Accelerated Reminders
A marketing option that looks at the driving history of a car and calculates the average daily mileage. Using the average daily mileage, this option then determines the number of miles that have been driven since the last visit. If this is greater than the default mileage set up in the Center Control File, a postcard will be printed for that customer. This option is mostly used by customers who drive more than the average 1000 miles a month.
Active POS Files
The data files that are used by nearly all POS functions. These files contain the coupon/discount information, invoice comments, paid-out file, invoices, invoice detail, internal notes, and time sheet records. If any of this data has been corrupted, reindex these files to help clean them up.
Add Mode
On an information entry screen, the Add Mode is used to enter new information or create a new record. Most information entry screens have both an Add and Edit Mode, which is displayed in the lower left corner of the screen. You can press [F2] to toggle between Add and Edit Mode.
Add-On
A module or product that contains separate functionality that can be added to work with the existing LubeSoft® software. Typically these add-ons can be purchased at an additional cost. For example, the Thermal AutoSticker and Preventative Maintenance are add-on products.
AddOn
An AddOn inventory item is one that is included with another inventory item. For example, with a full service job, if a special filter is needed, the filter AddOn item would be the upcharge. The filter appears on the invoice with the upcharge automatically printed below it. See Setting Up Inventory Items for more information.
| Full Service (included standard filter) | $19.99 |
| AddOn special filter | $5.00 |
| Total price with AddOn filter | $24.99 |
Agreed Cost
The cost at which an inventory item is to be purchased from the vendor. This number may be a fixed cost, but more often it is an estimate. Although this cost is the default cost for receiving, all receipts are not necessarily at this cost.
Automatic .BAD File Cleanup
A program that must be run occasionally in order to correct corrupted data files. Only use this option with the help of ISI Customer Support because it involves deleting some data.
Average Cost
A method used to determine the cost of a store’s inventory. The average cost of an inventory item is the cost of each item received multiplied by the number of items still on hand.
Backup
A copy of program and data files made to replace files that are damaged or lost. A backup of your POS files is part of the daily closing process.
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Hard disks fail. When they do, some or all of the data they contain will be lost. Only regular backup procedures can protect against the loss of data. If your backups are not working, call ISI Customer Support. |
Bad Data
Data that is not in the proper format. For example, when the computer expects a dollar amount in a field but instead finds a string of characters, it gives a bad data message.
Base Ticket Amount
The standard average ticket amount that you set for your store. The difference between this standard and the day’s actual average ticket amount is reported in the Quick Statistics and Franchise reports.
Block
A section of a disk or tape memory (usually either 512 or 1024 bytes long) that is read or written by the computer at one time.
Boot
The process that initiates a routine to start the system, then loads the operating system and prepares the computer for use.
Cancel a Scheduled Print Job
The function that allows you to stop a report or other print job from printing after it has been sent to the printer scheduler.
Category
A group of related inventory items such as air filters, motor oil, etc.
Center Control File
The file in LubeSoft® that sets most of the controls for how you run your store. The information in this file includes store name and address, tax rates, services performed at the store, periods to retain historical data, as well as many other parameters.
Console Monitor
The main system monitor screen. This is usually located at the cashier station.
Controlled Shutdown
The correct way to turn off the computer. This method allows the computer to put away all of its files and prepare for a normal system shutdown.
Correct Statistics for a Day
A function that recalculates the statistics for a given day. This is used if the day’s statistics are in error and need to be corrected.
Corruption
Corruption occurs when a computer’s operating system or program files become damaged (usually due to a hard shutdown or malfunctioning hardware). When this happens, programs and data may become lost or inaccurate.
Cost
All the terms for cost refer to what the store pays its supplier for the item. Cost may represent any of several numbers.
Count Period
How often an inventory item needs to be counted (for example, monthly, weekly or daily).
Count Sequence
A number used to determine the order that inventory items print on the inventory count worksheet.
CPU (Central Processing Unit)
The CPU, or computer, is responsible for all the processing that takes place in the computer. Although the CPU is only the microprocessor inside the computer case, the term is often used as a label for the entire computer.
Current Cost
The average cost of an inventory item based on the store’s inventory valuation method (average, LIFO, FIFO, or standard cost).
Cursor
A flashing or solid mark on the screen that shows which item will be selected or where data typed on the keyboard will appear.
DataFlex
The database programming language that LubeSoft® is written in.
Default Sales Quantity
The usual quantity of an inventory item sold as assigned in the Set Up Inventory Items screen.
Disk Drive
A device that holds a disk, retrieves information from it, and saves information on it, such as a hard disk drive.
Duplicate Data
An error that may occur if a database record has information in a field (such as an invoice number) that is identical to the information found in the same field in another record. This makes it impossible for the program to determine which is the correct record.
DVD-ROM Drive
A read-only digital versatile disc used for retrieving large software applications stored on DVDs. Similar to a compact disk-read only memory (CD-ROM), but with a larger capacity.
Edit Mode
The mode that is used to edit existing information on a screen. Whether the mode is currently set to Add or Edit is displayed in the lower left corner of the screen. Pressing [F2] toggles between Add and Edit Mode.
End of Day
The function that allows the technician to close the store at the end of every work day. A few of the End of Day processes run at that time are compiling statistics, printing reports, and the backing up the store’s data files.
Fields
The individual pieces of information contained within a database record. For example, last name, first name, and address are three fields in a customer’s record.
FIFO (First In, First Out)
A method used to determine the cost of a store’s inventory. The system keeps a history of an inventory item’s cost each time that item is received. Using the FIFO method, the oldest inventory item is taken out of inventory whenever that particular item is sold. The average cost is then calculated for that inventory item.
File
A collection of related records stored on a disk, not unlike a file stored in a filing cabinet. For example, the information on each of your individual customers is contained in a record, this collection of records would be your customer history file.
Function Keys
The function keys on a console keyboard are used to activate different commands that may appear at the bottom of a screen (for example [F1] for help).
Global Inventory Changes
A feature that allows you to quickly change fields in many inventory items at the same time.
Greeter Station
A screen that the technician can use to enter basic customer and service information. This information is sent to the bay stations and accessed when the vehicle is serviced.
Gross
The total sales before coupons, discounts and warranties are subtracted.
Group
The inventory items that are included in a job on an invoice.
Hard Disk (also called a hard drive or fixed disk)
A device housed within the computer case with a non-removable disk for recording and retrieving data.
Hardware
The physical components of a computer system (i.e., computer, monitor, keyboard, printer, and modem).
Hard Shutdown
A shutdown of the computer due to a power failure or the computer being switched off without first doing a controlled shutdown.
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A hard shutdown can seriously damage the system. When a system is shutdown in this way, the computer does not have time to put away the files it is using. In order to keep the data from becoming corrupted, the system reindexes all the data files. |
Hot Keys
The keys you program to perform a sequence of numbers, letters, and/or functions. For example, [Shift]+[F1] could be setup so that pressing that single key has the same effect as entering FS1.
Inactive Vehicles
The vehicles of customers that have not returned to the store for service within a specified number of days.
Index
A file containing sorted information on records in a database file used to speed up the access of information.
Inventory
In these articles, inventory usually refers to the software module. It also refers to the sum of all the items available for sale at the store.
An inventory item is a single inventory number such as PH8A or 1030, or may be used to reference the physical article.
Inventory Value
The dollar value of the entire inventory. It can be calculated by taking the sum of the values for each item, which in turn is derived from the average cost of the item times the number of items.
Invoice Date
The date that prints on the invoices. The date automatically advances to the next working day when the store is closed.
Item
See “inventory item.”
Job
A service performed by the store. Jobs can include other inventory items. Thus an FS1 service may include an oil filter, a 14-point checklist, and up to 5 quarts of oil.
Job Items
Inventory items included in a job. These items can be designed to be included in the retail price of the job, or to add their retail price onto the price of the job.
Key Programming
The feature that allows you to copy the keyboard programming from one terminal to another. This is useful if a terminal has lost its key programming.
Kill a Process
The function used to terminate a process that is currently running on the computer. This is used if a process or a screen locks up or hangs.
Last Cost
The cost at which the last receiving was made, or at which the last adjustment was made.
LIFO (Last In, First Out)
A method used to determine the cost of a store’s inventory. The system keeps a history of an inventory item’s cost each time that item is received. Using the LIFO method, the most recent inventory item received is taken out of inventory whenever that particular item is sold. The average cost is then calculated for that inventory item.
Linux
The operating system that ISI uses. Among other benefits, this system, which controls the computer, allows multi-tasking.
Log In
To gain access to the computer by responding correctly to the login and password prompts.
Log Out
To stop using a LubeSoft session or operating system by exiting the menus.
Login Prompt
The system prompt asking technician to enter their proper user ID (owner, manager, cash, etc.) in order to gain access to the programs on the computer.
Maintain Vehicle History
The screen that is used to view and change all the information tied to a vehicle. Information about the customer, vehicle type, past service histories, and much more can be accessed on this screen.
The standard vehicle license plate configuration for the store’s state. If the mask is setup as AAA999, then the system expects each license plate to consist of three letters followed by three numbers.
Megabyte (MB)
One million bytes of information. A single byte can store one character.
Memory
The place in a computer where information is stored, either temporarily (see “RAM”) or permanently on a hard disk.
Menu
An on-screen display that lists the functions available to the technician.
Merging
The process of moving vehicle history from one vehicle ID into another vehicle ID. This is useful if a vehicle gets a new license plate.
Midday Till Closing
This option allows the technician to enter till counts and get a report in the middle of the day that lists the computed over and short amounts.
Modem
A device that either (A) has a public IP address and connects to the Internet or (B) converts digital data into audio tones suitable for transmission over regular phone lines. Each system needs a modem that can be used for technical support, transmitting daily sales information, sending customer information for reminder card processing, or receiving program updates.
Monitor
A device that displays information. The console and each thin client bay should have its own monitor.
Multi-User System
A computer system that can be used by more than one person at a time.
Multi-Tasking
The execution of more than one task or process at a time on the computer (for example, an Inventory by Category List can print while several vehicles are being serviced simultaneously).
Net
The total sales after subtracting coupons, discounts and warranties.
O.I.L.™ (Office Information Link)
A software program that works with the LubeSoft® POS system to link stores together. It allows an owner to automatically receive reports and other information from any of these stores. It also enables the owner to setup inventory, customer, fleet account, and employee information at the central office and have it distributed automatically to the stores.
Operating System
A control program that organizes the internal activities of the computer and its attached devices. An operating system performs basic tasks like managing information in memory and moving data to and from devices.
Password (Employee)
An employee’s unique password. The system asks for this password before it performs certain functions so that a record can be kept of who used that function.
Password (Function)
A password that allows a user with any security level to access a menu option.
Password (Login)
The password used when first logging onto the computer. This password would correspond to the user ID that was entered at the login prompt.
Pay Period
The period of time between one payday and the next.
Peripheral Devices
External devices that are connected by cables to the computer, such as a thin client or printers.
Popups
Options that may be used during the servicing of a vehicle to make entries regarding customer information, vehicle information, checkpoints, etc. The PopUp Menu can be accessed by pressing [F2]; it is displayed at the bottom of the screen.
POS (also Point-of-Sale)
A system designed to help a retail operator manage his or her business. The ISI POS system helps him or her by controlling cash, managing perpetual inventory, and providing vehicle service information among other things.
Price
The dollar value at which a given item will be sold to the customer.
Primary Vendor
The vendor that corresponds to the agreed cost and the part number used in inventory. It is the first vendor listed on the Set Up Inventory Items screen for an item.
Print Job
A report or other document that is sent to a printer to be printed.
Process
A program that is being executed on the computer.
Product Version
The version number of the software loaded on a system. For example, 15.22-pmombq.
Purchase Unit
The unit of measure that an inventory item is purchased in. For example, oil is often purchased in gallons.
Quick Sale
A sale that is not processed through the bays or attached to a particular vehicle. Quick sales can only be reprinted the day they are cashed out.
Random Access Memory: the temporary memory of a computer. Programs are loaded from permanent storage (disk or hard drive) into RAM to be used.
Receipt Cost
The cost at which a new group of items was received. It can be viewed on the adjust receipts screen when a popup is used or on a receiving report.
Record
A complete unit of related data items. For instance, the fields of one customer’s history would contain information including name, address, vehicle type, etc. and together this information would comprise one record.
Reindex
A process that recreates the index files linked to a data file. This ensures that the indexes point to the correct records in the data file. If an index file contains incorrect information, the system is unable to pull up the right data when you ask for it. This process also checks the data file for bad or duplicate data.
Reprint an Invoice
To print a copy of an invoice that has already been processed and printed. This is useful if an invoice jams in the printer or a customer returns at a later date asking for another copy of the invoice.
Revenue Reconciliation
A report that provides till counts for each till used, a deposit reconciliation by actual count and computer count, and any over and short amounts for the day.
Sales Unit
The unit of measure an inventory item is sold in. For example, oil is sold by the quart.
Scheduler
A program that keeps track of print jobs and schedules and when they will print on the printer.
Security Levels
A 1-digit code from 0 to 9 that indicates the security clearance of the employee.
Service Code
A 1- to 3-character abbreviation for the service performed. For example, AF would imply that the customer had his air filter changed during the visit.
Service History
See “vehicle history.”
Service Interval
A report that prints a list of the manufacturer’s service recommendations. This report also provides a complete list of all the services performed on a vehicle and the mileage when each service was done.
Service Review
A report that prints a complete list of all the services ever performed on a vehicle and the mileage when each service was done.
Software
The programs that are used on a computer. These include operating system programs like Linux and application programs like LubeSoft®.
Standard Cost
A method used to determine the cost of a store’s inventory. The standard cost of an inventory item is set by the manager and is not adjusted until the manager changes it in the Adjust Current Inventory Cost screen.
Start of Day
A function that opens the store for the day. This allows the system to accept vehicles for service and gives the store a starting amount of cash for each till.
Statistics Sequence
A number used to determine the order that categories and inventory items print on the certain statistical reports.
System
A collective term for the elements that make up your computer, including all hardware and software.
System Date
The date and time according to the computer’s internal clock.
System Prompt
The symbol $ or # that appears on the screen to show that the computer is waiting for some form of action from the technician. This is outside the POS menus.
Taperestore
A program that can be used to copy all the data from a backup onto a computer.
Tax-Exempt
A customer who is exempt from paying a certain tax.
Taxable
Whether or not an item is taxable. If it is, then the system adds the correct amount of tax corresponding to the tax rate.
Template
See “mask.”
Terminal ID
The designation of a specific terminal. It is displayed in the lower left corner of the menu screens (for example, Terminal: console).
A small, simple computer that connects over a local network to use the resources and programs stored on the console computer.
Timeclock
A feature that the manager can use to track the hours each employee works. Employees who are required to check in cannot service cars until they have checked in on this screen.
Timesheet
A record of all employee time (in hours) worked in a particular period.
Transaction Type
A 2-digit code that indicates the kind of transaction performed. For example, 11 is the code for a sale and 21 is the code for a receipt.
Technical Service Bulletin or TSB
Technical Service Bulletins (TSBs) are used during invoicing so you can keep track of special considerations for any vehicle type. TSBs are warnings or instructions that sites, central offices, or corporate headquarters create and attach to a specific vehicle or range of vehicle types. During invoicing when a vehicle with a TSB attached is serviced, your system automatically displays the TSB created for that vehicle.
Type
The specific type of an inventory item. A few of the different types are parts, jobs, supplies, and wildcards.
Unit Cost
The cost per sales unit of an inventory item.
Unit Price
The price per sales unit of an inventory item.
Units Ratio
The number of sales units included in the purchase unit. For example, there are six air filters to the case, so there are six sales units (EA for each) per purchase unit (CS for case). The units ratio would be six.
Update Inventory
A process that takes the inventory activity since the last update, posts the changes to the inventory file and then updates inventory history file.
UPS (Uninterruptable Power Source)
A battery backup system that supplies power for a short time in the event of a blackout or brownout. The UPS also helps provide protection from line noise, power surges, and voltage spikes.
USB Jump Drive
A small, portable storage device that can be used as an alternative media source to backup the data on the computer. Also known as a memory stick, flash drive, pen drive, or thumb drive.
User ID
The identification used by a user to log into a system. Some examples include manager, amgr, cash, and bay.
Variance
The difference between the physical inventory count taken and the on-hand count calculated by the system.
Vehicle Files
The data files that contain all the customer and vehicle information.
The record of what services were performed on a vehicle. The vehicle’s mileage and date of the service are also reported.
Void Invoice
A feature that allows the manager to void an existing invoice. This is helpful if you find an invoice to be incorrect after it is processed. Only current-day invoices can be voided.
Wildcard
Inventory items that allow the technician to type in the price, cost, and description during invoicing. These items are useful for one-time only special purchases.
Work Order
An invoice being processed. An invoice is not considered an invoice until it is cashed out.
A work order can also be a form that contains a list of all of the services requested by a customer. For example, if a customer wants a full service and a set of wipers, the store would fill in customer information and check off the requested services on a standard work order form. A work order is usually different from an estimate. An estimate lists all the parts and estimated costs while a work order basically just lists what the customer wants done and usually some customer information. Eventually, the information from a work order is entered into LubeSoft®.
Workstation
See “thin client.”
Zero Surge
A device that plugs into a wall outlet that the UPS can be plugged into. It eliminates most power surges.
