_____________ _____________________ ____________________ __________ ________PACIFIC DMS USER GUIDE_____________________ DEEP BLUE SYSTEMS LTD PACIFIC DMS AUTOMOTIVE, RETAIL & WHOLESALE PACIFIC USER GUIDE th Updated 17 June 2008 ____________________________________________________________________________________ ____________________________________________________________________________________ © Deep Blue Systems Ltd 2008 _____________ ____________________ _____________________ __________ ________PACIFIC DMS USER GUIDE_____________________ DEEP BLUE SYSTEMS LTD Pacific User Guide Deep Blue Systems Ltd 2012 Unit 4 Midbrook Court Blakelands Milton Keynes MK14 5FH Phone 020 8541 4131 e-mail: [email protected] Website: www.deepbluesystems.com _________________________________________________________________________________ _________________________________________________________________________________ © Deep Blue Systems Ltd 2008 ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Table of Contents PACIFIC’S MAIN COMPONENTS ...............................................................................................................5 Pacific DMS ..............................................................................................................................................5 Pacific Contact ........................................................................................................................................5 Sage Export..............................................................................................................................................6 Pacific Update..........................................................................................................................................6 MINIMUM REQUIREMENTS ........................................................................................................................6 Software requirements ..........................................................................................................................6 Hardware requirements.........................................................................................................................7 SERVICE & SUPPORT..................................................................................................................................8 Benefits of Pacific Live Update ...........................................................................................................8 Easy software updates ..........................................................................................................................8 Access to technical support and training ........................................................................................8 PACIFIC SELF HELP TOOLS......................................................................................................................8 PRODUCT DOCUMENTATION ...................................................................................................................9 SETTING UP YOUR SERVER OR SINGLE USER CLIENT .................................................................10 Installing Pacific....................................................................................................................................10 Installing Shadow Price Files ............................................................................................................22 Setting up your Company Header ....................................................................................................23 SETTING UP A CLIENT MACHINE...........................................................................................................26 Installing Pacific....................................................................................................................................26 Allowing other clients to Access the Databases.................................................................................35 BAR CODE SCANNER ...............................................................................................................................37 Recommended Bar Code Scanner ......................................................................................................37 Setting up a Bar Code Scanner.........................................................................................................37 Using a Bar Code Scanner .................................................................................................................38 3” RECEIPT PRINTER ................................................................................................................................39 Recommended Receipt Printers .......................................................................................................39 Setting up a Receipt Printer ...............................................................................................................40 CASH DRAWER ...........................................................................................................................................41 Recommended Cash Drawers ...........................................................................................................41 Setting up a Cash Drawer ...................................................................................................................41 Using a Cash Drawer ...........................................................................................................................41 LABEL/BAR CODE PRINTER ...................................................................................................................41 Recommended Label Printers ...........................................................................................................41 Setting up a Label Printer ...................................................................................................................41 Using a Label Printer ...........................................................................................................................42 CUSTOMER FACING DISPLAY ................................................................................................................43 Recommended Customer Displays .................................................................................................43 Setting up a Customer Display .........................................................................................................43 _______________________________________________________________________ © Deep Blue Systems Ltd 2008 -2- ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Using a Customer Display..................................................................................................................43 ADDING A STOCK RECORD ....................................................................................................................44 SETTING A STOCK LEVEL .......................................................................................................................49 CORRECTING A STOCK LEVEL..............................................................................................................49 SETTING UP SUPPLIER DETAILS...........................................................................................................50 ADDING A VEHICLE TO STOCK..............................................................................................................52 SELLING A PART ........................................................................................................................................57 ADDING A CUSTOMERS NAME ..............................................................................................................60 Surname First ........................................................................................................................................60 Post Code First......................................................................................................................................60 RECORDING A PAYMENT.........................................................................................................................62 CANCELLING A SALE................................................................................................................................63 HOLDING A SALE .......................................................................................................................................63 SETTING AUTOMATIC STOCK REORDER LEVEL .............................................................................64 CUSTOMER BACK ORDERS ....................................................................................................................66 Viewing a Customers Current Back-Orders ..................................................................................66 Viewing Back Orders by Part Number.............................................................................................68 RAISING A PURCHASE ORDER ..............................................................................................................69 BOOKING IN AN ORDER ...........................................................................................................................71 Stock Allocation List............................................................................................................................72 SUPPLYING A BACK-ORDER ..................................................................................................................74 SELLING A VEHICLE..................................................................................................................................75 Surname First ........................................................................................................................................76 Post Code First......................................................................................................................................77 ADDING EXTRAS & ACCESSORIES TO THE SALE ...........................................................................78 ADDING A PART EXCHANGE TO THE SALE .......................................................................................79 TAKING A DEPOSIT....................................................................................................................................82 COMPLETING THE SALE ..........................................................................................................................83 PRINTING THE INVOICE ............................................................................................................................85 SCHEDULING A WORKSHOP JOB .........................................................................................................88 Surname First ........................................................................................................................................88 Vehicle Reg First...................................................................................................................................89 PRINTING A JOB CARD.............................................................................................................................90 Printing One Job Card.........................................................................................................................90 Printing all the Job Card for a Day ...................................................................................................90 BOOKING STOCK TO A JOB....................................................................................................................91 Using the Job Editor ............................................................................................................................91 _______________________________________________________________________ © Deep Blue Systems Ltd 2008 -3- ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Using the Parts Window......................................................................................................................91 COMPLETING A JOB..................................................................................................................................92 INVOICES ISSUED ......................................................................................................................................95 DAY TOTALS ................................................................................................................................................96 STOCK VALUE .............................................................................................................................................97 DEBTORS LIST ............................................................................................................................................98 BACKUP ........................................................................................................................................................99 DATABASE COMPACTION .....................................................................................................................100 BICKERS EPC………………………………………………………………………….………………… 101 STOCK TAKING WITH A METROLOGIC OPTIMUS……………………………………………..….103 ARI PART SMART ……………………………………………………………………………….……….104 _______________________________________________________________________ © Deep Blue Systems Ltd 2008 -4- ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Welcome to Pacific Pacific is the invoicing and stock control system for the windows platform. Pacific is ideally suited to any business which needs to stock and track thousands if not millions of Product lines. I n the past most business’s have struggled to manage growth. Keeping track of stock levels, customer back orders, scheduling workshop activity, managing prospective customers, all of these are time consuming yet essential activities which a modern dealership has to excel at. Pacific is a scalable dealer management system (DMS) which will help you manage every aspect of dealership, providing you with the information you need to make critical business decisions. Pacific will ensure you have the tools you need to help your business achieve a long and profitable future. Pacific’s Main Components Pacific DMS includes all the tools you need to conduct the day to day running of your business. Currently Pacific consists of the following components: • Pacific Dealer Management System Software • Pacific Contact; Prospect Management • Sage Export; Links to Sage Line 50 • Pacific Update; downloads price file information Pacific DMS In addition to Pacific’s main DMS functionality Pacific DMS includes a suite of advanced software features. These include: • Workshop Scheduling • Automatic Stock Control • Vehicle/Equipment Sales • Electronic Point of Sale Pacific Contact Pacific Contact allows you to track and manage prospective customers, it also allows you to print standard letters and keep a record of any conversations or correspondence. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 -5- ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Sage Export Pacific can be run alongside Sage Line 50 to provide a complete end to end accounting package. The export is run at the end of each day and transfers the following information: • Invoices/Credits Issued • Stock Movements • Payments Received • Customer Details • Product Line Details Pacific Update This innovative live update application allows you to ensure your pricing information is up to date. Pacific update will connect to Deep Blue’s servers, check your current information and offer to download and install any new pricing information which may be available. Minimum Requirements This section describes the minimum hardware and software requirements necessary to successfully install and run Pacific DMS. Software requirements Pacific DMS can run on Microsoft Windows NT, Windows 2000, Windows Server 2000 and 2003 and Windows XP/Vista as specified below: Windows NT requirements • Microsoft Windows NT 4.0 • Microsoft Service Pack 4, Service Pack 5, or Service Pack 6a for Windows NT 4.0 Windows 2000 requirements • Microsoft Windows 2000 Professional or Windows 2000 and 2003 Server Windows XP/Vista requirements o Microsoft Windows XP/Vista _______________________________________________________________________ © Deep Blue Systems Ltd 2008 -6- ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Web browser requirements You must have Microsoft Internet Explorer 4.0 or later to run the installation from the CD. The following HTML-based browsers are recommended: • Netscape Communicator 4.7 or later • Microsoft Internet Explorer 5.01 or later Hardware requirements • CPU Pentium II • Memory; same as for operating system.: o 64 MB for Windows 98 o 128 MB for Windows NT 4.0 o 128 MB for Windows 2000 Professional o 512 MB for Windows 2000 and 2003 Server o 512 MB for Windows XP/Vista • Hard disk space 100MB to install all Pacific Components: • CD-ROM drive • Internet Connection _______________________________________________________________________ © Deep Blue Systems Ltd 2008 -7- ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Service & Support No dealer management system is complete without systematic updates. From new price files to changes in business ‘best practice’ you need to keep up to date. Pacific Live Update can help you stay current by providing up to the minute information and bug fixes. In addition, the Deep Blue technical support team and training department offer a wide variety of methods to answer your questions and assist you with improving the efficiency of your business. Benefits of Pacific Live Update As our users suggest new features or find a problem our team of software engineers take this on board and release a revised version of Pacific. Using Live Update ensures you are running the most fully featured version of Pacific with the latest pricing information. Easy software updates Your Deep Blue Subscription saves you time by providing the latest software updates that are available on-line to download as and when you require them. Access to technical support and training When you have questions about your Pacific system you can quickly find answers by using our extensive support resources, or by talking directly to our support staff. In addition you can access on-line tutorials which can help you make the most of your system. PacificSelf Help Tools Our support servers help you get the most out of your investment in Pacific DMS. Please note that you must have an active support agreement in place to access the on-line resources. Advanced FAQs (frequently asked questions) Detailed information about configuration options and interoperability. Basic FAQs General questions about Pacific DMS. Known Issues Confirmed issues and fixes for current software. Online Knowledge Base Current Help system and issues for Deep Blue products. Product Documentation A listing of current product documentation from which you can download/open PDF files. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 -8- ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Product Documentation Deep Blue’s products are fully documented on our web site at: http://www.deepbluesystems.com/support/pdoc.html _______________________________________________________________________ © Deep Blue Systems Ltd 2008 -9- ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Chapter 1 Installing and Setting up the Pacific DMS Software The first thing you need to do is install Pacific on your network and customize its settings to suit your business requirements. (Please note if you are running an evaluation copy of Pacific please follow the evaluation installation instructions and go straight to Chapter 2) P acific is a windows based system which is compatible with Windows NT, Windows 2000, Windows XP and Windows Vista. If you are running an earlier version of Windows please call our offices to ensure Pacific will work on your platform. Pacific is designed to be used in a network environment with each work station (client) focused on a specific role, i.e. workshop scheduling or vehicle sales. It is also possible to run Pacific on a single machine although you will not be able to utilize some of the more advanced features such as inter-departmental billing. Setting up your Server or Single User Client You need to nominate one machine to act as your server, this should be a fast machine with plenty of hard disc space. Alternatively you can install Pacific onto a dedicated server running Windows 2000/2003 Server. This will provide a more stable, optimized environment and is considered ‘best practice’. At this time Pacific does not support Linux or OS X as a server platform. Installing Pacific • Insert the Pacific program CD into your CD-ROM drive. The CD should autorun. If it does not run ‘d:\cpcdshell.exe’ • Select Option ‘2’ Pacific DMS program up. When prompted select ‘Open the file from its current location’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 10 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • You will now be asked if you want to install Pacific DMS on this machine, click ‘Yes’. • At the Install shield welcome screen click ‘Next’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 11 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Agree to the software license by clicking ‘Yes’. • Change the installation type from typical to ‘Custom’ and click ‘Next’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 12 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Ensure that the ‘Application Files’ and ‘Blank Database Files’ options are ticked and then click ‘Next’. • The Install shield will default the installation to a program folder named “PACFIC” then click ‘Next’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 13 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • The Install shield will then confirm the target folder then click ‘Next’. • For the next part of the installation tick both ‘Yes’ boxes then click ‘Finish’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 14 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • You will then see a message saying “You have not compacted your databases in over four weeks”, click ‘OK’. • You will then see a message saying “Do you want to compact Pacifics Databases”, click ‘Yes’. • You will then see a message that “All Databases are now compacted”, click ‘OK’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 15 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • • You will then be greeted by the ‘Pacific Program Update’ screen. click ‘Next’. Click ‘Next’ at the database check screen. If you encounter an error during this screen you need to reinstall pacific, making sure you select Custom as the installation type. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 16 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • • You will then see a message that “All fields updated successfully”, click ‘OK’. At the Purchase Order & Job Card screen enter your company’s full name, address and contact details, these details will be used for job card and purchase order headers. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 17 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Click ‘Next’ once you have filled in the details. • At the next screen select you run mode. Choose the option most appropriate for your main business activity, then click ‘Next’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 18 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Next select your regional setting. The defaults are correct for the UK., then click ‘Next’. • Next select Pacific’s basic operating parameters, an explanation of each is shown in the window, then click ‘Next’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 19 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • The next screen is a reminder for our systems support, click ‘Next’ to complete the update. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 20 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Pacific DMS should now load displaying a screen with a single row of buttons along the top with links to our support services in the centre of the screen. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 21 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Installing Shadow Price Files For some industries Deep Blue provide pricing information from various manufacturers and distributors. This information can be loaded onto the system to allow you access to current pricing information. • Insert the Price File Update CD • Select Option 1 ‘Price File Update’, alternatively run ‘importer.exe’ on the CD. • In the price file importer screen tick all the price files you want load then press ‘Import’ in the bottom right of the screen. • Once the price files have been imported and updated click ‘OK’ and close the screen. By clicking on the ‘X’ in the top right hand corner. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 22 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Setting up your Company Header Pacific allows you to customize the invoice header to include your company name, contact details and logo. • Run Pacific then click on the ‘File’ menu followed by the ‘Printers’ option _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 23 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Click on the ‘Open Template File’ button at the bottom of the window. The default template will now be displayed. This file contains instructions on how to print your header. Delete the contents of the file add new sections as required. Adding Text to your Header FN=Times New Roman The font to print in FS=12 The size of the text XP=10 The X position of the text YP=10 The Y position of the text FP=Some text for your header The text to print _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 24 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Adding an image to your header SC=0.5 The scale of the image XP=10 The X position of the image YP=10 The Y position of the image PP=c:\work\logo.jpg The location of the image Final Line of the File XP=40 Y position to start printer the invoice. Example File Below is an example file which should help you determine how to structure your header file. FN=Times New Roman FB=-1 FS=24 XP=5 YP=5 FP=Pacific DMS Evaluation FS=12 XP=5 FP=Order Pacific From Deep Blue Systems XP=5 FP=Copyright 2008 Deep Blue Systems Ltd. FB=0 XP=5 FP=Your Header here? HB=40 _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 25 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Setting up a Client Machine Pacific allows you to run multiple systems, all of which can potentially be issuing invoices or booking in stock simultaneously. Installing Pacific • Insert the Pacific program CD into your CD-ROM drive. The CD should autorun. If it does not run ‘d:\cpcdshell.exe’ • Select Option ‘2’ Pacific DMS program up. When prompted select ‘Open the file from its current location’. • You will now be asked if you want to install Pacific DMS on this machine, click ‘Yes’. • At the Install shield welcome screen click ‘Next’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 26 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Agree to the software license by clicking ‘Yes’. • Ensure the installation is ‘Typical’ and then click ‘Next’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 27 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Ensure that the ‘Application Files’ and ‘Blank Database Files’ options are ticked and then click ‘Next’. • The Install shield will default the installation to a program folder named “PACFIC” then click ‘Next’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 28 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • The Install shield will then confirm the target folder then click ‘Next’. • For the next part of the installation tick both ‘Yes’ boxes then click ‘Finish’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 29 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • You will then see a message saying “You have not compacted your databases in over four weeks”, click ‘OK’. • You will then see a message saying “Do you want to compact Pacifics Databases”, click ‘Yes’. • You will then see a message that “All Databases are now compacted”, click ‘OK’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 30 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • • You will then be greeted by the ‘Pacific Program Update’ screen then click ‘Next’. Click ‘Next’ at the database check screen. If you encounter an error during this screen you need to reinstall pacific, making sure you select Custom as the installation type. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 31 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • You will then see a message that “All fields updated successfully”, click ‘OK’. • At the Purchase Order & Job Card screen enter your company’s full name, address and contact details, these details will be used for job card and purchase order headers. • Click ‘Next’ once you have filled in the details. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 32 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • At the next screen select you run mode. Choose the option most appropriate for your main business activity, then click ‘Next’. • Next select your regional setting. The defaults are correct for the UK., then click ‘Next’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 33 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Next select Pacific’s basic operating parameters, an explanation of each is shown in the window, then click ‘Next’. The next screen is a reminder for our systems support, click ‘Next’ to complete the update. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 34 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Run Pacific from Start | All Programs… | Pacific | Pacific NT • When prompted enter the work folders full path on the server i.e. \\SERVER\WORK. Alternatively map the shared folder to a network drive and enter its drive letter i.e. X:\ You will also need to ensure that all the machines network setting are set appropriately so they can ‘see’ each other in your workgroup or domain. Please consult a qualified person if you need help in setting up your network. Allowing other clients to Access the Databases In order for the client machines to access the databases on the server you need to share a folder, but before you do this you need to make a note of this machines name. You can find the machines name by right-clicking on ‘My Computer’ and clicking on the ‘Computer Name’ tab. • Double click on ‘My Computer’ on your desktop • Double click on ‘Local Disk C’ • Right click on the ‘Work’ folder and select ‘Sharing & Security’ _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 35 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Turn on file sharing if it is disabled and set the option box to ‘Share this folder’. Make sure the ‘Allow users to alter files’ box is checked. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 36 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Chapter 2 Setting Up Point Of Sale Equipment In order to make the most of Pacific DMS you need to setup and configure any Point Of Sale Equipment you may require. P acific supports a wide range of Point of Sale equipment. However for each piece of equipment i.e. bar code scanners we have a recommended option which is known to work well. Although most makes/models of equipment can be made to operate with Pacific we can not guarantee the results. It is recommended that you purchase point of sale equipment on our approved equipment list. Bar Code Scanner Pacific only supports ‘keyboard wedge’ or USB style scanners. These scanners effectively plug into your system between the computer and keyboard. When you scan a bar code it is the same as typing the part number directly, so you need to bear in mind where the cursor is currently located. Recommended Bar Code Scanner The following bar code scanners are certified to work properly with Pacific DMS: • Metrologic Pulsar CCD Bar Code Scanner (MS6220) • Metrologic Eclipse Single Line Scanner (MS5145) • Metrologic Voyager (MS9500) Setting up a Bar Code Scanner Keyboard wedge bar code scanners plug in between the keyboard and computer system, whilst USB scanners simply plug into a free USB port. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 37 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Press the ‘Invoicing’ button on the Pacific main toolbar. • This Opens an EPOS screen, next press the ‘Options’ button. • In the Options screen, check the ‘Bar Code Scanner’ box then click ‘Close’. Using a Bar Code Scanner In Pacific ‘Invoicing’ (EPOS) window make sure the cursor is in the part number box, then scan a product. Providing the product code (part number) is in the parts database a new line should be added to the invoice. Each time you scan the item the quantity is incremented. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 38 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ 3” Receipt Printer Pacific can utilize a 3” receipt or ticket printer. These printers allow you to print a quick receipt for customers purchasing goods over the counter. Receipt printers are available in either serial or parallel versions. If you choose a parallel version you may need to add an additional parallel port to your machine. Recommended Receipt Printers The following bar code scanners are certified to work properly with Pacific DMS: • Star SP200 series • Star SP2000 series • Star SP500 series • Star TSP200 series _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 39 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Setting up a Receipt Printer Plug the receipt printer into a free parallel (LPT) or serial (COM) port. Make a not of the port name, this will most likely be LPT1: or COM1. Make sure the printer has its ribbon fitted, is loaded with paper, is turned on and plugged into your computer. Run Pacific, click on the ‘File’ menu and select ‘Printers’. In the EPOS section change the printer type to ‘Direct’ and set the Device field to the port you printer is plugged into. Type your company name and contact details in the ‘Receipt Header’ section making sure you include your companies VAT number on the header. You will need to add spacing when adding the details to centre the text if required. • Press ‘Test Print’ to ensure everything is working and printing as it should do. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 40 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Cash Drawer Most cash drawers connect directly to the ‘option port’ on the receipt printer, therefore you must have a receipt printer to utilize a cash drawer. The cash drawer opens automatically upon the completion of a counter (EPOS) sale. Recommended Cash Drawers The following cash drawers are certified to work properly with Pacific DMS: • Star CB series cash drawer Setting up a Cash Drawer Plug the cash drawer directly into the receipt printer. The socket is normally located by the parallel port. Using a Cash Drawer The cash drawer will open upon the completion of a counter (EPOS) sale. Label/Bar Code Printer Pacific fully support a dedicated label printer. These printers can be used to print bar coded stock label as well as customer address labels. Recommended Label Printers Only a Star TSP400 series printer is compatible with Pacific. A cheap ‘home’ based label printer is not up to the job of printing hundreds of labels at a time. Setting up a Label Printer The Star TSP 400 label printers have to programmed before they will work with Pacific. Plug the printer into LPT1:, load a label roll and turn the printer on. Run the supplied utility (TSPSetup.exe) and set the following parameters:• Select Page mode • Sensor (Transmissive) • Start position (Valid) • Zero Style (normal) • Cutter (Valid if you have a cutter installed) • Print speed (50mm) • Character set (Uk) _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 41 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Once you have sent the above settings to the printer it should beep and print a confirmation page listing the settings. • Press the ‘Products’ button on the Pacific main toolbar.. • This opens the Parts screen, next press the down arrow beside the print button and select ‘Label Setup’. • This opens a Parts Label Setup Screen, change the print mode to ‘Direct’ and press ‘OK’. In the parts window press ‘Print’ to make sure the printer is working properly. Using a Label Printer In either the customer or parts window press the ‘Print’ button. You will now be ask how many labels you want, enter a number and press ‘OK’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 42 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Customer Facing Display A customer facing display lets a customer see the price of each item as it is added to the invoice. It also displays a running total so the customer knows how much their total bill will be. Recommended Customer Displays The following customer Displays are certified to work properly with Pacific DMS: • Star SCD400 • Star CD7220 Setting up a Customer Display Plug the Customer Display into COM1: on your computer. Open up the ‘Invoicing’ (EPOS) window in Pacific. Check the box labelled ‘Customer Display’ • Press the ‘Invoicing’ button on the Pacific main toolbar. • This Opens an EPOS screen, next press the ‘Options’ button. • In the Options screen, check the ‘Bar Code Scanner’ box then click ‘Close’. Using a Customer Display In the ‘Invoicing’ (EPOS) window enter a test invoice, as you add a product watch the customer display. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 43 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Chapter 3 Entering your Parts and Accessories Stock Before you can use Pacific to sell goods and generate invoices you need to setup and enter all your current parts stock along with supplier details. T racking your current stock holding and analyzing past trends are essential tools in determining your optimum stock holding. Pacific allows you to efficiently manage millions of product lines. Adding a Stock Record Pacific treats all items as ‘Products’ regardless of what the product actually is. It doesn’t matter if the product in question is a spark plug, helmet or an hour of labour; they are all treated the same. • Press the ‘Products’ button on Pacific main toolbar. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 44 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • The main ‘Products’ window should now be displayed on your screen. This window holds all the information about a give part including parts number, description, price & stock level. • Press the ‘New’ button on the parts window toolbar. This will clear all the fields and start a new parts record. • Now fill in all the fields as required. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 45 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • An explanation of the parts fields is shown in the table below Field Description Part No Used to uniquely identify every product. Part numbers can contain letters, numbers and formatting. 2nd No A second part number reference. This field is normally used for a products bar code when it differs from the Part Number. New No If the part has been super-seeded the new part number would be entered here. Description Product description which can be up to 50 characters long. Model Additional information regarding model applicability if required. Qty Available Current stock free for sale Qty Reserved Stock holding reserved for customers on back order awaiting dispatch. Bin Location Physical location of stock. this location is printed on the invoice picking list. VAT Product VAT code Group Product group which can be used to break down sales into product type. Type • Normal: A product which you have to buy in order to sell. i.e. nuts, bolts, etc • Non-Stockable: A product which you can sell without purchasing. i.e. labour, admin fees • Kit: A part number which sells a list of other part numbers when entered onto an invoice. Price Band A Retail price (ex. VAT) for customers in Band A price Price Band B Selling price (ex. VAT) for customers in price Band B. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 46 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Now click on the ‘Order Levels’ tab to setup all the purchase information.. A description of the order level information is listed in the next table. When you have finished entering the details press ‘Save’ to commit the record to the database. Please remember that every product record has to have a unique part number. If you have entered a new supplier code a prompt will display asking if you want to create an order file, click ‘Yes’. If you have all the product information in an excel spreadsheet or text file this can be converted for you. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 47 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • An explanation of the Order Level Information is shown in the table below Field Description Main Supplier 8 character code for your primary supplier for this part Ave Buy The current unit cost ex VAT for this part. Part No Your supplier’s part number for this product. This part number is printed on purchase orders. Alternate Suppliers You can specify additional suppliers with there own buy price and product code. No. On Order. A read-only field telling you how many of the product is currently on order. Re-Order Level The minimum stock level at which you want to order more stock Ideal Level The stock level you want to order up to. Purchase Qty The number of units in each bag/crate. Unit of Sale The number of units supplied for the retail price Category Discount category. Customers can be allocated specific discounts by product category. Weight The weight of the part. Never Discount By ticking the “Never Discount” box this part will always be sold at full price. Tag for Export By ticking the “Tag for Export” box this part will be tagged in the parts database for exporting parts lists. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 48 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Setting a Stock Level Each normal product record has a stock level (unless its non-stockable), this level represents the units you currently have in stock. To set a products stock level display the required part in the parts window, press the ‘Up Arrow’ beside the stock level field. Each time you press the arrow the stock level will increase by one unit. Once the system is fully setup and running stock is booked in via the order entry window. However to initially set up your stock use the ‘up arrow’ for each product record. Correcting a Stock Level To correct a stock level, display the part in question in the Parts window. Move the mouse pointer over the stock level field and right-click. Select ‘Stock Take’ from the popup menu. You will now be asked for the new stock level, enter the new stock level and then click ‘OK’. You will now be asked for reason for stock correction, enter the reason and then click ‘OK’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 49 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ All stock corrections are logged in each parts activity log. The reports module also provides a report which can list all stock corrections for a given period. Setting up Supplier Details Each product has a supplier code, this 8 characters code is used to generate purchase orders. • Click on the ‘POP’ button on Pacific main toolbar to display the order window. • Select the supplier code from the drop down list. This will display the current open order for the supplier. • Press the ‘Current Supplier Properties’ button. The suppliers details screen will now be displayed. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 50 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Enter the suppliers details starting with the company name. • Press ‘OK’ to save the details. • An explanation of the Order Level Information is shown in the table below Field Description Account No This is your account number with the supplier. This will be printed on your purchase order. Carriage This is the minimum order value for free carriage from the supplier Expire (Days) If the goods ordered do not arrive by this set number of days the purchase order will be deleted. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 51 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Chapter 4 Entering your New & Used Vehicle Stock Pacific allows you to manage your current new and used vehicle stock. This section is only applicable to the Automotive Edition. T he vehicle stock window allows to track your current new and used vehicle stock as well as any expenses incurred by those vehicles. You can also see previous sales along with all relevant information. Adding a Vehicle to Stock All vehicle stock management tasks are performed from the vehicle window. Click on the ‘Vehicles’ button on Pacific’s main toolbar to display the window. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 52 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • • Your current vehicle stock list will now be displayed. • Press the ‘Add’ button on the vehicle window to display a new vehicle stock record. (The ‘Buy’ button is used to purchase vehicle from the public where as the ‘Add’ button is used to add vehicles directly to stock.) Click in each field and enter the relevant information, an explanation of the fields used is shown in the next table. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 53 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Field Description Stock ID Each vehicle stock record has to have a unique ID. Pacific will generate an ID automatically but you can override it if required. Category Set the vehicle category which will effect the VAT payable when you sell the vehicle. Group Various reporting options including Honda’s composite report require your stock to be broken down into group Make Vehicles make Model Vehicle model Colour Vehicle colour Trim Model version i.e. GT, SE etc. Fuel Fuel type i.e. petrol, diesel VIN No. Vehicles chassis number Engine No. Vehicles engine number CC Code Engine size i.e. 125cc, 2.0 etc Ignition Key Key number, allows you to have duplicates cut 2nd Key Some vehicles have more than one key, i.e. for luggage Details Any relevant details regarding the vehicle Description Summary of the vehicle which is used when exporting HTML pages. Location Physical location of the vehicle. Carton No Shipping or delivery reference number. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 54 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Next click on the ‘Financial’ tab and enter the relevant information, an explanation of the fields used is shown in the next table. Field Description Min. Sale £ Minimum sale price, used as guide for salesman Price (Inc) £ On the road price of the vehicle Warranty Ref Warranty reference number, this is normally entered after the vehicle is sold Warranty Date Date the warranty expires. Purchase Ex £ The purchase price paid for the vehicle excluding VAT. If the vehicle is on a stocking plan use the ‘Plan Price £’ field instead. Purchase Date Date the vehicle was purchased Supplier Ref Any reference number the supplier may have used Pacific Ref Invoice number from vehicle purchase invoice given to customer if you bought the bike from a customer. SIV£ Stand in Value or Book Value of the vehicle. Used when you have over or underpaid for a vehicle Plan Price £ Value of vehicle on stocking plan if applicable Plan Date Date Vehicle was put on stocking plan _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 55 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • If you want to add a photo click on the ‘Image’ tab, then click on the ‘New’ button to add a new image. • You must then select an image from your picture library and double click on the image to add it. The images can not only be used for reference internally but can also be used for website applications such as NXGN, Web trader and to a HTML web page. • When you have entered all the details press ‘OK’ to save the stock record.. Please remember that you can amend the record at any time by double clicking on the vehicle in the stock list. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 56 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Chapter 5 Selling Goods over the Counter (Invoicing) Pacific allows you to quickly and efficiently sell goods over the counter allowing you to keep accurate stock records and manage customer back-orders. I n order for Pacific to provide you with accurate management information required by any modern business you need to ensure that every sale no matter how small passes through Pacific. The counter sales section ‘Invoicing’ section allows you to quickly record sales. Selling a Part In order to sell a part you need to display Pacific’s Invoicing window, do this by pressing the ‘Invoicing’ button on Pacific’s main toolbar. You will then be presented with a central grid that contains the details of all the parts sold in a transaction. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 57 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ To begin click in the white box directly below the ‘Part Number’ column header.. The white box will then turn black indicating that you should type the products part number. As you start to type the part number the nearest possible match’s will be displayed, when you have entered the part number press ‘Enter’ or ‘Return’ on the keyboard. If you are using a barcode scanner click on the ‘Options’ button and tick the barcode scanner box and then click ‘Close’. If you are using a barcode scanner you should see the description and unit price filled out with the cursor jumping down for you to enter either the next quantity or part number. Parts are removed from stock the moment they are entered onto the invoice. If the sale is cancelled the part(s) are returned to stock. This ensures two members of staff do not attempt to sell the same part at the same time. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 58 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • An explanation of the fields used is shown in the next table. Field Description Q Quantity required by the customer. If you leave this blank 1 is assumed. S Quantity you can supply from stock B Quantity you will have to back order for the customer Part Number The product code or Part Number. If you do not know the part umber you will need to find it in the parts window. Description The products description Unit Cost Unit cost Ext Cost Line total %Dis Percentage discount VC VAT code _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 59 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Adding a Customers Name Once you have entered all the parts required you can enter the customer’s name. It is important to capture this information as it allows you to see who’s bought what and when. You can either start with the customers surname or post code. Surname First Click in the ‘surname field’, this is the second box on the top line. As you type the customers surname Pacific displays the nearest match. To select a previous customer with the same surname as the current ‘nearest match’ click the right hand mouse button on the customers surname. If you had typed SMI all customers with surnames starting SMI would be displayed. If this customer is not any of the customers on the list press the ‘New’ button to set this as a new customer. If this customers surname is not already entered the customer will automatically be set as new. Press ‘Return’ or ‘Tab’ on the keyboard to jump to the customers first name, then press ‘Return’ or ‘Tab’ to enter the address. Post Code First Click in the post code field, this is the last box on the last line of the address cluster. Type the customers post code and press ‘Return’. If the post code is already in your customer database the relevant customer will be displayed. If more than one customer has the same post code, right click on the post code field and select from the list. If you the customer is not in your database and you have an open internet connection Pacific will retrieve all possible address on that post code and display them for your selection. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 60 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Double click on the correct address, then enter the customers name. Once you have entered all the parts and the customer name press the ‘Finished’ button on the EPOS windows toolbar.. This will display the payment window. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 61 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Recording a Payment Enter the relevant payment either, Cash, Card or Cheque on the right hand side of the screen. You can type the amount directly into the field provided or click on the relevant label to fully pay. Once you have entered the payment press ‘Print’ to save and print the invoice or ‘Save’ just to save the invoice without printing. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 62 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Cancelling a Sale You can remove individual lines from the sale by pressing the ‘X’ at the end of each line. To cancel the whole sale just press the ‘Cancel’ button on the toolbar. Holding a Sale Pacific also lets you ‘Hold’ a sale at any point, to do this press the ‘Hold’ button. This allows you to start another sale. When you want to retrieve the sale click the down arrow beside the Hold button and select the invoice from the list. Invoices can be held indefinitely, there is no time limit. However if there are held invoices you will be reminded of the fact when you close Pacific. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 63 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Chapter 6 Stock Control & Back Orders Explained The central aspect of Pacific is stock control, managing stock orders, customer backorders and purchase orders along with goods inward procedures. P acific allows you to manage purchase orders efficiently, making sure you stock holding remains at optimum levels and customers receive back ordered goods. The whole stock control aspect of Pacific is perhaps the most complicated to grasp, but if you take time to under stand the procedures it is not difficult to follow. Setting Automatic Stock Reorder Level Each product in your database can have a re-order and ideal stock level set. To set these levels display the relevant part in the ‘Products’ window then click on the ‘Order Levels’ tab. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 64 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ The fields work as follows: Field Description Re-Order Level The stock level at which you want to order additional stock. So if you set this to 2, when the stock level falls to 2 Pacific knows it needs to order additional stock. Ideal Level The stock level you want Pacific to order up to. So if this was set to 10 pacific would order enough units to return to this level. Purchase Qty The minimum number you can order. i.e. the product is supplied in packs to 10. Once you have set the stock control levels for a product press the ‘Save’ button on the Parts window toolbar. Now when you sell a given part Pacific will follow the stock reorder values to ensure your stock level stays with your specified levels. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 65 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Customer Back Orders If you sell a part which you do not have in stock Pacific will back-order it for the customer. The part is added to the current order for its supplier, and when the part comes into stock it will be marked as reserved for that customer. Viewing a Customers Current Back-Orders You can check the status of a customers back orders at any time. To do this: • Click on the ‘Customer’ button on Pacific’s main toolbar • Press the ‘Find’ button and enter the customer’s surname, then press ‘Return’. The customer’s record should now be displayed in the search result. Click on the customers name in the search result to open the customers record. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 66 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • Click on the ‘Display customer back orders’ button. This is the yellow button located just to the right of the invoice address post code. • This now displays any back orders that the customer has. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 67 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Viewing Back Orders by Part Number It is also possible to display a list of customers waiting for a specific part. To do this click on the ‘POP’ button on Pacific main toolbar, then click on the tab labeled ‘Part’. Enter the part number in question and press ‘Enter’ on the keyboard. • This now displays any back orders that by part number. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 68 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Raising a Purchase Order Pacific keeps a live current purchase order for all of your suppliers. You can see the current order at any time by: • Click on the ‘POP’ button on Pacific’s main toolbar • Select the required supplier from the drop down list This displays the current suggested order for the selected supplier. To see why Pacific has added the parts check the ‘Show Back Orders’ box.. This will display the customers name if it’s back ordered or Stock if it’s for stock. un-check the box to return to the normal order view. At this point you can amend stock quantities as well as add additional parts. Once you are happy with the purchase order press ‘Print’. The first time you use a supplier the system will ask you to enter an account number. Enter your supplier account number then press ‘OK’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 69 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ The system will then ask you if you want to include a sign-off section on the purchase order. If you want your supplier to only accept signed purchase orders click ‘Yes’, if you do not require signed purchase orders click ‘No’. The most important thing at this stage is to press ‘New’ on the Order window toolbar, this closes the current order and starts a new one for your next order. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 70 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Booking in an Order To book-in an order you first need to display the relevant order in the orders window, to do this: • Click on the ‘POP’ button on Pacific’s main toolbar • Select the relevant supplier • Select the correct Order. Please remember that the list only displays orders which have outstanding parts You now need to confirm the quantity of each part supplied. To do this click in the ‘Supplied’ box to the right of the parts description and enter the supplied quantity. Press ‘Return’ to jump to the next part on the purchase order if there is more than one part on order. When you have entered all the supplied quantities press the ‘Book In’ button on the order window toolbar. You will then be asked if you want to book this order into stock. Click ‘Yes’ to book this order into stock. If you press ‘No’ the system will take you back to the previous screen. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 71 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ This will book all the parts into stock, when this is finished you will asked if you want to see the stock allocation list. Stock Allocation List The stock allocation list gives you key information needed to deal with the order. The first section lists all customer back orders. The first line lists the customer followed by their account number. Below this is all the parts the customer is waiting for, to the right is the date the part was ordered and the invoice number. If the invoice number is followed by a * then the customer has not fully paid for the goods. The next section lists all the parts for stock along with their bin location. Press ‘Print’ to print the stock allocation list at this point. When you close the allocation list you will be presented with the screen and options as shown below: _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 72 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ You have the option of checking any of the four options on the left. • An explanation of the fields used is shown in the next table Field Description Supply Complete Invoice This will release all back orders providing all parts are in stock. Copy Invoice This will print a copy invoice providing all parts are in stock. (In Stock) Copy Invoice (All) This will print a copy of every invoice that there are parts for. Print Labels This will print barcode labels for all parts that have just arrived Templates You can create your own SMS text message templates in this screen Send SMS Click on Send SMS to send a SMS Text message to the customer with a given message. For example “Your parts have Arrived, please come and collect them”. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 73 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Supplying a Back-Order The final stage is to supply the customer with their back-ordered parts. To do this display the customers back orders (see above) then fill in the value for the ‘Supplied’ column. This marks the part as supplied to the customer, however you will also need to check the sales invoice to ensure that the goods have been paid for. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 74 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Chapter 7 Selling New & Used Vehicles Pacific makes it easy for sales executives on the sales floor to quickly invoice a vehicle from stock. P acific allows sales executives on the sales floor to directly invoice vehicles, this speeds up the work flow and frees admin staff from ‘typing’ up an invoice at a later date. Selling the vehicle directly from stock also puts all the information in place for when a customer phones to book service or repair ..work. Selling a Vehicle Vehicles whether they are new or used are sold in exactly the same way. Start by displaying the vehicle stock window by pressing the ‘Vehicles’ button on Pacific’s main toolbar. This will display your current vehicle stock. You can rearrange the order of the list by clicking on the column headers, so if you click on Make the list is sorted by Make. Double click on the vehicle you want to sell, this will display the vehicles stock record. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 75 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ When you are sure you have the correct vehicle press the ‘£ Sell ’ button in the top left of the screen. Now enter the customers name and address, you can either start with the customers surname or post code. Surname First Click in the surname field, this is the second box on the top line. As you type the customers surname Pacific displays the nearest match. To select a previous customer with the same surname as the current ‘nearest match’ click the right hand mouse button on the customers surname. If you had typed SMI all customers with surnames starting SMI would be displayed. If this customer is not any of the customers on the list press the ‘New’ button to set this as a new customer. If this customers surname is not already entered the customer will automatically be set as new. Press ‘Return’ or ‘Tab’ on the keyboard to jump to the customers first name, then press ‘Return’ or ‘Tab’ to enter the address. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 76 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Post Code First Click in the post code field, this is the last box on the last line of the address cluster. Type the customers post code and press ‘Return’. If the post code is already in your customer database the relevant customer will be displayed. If more than one customer have the same post code, right click on the post code field and select from the list. If you the customer is not in your database and you have an open internet connection Pacific will retrieve all possible address on that post code and display them for your selection. Double click on the correct address then enter the customer’s name. You can then enter the sales executives name and press the ‘OK’ button. If you are selling a new vehicle you will be prompted for the vehicles registration number. Enter the number and click ‘OK’. The vehicle is now removed from stock, the customer record added, the vehicle attached to the customer and sales invoice started. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 77 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ You will then be prompted to confirm the price of the vehicle. This can be changed later on the invoice. Click ‘OK’ to continue. Adding Extras & Accessories to the Sale You can add an unlimited number of extra items to the sales invoice by clicking in the part number box on the sales invoice. Type the products part number and press ‘Return’ to add it to the invoice. You can also set a discount or override a products price. Normally the first two items on the vehicle sale will be road tax and first registration fee. You will need to ensure these have been added to the parts database as nonstock able items. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 78 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Adding a Part Exchange to the Sale If the customer has a part exchange check the ‘Part Exchange’ box, then enter all the information required on the vehicle as per Chapter 4 ‘Entering your New & Used Vehicle Stock’. Ensure you add the Part Exchange into ‘Used Vehicle Stock’. Once you have added the part exchange vehicle Pacific will automatically open a Transaction screen including a ‘Customer Declaration’. Confirm all the details are correct and click ‘Print’ to generate a vehicle purchase invoice for the customer to sign. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 79 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Example Vehicle Purchase Invoice : _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 80 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • An explanation of the fields used is shown in the next table Field Description HP Settlement Settlement amount for any outstanding hire purchase agreement. Part Value £ X Total part exchange allowance Stock No Issued by Pacific when the vehicle is added to stock Make Make of Vehicle Model Model of Vehicle Reg No. Registration Number of Vehicle 1st Date Reg Date vehicle was first registered VIN No Vehicle Chassis Number Mileage Current mileage Reading Correct Check the box if mileage can be verified MOT No. Current MOT number if applicable Invoice No Purchase invoice number, filled in by Pacific Check Clear Check the box if the Vehicle History ‘HPI’ is clear _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 81 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Taking a Deposit To take a deposit click in the ‘Deposit’ box in the totals section. You will then be presented with an ‘Extra Payments’ screen where you need to select the payment method ‘Type’ from the drop down menu and enter the amount, Click ‘OK’ when complete. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 82 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Completing the Sale To complete the sale you have to ensure all payments have been taken to satisfy the Amount Due, ie it should be 0. To take the payment for the final amount click on the ‘Payments’ box in the Totals Screen.. You will then be presented with an ‘Please make a Payment’ screen where you need to select the payment method by clicking on the relevant box and entering the amount, Click ‘Print’ when complete to generate a sales order for the latest payment or Click ‘Save’ to proceed to the invoice. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 83 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ If the vehicle is being financed click in the ‘Financed’ box in the totals section. You will then be presented with an ‘Extra Payments’ screen where you need to enter the amount being financed, your commission and the Finance Firm which must be set up as a customer., Click ‘OK’ when complete. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 84 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Printing the Invoice When you have completed the sales order and have received all payments you can then print an invoice, to print the invoice first click ‘£ Complete’. Pacific will then ask you “Do you want to set the invoice to todays date”. Click ‘Yes’ if you want to invoice it today, if you click ‘No’ Pacific will take you back to the previous screen. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 85 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ When you have selected ‘Yes’ click ‘Print’, you will be asked if you want a VAT summary included in the print out, if you select ‘Yes’ it will be possible for a customer to work out your margin from the VAT on a used sale. The Vehicle Sales Invoice will then be printed as shown below: _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 86 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Chapter 8 Managing Workshop Scheduling & Billing Scheduling work into the workshop, accurately tracking jobs and mechanic performance all help you stay on top of your business. M any of your customers only contact with you is via the workshop. You need to ensure workshop jobs are scheduled quickly and efficiently. Pacific helps you stay on top of things ensuring all work is accurately and consistently billed. Start by displaying the workshop scheduler by pressing the ‘Scheduler’ button on Pacific’s main toolbar. This will display Pacific’s workshop scheduler. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 87 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Scheduling a Workshop Job The ‘Back’ and ‘Next’ buttons on the scheduler toolbar allow you to move forward and backwards one week at a time. To book in a new workshop job press the ‘New’ button on the scheduler toolbar. This displays the ‘Job Editor’ window where you can enter details of the job. You can start with either the customers name or their vehicle. Surname First Click in the surname field, this is the second box on the second line. As you type the customers surname Pacific displays the nearest match. To select a previous customer with the same surname as the current ‘nearest match’ click the right hand mouse button on the customers surname. If you had typed SMI all customers with surnames starting SMI would be displayed. If this customer is not any of the customers on the list press the ‘New’ button on the top left of the screen to set this as a new customer. If this customers surname is not already entered the customer will automatically be set as new. Press ‘Return’ or ‘Tab’ on the keyboard to jump to the customers first name, then press ‘Return’ or ‘Tab’ to enter the address. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 88 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Once you have entered the customer right click on the registration field, if any previous work has been booked a list of registration numbers will be displayed. Select the reg from the list. If you no registration numbers are displayed you will need to enter the entire vehicle details. Vehicle Reg First If previous work has been scheduled for the machine you can start with the vehicles registration number. Enter the registration number and press ‘Return’, you may then fill in the vehicles owner and machine details. If it does not you will have start with the customer (see above). In the Job information section set all the fields as required, an explanation of the fields used is shown in the table below:Field Description Start Date Date the vehicle is due to arrive Due Date Date the work has to be completed by Est. Time Estimated time, used to make sure mechanics are not overbooked. Hours Spent Filled our when the job has been completed Booked Person booking the job in Job Type Type of Job being scheduled. Please note that Estimate jobs do not remove parts from stock. Bench Mechanic allocated the work Invoice No. Filled in by Pacific when the job is invoiced off. Next you need to fill out the customer instructions, enter each task on a new line. i.e. 6000 mile service. When you have entered all the details press ‘OK’, this saves the job into the schedule. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 89 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Printing a Job Card You can either print individual job cards or all the job cards for a given day. Printing One Job Card Find the job in the workshop scheduler then double click on the job to display its details. Press the ‘Job Card’ button in the bottom left of the ‘Job Editor’ window to print the job card. Printing all the Job Card for a Day Press the ‘down arrow’ beside the ‘Print’ button on the scheduler toolbar, select ‘Jobs for Day’ from the menu. This displays the ‘Print Setup’ window where you can select a day and press ‘Print’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 90 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Booking Stock to a Job As you use parts on a job you should book the stock directly to the job number card. You can do this from the job editor or from the parts window. Using the Job Editor Double click on the job in question in the scheduler window to display the ‘Job Editor’ window. Click on the ‘Parts Used’ tab then enter the part number in the ‘Part Number’ box. Using the Parts Window Find the required part in the parts window then press the ‘Sell’ button on the part window toolbar. Move the mouse to the bottom option ‘Workshop Job Cards’, this will display a list of open jobs. Click on the job you want to book the stock to and enter the quantity when prompted. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 91 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Completing a Job When you have finished a job you need to complete it in order to raise an invoice. To do this, display the job in the ‘Job Editor’ window and press the ‘Complete’ button. Click ‘Yes’ to the ‘are you sure’ prompt then enter the number of hours worked the click ‘OK’. The hours worked are not used for billing just for reporting purposes. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 92 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ The invoice will now be displayed on the screen with any parts already booked to the job. Add any additional parts including labour (add a labour non-stockable part to your parts database). If you want to record a payment click on the ‘Pay’ button and enter the amount paid in the relevant box. Click ‘Print’ to print a copy of the invoice. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 93 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Chapter 9 Reporting Just as important as selling goods quickly and accurately is knowing what you’ve sold and who you’ve sold it to. P acific provides over 200 standard reports with hundreds of additional reports available on request. All reports are run from the reports window by pressing the ‘Reports’ button on Pacific’s main toolbar. This will display Pacific’s reports screen. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 94 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Pressing the down arrow beside the print button gives you the option of exporting reports directly to excel; this allows you to manipulate the data in more detail and plot graphs. Some of the most import reports are detailed below, for a more comprehensive list see Pacific’s reference manual. Invoices Issued There are various reports which will tell you what invoices have been issued over a period, but the simplest is the ‘Invoices (Day)’ report. This reports lists all invoices issued on a give day along with a VAT breakdown. To run the report; double click on ‘Department 1’ in the reports window, then click on ‘Invoices (Day)’. Select the day and the invoices you are interested then click ‘OK’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 95 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Day Totals The best report to run is ‘Department 1’ day totals. This report will list all payments received for a given date range along with how the payment was received i.e. Cash, Card, etc. To run the report; double click on ‘Day Totals’ in the reports window then click on ‘Department 1’. Select the date range and click ‘OK’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 96 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Stock Value To see a complete listing of your current stock holding along with totals double click on ‘Parts’ in the reports window. Click on ‘Stock List and Value (Today)’ to run the report.. You will then be presented with a screen asking “Do you want to clip the description for neater print-outs”. If you are Depending on your stock holding this may take several minutes. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 97 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Debtors List To see a completed aged debtors list double click on the ‘Customers’ in the reports window then click on ‘In Debt’. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 98 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Chapter 10 System Maintenance & Other Features It is very important to ensure you have good regular backups and that Pacific is operating properly. T there are several key procedures which you need to following in order to keep Pacific running efficiently. None of these procedures are optional and should all be undertaken on a regular basis. See the best practice document for the current recommendations. Backup Every business needs to have a backup strategy to make sure you don’t lose critical information in the event of a system failure. All the information pacific stores (e.g. customers, invoices, stock levels) is kept on your main machine (server). In the event of a hard drive failure, virus, un-repairable database, system crash or lightning strike you can ensure business can continue as normal. With a backup you can simply restore your data files onto a new machine and continue where you left off. It is a good idea to backup at the close of business every day or at least weekly, make sure you label the media with the date so you know when the backup was created. Backup the ‘Work’ which is folder located on your main machines hard drive. This folder contains all Pacific’s data files from customer databases to the invoice template. The best way to backup is to use a CDR\RW. This can hold the entire work folder on a single blank CD. This is one of the most cost effective methods available. A CD can cost anything as little as 20p and store 650MB of data. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 99 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Database Compaction Regular compaction of you databases is also essential. It makes your databases quicker to access, fixes any problems it finds and reduces the size of the databases. To compact follow these easy steps: Shut down Pacific DMS on all the machines on your network. Then load Pacific on the Server only. Now left-click ‘File’ menu and select ‘System Maintenance’. A new window will appear with a few options in it. You will see a check box with the words 'Compact Databases Next Time Pacific Loads' to the left of it. Left click in the box once so a tick appears. Then close the window by clicking ‘X’ in the top left.. Now close Pacific and run it again. This time when pacific loads it will ask you if you want to compact the databases now, Press ‘Yes’. This process should take about 20 minutes. If it does take longer 'do not worry'. Sometimes if the databases have not been compacted for a while it has been known to take a few hours, in these cases we recommend that you do this after hours. Compact the databases every week for a fast and reliable system _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 100 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Bickers EPC Pacific allows you to quickly and efficiently import parts from Bickers Electronic Parts Catalogue. I n order for Pacific to import the orders correctly your need to ensure that the Bickers EPC is installed and registered. You will also have to create the following directory c:\finder. Exporting a picking list You can either export entire picking lists or individual parts. First select your parts then press the ‘Export’ button in the Bickers EPC. Pacific DMS will then maximise and take over the screen. Selling parts in Pacific DMS • Select ‘Import Picking List..’ from Pacific’s main ‘Stock’ menu, _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 101 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ • The picking list window will now be displayed. • Select Bickers from the ‘Picking List Format’ drop down. • Select where you want the parts to booked to from the ‘Send To’ drop down. You can select ‘Current Counter Sale’, ‘Workshop Job’, or ‘Current Transaction’. • Press ‘Import’ The part(s) will now be booked to the relevant invoice or job card. Checking if Bickers has the Part in Stock Pacific can check Bickers current stock levels. You have to ensure you have downloaded the stock file via the Bickers EPC. • Display the required part in the ‘Products’ window • Click on the ‘Order Levels’ tab • Press the ‘…’ button beside your purchase price. • Bickers current stock level will then be displayed. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 102 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Stock Taking with a Metrologic Optimus The Metrologic Optimus is a data collection terminal which can be used to speed up Stock Checking. I n order for Pacific to import the stock correction information correctly you will need to connect and setup the Optimus as per its instructions. You will also need to install the supplied Optimizer software. Stock Checking Select Option 1 (Run Program) from the menu. This will allow you to scan the products barcodes or enter its part number. You can then specify how many you have in stock. Uploading the Stock Information to your Computer • Once you have scanned all your stock and confirmed your stock levels return the Optimus to its cradle and select Option 2 (Send Data) • Run the ‘Optimizer’ program then press F8 on the keyboard (or Tools>Communication->Receive Data) • Set file name and COM port (You can fin this out from the device manager in Control Panel), and press ‘OK’. • This will then save the data as a CSV text file in the specified location. Updating your Stock Levels in Pacific • Click on Pacific’s main ‘Stock’ menu and select ‘Stock Take Tools..’ • Click on the ‘Advanced’ Tab • Press ‘Import’ and browse to the file location • Your stock levels will now be corrected where required. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 103 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ ARI PartSmart PartSmart is supplied by www.arinet.com and provides Electronic Parts Catalogues (EPC) for over 75 manufacturers including: Honda, Suzuki, Kawasaki & Yamaha. I n order for Pacific to import the stock picking lists and provide stock level information to PartSmart you have to ensure the software is properly installed and setup. You also have make sure that the relevant price files are already loaded into Pacific. Setup Before you can export order to Pacific you have to configure PartSmart. To do this goto the ‘Utilities’ tab and enter ‘c:\work\PartSmartLink.exe’ into the ‘BSV Path’ box. Once this is done Pacific will automatically pass stock level information to PartSmart on demand. Downloading Picking Lists into Pacific • Select the required Parts and add them to your ‘pick list’ • Press ‘Submit’ to send the pick list to Pacific’s Invoicing window. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 104 - ____________________ _____________________ _____________________ ________PACIFIC DMS USER GUIDE_____________________ Feridax Order Export Purchase Orders for Feridax can be exported directly from the Pacific POP system to the Feridax on-line system, reducing typing errors and saving time. Setup Before you can export orders you have to ensure you are running the latest version of pacific (issued on or after the 1st May 2009), and that you have loaded the Feridax shadow price file via the on-line price file update. Uploading Orders • Select ‘FERIDAX’ in the main POP window • Press ‘Export’ on the main pop toolbar • Select ‘Feridax Upload’ in the supplier format box • Make sure you Feridax user name & password are entered and correct • Press ‘OK’ Your order will now be uploaded to Feridax. If everything is OK, ‘Order Uploaded successfully’ will be displayed. You can then logo onto the Feridax ordering system to confirm the order. _______________________________________________________________________ © Deep Blue Systems Ltd 2008 - 105 -
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