System Switches Table of Contents

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 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
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	Toggle 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