System Switches Table of Contents

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 generally 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

Switch Function

System Switch Tab Where It’s Found

System Switch Title

Switch Function

System Switch Tab Where It’s Found

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

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

When set to Yes once a Customer Number is referenced in the Work Order you are prompted for a PO# (This PO Number is a reference that updates the PO# Field under the Work Order Information/PO Information Section)

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

If set to Yes this allows the creation of duplicate work order lines from the DVIR List

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

If set to Yes allows the creation of duplicate work order lines from the DVIR list

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

Track Labor on Quick Repairs

Determines whether technician labor hours will be tracked when the Quick Repair feature is used

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

Toggle controlling whether part tax will be included in the parts average and selling costs when received on a purchase order

Parts

Centralized Parts

Controls the use of a centralized parts master facility that creates consistency in part files across facilitates

Feature not available until 2025

Parts

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

Fuel

Company Fuel Taxable

Set to Yes if fuel dispensed from your pumps is taxable. Set to No if the fuel tax is already paid with the fuel deliveries

Fuel

Bill All Fuel Transactions

Set to Yes if all fuel transactions need to be added to the Fuel Billing Transaction file. Set to No and only inside transactions linked to your Pump Numbers will be added to the billing transaction file (external or outside transactions will not be added)

Fuel

Use Fuel Markups

If you markup fuel. This switch lets you select what fuel transactions you want to markup: External: Markup Outside fuel transactions

In-house: Markup inside fuel transactions (those that use internal pump numbers)

Both: Markup both Inside and Outside fuel transactions

Fuel

 

 

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