Shop Time Manager SETUP: (TSTC 000)

 

The purpose of this class is to meet with the Service Managers and through conversation find out current time collection, billing methods and desired outcome to establish the best setup.

Requirements:  Point of Sale 101 & 102  (Timeclock setup should be done before live)

 

Your instructor will ask a series of questions to determine current practices and desired outcomes ,along with your  likes and dislikes of the current process.  These questions will determine if you are an Hourly (time and materials) shop or if you are a Quoted set Billed Hours shop or possibly a mix of both.

 

REVIEW TECH SETUP IN SYSTEM SETUP

Go to Utilities, System Setup, B. setup salesperson and techs, escape the salesperson list to access the Tech List; Make sure all tech names are setup - the tech number and name are inseparable.

You cannot delete a tech or create a blank tech, you can only mark them out with an * as the first character, then replace them with another tech at least 6 months after that tech is gone.

 

REVIEW TECH LIST IN THE TIMECLOCK AND TECH SETUP BUTTON

Access the Timeclock system; Review the names and numbers - access the Tech Setup button.

Does not show tech number - use the System Setup area to ADD or change techs

Use the Delete Employee option to put an * as first character, to keep items in line.

The Hide button is to take a name off the Timeclock screen but still allow as a tech for selection on labor items unlike the * which removes from both areas.

Close the Tech Setup screen

 

TIMECLOCK SETUP - FILL IN SELECTIONS MADE DURING SETUP

 

BASIC HOURLY SETUP (best for companies not used to collecting hourly time electronically and using very few pre set labor jobs - those labor jobs with pre set hours will be setup as smart codes)

Turn all features off except:

• Log into operations required:  yes

• Prompt for logons with (Y/N) Confirmation: yes

• Update hours billed during log out: yes

FLAT RATE BILLING (best for companies used to setting billed hours / quoted hours / preset labor jobs)

Turn off all features except

• Log into operations required: yes

• Prompt for logons with (Y/N) Confirmation: yes

• Update hours billed during log out (Turning this feature off will no longer allow PTM-Vision to auto bill hours) : no

• OPTIONAL :  Distribute Billed Hours on unassigned jobs:  on

 

A few optional settings to discuss:

• Save Tech notes with Job Code

• Ability to Add Parts / Labor (also feature to add parts to diff job)

• Tech only Default

• Prevent logins to completed items

Setup a Password (required to protect editing times)  Note: password can be viewed in features area but not set or changed there.

Save and Close (remember to always Save, Restore will recover last saved settings)

 

SETUP NON PRODUCTIVE CODES

Select a Tech, get to the Job Codes Tab, select Non Productive:

Use the Setup button to change or add new codes - explain the A1600 through A2100 options for tracking holiday pay details.

 

Open a new test Workorder with three different jobs on it, depending on settings and practices they may need to set hours on one of the jobs or all of the jobs… This workorder will be used for teaching key staff in the next class how to log in and out of jobs, non billable time and  lunch.

NOTE:  for office and parts personnel we suggest using the Timecard for collecting payroll time

 

TIMECLOCK FEATURES

(Vision Main Menu, Utilities, J. System Setup, Q. System Features, Timeclock tab)

There are several features available for Time and billing practices only a few are typically set up in the beginning others may be activated later as use of the program progresses:

Manage Time Edits with Time Editor - turn this feature on to make the time edit screen consistent between Timeclock and Workorder views

Mileage Required on Time Clock Always - turn this feature on to make sure Mileage on units is never missed (if not working on vehicles do not turn feature on)

Warn Users Before Closing Orders with Active Logins - turn this feature on to avoid closing workorders before techs have logged out of the job and times have been evaluated

Use caution implementing ANY of the other Timeclock features to avoid conflicting setups - consult with a Pluss Specialist regarding any changes.

 

FIELDS IN TECH SETUP (Utilities, J. System Setup, B. Sales Person / Techs /Users)

Gl# is only required if the revenue from this tech has to go to a different department then default, this GL will override the labor code setup.

Emp-wage  technically this would be the burden per hour assigned this tech (all costs including wage) this will override the default hourly burden and is only used for basic calculation of actual time costs.

Shop Rate only required if this tech’s hourly rate is always a set amount billed to the customers no matter what job or labor code they are logged on,  the customer’s price matrix is the only thing that can override this.

Tech Id  only Tech ID is required to print on the customer's final bill, will only print assigned Tech ID and must have default form to support it.  This field can also become the password for tech’s to log in if there are issues with time sabotage.

Lunch  not required and can be setup in the scheduler if desired, this works with the [Shift] [F11] Schedule view.

Autoin only use for specific settings, if set at 07:00 and tech logs in at 06:48, will force to 07:00, but if tech logs in after 07:00 time will reflect real time.

 

OPTIONS IN TIMECLOCK SETUP (Timeclock, Setup)

Log into Operations Required

Yes: This setup option will force the tech to select a specific labor operation when logging into an Order. The elapsed time spent on the job will automatically import to the labor operation as the tech logs out.

No: This setup option only allows the tech the ability to log into the Order only. Time will automatically be posted to the Workorder for each tech when they logout of the Order.

LogOut: This setup gives the additional benefit of allowing the tech to type in a description of the work he / she has performed. When the tech logs out of the job they will be able to type in a labor description.

Save Tech notes with Job Code

Yes:  saves the notes to the job description along with a copy of the job description in the mechanic Memo/notes field

Notes:  saves the notes only in the mechanic Memo / note field

No:  does not save the notes to the workorder just leaves them as notes/Memo on the techs time

Prompt for logons with (Y/N) Confirmation

Sets an additional prompt pop up for technicians confirming that they have just logged in.

Logon by Tech and not by Workorder #

This feature work with a different part of the older program, Vision needs the time to be attached to a LOP on the order, so we do not just log in by tech, but by a LOP on the order.

Ability to Add Parts / Labor

This option allows techs to apply parts and labor to the Order directly from TimeClock. The Parts / Labor list of items theat Techs can add from TimeClock can be limited to the items setup in the Groups and Sub-Groups, you also can have the ability to look up parts by part number and or by scanning the parts with barcoding module.

Update Hours Billed During Logout

With this option turned on, when a technician logs out, the elapsed time will update both actual hours and billed hours of the labor operation on the Order.

Log into more then 1 operation

PTM recomends that techs only log into one LOP at a time, Machine Shops, and Radiator Shops might use this option to work on more then one customers order at a time, this will create overlay time on the timeclock reports.

Can Delete Open Workorders

PTM recomends to not allow the deleting of a order, this is a old feature that we no longer recommended allowing.

Limit logins to flagged lines

Old feature no longer used

Allow logins to Workorder only

This again PTM recomends to not use a Old feature no longer used make sure is off

Tech Only Default

To set the TimeClock to display only Job Codes which are pre-assigned to the Technician logging in, only those assigned will be able to log in to the LOP

Prevent logins to completed items

To prevent Techs from logging in on Job Operations which are marked Done or on Hold set this feature On.

Restrict “R” code logins to “Work Completed”

Old feature no longer used

Hide indented labor lines

Old feature no longer used - the / hides notes

Show only flagged lines

Old feature no longer used

Group Notes by Mechanic

this feature will keep the notes attached to the techs by techs

Labor Code Flags

Old feature no longer used

Tech Comments Indent

Old feature no longer used

 

Data Path

The same drive & path letter for the Vision program will default in as the Data Path.

Burden labor Cost

Setup in system setup

Shop Rate Default

Setup in system setup

Refresher

The default refresher of 999999.0000 is the safest setting, the only time this number may need to be changed is if there will be more than one dedicated TimeClock computer.

Timeclock Password  this is the only place that you can set the timeclock password, this will stop any changes to your setup, techs, and not allow any edits or deleteing of the time records