to 15 user-defined costs can be tracked in RTA. These costs are shown on the Cost Field report (RVB). To set up a user-defined cost code, do the following:
Select a line to define.
Enter a description for the cost code.
Specify the starting VMRS code.
Specify the ending VMRS code.
Once these steps have been completed, all costs posted through the Parts Posting option in work orders, falling within the specified VMRS code range, will be accounted for in the user-defined cost code as well as the normal cost categories tracked by RTA. The VMRS code used for comparison comes from either the work order line or the part record (MPM). The VMRS code that gets used is determined by the "Set the VMRS Code Flag" switch in Misc. Parameters I (SSI, Miscellaneous I tab, switch 13); if set to REPAIR LINE, the VMRS code from the work order line is used; if set to PART FILE, the VMRS code from the part record is used.