How do you find the bku file and confirm it is working?

Fred Vibert — Thu, 19 Apr 2012 10:18:10 GMT

Abstract:

On ServiceShop 90019 and higher.

On the Server

Open ServiceShop Client as Administrator

From the Main Menu go to File>Run Program and write "bkudate.r" without the Quotation marks

Click Ok

Confirm the date and time as approximately last night at midnight.

Pass/Fail and report any problems to Support

On Service2000 and ServiceShop up to Build # 90018

Sign on to the Server using GoToAssist

Taking Coupons

Fred Vibert — Thu, 22 Mar 2012 07:26:41 GMT

Abstract:

Coupon can be handled in many different ways. After reading through this explanation and you wish to do it differently please call to discuss further option.

Setting up the Payment Type.

Coupon to recorded as a payment type and expensed to an expense account in QuickBooks in order to track the cost of the coupon to your shop.

Go to QuickBooks and create a new sub-account under your marketing account called “Coupons”

Export the Chart of Accounts by going to File>Utilities>Export>iif Files>check Chart of Account. Remember to be in QuickBooks as Administrator-Single User Mode. Name file "COA201x.iif" and save on Desktop.

Open ServiceShop>Configuration>QuickBooks>Chart of Account>File>Import COA.

Now go to Configuration>System Settings>Payment Types>File>New

Payment Type name “Coupon”

Taking Ownership of a Vista Machine

Dimitri Patakidis — Mon, 05 Dec 2011 10:45:02 GMT

Abstract:

I need to take ownership of C:\ on a Vista machine for the purpose of Service Shop updating a part.

You are receiving the error "Cannot open test.txt".

The following directions should be followed:

First open an Elevated Command Prompt:

1. Open the Start Menu.
2. Click on All Programs and Accessories.
3. Right click on Command Prompt and click Run as administrator.
4. Click on Continue in the UAC prompt if it is activated.

Then:

1. In the elevated command prompt, type takeown /f C:\ and press Enter.
2. A message will be displayed that this completed successfully.

This will give you ownership of the drive.

How do I pay an Employees Invoice through a payroll deduction

Fred Vibert — Tue, 13 Sep 2011 20:20:49 GMT

Abstract:

This procedure applies only to Employee Purchases that are paid by the payroll check!

1. Create the employees Sales Invoice as usual.

2. Accept Payment on the Invoice to Accounts Receivable.

Fred Vibert — Mon, 29 Aug 2011 07:05:24 GMT

Abstract:

"Unalbe to find host server in file HOSTS or HOSTS file no found in expected location. (5193)"

Unable to find the network properly.

Step 1: Turn off all computers and router.

Turn on router

Turn on server

Start ServiceShop / Service2000 on the server.

Start all client machines.

All should be fine. If not recheck the server for firewall being turned on or off, it must be turned off.

How do I determine taxable and non-taxable sales?

Fred Vibert — Thu, 11 Aug 2011 13:31:34 GMT

Abstract:

1. Click on Cash Register
2. Click on End of Day, Sales Report
3. On the first window select the first day of the reporting period, click Next
4. On the second window select the ending date for that period and click Finish
5. The Question pops and asks if you want to see the detail, tell it NO
6. Choose the printer and print it.
7. Open the Sales Tax Worksheet.xls that I gave you.
8. Fill in the amounts according to the Sales Report you just printed.

Now at the top of the XLS are the amounts you need for your sales tax worksheet from the state. When you close this worksheet, never save it.

Special Formatting

Fred Vibert — Thu, 11 Aug 2011 06:47:02 GMT

Abstract:

No longer available in ServiceShop

Special formatting:

The Optional special format will allow you to assign a default format to this parts group. If this group has numbers that are always formatted the same (same number of digits, same spacing) you may want to use this feature. In this example we will use a BMW part number. BMW part numbers are always in the format "xx xx x xxx xxx". That is they have 11 digits in 5 groups separated by spaces. The special format entry you make has 2 special characters that are recognized by the program "S" or "-" which stand for Space and Hyphen. When entering the special format you can use any character for the number and will represent spaces or hyphens with "S" or "-". The entry for a BMW number could be "11S11S1S111S111S". Note that a space character was left at the end on the number. This will ensure a space after the last group of numbers if a longer number is entered.

Once you have entered a special format for a group all the numbers you create afterwards will automatically be reformatted to match this format. For example, if we create a new BMW part and enter "12345678999" as the part number it will automatically be reformatted to read

Special Sorting in ServiceShop

Fred Vibert — Thu, 11 Aug 2011 06:45:17 GMT

Abstract:

Special Sort Order

This is found under Configuration in System Settings section. It is used for printing your inventory sheets and inventory pads so that the part numbers sort correctly.

The short description is what prints on the customer's estimate or invoice. It is searchable.

The long description is for internal use. It appears in the lower right corner of the Maintain Inventory or the Add Parts windows. It is searchable, and it is unlimited in length. It does not print anywhere, ever - it only appears on screen.

Any data entered into either the short, or the long description fields are searchable using the "Description Contains" search method.

Procedure
=========
1. Create the part as you would any other part.
2. Enter whatever information you would like the customer to see in the short description field.
3. Copy and paste that same information that you typed into the long description (use Cntrl+C to copy; use Cntrl+V to paste). Then continue typing additional information in the long description. Separate every word you would ever want to search by with a space. THIS IS CRITI

What is the formula to fill out the tax forms?

Fred Vibert — Wed, 13 Jul 2011 15:37:34 GMT

Abstract:

Numbers to be reported:

Total Sales

Net Total Sales (less Taxes)

Tax Exempt Sales

Taxable Sales

Taxes

From the CashOut Sales Report we can get:

Total Sales

Taxes

From that we can find the other numbers:

Total Sales - Given

Taxes - Given

Net Total Sales (less Taxes) – Subtract the taxes from the total sales.

Taxable Sales – Take the taxes and divide by the tax rate.

Tax Exempt Sales – Take the Taxable sales and subtract from the Net To

How do I deal with or otherwise get rid of unwanted parts in Service2000/ServiceShop?

Fred Vibert — Fri, 24 Jun 2011 10:44:22 GMT

Abstract:

Service2000/ServiceShop does not allow you to delete part numbers - doing so would punch holes in sales history data. It also does not have parts merge. Parts Merge is not a feature of Release 8, but is under consideration as a future enhancement beyond Release 8.

There are two alternative approaches to dealing with the issue of how to get rid of unwanted parts:

1. For parts you want to get rid of that have never been used before (e.g., have no purchase or sales activity), including parts that were created my mistake... recycle them. To do this, simply rename their part number and description.

Tip: For unwanted parts that you plan to recycle but do not have a use for yet, created a temporary "holding bin" for parts waiting to be recycled. To do this:
- Create a parts group called "Recycle"
- Rename the part number to "Z-Reycle 1", Z-Recycle 2, and so forth, they cannot be the same unless they are in different groups) and change the parts group for each part to be recycled to "Recycle". This will place the part in the temporary holding bin, prevent them from being displayed during normal parts searches, and will make them easy to find whenever you're ready to bring them back to life. The next time you need to create a new part, simply use these parts rather than creating new ones.

This method is probably not suitable for any parts that have been used before (e.g., have purchase or sales activity).

2. For parts you want to get rid of that have been used before (e.g., parts that have purchase or sales activity), cross reference them to the part you consider to be active, and mark them as obsolete. Also, you may wish to uncheck the "Show Obsolete" checkbox in the Maintain Inventory window during your normal use of the system.

Error when the Exchange Feature is used in the Cash Register

Fred Vibert — Tue, 21 Jun 2011 14:31:30 GMT

Abstract:

When using the Exchange feature in the Cash Register.
File>Exchange (Cash Check)
The shop accepts Cash IN for Cash OUT and an Error came up.
"**cash-pay already exists with Cash Line ID 1234 Payment ID 1. (132)"

Instead of removing cash properly it added the cash to the drawer.

Fix:

Accept Cash IN for Cash OUT for the NEGATIVE amount and an Error will come up.
"**cash-pay already exists with Cash Line ID 1235 Payment ID 1. (132)"
Cash will now be put back to the original state.

Now Exchange properly with Check as the payment type

How are Attachments Saved?

Fred Vibert — Mon, 20 Jun 2011 19:32:51 GMT

Abstract:

How are Attachments saved?

Attachment have a size limitation and are saved within the ServiceShop database automatically by attaching them to the document or Inventory Card.

Note: The attachment is not a shortcut to the original document; it is just a complete copy of the original.

If you are experiencing any trouble with Doc-It, please follow this troubleshooting checklist before contacting Doc-It's manufacturer (Micro Business Systems) for support via email (instructions for which appear after the checklist):

1. Did the installation go through normally?
- If there were any error messages, you should probably try reinstalling.

2. Is there a Doc-It icon in your system tray?
- If not, the program is not running and won't work. Restart the program and make sure there is an icon appearing in your system tray.

3. Are you selecting the Doc-It printer when you print?
- The Doc-It printer should be listed together with all your other printers in your print dialog. Make sure you are selecting it when you print.

4. Have you checked settings?
- Right click on the Doc-It icon in the system tray and check all settings to make sure they make sense.

5. Have you tried printing to it from a few different Windows programs (e.g,, not only Service2000, but something else, such as Word or Excel, for example?).

How to prevent voided lines from printing on monthly statements

Fred Vibert — Mon, 20 Jun 2011 18:46:19 GMT

Abstract:

When printing statements, to exclude Void lines in a Customer's Account from Printing, mark them as "Do not print"

From the Customer's Account tab, select the Void line and update

( By selecting File Update, hitting CTRL-U or Double Clicking on it)

the Void line. Check "Do not Print" and then Save.

Error: "The file you asked to store is too large."

Fred Vibert — Mon, 20 Jun 2011 18:43:57 GMT

Abstract:

There is a 1MB file size limit when attaching files in ServiceShop. This limit exists in order to protect your database from becoming overbloated, which could destabilize the database and drastically increase backup time.

In ServiceShop, attached files are compressed (by ServiceShop) in order to save space, and then stored IN the ServiceShop database.

Today's digital cameras are capable of creating enormous files, but in all cases can be configured not to do so. Large file sizes (e.g., higher resolutions) only improve the quality of the printed image; they do not improve the appearance of the image on screen.

If you are taking digital pictures in your shop and attaching them in ServiceShop, your camera should be set to a lower megapixel setting (1.5 or thereabouts), and to use the .jpg file format. Do not use .bmp or .tif formats. Your files should range in size from 300-400k. Certainly they should NOT be over 1MB.

The "File you asked to store is too large" error shows you the file size limit (1MB, which the error message displays as 1000000), and also shows you the size of the file you are attemting to attache. If the file size exceeds the file size limit, you are attempting to attach a file which is too large and not allowed. You must reconfigure your camera to take smaller images (perhaps in a different format than you were using).

The last thing you want to do is to bloat your database with pictures.

Emailing documents directly out of ServiceShop

Fred Vibert — Mon, 20 Jun 2011 18:34:57 GMT

Abstract: It is possible to email documents directly out of ServiceShop by utilizing a third party program that creates .pdf files. For example, it is possible to create an email with .pdf of the document you wish to email already attached in one smooth process.

Inexpensive software that does this is available for purchase through GenesisFour. Contact GenesisFour at 800-937-4364 for more information.

How to download, install, and register pdfMailer

Fred Vibert — Mon, 20 Jun 2011 18:16:13 GMT

Abstract:

This product must be purchased on a per seat basis - one seat per license.

If you have purchased the product from GenesisFour, the procedure is to download the 30 day demo from the publisher's site, install it, and then use the Registration Code from GenesisFour to permanently register the product.

Step-by-step instructions
===========================
1. Go to http://www.genesisfour.com/support/ss_download_pdf_v5.htm

2. Click on "Download"
3. Download and install the program.
4. To register the program, obtain a registration number and unlock code from GenesisFour.

Remember: one seat per license.

How to convert an order to an invoice without printing...

Fred Vibert — Mon, 20 Jun 2011 17:52:01 GMT

Abstract:

In ServiceShop, the physical act of printing is what tells a service order to become a service invoice.

However, there are two methods of fooling ServiceShop into thinking that it has printed a service order as an invoice (thus "invoicing" it).

How to email ServiceShop Service Invoices, Estimates and other documents directly out of the system.

3 simple steps to using pdfMailer to email a ServiceShop-produced document:

Create your ServiceShop document.
Print that ServiceShop document to pdfMailer (simply select pdfMailer as your printer when printing - this creates a .pdf file. This is no more difficult than printing the document to a printer, except that you are prompted to give the file a name, and asked where you want it stored.
Attach the .pdf to you just created to an email and send it.

pdfMailer files (.pdf's) display perfectly on screen and print perfectly as well. They are generally extremely small and therefore effortless to email. Everyone has Acrobat reader, or if they don't, it's effortless to get, and always completely free of charge.

In order to get a sense of what this would be like to receive a ServiceShop-produced document in an email as an attached .pdf file, GenesisFour can email you one.

ServiceShop also has the following related capabilities:

Individual emails
==========
You can send an email directly to a customer by clicking on File, Send Email from the Customer Editor or Customer Desktop (there is also a shortc

When trying to update ServiceShop on a Network Client, error occurs: "Could not download update information for file #1. File not found.", and the update cannot be performed.

Fred Vibert — Sun, 22 May 2011 11:09:41 GMT
Abstract: Problem
=======
Based on the Windows user name that was most recently used to log into Windows, this particular client does not have access to the shared folder on the server. This is the folder which contains the update that the Network Client needs and cannot currently access under the current Windows log in.

This is a permissions issue relating to Windows users (not ServiceShop users) and must be addressed before this client can be updated.

Understand that GenesisFour does not have control of, or knowledge of, your Windows users or of their permissions. This information is controlled at your end - especially if your hardware was not supplied by GenesisFour.

Resolution
===========
If this client offers you a chance to log into Windows, you might try logging in as a different user, or as administrator. However you'll need to know that user's (or the administrator's) password (if one has been set).

Frequently this will solve the problem, especially if you're not engaging in total guesswork. Some immediately realize what we're talking about after reading this, log out of Windows, log back into Windows as a user with a higher level of permissions than however they were originally logged in, and instantly solve the problem.

Example: Although each situation is unique, in a recent situation involving a Windows 98 client and a Windows XP Pro client, the problem was solved on the Windows 98 machine by logging in as the user's own name, rather than "default", and on the XP machine by logging in as the same name that worked on the Windows 98 machine rather than as a different user's name. In this case, the login that was his own name had the necessary permissions to access the shared folder which contains the update information. Remember - this is just an example.

Determine which user last logged into Windows on this particular PC and what Windows permissions they have. There are many configuration options. Further vari

How do I change a password for a ServiceShop user?

Fred Vibert — Sun, 22 May 2011 11:02:43 GMT
Abstract: Note: Do not confuse ServiceShop users with Windows users. Both have an administrative user (named "Administrator"). This knowledgebase is ONLY CONCERNED WITH ServiceShop USERS (NOT WINDOWS USERS).
====================================

Changing the password for a ServiceShop user is a simple procedure which is applicable to all ServiceShop users including the Administrator. However, you must have permission to do this, which is set under Configuration, System Settings, and then "Configuration: Application Security".

Follow these steps to change a ServiceShop user's password:
1. Click on Configuration (on the Main ToolBar)
2. Click on System Settings
3. Click on "Application Users"
4. Select the user for whom you wish to change the password
5. Click on File, Change Password
6. Enter the new password
7. Click OK.

After updating my server, my client still runs the old build number without any warning that it needs to be updated...

Fred Vibert — Sun, 22 May 2011 10:59:49 GMT
Abstract: This means that the client cannot properly see the server due to a permissions problem on your network, and as a result, cannot access the server to verify the build number.

(e.g., it cannot access vdat.txt)

1) Try to reboot the server. You may have ran out of Windows seat licenses, and rebooting will correct this.
2) verify that all machines are logged in as administrator and that the administrator users on all machines have the same password
3) make sure that the machines are not on a different subnet.
4)verify that the Windows user name being used to log into the client PC(s) EXISTS on the server WITH THE SAME Password.
5) Otherwise find and resolve this security problem on your network..., or
6) if you cannot resolve this security problem any other way, as a last resort, you can enable the Guest user on the server. However, this represents a security compromise that some find unacceptable.

Application Security

Fred Vibert — Sun, 22 May 2011 10:55:46 GMT
Abstract:
By default all users can do anything in the system. In order to restrict access to specific areas of the system, permissions must be set, and this is done in the "Application Security" section of the Configuration window. There several hundred permission that can be individually configured.
The key thing to understand about security in ServiceShop is that if no one is listed under a specific permission, then anyone can run it. As soon as one or more users are added it will deny access to anyone not on this list.
There is one exception to this rule; the Administrator user. "Administrator" is a super user in ServiceShop who can do anything in the program regardless of how permissions for this user are set. Therefore you absolutely should set a password for this user, and it should not be freely distributed.

A ServiceShop window is completely missing...

Fred Vibert — Fri, 13 May 2011 13:36:47 GMT
Abstract: There are two possible causes for this:

A) Your missing window is simply hidden behind other ServiceShop windows.
B) Your missing window has accidentally been moved beyond the edges of the screen.

Usually the only indication you have that the missing window is open is that you can see its icon on the taskbar, although it's also possible to have no icon on the taskbar.

Resolutions
===========

Resolution for Cause A (try this first):
-----------------------------------------------------

1. From the Main Toolbar, click on Window. Every open ServiceShop window will be listed. Click on the listing for the window you are missing. If the missing window has simply dropped behind other open ServiceShop windows, it will move to "the top". If it doesn't, go on to the next step.

2. From the Main Toolbar, click on Window, Restore All. All minimized windows will maximize. Then repeat Step 1. If you still don't find your missing window, go to Cause B.

Resolution for Cause B:
---------------------------------
1. Close and restart ServiceShop. Attempt to re-open your missing window. If it does not appear, go on to the next step.

2. If the problem persists, your window has been inadvertently been moved beyond the edges of your screen. You will need to use the Windows "move" command in combination with the arrow keys to "nudge" the missing window into view (from it's present position beyond the edges of your screen). The missing window could be anywhere (above, below, or to either side) of the viewable area of the screen - we don't know yet - but it is quite easy to bring it back if you follow these instructions below carefully. (This can happen to any Windows program - it's not a ServiceShop -specific problem.)

3. If an icon for the missing window appears on your taskbar, right click on the icon for the missing window. A small menu will appear. From this menu, left click on "Move". Your mouse curser will b

Install SS Clients

Fred Vibert — Sat, 23 Apr 2011 09:59:30 GMT
Abstract:
Install another client
Confirm Client Name and OS
Confirn existing system is updated and what the build number is.
Start Menu
Settings
Network Connections
My Network Places
View Workgroup computers
Pick the Server
find ServiceShop-Client (not "ServiceShop Client")
Find "ServiceShop Network Client. exe"
and run
Go back to server and find ServiceShop Client (Not "ServiceShop-Client")
find and run r9client1.exe
check and confirm it is running

Unable to open shared cash drawer

Dimitri Patakidis — Mon, 04 Apr 2011 21:21:16 GMT
Abstract:
When attempting to open a shared cash drawer, the error "Unable to open <filename here>. errno=22 (98) is displayed.
The windows user attempting to open the cash drawer has insufficient permissions to access the shared cash drawer.
When the workstations have joined a domain, it is possible the windows user is logged on (and authenticated ) on the local machine instead of the Domain.

How to block access or delete a register.

Fred Vibert — Mon, 04 Apr 2011 15:17:08 GMT
Abstract:
There is no way to actually delete a register. You can however block anyone from using the drawer by telling it to restrict access to a non-existent IP Address.

To prevent the extra drawer from being used do the following:
1. Open the Configuration window and select System Settings / Cash Register
2. Select the Cash Drawer# from the browser.
3. Enter 999.999.999.999 into the IP Address field.
4. Select "Add New IP Address" from the File menu.

How to configure a physical money drawer.

Fred Vibert — Mon, 04 Apr 2011 15:13:10 GMT
Abstract: To configure a physical money drawer do the following:
1. Open the Register (from the Main ToolBar, click on the Cash Register icon).
2. Select "Configure Register" from the File menu
3. Enter the name of the port the cash drawer is attached to into the Device Name field.

Possible Port / Device Name values are:
NULL (No cash drawer is being used)
COM1:
COM2:
COM3:
COM4:

To test your money drawer configuration, select "Open Drawer" from the File menu.

How to automatically open a money drawer when accepting payment.

Fred Vibert — Mon, 04 Apr 2011 15:11:27 GMT
Abstract: To have specific payment types automatically open the cash drawer do the following:

1. Open the Configuration window and select System Settings / Payment Type
2. Select the Payment Type you wish to have open the drawer
3. Select "Update" from the File menu
3. Check the "Open Cash Drawer" check box
4. Select "Save" from the File menu

Is there a way to connect a single money drawer to more than one computer?

Fred Vibert — Mon, 04 Apr 2011 15:09:22 GMT
Abstract: Yes, but it is not particularly secure, because any workstation on the system will be able to access it. For more information on how to do this, contact GenesisFour.

ServiceShop supports multiple registers and money drawers, and the right way to deal with this issue is to have a separate money drawer for each PC that needs to have access to a money drawer. Each employee operating a money drawer should have his or her own own PC, register, and money drawer. This ties each employee to a register and money drawer, and is the proper way to enforce accountability among employees who handle cash.

To purchase additional money drawers, or for more information on how to set up multiple registers and money drawers, contact GenesisFour directly.

How to handle a customer who wants to overwrite a check (e.g., you want to pretend that you are an ATM machine just to be a nice guy)...

Fred Vibert — Wed, 30 Mar 2011 17:03:10 GMT
Abstract: What not to do
==============
Accept payment on an invoice for an amount higher than the invoice and expect the cash register to automatically reflect that the cash was taken out of the drawer. ServiceShop does not currently support this. (If you do it, the cash register balance will not be decremented.)

Note
====
The A/R Module is required. If you do not have it, you will not be able to behave as a bank to your customer.

What to do
==========
1. Accept payment to A/R for the full amount of the invoice.
2. Go to the Account Tab for this customer.
3. Acccept Payment to this customer's account for the total amount of the invoice plus the overpayment (e.g., the full amount the customer wanted to give you in order to get cash back). Of course, specify the appropriate pay type (most likely a check, although this could be done with a credit or debit card as well. Don't try to write them a check out of QuickBooks. That goes well beyond anything contemplated by this kbase). The A/R balance now reflects the overpayment.
4. Still working within A/R (e.g., stay on the Account Tab), accept payment for the amount of the overpayment (e.g., the cash you are going to give to the customer) as CASH, but ENTER THE AMOUNT AS A NEGATIVE NUMBER. This will apply a negative credit entry on the A/R screen, and will also make a negative cash register entry, thus decrementing the running balance in the cash register.

How to clean up the mess you made if you did this wrong
=======================================================
If you have already accepted payment for the incorrect amount, then you should undo this transaction and to it again correctly (according to the procedure in this kbase). For more information on how to "unaccept payment" on an invoice, see Kbase #49.

Is it possible to transfer customer data from the Customer or Vendor Desktop to the Phonebook, or vice versa? Explain some uses for the Phonebook.

Fred Vibert — Tue, 29 Mar 2011 21:22:48 GMT
Abstract:
There is no direct function to directly move data from elsewhere in ServiceShop into the Phonebook, although copy/paste functions make doing this fairly easy (more on this below).

What not to do with the Phonebook
=================================
Any customer information you might want to look up should be accessed from (and maintained from within) the Customer Desktop. The same statement would hold true for vendor information; it should be accessed from (and maintained from within) the Vendor Desktop. Creating duplicate data anywhere in the system is not recommended as it would have to be separately maintained. If you want to store notes about a customer, use the Notes Tab in the Account Editor. If you want to store notes about a Vendor, use the Notes field in the Vendor Editor (requires Vendor Module). Both of these areas of ServiceShop are unlimited length.

The intended purpose of the Phonebook
=====================================
The Phonebook is meant as a repository for other (e.g., non-customer, non-vendor) information you might want to keep handy. Examples would be: the lunch spots, hardware store(s), and so forth. You can also create quick reference guides for product information you need to regularly look up. It is quite useful to put lists of accessory items you sell on occasion and need to quote prices on into the Phonebook. If you haev multiple telephone numbers to list on one Phonebook page, you might prefer to put "See Below" in the dedicated phone number field.

Copy/Paste methods in ServiceShop
=================================
You can, of course, use copy/paste functionality anywhere in the program, either by doing a right mouse click and then choosing copy and paste, or by using conventional Windows keyboard commands for copy and paste.

A convenient and little known feature for copying customer name and address information into the Windows clipboard exists on the Customer Editor window. To find i

How do I get back on the Internet after a Virus knocks me off?

Fred Vibert — Tue, 29 Mar 2011 10:07:57 GMT
Abstract:
When a Virus knocks you off the Internet go to: Explorer>Tools>Internet Options> Coonerctions>LAN Setting

All 3 check boxes should be unchecked

Test

Fred Vibert — Mon, 28 Mar 2011 19:41:24 GMT
Abstract: Test

Warning when selecting the "Fees" Tab

Fred Vibert — Mon, 28 Mar 2011 19:40:06 GMT
Abstract:
Creating a Fee with a comma in the name of the fee will cause the following error:
"Warning the ADD-FIRST attribute on the COMBO-BOX cb_fee has invalid arguments.(4065)"
Edit the Fee and remove any commas from the Fee name.
Go to Configuration, System Settings, Fees. Find the fee and rename without commas.
Fees will work properly after this.

Taking Physical Inventory in Service2000

Fred Vibert — Mon, 28 Mar 2011 18:59:56 GMT
Abstract:
Taking Physical Inventory in Service2000

Note:
Taking physical inventory should be done after business hours to ensure the most accurate inventory count.
All Cash Outs MUST be completed, exported from Service2000 and imported into Quickbooks prior to physical inventory.
All Vendor invoices MUST be entered into Service2000 and Quickbooks prior to physical inventory.

Taking Physical Inventory in ServiceShop

Fred Vibert — Mon, 28 Mar 2011 18:58:20 GMT
Abstract:
Taking Physical Inventory in ServiceShop

Note:
A. Taking physical inventory should be done after business hours to ensure the most accurate inventory count. Who Should Read This Document
· The person(s) responsible for selling/redeeming Gift Certificates should read this document.
Requirements & Setup
· QuickBooks integrated with ServiceShop.
Create New Account in QuickBooks
Open QuickBooks, Log in as Administrator, Single User Mode
Open the Chart of Accounts, Type Ctrl-N, Account Type - Other Current Liability
Account Number - Configured by Client, Account Name - Core Tax
Click on Sub-Account of , Choose Sales Tax S2K (or client's custom sales tax account name)
Click OK
Export Chart of Accounts from QuickBooks
For QuickBooks versions 2003 and earlier:
Go to File, Utilities, Export, Click on Chart of Accounts and OK, Save to the Desktop, Type File Name, Click Save
For QuickBooks Versions 2004 and 2005:
Go to File, Export, Lists to iif Files, Click on Chart of Accounts and OK, Save to the Desktop, Type File Name, Click Save

How to put cash back into the ServiceShop cash register.

Fred Vibert — Mon, 28 Mar 2011 18:36:40 GMT
Abstract:
This article addresses how to increase the cash in the ServiceShop cash register.
It is understood in this article that you have QuickBooks.
1. Write a check in QuickBooks to Cash, type "Replenish Cash" in the memo field and expense it to your Exchange account.
2. To put the cash into ServiceShop open the cash register.
3. Go to File, Income.
4. On the note line put a description like "Replenish Cash".
5. Put the amount as a positive number.
6. In the ServiceShop Expense window click on the binoculars and choose the same exchange account you used when you wrote the check in QuickBooks.
7. Put the amount in as a positive number, and click Add
8. Click OK, and the cash increases in the register.
When the Cash Out is performed and imported to QuickBooks, the Exchange Account will return to zero.
&nb

How to Handle Customer Overpayment

Fred Vibert — Mon, 28 Mar 2011 18:34:29 GMT
Abstract:
Customer wants Credit Balance
1. Accept payment to Service Invoice to Accounts Receivable.
2. Go to Customer Desktop | Accounts tab | Accept Payment icon (Dollar sign) | Record Payment Type, Reference # and Amount Paid (full amount given by customer). Click Next.
3. Highlight appropriate Service Invoice to be marked paid and click Mark Selected Line.
4. Click Paid button, enter Reference, click OK and click Finish.
5. Customer Account now shows credit balance.
Refunding Difference in Cash
1. Accept payment to Service Invoice to Accounts Receivable.
2. Go to Customer Desktop | Accounts tab | Accept Payment icon (Dollar sign) | Record Payment Type, Reference # and Amount Paid (full amount given by customer). Click Next.
3. Highlight appropriate Service Invoice to be marked paid and click Mark Selected Line.

How to Handle Warranty Repairs

Fred Vibert — Mon, 28 Mar 2011 18:33:19 GMT
Abstract:
Tracking warranties as an expense is an excellent exercise in measuring current costs and then being able to make changes and measure the success of those changes. NOTE: Having a Sales Type called Warranty is suggested to break out warranty repairs on the Sales Report. IMPORANT: After creating the Sales Type "Warranty" it will be necessary to configure the Sales Type in Quickbooks Interface to import Cash Out data properly. Failure to perform this step will result in an out of balance condition when Cashing out.
To accurately track this type of expense there are three steps.
Step 1. Create Service Order to Record Warranty Repair.
1. Create a Service Order for the Customer as usual.
2. Order parts and add labor (if part defect) as usual.
3. Add any other out of pocket expenses related to this warranty as a sublet. This could include towing, rental car, etc.
4. Invoice at full price as usual.
5. When Accepting Payment, choose Warranty as the Sales Type and Expense as the Payment Type.
6. An Expense window will open, click on the binoculars icon.
7. Highlight the appropriate Warranty Account and click OK.
8. Hit tab key and enter the amount of the check as a positive amount in the Amount field.
9. Hit tab key and choose appropriate division.
10. Click Add | OK.
The Service Invoice is now complete. Giving the customer an Invoice for their records at full price shows the value of the work performed. It also allows the shop owner to track "lost" income due to that repair taking up time in the bay.
Step 2. Create a Credit for Defective Part to Send Back to Vendor
1. Create a Credit for the defective parts as usual.
2. Reprice the parts to zero and Accept Payment to Accounts Receivable.
3. Create a Vendor Return and send parts back to Vendor.

Write a QuickBooks Check for a Customer Credit

Fred Vibert — Mon, 28 Mar 2011 18:32:30 GMT
Abstract:
This procedure applies only to Customer Credits that are paid by check!
1. Create the Customer Credit as usual.
2. Accept Payment on the Credit to Accounts Receivable.
3. Write the Check to the Customer in QuickBooks.
IMPORTANT: After the customer's name has been entered, a Name Not Found Window

Process Checks that are Returned for Non-Payment

Fred Vibert — Mon, 28 Mar 2011 18:30:45 GMT
Abstract:
Step 1:
Create a debit entry in the Customer's Account for the amount of the check plus any returned check fee your company charges. Expense the amount of the check to an Exchange Account. Expense any fees being charged to the customer to your Bank Charges account.
Step 2:
In QuickBooks create a journal entry, and on the first line choose the Bank account and assign the total amount that was charged back to you (Returned check + Bank Charge) as a credit entry. On the second line choose the Exchange account, and debit the amount of the check that was returned. The third line is a debit for the bank charge that the bank charged your company.
Step 3:
When the customer comes in to settle up, go to their Account tab and accept payment as you normally would.

Under what circumstances is it necessary to delete the Chart of Accounts from within ServiceShop?

Fred Vibert — Mon, 28 Mar 2011 15:10:35 GMT
Abstract: If you rename an existing G/L account, you must delete the existing Chart of Accounts (from within ServiceShop before reimporting the Chart of Accounts again from QuickBooks).

see Kbase # 64 "How to delete/reset your Chart of Accounts"

If you add a new G/L account, you do not need to delete the existing (from within ServiceShop before reimporting the Chart of Accounts again from QuickBooks) - it's OK to simply reimport over the existing Chart of Accounts data.

see also Kbase #'s: 45, 64, & 65

I noticed that Service2000 and QuickBooks both have inventory. Which one do I use, and what is the division of responsibility between the two programs with regard to inventory?

Fred Vibert — Mon, 28 Mar 2011 15:08:33 GMT
Abstract:
Indeed, both programs have inventory. However, ServiceShop's inventory is the one you will use to handle all inventory functionality with the exception of one thing: QuickBooks maintains an accrual inventory value in an Inventory G/L account (which is maintained via the .IIF export/import process) which enables QuickBooks to provide an inventory figure for the Balance Sheet it will ultimately produce.

This means that all of your part numbers are created in ServiceShop, not in QuickBooks. The inventory-keeping portion of QuickBook is simply not used - if it were, you would have to create every part number twice - once in ServiceShop, and once in QuickBooks, which makes no sense whatsoever.

ServiceShop has comprehensive inventory capabilities built into the Base Module.

Related optional modules are the Vendor Module, which adds vendors and purchase ordering capability, and the Advanced Inventory module, which adds advanced inventory features such as the ability to take a physical inventory, cross-references, Supersessions, and more sophisticated reporting.

When upgrading from Senior Service Manager to Service2000, what data does QuickBooks need to know about? What SSM data (if any, is brought over from SSM to QuickBooks?

Fred Vibert — Mon, 28 Mar 2011 15:04:57 GMT
Abstract:
Division of responsibility
============================
When upgrading from Senior Service Manager to ServiceShop, A/R is handled by ServiceShop, but banking, G/L, and A/P will all be handled by QuickBooks.

Import Process
==============
There is no import process which allows QuickBooks to pull data from Senior Service Manager. A frequently asked question, then: what SSM-related data does QuickBooks need to know about?

Customers
==========
QuickBooks does not need to know about customers. This, in fact, is why ServiceShop has its own Accounts Receivable Module. Having two complete sets of customers (one in ServiceShop, and one in QuickBooks, would be highly undesirable since you would have to maintain your customer database in both programs.)

(There are unusual circumstances where you might want to have specific customers in QuickBooks - for example, if you plan to use QuickBooks to handle a separate aspect of your business or a separate company that ServiceShop knows nothing about, but this is the exception to the rule.)

Vendors
========
Vendors are imported into ServiceShop (not QuickBooks) because ServiceShop needs to know about them for the purpose of generating purchase orders and tracking parts purchase history.

QuickBooks also needs to know about them for Accounts Payable purposes, and indeed they must be manually entered into QuickBooks, since, as mentioned above, there is no import process that handles this. However, generally the entire vendor list is not that large and can be manually entered into QuickBooks in a fairly short period of time. This also gives you the chance to update your vendor list, and to include the additional vendor information that QuickBooks can handle.

So you do, in fact wind up with two sets of vendors (one in ServiceShop, and one in QuickBooks. However,

Tracking sales of specific products or services other than parts or labor...

Fred Vibert — Mon, 28 Mar 2011 15:01:42 GMT
Abstract:
Some users wish to track sales of products and/or services that ARE NOT parts or labor, especially where a specific piece of equipment is involved.
Examples are sales generated from the use of an aligner, tire balancer, brake lathe, dynomometer, and so forth.

There are two viable methods of tracking such sales. Each is listed below, together with its attendant considerations.

1. Sell as a labor category
===========================
Required module: Labor Categories
Recommended module: Service Templates

Procedure:
- Create a labor category for the piece of equipment being tracked.
- with each sale to be tracked to this category, create a separate labor line and assign it to this category.
- run the Labor Categories report.

In order to prevent having to manually add a separate labor line each time the piece of equipment is being used, create a service template
for the job that uses the equipment (such as "Replace Front Brakes"), and then place the charge for the use of the equipment on a SEPARATE LABOR LINE
assigned to its own dedicated labor category.

2. Sell as a FEE
=================
Required module: QuickBooks Integration
Required third party software: a Service2000-compatible version of QuickBooks

The procedure for fully setting this up is not covered by this knowlwedgebase.

The issue of how reliably the fee will be charged out should be considered. If the fee is attached to the part it will be charged out every time.
To do this, create a fee for a brake lathe charge to turn (1) brake rotor, and then attach that fee to the part (and so forth).

Other methods involving selling as a part, additional item, or sublet are not recommended for this type of sale.

GenesisFour - ServiceShop & Service 2000 Knowledge Base

How to Update ServiceShop Network Edition

How do you find the bku file and confirm it is working?

Taking Coupons

Taking Ownership of a Vista Machine

How do I pay an Employees Invoice through a payroll deduction

How do I determine taxable and non-taxable sales?

Special Formatting

No longer available in ServiceShop

Special formatting:

Special Sorting in ServiceShop

What is the formula to fill out the tax forms?

How do I deal with or otherwise get rid of unwanted parts in Service2000/ServiceShop?

Error when the Exchange Feature is used in the Cash Register

How are Attachments Saved?

How to prevent voided lines from printing on monthly statements

Error: "The file you asked to store is too large."

Emailing documents directly out of ServiceShop

How to download, install, and register pdfMailer

How to convert an order to an invoice without printing...

When trying to update ServiceShop on a Network Client, error occurs: "Could not download update information for file #1. File not found.", and the update cannot be performed.

How do I change a password for a ServiceShop user?

After updating my server, my client still runs the old build number without any warning that it needs to be updated...

Application Security

A ServiceShop window is completely missing...

Install SS Clients

Unable to open shared cash drawer

How to block access or delete a register.

How to configure a physical money drawer.

How to automatically open a money drawer when accepting payment.

Is there a way to connect a single money drawer to more than one computer?

How to handle a customer who wants to overwrite a check (e.g., you want to pretend that you are an ATM machine just to be a nice guy)...

Is it possible to transfer customer data from the Customer or Vendor Desktop to the Phonebook, or vice versa? Explain some uses for the Phonebook.

How do I get back on the Internet after a Virus knocks me off?

Test

Warning when selecting the "Fees" Tab

Taking Physical Inventory in Service2000

Taking Physical Inventory in ServiceShop

How to put cash back into the ServiceShop cash register.

How to Handle Customer Overpayment

How to Handle Warranty Repairs

Write a QuickBooks Check for a Customer Credit

Process Checks that are Returned for Non-Payment

Under what circumstances is it necessary to delete the Chart of Accounts from within ServiceShop?

I noticed that Service2000 and QuickBooks both have inventory. Which one do I use, and what is the division of responsibility between the two programs with regard to inventory?

When upgrading from Senior Service Manager to Service2000, what data does QuickBooks need to know about? What SSM data (if any, is brought over from SSM to QuickBooks?

Tracking sales of specific products or services other than parts or labor...