Setting Up Shop Supplies

Setting up automatic shop supplies allows you to specify an amount to charge for shop supplies on invoices. A shop supply charge can be used to cover the cost of items purchased for use at the store but not directly sold to customers, such as paper towels, rags, pens, cleaning supplies, or recycling fees. It can be a specific dollar amount or a percentage of the invoice amount. You can also limit it so that shop supplies are only charged for specific categories or types of items.

Use the following steps to set up automatic shop supplies:

1. On the Main Menu, select Lubrication Menu.
2. Select Inventory Menu (7).
3. Select Activity Menu (1).
4. Select Set Up Inventory Items (2).
5. If you are prompted for your employee password, type it and press [Enter] to receive the Set Up Inventory Items screen. Your employee ID is stored with each added and changed record.
6. Press [F2] to change to Edit Mode. Type %SHOP% in the Part Number field, and press [Enter] to bring up the automatic shop supply item (see screen below).

7. Press [F6] to bring up the shop supply setups window.
8. Fill in the following fields:

Percentage

Enter the percentage to charge for shop supplies. Set to 0 to deactivate.

Min Amount

Enter the minimum amount to charge for shop supplies on invoices that meet the basis requirements.

Max Amount

Enter the maximum amount to be charged for shop supplies.

Item Basis

Select which items to use to calculate shop supplies.

Codes:

• A – Charge a percentage of the price of all items sold.
• C – Charge a percentage of the price of items within specific categories. Specify categories in Set Up Categories.
• T – Charge a percentage of the price of specific types of items.

Types

Select the types of items to charge for shop supplies when Item Basis is set to T. All inventory types are valid (P, J, S, G, O, A, R, K, L, W).

Charge for included quantity (Y/N)?

Select whether to use the total quantity of items, even if they are included in a job, when calculating shop supplies. Enter Y to multiply the retail price of selected items by the quantity sold to calculate the shop supply fee. Enter N to use the invoicing amount of selected items to calculate the shop supply fee.

For example, say you set up a 5% shop supply fee for all OIL category items and set Charge for included quantity to Y. If a basic full service includes 5 quarts of oil and a customer’s vehicle uses 6 quarts of oil at $6.00 per quart, the shop supply fee would be calculated as: $6.00 x 6 quarts x 5% = $1.80.

(Retail Price * Quantity Sold * Shop Supply Percentage = Shop Supply Charge)

If Charge for included quantity is set to N, the shop supply fee is calculated as: $6.00 x 1 quart x 5% = $0.30.

(Retail Price * (Quantity Sold – Quantity Included) * Shop Supply Percentage = Shop Supply Charge)

9. To save your changes, press [F4].
10. Do one of the following:

• Add or edit another inventory item.
• To return to the Activity Menu, press [Esc] [Esc].