GlassMate Users Guide

User’s GuideMitchell GlassMate Auto glass software ® User’s Guide GlassMate User’s Guide Version 5.2 Copyright © 2006 Mitchell International, Inc. All rights reserved. Printed in the United States of America. Mitchell International, Inc. 9889 Willow Creek Road P.O. Box 26260 San Diego, CA 92196-0260 Mitchell is a registered trademark, and GlassMate and eGlassClaim are trademarks of Mitchell International, Inc. QuickBooks is a registered trademark of the Intuit Corp. All product names are trademarks or registered trademarks of their respective companies. Although the information contained within this product has been obtained from sources generally believed to be reliable, no warranty (expressed or implied) can be made as to its accuracy or completeness, nor is any responsibility assumed by Mitchell International, Inc. or anyone connected with it, for loss or damages suffered through reliance on any information contained in this product. SPECIFICALLY, NO WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR ANY OTHER WARRANTY IS MADE OR TO BE IMPLIED WITH RESPECT TO THIS PRODUCT AND ITS CONTENTS. In no event will Mitchell International, Inc. be liable for any damages, direct or indirect, consequential or compensatory, including, without limitation, lost profits, for any representations, breaches, or defaults arising out of the use of this product. Customer agrees to indemnify Mitchell International, Inc. and hold it harmless against all claims and damages, including, without limitation, reasonable attorney’s fees arising out of the use of this product, unless such claims or damages result from the infringement of any copyright or other proprietary right of any third party. Information in this document is subject to change without notice and does not represent a commitment on the part of Mitchell International, Inc. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Activating GlassMate . . . . . . . . . .1 Getting Started . . . . . . . . . . 17 NAGS Service Parts . . . . . . . . . . . . . . . . . . . . . . . . .12 Setting Up Agents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16 Exporting Company / Customer Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Customer Service . . . . . . . . . . .19 Setting Up Print Options . . 1 About This Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Add/Modify Agents . .17 Entering Default Disclaimers . . . . . . . . . . . . 7 Price Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Setting Up Companies/Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 Setting Up Users. . . . . . 6 Chapter 2: Customizing the System Overview . . . . 16 Adding / Modifying Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Setting up Tax Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Deleting a User . .14 Entering Part Notes . . . . . . . . 7 Setting Up Price Profiles. . . . . . . . . . . . . . Modifying. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 Tax Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Entering Global Parts . . . . . . . .4 Adding Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 Modifying User Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 Setting Up Company Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Contents Chapter 1: Getting Started Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Adding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . and Using Global Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Price Profile Tab. . . . . . . . . . . . . . . . . 41 Open . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Toolbar . . . . . . 41 Opening Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Creating Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Bill To Tab . . . . . . . 27 Creating Quotes . . . . . . . . . . 50 ii GlassMate Installation Guide . . . . . . . . . . . . . . . . . 45 Obtaining Quick Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Show Current Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Chapter 3: Working with GlassMate Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Chapter 4: Communications Overview. . . . . . . . . . . . .Contents Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Quote Tab . . . . . . . . . . . . . . . . . . 24 List Box Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Creating Work Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Quick Open . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Customer Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Document Notes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Repair & Adhesives Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Invoice Not Paid . . . . . . 47 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 GlassMate Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Vehicle Tab . . . . . . . . . . . . . . . . 44 Importing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Tax/Disclaimer Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Archiving Documents . . . . . . . . . . . . . 46 Quick Quotes by Part Number . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Quick Quotes by Vehicle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 EDI Activation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Paid Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Deleting Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Title Bar . . . . . . . . . . . . . . . . . . . . . 23 Menus . . . . . . . . . . . . . 61 Setting up QuickBooks . . 73 CSR Sales Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54 Interfacing to the eGlassClaim System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56 Requesting Part Authorization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73 Performance Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 eGlassClaim . . . 51 Submitting Invoices for Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68 Tax Profile List Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Using the GLAXIS Capability. . 67 Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Contents Sending and Receiving EDI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Chapter 6: GlassMate Reports Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61 Exporting Invoices and Customer Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Working with GLAXIS Assignments . . . . . . . .58 Summary . . . . . . . . . .70 Job Schedule List Report . . .57 Submitting GLAXIS Assignments for Payment. . . . . . . . . . . . . . . . . . . . . . . . . . . .67 General Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53 Viewing Authorizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54 Managing eGlassClaim Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58 Performing Loss Notices With GLAXIS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72 Part Sales History Report . . . . . . .74 Contents iii . . . . . . . . . .53 Viewing Acknowledgements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Chapter 5: GlassMate Special Features Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62 A Stand-Alone Workstation in a Multiuser Environment . . . . . . . . . . . . .70 Invoice List Report . .55 GlassMate & GLAXIS Auditing . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Glass Sales History Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51 Perform EDI . . . . . . . . . . . . . . . . . .52 Viewing Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71 Sales Reports . . . . . . . 61 Using GlassMate with QuickBooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Sales Tax Liability Report . . . . . . . .68 Price Profile List Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Summary . . . . . . . . . . . . . . . . . . . . . . . . . .Contents Sales Rep Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Using the Single-User Database Utility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Installer Report. . . . . . . . . . . . . . . . . . . . . . . . 77 Backing Up and Restoring Data for Multiusers. . . . . . . . . . . . . . . . . . . . . . . . . 77 Repair. . . . . 78 iv GlassMate Installation Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Chapter 7: Database Utility Overview. . . . . . . . . 77 Compact. . . . . . . . . . . . . . . . . . . . . . . . . 75 Summary . . configuring. See the GlassMate What’s New and Installation Guide for instructions on installing GlassMate. Customer Service Please refer to GlassMate's online help system before calling Customer Service. or the twoweek free period has ended. or troubleshooting GlassMate. you will be presented with a screen requesting an activation key. GlassMate allows you to obtain all automotive glass information for a specific vehicle through a comprehensive database.Chapter 1 Getting Started Introduction Welcome to the GlassMate® system. This chapter contains instructions for logging on to the system and setting up and maintaining user permissions.) First time users will be presented with a short setup wizard that will enable you to quickly enter the most critical information into GlassMate. You can use this information to complete invoices and submit them to insurance processing companies. If GlassMate was previously installed.NAGS.com Web site: http://www. completing each of the screens will enhance the value of the GlassMate software and can prevent having . Getting Started If this is the first time GlassMate has been installed on your computer. Although you may Cancel the wizard at any time and simply start using the software. Phone: (800) 551-4012 Fax: (858) 653-5447 E-mail: NAGS@Mitchell. (See “Activating GlassMate” on page 2. using.com About This Document This guide contains information on how to use the GlassMate application. Choose the “General Customer Service” menu selection when calling with questions about installing. Telephone support is available Monday through Friday 7:00 AM to 4:00 PM Pacific time. you will automatically receive two weeks of use without requiring activation. You can also find information on configuring and using GlassMate in the online help system. The date the application expires. click Activation. work orders. 4 Type in the Activation Key. The GlassMate Install Options fields populate with the options selected during installation. if desired. You can then assign a location to each document you create. Setting Up Company Information Before you begin generating quotes.S. 2 On the System Info menu. work orders. 3 Call Customer Service at (800) 551-4012 and select the General Customer Service option. you should enter your company information into GlassMate. This information prints at the top of documents and will also be used for setting up your EDI. or Canadian pricing.Getting Started incomplete information on quotes. The GlassMate Activation dialog box contains the following fields: GlassMate Activation Fields Serial Number The serial number for this installation. This feature does not support different EDI information for each location. and click Apply. Indicates whether you are receiving U. If you have more than one location. GlassMate Install Options (read only) Installation Type QuickBooks Interface Single or multiuser. provided by the customer service representative. so that the printed document accurate represents the location where service was performed. Activating GlassMate If you are a new user. and invoices. and invoices. To activate GlassMate Expiration Date Pricing Regions 1 Log on to GlassMate. 5 Click Done to close the GlassMate Activation dialog box. 2 GlassMate User’s Guide . or your subscription has expired. GlassMate Activation Fields Activation Key The key provided by Customer Service to activate GlassMate. you will need to activate GlassMate before you can use the application. Allows you to use QuickBook taxes if QuickBooks is installed on your system. all EDI uses the information provided for the main corporate location. referring to the relevant sections of this User’s Guide while you complete them may provide you with a better understanding of the information you are providing to the system. GlassMate allows you to manage multiple locations from a single computer. Although the wizard screens are self-explanatory. Display Closed Locations check box. and is used for EDI. New or Multiple Locations New locations can be added at any time. you can remove it from the list of available locations. The Company Information dialog box appears. To indicate a closed location 1 On the System Info menu. 3 In the Company Information dialog box. select a location and click Set Default. click Company Info. then click OK.Getting Started To enter your company information Note: Your primary location includes more 1 On the System Info menu. always make sure your Federal Tax ID and Customer ID (your Mitchell account number) are entered. To add a new location 1 On the System Info menu. click Company Info. then click OK. enter the new location information. If you have multiple locations. These are used to establish your EDI connection and property route electronic invoices. click Company Info. you can choose which location is the default for all new documents. It usually is the primary location associated with your account at Mitchell International. 2 In the Retail Locations dialog box. 2 Select the primary/default location and click Modify. On this dialog box. To set a default location 1 On the System Info menu. select the closed location and click Close. If you have only one location entered in GlassMate. 2 On the Retail Locations dialog box. click Add. Closed Locations If you close a location. click Company Info. The primary location means that this is the main office or corporate office for your company. information than just an address and phone number. it will be listed as both the primary and the default location. Chapter 1: Getting Started 3 . 2 In the Retail Locations dialog box. Note: Closed locations do not appear in the Retail Locations screen unless you select the 3 Make the appropriate changes to the information displayed. but documents that were created with the location while it was open remain associated to the closed location. The Retail Locations dialog box appears. Closed locations are not available for new documents. The Users Information screen displays a list of current users. all documents associated with that location will show the new address on printed documents. the Users Information screen is not available. and identify user type. If you do not require logins. you must set up login information. and user types. You can add and modify user information from the Users Information screen. 3 Click OK. or simply change the address for the location that moved. Use this procedure if you have configured the program to require login and want to restore the default condition. click User Access. you can access the Users Information screen by selecting User Access from the System Info menu. Setting Up Users User Access is a feature that allows you to manage GlassMate user accounts. as well as identifying user types and applying security levels. the GlassMate login screen will appear when users start the program. allowing users to start GlassMate without providing login information. 2 Select Bypass Login Procedure. you can choose to either close the old location and create a new one. Adding Users The Add User screen is accessible from the Users Information screen. 2 Clear Bypass Login Procedure. and each user must be provided with a User ID and Password. 4 When prompted. the Modify User screen appears when you select User Access from the System Info menu. GlassMate has the following security access levels: 4 GlassMate User’s Guide . If this option is not selected. 1 On the System Info menu. 3 Click Done. To add new users to GlassMate. as discussed in Chapter 3. click User Access. users can access GlassMate without providing login information. 1 On the System Info menu. If you require user logins. access levels. the Users Information screen opens when you select User Access from the System Info menu. When you bypass the login procedure. To allow access without login By default. See “Adding Users” on page 4 for information about setting up users. “Bill To Tab” on page 28. To require logins Assigning Locations To assign a location to a document. 4 When prompted. If you change the address.Getting Started Changing a Location’s Address If one of your locations moves to another address. You have the option of requiring users to log into the system with a User ID and Password. Bypass Login Procedure The Bypass Login Procedure option is selected by default. select the location from the Bill To tab. specify access level. If logins are required. their login information. click Yes to confirm that you want to allow unlimited access to GlassMate. click Yes to confirm that you want to require logins. and may be a CSR or Sales Rep. Select any combination of these user types: • Installer • CSR • Sales Rep. Sales Rep. • • CSR (Customer Service Representative) This user is a customer service representative. Retype the Password for verification. 6 Type the user's First Name. The Add User dialog box appears. 5 Type the user's Last Name. Cannot access any previously saved documents or access any other system information.) • Lookup Only Can only create quotes and look up prices. 2 On the Users Information dialog box. There are three different user types: • Installer This user installs glass. click Add. You can also run Performance reports for each user type. 9 Click Done to close the Users Information dialog box. but need to be identified as a user type. 8 Click OK to close the Add User dialog box. This level is used for employees who do not use GlassMate. Limited access (cannot modify profiles and other application settings. 7 Assign a User Type. • No Access No access to GlassMate. 3 Assign an Access Type. click Users Access. Chapter 1: Getting Started 5 . Select one of these access types: • Manager • Employee • No Access (cannot be assigned a password) 4 Type a new User ID and Password. These user types populate the Customer tab with the current user’s information when working in a document.Getting Started • • Manager To add a new GlassMate user Complete access to GlassMate features. Employee 1 On the System Info menu. This user is a sales representative. Any field on the Modify User screen can be modified with the exception of the User ID field. 2 On the Users Information screen. The selected user is removed from the database. select the user that you want to modify. 4 On the Modify User screen.Summary Modifying User Information The Modify User screen allows you to modify an existing user. and how to add and maintain company and location information. Deleting a User If you have Manager permissions. 3 Click Modify. 4 Click OK. Whenever you modify a user you must change his or her password. click Users Access. 5 Click OK. To delete a user 1 On the System Info menu. how to set up and maintain user information and access levels. To modify a user 2 On the Users Information screen. 6 GlassMate User’s Guide . 3 Click Delete. 1 On the System Info menu. you can delete a GlassMate user. Summary This chapter described how to log on to GlassMate. select the user that you want to delete. modify the user's information as needed. click Users Access. The Pricing Profiles screen displays a list of all existing Price Profiles and their effective dates. Modify . This expedites data entry. modify or delete an existing profile. Opens the Price Profile Information screen. minimizing data entry requirements. Pricing Profiles Buttons New Opens the Price Profile Information screen. You can also create global profiles and lists. This chapter describes how to set up and customize the following GlassMate features: • Price Profiles • Tax Profiles • • • • • • • Agent Lists Part Notes Customer Lists Default Disclaimers NAGS Service Parts Global (User-Defined) Parts Print Options Price Profiles GlassMate allows you to set up predetermined price profiles that you can then apply to specific documents and companies or customers. You can also specify the default price profile to use when creating documents.Chapter 2 Customizing the System Overview GlassMate contains many features that you can customize to quickly create quotes and invoices. You can access the Pricing Profiles screen by selecting Price Profiles from the System Info menu. such as price and tax profiles or agent and customer lists. or copy an existing price profile's information into a new profile based on the existing one. From this screen you can create a new price profile. so you can modify an existing price profile. so you can create a new price profile. 2 On the Pricing Profiles screen. Apply labor rates and discounts and markups to part categories. select the price profile that you want to modify and click Modify. 5 Click Done on the Pricing Profiles screen. 3 On the Price Profile Information screen. profile as the default profile. 6 Click the Repair & Adhesives tab. modify the price profile information on any of the available tabs as needed. 3 On the Name tab of the Price Profile Information screen. select the price profile that you want to copy and click Copy. 7 Indicate whether you want to calculate windshield repairs as Material or Labor. Removes a price profile from the system. 4 Click OK on the Price Profile Information screen. select the price profile that you want to delete and click Delete. click Yes to confirm deletion of the profile.Price Profiles 8 Enter any adhesive pricing and discounts. 2 On the Pricing Profiles screen. Type Windshield Repair pricing for Mobile and In Shop repairs. 3 When prompted. Delete 1 On the System Info menu. 1 On the System Info menu. Open the calendar by clicking the arrow. To copy a price profile Set as Default Allows you to select a specific price Setting Up Price Profiles A price profile consists of completing the following four areas on the Price Profile Information screen: • Name • Price Profile • Repair & Adhesives • Special Pricing To create a new price profile 1 On the System Info menu. Click Add Part to add any parts with special pricing. click Price Profiles. click Price Profiles. The default profile will be used to calculate document totals if you do not assign a different pricing profile when creating a new document. 10 Click OK on the Price Profile Information screen. 3 On the Name tab of the Price Profile Information screen. or select it from the calendar. To delete a price profile 1 On the System Info menu click Price Profiles. 8 GlassMate User’s Guide . so you can quickly modify the necessary information without having to completely recreate the new profile. 9 Click the Special Pricing tab. 4 Click Done on the Pricing Profiles screen. 6 Click Done on the Pricing Profiles screen. type a unique Profile Name. 2 On the Pricing Profiles screen. type the Profile Name. click New. click Price Profiles. Click Save to save the part. 2 On the Pricing Profiles screen. 11 Click Done on the Pricing Profiles screen. To modify a price profile Pricing Profiles Buttons Copy Allows you to copy an existing profile's information. 4 Type the Profile Effective Date. 4 Modify information on any of the available tabs as needed. 5 Click the Price Profile tab. 5 Click OK on the Price Profile Information screen. Name Tab The Name tab allows you to set the profile name and its effective date. Max Hrs. Tempered. Base + Alt Price Profile The Price Profile tab allows you to determine labor rates. Chapter 2: Customizing the System 9 . click Price Profiles. 3 Click Done on the Pricing Profiles screen. predefined in this group and are not modifiable: Windshield. These types are predefined in the program and cannot be changed. and discounts and markups to apply to specific part categories. Indicates whether a selected glass type or hardware option will have an associated Discount or Markup when calculating document totals. The alternate labor rate entered in the Charge field is only used if the document repair hours are greater than the maximum repair hours (Max Hrs.) entered for the selected glass type.Price Profiles To set a price profile as the default Price Profile Fields(continued) Rate 1 On the System Info menu. select the price profile that you want to set as the default and click Set as Default. Displays the alternate labor rate (if one exists) to be used in calculating additional repair time for the selected glass type. Discounts & Markups Glass Type & Lists the four standard types of glass Hardware for foreign and domestic vehicles and the associated hardware necessary to complete the repair. The Price Profile tab contains the following fields: Price Profile Fields Labor Rates Glass Type The four standard types of glass are Type Discount/ Markup % The value used to calculate a Discount or Markup for a selected glass type. 2 On the Pricing Profiles screen. The maximum repair hours allowed for the selected rate. Charge Alternate The alternate labor rate type: Flat or Labor Rate Hourly. the result of the base labor rate calculation and the alternate labor calculation is added together for total labor amount for the selected glass type.). expressed as a percentage. This date defaults to the day you created the profile and can be modified at any time. and the document repair hours exceeds the maximum repair hours (Max Hrs. Back Glass. The base labor rate in dollars per hour. If the Base + Alt option is selected. and OEM. Labor Type The labor rate type: Flat or Hourly. 2 Change the Type column to Flat. 4 In the Charge column. This example shows the screen for a $40 base labor rate plus a $25 hourly labor rate. You can enter as many as 4 different prices.Price Profiles Labor Price Profiles The three most prevalent methods for pricing labor on glass replacements are: • Flat labor • Straight hourly labor • Base labor plus hourly labor The following paragraphs describe each of these methods. 2 Change the first Type column to Flat. 10 GlassMate User’s Guide . To apply base labor plus hourly labor rates 1 At the Price Profiles tab. 3 Leave the Max Hrs. enter the hourly labor rate into the Rate column. for each appropriate glass type. To apply straight hourly labor rates The Repair & Adhesives tab contains the following fields: Repair & Adhesives Fields Windshield Repair Mobile Repair 1 At the Price Profiles tab. for each appropriate glass type. enter the hourly rate. column at 0. You can enter up to 4 different prices. GlassMate allows you to enter (or change) separate windshield repair prices for in-shop repairs. based on the number of repairs performed. enter the base labor rate into the Rate column. To apply flat labor rates 5 Change the second Type column to Hourly. No other changes are needed. No other changes are needed. 2 Change the Type column to Hourly. This example shows the screen for a $50 flat labor rate. In Shop Repair GlassMate allows you to enter (or change) separate windshield repair prices for mobile repairs. This example shows the screen for a $35 hourly labor rate. for each appropriate glass type. 1 At the Price Profiles tab. based on the number of repairs performed. enter the flat labor rate into the Rate column. Repair & Adhesives The Repair & Adhesives tab allows you to enter or change windshield and adhesive information for the current price profile. Calculate You can select whether to calculate Repairs As the repair dollars as Material or Labor costs. do one of the following: • Click Add to add a new part The quantity of adhesive to which a price or discount will be applied. 2 On the Pricing Profiles screen. 7 Click Save. The Enter Special Price Part dialog box appears. 5 Type the Part Number and then click Find to verify that the part number is in the GlassMate database. 3 On the Price Profile Information screen. the glass shop can log the agreed upon prices into GlassMate by its NAGS part number. select a part. dialog box. The discount percentage to be applied to the List Price of selected adhesive. Add Part Modify Part Opens the Enter Special Price Part Delete Part Allows you to delete a special price for a part. or a Discount or Markup price for the part number. select Price Profiles. You can add. if a glass shop and dealership agree to a special price and/or labor rate for a particular glass part. Chapter 2: Customizing the System 11 .Price Profiles To add parts Repair & Adhesives Fields Adhesives Adhesive The name/description of the Description adhesive. To delete parts Price Type Discount Special Pricing The Special Pricing tab allows you to enter any special pricing agreed upon between trading partners. 4 Click Add Part. the shop can select the part from the Special Pricing tab to ensure proper pricing for the dealership. 1 On the Special Pricing tab. The price you entered for the part. modify. Opens Enter Special Price Part dialog box. This field is available for modification only if the selected Type field is set to Discount. This field is available for modification only when the type for the selected adhesive is set to Price. Price or Discount. When creating a document for the dealership. For example. • Select an existing price profile and click Modify to modify an existing part. Quantity 1 On the System Info menu. Percentage discount or markup for this part. and delete parts from the Special Pricing tab. Both Price and Discount/ Markup cannot be applied to the same part. When one option is selected the other is not available. select the Special Pricing tab. The Special Pricing tab includes the following fields: Special Pricing Fields Part # Price Discount/ Markup The NAGS standard part number. so you can modify an existing special price for a NAGS standard part number. 2 Click Delete Part. Price of the adhesive when added to a document. so you can assign a special price to a NAGS standard part number. 6 Type the Net Price. You also have the option of copying an existing tax profile's information into a new profile. Allows you to select a specific tax profile as the default profile. except those assigned to a company or customer that already has an associated tax profile. 3 On the Tax Rates screen. From this screen. The Set as Default button allows you to set a default tax profile to use when you create documents. Opens the Tax Rates screen. 1 On the System Info menu. A default tax profile can be designated to apply to all newly created documents. Modify 12 GlassMate User’s Guide . click New. Removes a tax profile from the system. Opens the Tax Rates screen.Tax Profiles Tax Profiles The Tax Rate Profiles screen allows you to define and set up various global tax profiles for different tax situations. so you can modify an existing tax rate profile. The default profile will be used to calculate document totals if a tax rate profile is not manually assigned when creating a new document. Tax Rate Profiles Buttons To add a new tax profile New The Tax Rates screen allows you to create and maintain up to four different taxes to be defined for each profile. You can also change. and delete existing profiles from this screen. so you can create a new tax rate profile. The tax profile for an individual document can be modified on the Tax/ Disclaimer tab. type the Tax Profile Name. You can access the Tax Rate Profiles screen by selecting Tax Profiles from the System Info menu. you can create a new tax profile. you can simply modify the necessary information without having to create the new profile from scratch. or modify or delete an existing tax profile. so you can quickly modify the necessary information without having to completely recreate the new profile. 4 Select Use QuickBook Taxes if the tax will use QuickBooks. click Tax Profiles. You can then apply those custom tax rates to materials and/or labor. Delete Set as Default Setting up Tax Profiles Creating a tax profile consists of creating tax rates on the Tax Rates screen. Tax Rate Profiles Buttons Copy Allows you to copy an existing profile's information. 2 On the Tax Rate Profiles screen. From there. copy. 3 Click Done on the Tax Rate Profiles screen. when calculating total value. To set a tax profile as the default 1 On the System Info menu. click Tax Profiles. 3 On the Tax Rates screen. select the tax profile that you wish to set as the default and click Set as Default. select the tax profile that you want to change and click Modify. 3 When prompted. click Tax Profiles. 2 On the Tax Rate Profiles screen. Select this check box to use QuickBooks to calculate and apply taxes. The tax rate (percentage) that is applied to a document to calculate total value. select the tax profile that you want to copy and click Copy. This is accomplished through the Agent List screen. change the settings as necessary. To copy a tax rate The Tax Rates screen contains the following fields: Tax Rates Fields Tax Profile Name Use QuickBooks Taxes Name The name of the tax profile. or select the name of the tax from the list if you are using Quickbooks. 4 Click OK on the Tax Rate Profiles screen. select Tax Material. Chapter 2: Customizing the System 13 . 5 Click Done on the Tax Rate Profiles screen. Tax Rate Tax Material? Directs the system to tax materials Tax Labor? Directs the system to tax labor time when calculating total value. 6 Type the Tax Rate. 4 Click OK on the Tax Rates screen. 2 On the Tax Rate Profiles screen. The name of the tax. click Yes to confirm that the profile should be deleted. 9 Click OK on the Tax Rates screen. select the tax profile that you want to delete and click Delete. See “Summary” on page 47. 1 On the System Info menu. 8 If you want to apply a tax to labor. select Tax Labor. Setting Up Agents GlassMate allows you to establish and maintain a list of agents that you can then associate with insurance companies. click Tax Profiles. 7 If you want to apply a tax to material. 1 On the System Info menu. 2 On the Tax Rate Profiles screen. 4 Click OK on the Tax Rates screen. which reflects the purpose for the tax. To modify a tax profile To delete a tax rate 1 On the System Info menu. click Tax Profiles. 5 Click Done on the Tax Rate Profiles screen.Setting Up Agents 5 Type the name of the tax. 3 Type a unique Tax Profile Name for this tax profile and change the settings as necessary. 2 On the Tax Rate Profiles screen. 10 Click Done on the Tax Rate Profiles screen. Removes an agent from the system. 6 Click OK on the Insurance Selection screen. 4 Click OK on the Add/Modify Agent screen. select the insurance company and region from the lists. When you click Add Insurance. select the agent that you want to change and click Modify. click Agent List. modify the agent information as necessary. 2 On the Agent List screen. The Add Insurance and Remove Insurance buttons displaying on the Add/Modify Agent screen allow you to associate the current agent with a selected insurance company. click Agent List. click Agent List. type the agent's information in the Agent Information group box. the Insurance Selection screen displays a list of insurance companies created when you add/modify customers. 3 On the Add/Modify Agent screen. 7 Click OK on the Add/Modify Agent screen. so you can modify an existing agent. 2 On the Agent List screen. so that you can quickly create a new agent based on an existing one. 14 GlassMate User’s Guide . 1 On the System Info menu. 4 To associate the agent with an insurance company. You can add agents to your Company/Customer accounts only when your company type is an insurance company. Opens the Add/Modify Agent screen. Opens the Add/Modify Agent screen. 5 Click Done on the Agent List screen. 5 Click Done on the Agent List screen. 2 On the Agent List screen. so you can create a new agent.Setting Up Agents You can access the Agent List screen by selecting Agent List on the System Info menu. click Add Insurance. To copy an agent Delete Add/Modify Agents The Add/Modify Agent screen allows you to add agent information and then associate agents with insurance companies. Agent List Buttons New 3 On the Add/Modify Agent screen. select the agent that you want to copy and click Copy. To add a new agent 1 On the System Info menu. 4 Click OK on the Add/Modify Agent screen. 3 On the Add/Modify Agent screen. Allows you to copy an existing agent's information. and click OK. 5 On the Insurance Selection screen. 8 Click Done on the Agent List screen. click New. To modify an agent Modify Copy 1 On the System Info menu. modify the agent information as necessary. 5 Click Save Note. Chapter 2: Customizing the System 15 . 4 Click Done. Find Part Note To add or modify a parts note 1 On the System Info menu.Entering Part Notes To delete an agent 1 On the System Info menu. click Agent List. 6 Click Done. a Note icon will appear next to the part number in the tree diagram on the Quote tab. click Yes to confirm that the agent should be deleted. 4 Type a new note or select an existing note in the Part Note text area. type the part number in the NAGS Part Number field. select the agent that you want to delete and click Delete. 3 Select an existing note in the Part Note text area. type the part number in the NAGS Part Number field. click Parts Notes. These notes will then be displayed when you select the glass part on the Quote tab while creating your document. 3 Click Find. 4 Click Remove Note. You can access the Parts Notes screen by clicking Parts Notes on the System Info menu. When a part contains a note. and allows you to type a note for the specified part. Entering Part Notes The Parts Notes screen lets you to enter notes about specific glass part numbers. 5 Click Done. 2 On the Agent List screen. Saves the note. 3 When prompted. Locates the part in the GlassMate database. Displays any existing notes for the part. 2 On the Parts Notes screen. click Parts Notes. To delete a parts note 1 On the System Info menu. The Parts Notes screen contains the following fields: Parts Notes Fields NAGS Part Number Allows you to type the NAGS part number to which the note will be added. Save Note Remove Note Removes the note. 2 On the Parts Notes screen. so you can modify an existing customer record. Opens the Add/Modify Customer screen. To add a new customer 1 On the System Info menu. Exports customer/company address list in comma. 3 On the Add/Modify Customer screen. The Add Agent and Remove Agent buttons allow you to associate the current customer with a selected agent if the customer's company type is insurance company. 9 Click Done on the Company/Customer Address List screen. You can change a company's profile information on a current document on the Bill To tab. You can access the Company/Customer Address List screen by selecting Customer List from the System Info menu.or tabdelimited format for use with other applications. so you can create a new customer record. so you can quickly create a new customer record based on an existing one.Setting Up Companies/Customers Setting Up Companies/Customers The Company/Customer Address List screen allows you to maintain a list of customers that you frequently do business with. To access the Assigned Agents section of the screen. 7 Click OK on the Agent Selection screen. select the agent. When you click Add Agent. click Add Agent. 5 On the Agent Selection screen. and tax profile information will automatically be applied to that document. 4 To associate the customer with an agent. click Agent List. Adding / Modifying Customers The Add/Modify Customer screen allows you to add customer information and then associate customers with agents. Allows you to copy an existing customer's information. Removes a customer from the list. type or select the customer's general information. 6 Select the Region from the list. Then. the Agent Selection screen displays a list of available agents. by storing their relevant header and billing information in the GlassMate database. Opens the Add/Modify Customer screen. you may need to click View Agents. Company/Customer Address List Buttons New 2 On the Company/Customer Address List screen. You may assign or define a price profile and a tax profile for each customer. click New. when a customer is selected for a current document. all general company. 8 Click OK on the Add/Modify Customer screen. price profile. Modify Copy Delete Export 16 GlassMate User’s Guide . Entering Default Disclaimers To modify a customer 1 On the System Info menu, click Customer List. 2 On the Company/Customer Address List screen, select the customer that you want to modify and click Modify. 3 On the Add/Modify Customer screen, modify the customer information as necessary. 4 Click OK on the Add/Modify Customer screen. 5 Click Done on the Company/Customer Address List screen. To copy a customer 3 When prompted, click Yes to confirm that the customer should be removed. 4 Click Done. Exporting Company / Customer Lists You can export GlassMate company and customer lists in either tab-delimited or comma-delimited format for use with other applications. To export a company or customer list 1 On the System Info menu, click Customer List. 2 On the Company/Customer Address List screen, select the customer that you want to copy and click Copy. 3 On the Add/Modify Customer screen, modify the customer information as necessary. 4 Click OK on the Add/Modify Customer screen. 5 Click Done on the Company/Customer Address List screen. To delete a customer 1 On the System Info menu, click Customer List. 2 On the Company/Customer Address List screen, click Export. 3 On the Export Address List screen, browse to the location in which you wish to save the exported list. 4 Enter the File Name for the list. 5 Select the option button to indicate whether you want to export the list in tab-delimited (.txt) or comma-delimited (.csv) format. 6 Click Save. 1 On the System Info menu, click Customer List. 2 On the Company/Customer Address List screen, select the company or customer that you want to remove and click Delete. Entering Default Disclaimers The Default Disclaimers screen allows you to enter default disclaimers for each type of GlassMate document. These disclaimers will then appear on the quote, work order, or invoice if you setup your print options to display disclaimer. You can also select a method of applying and updating disclaimers for work orders and invoices. You can access the Disclaimers screen by selecting Default Disclaimers on the System Info menu. Chapter 2: Customizing the System 17 NAGS Service Parts Disclaimers can be applied to work orders or invoices as follows: • Auto Update • Prompt before Updating When this option is selected, the current document disclaimer is automatically updated to the Default Work Order/Invoice Disclaimer. When this option is selected, the Disclaimer Verification dialog box displays, allowing you to either keep the existing disclaimer or update the disclaimer to apply to the current document. • Never Update When this option is selected, the existing disclaimer becomes the current document's disclaimer. NAGS Service Parts The GlassMate database contains information on all current NAGS parts, including Service Parts that may not represent a piece of glass, hardware, adhesive, etc.You can modify the Net Price and Labor Amount for all NAGS Service Parts. You can access the NAGS Service Parts screen by selecting NAGS Service Parts on the System Info menu. To modify a NAGS service part 1 On the System Info menu, click NAGS Service Parts. 2 On the NAGS Service Parts screen, select the part or service that you want to modify and click Modify. The Document Line screen appears. See “Quote Tab” on page 33 for more information on how to use the Document Line screen. 3 On the Document Line screen, you can modify the Net Price and Total Labor Amount fields. 4 Click OK on the Document Line screen.The modified dollar amount(s) will appear on the Defined Parts list. 5 Click Done on the NAGS Service Parts screen. Entering Global Parts The GlassMate database contains information on all current NAGS parts. However, there may be times when you need to add non-NAGS, userdefined parts to an invoice. User-defined parts include such commonly used non-NAGS items as cleaners, materials, etc. First, the user-defined parts must be added globally to the GlassMate database. Then, they can be added to documents using the User Defined node of the tree on the Quote tab. 18 GlassMate User’s Guide Entering Global Parts To access the Global Defined Parts screen, click Global Parts on the System Info menu. To add a global user-defined part 1 On the System Info menu, click Global Parts. 2 On the Global Defined Parts screen, click Add. 3 On the Document Line screen, enter the following information for the user-defined part: • Quantity • Part/Service No. (required) • Description • Part Type (required; select from drop-down menu choices: Windshield, Back Glass, Tempered Glass, OEM Glass, Adhesive, Hardware, or Other) • Parent Part Note: Glass parts can be parent parts, but do The Defined Parts list contains the following column headers: • • • • • Part Displays the part number. Description Displays the description. List Price Displays the list price. Net Price Displays the net price. Labor Displays the labor amount in dollars to charge for the part. not have parents. You may enter non-glass parts without specifying a parent although failure to associate child parts, such as adhesives, with the parent glass part may result in rejection of an invoice. To change the parent association of a child part, you must first delete the part, then add it again, using the correct parent association. A user-defined glass part can be specified as the parent of a NAGS part. • • • • List Price Net Price Adjustment (Markup) Total Labor Amount Adding, Modifying, and Using Global Parts Use the Global Defined Parts screen to add and modify user-defined parts after you have added user-defined parts. When adding user-defined parts, it is important to specify both Part Type and Parent Part (for nonglass parts only). If an invoice contains only NAGS parts, GlassMate can determine both part type and parent-child relationship between parts, and organize line items accordingly. It is unable to make the same determinations with user-defined parts unless you provide the information. Failure to do so increases the likelihood of rejection by EDI trading partners. 4 Click OK. The user-defined part number appears in the Defined Parts list on the Global Defined Parts screen. 5 Click Done. To modify a global user-defined part 1 On the System Info menu, click Global Parts. 2 On the Global Defined Parts screen, select the part/service that you want to change and click Modify. The Document Line screen appears. 3 On the Document Line screen, modify any of the following: • Quantity Chapter 2: Customizing the System 19 Setting Up Print Options • • • • • Part/Service No. (required) Description List Price Net Price Total Labor Amount 4 Click Done. To add a user-defined part to a document 1 On the Quote tab, expand the User Defined part type on the tree diagram by clicking the plus sign (+). 2 Double-click the user-defined part you want to add. 3 On the Document Line screen, make changes in the following fields, if necessary: • Quantity • Part/Service No. (cannot be blank) • Description • Part Parent • List Price • Net Price • Total Labor Amount 4 Click OK. 4 Click OK. The user-defined part number appears in the Defined Parts list on the Global Defined Parts screen. 5 Click Done. To delete a global user-defined part 1 On the System Info menu, click Global Parts. 2 On the Global Defined Parts screen, select the part/service that you want to delete and click Delete. 3 When prompted, click Yes to confirm that the part should be deleted. Setting Up Print Options The Print Options screen allows you to select the items to include on the printout for each document type. You can open the Print Options screen by selecting Print Options on the System Info menu. Each tab displays specific information that can be selected to display on the printout for each document type. To select print options 1 On the System Info menu, click Print Options. 2 On the Print Options screen, click the tab for the document type whose print options you want to set. 3 Select the check box for each type of information that you want to include on that document type's printout. Only the information selected will appear on the printout. The Print Options screen consists of the following tabs • Quotes • Work Orders • Invoices • Deductibles 20 GlassMate User’s Guide and print options.Summary Summary This chapter described how to customize your system by setting up profiles. lists. Chapter 2: Customizing the System 21 . . You may view the short description of each toolbar button in GlassMate by placing your mouse pointer over the selected button. Open Opens the Document Selection screen. Quick Open Allows you to open the document by specifying the document number. These tools allow you to easily navigate through the application and get documents ready to submit to trading partners. the following buttons display: . This chapter contains information on using GlassMate to efficiently complete quotes.Chapter 3 Working with GlassMate Overview After you enter a quote or receive an assignment in GlassMate. It also explains how to use the Quick Quotes feature. so you can select an existing assignment. Close Closes the current document. Show Assignments Opens the Current Assignment screen. GlassMate Features GlassMate provides you with tools to assist you in working with documents. You can then convert the work order to an invoice. GlassMate include the following tools: • Toolbar • Menu • List box display • Title bar Toolbar Buttons New Creates a new document. you can convert it to a work order. which you can ultimately submit for payment. When the toolbar is selected for viewing. which displays all of the assignments currently in the system. You can also toggle the toolbar view by selecting Toolbar on the View menu. Toolbar The GlassMate toolbar displays at the top of the screen and allows you to easily access a GlassMate area through a simple click of a button. Save Saves the current document. Quick Quote by Vehicle Opens the Quick Quote by Vehicle Results screen. Help Opens this GlassMate online help system. Allows you to open the document by specifying the document number. which displays all of the assignments currently in the system. allowing you to archive documents to a file. Print Preview Displays the current document showing how it will appear when printed. so you can search for parts in the GlassMate database by vehicle type. 24 GlassMate User’s Guide . Print (Ded) Prints the current deductible invoice. To Invoice Converts the document into an invoice. Delete Archive Import Menus The GlassMate menus contain the following options.GlassMate Features Toolbar Buttons (continued) Print File Menu The File menu allows you to create new documents and manage existing documents. Opens the Document Selection screen with more advanced options for locations and from which you can select a specific document. Set Invoice As Paid Marks the invoice as paid. Opens the Document Import screen. Creates a new document. Send Invoices Opens the Send Invoices screen. Close Save Closes the current document. at least one part selected. Print Preview (Ded) Print preview the current deductible invoice. A document can only be saved if there a valid vehicle. you will be prompted to save the document prior to creating a new one. Opens the Document Archive screen. allowing you to remove a document from GlassMate. and either a customer or company name has been entered. allowing you to import archived documents back into GlassMate. so you can send invoices to trading partners electronically. If the current document has been modified. Quick Open Open Show Opens the Current Assignments Assignments screen. Saves the current document. so you can search for parts in the GlassMate database by part number. To Work Order Converts the document into a work order. Quick Quote by Parts Opens the Quick Quotes screen. You have the following options: File Menu New Document Prints the current document. Opens the Document Delete screen. This option is not available if the part was assigned by eGlassClaim. You have the following options: Document Menu Add Line System Info Menu The System Info menu allows you to control the various profiles and lists within GlassMate. address. It also allows you to change the status of a document. Removes the selected part number from the quote. See your system administrator for more information. use the options on this menu. so you can setup and print GlassMate reports. Print Preview Displays a print preview of the Modify Line Print Opens the Laminated Safety Glass screen. For Glaxis Assignments. so you can setup your printer and print options. Note: You must have communications set up to Adds a selected parts line to a quote. which allows you to speed up the quote workflow process. Prints the current document. This menu option is unavailable if the currently opened invoice was assigned by GlassMate. The System Info menu contains the following options: System Info Company Info Add User Defined Part Opens the Company Information screen. Document Menu The Document menu allows you to modify document line items. This option is only available in the Quote tab when a part is selected. Chapter 3: Working with GlassMate 25 . screen. such as name. Allows you to edit a part line in a quote. Authorize Part Exit Convert to Work Order Convert to Invoice Set Invoice as Paid View Menu The View menu allows you to switch between the GlassMate tabs. Marks the document as paid.) Allows a Multi User Client to disconnect from the server and operate as a Stand-alone workstation. This option is only available in the Quote tab when a part is selected. Changes the document to an invoice. opens the Part Authorization screen.GlassMate Features File Menu (continued) Print Setup Document Menu (continued) Add Laminated Safety Glass Opens the Windows Print dialog box. current document. Delete Line Print Reports Opens the GlassMate Reports Multi User Client (If installed. allowing you to enter company information. Print (Ded) Prints the current deductible invoice. Allows you to add non-NAGS part to a quote. This option is only available in the Quote tab when a part is selected. and contact information. This option is not available if the part was assigned by eGlassClaim. (See Chapter 5.) Changes the current document to a Work Order. Print Preview Displays a print preview of the (Ded) current deductible invoice. Closes the GlassMate program. PC Note: This option is only available to users with Manager access and multiuser setup. so you can activate GlassMate on another workstation when installing or updating the application. Receive EDI Global Parts Opens the Global Defined Parts Retrieves EDI information into GlassMate. Trading Partners. so you can maintain a global database of non-NAGS parts. Federal Tax IDs. Opens the View Communications Logs screen. or remove global price profiles. use the options on this menu. so you Disclaimers can enter disclaimers for quotes. can enter global notes. Opens the Price Profiles screen.GlassMate Features System Info (continued) User Access Utilities Quick Quotes by Part Quick Quotes by Vehicle Opens the Users Information screen. so you you can send invoices electronically to Trading Partners. so you can modify part information (as needed) for service parts. so you can manage your current customers. Opens the Company/Customer Address List screen. Opens the GlassMate Activation screen. You have the following options: Enable/ Makes the current workstation the Disable Comm communications PC. so you can enter global tax rates. submitted to eGlassClaim if they were received as assignments from eGlassClaim. so you can setup. Parts Notes Opens the Parts Notes screen. “Communications‚" on page 49 for more detailed information. and Assignments. so you can search the GlassMate database by vehicle type. 26 GlassMate User’s Guide . so you can search the GlassMate database for a part number. so you can set security levels for GlassMate users. Activation Communication Menu The Communication menu allows you to activate the GlassMate communications component so you can send invoices electronically to trading partners. Utilities Menu The Utilities menu allows you to obtain quick quotes by part number or vehicle type. Opens the Quick Quotes by Vehicle Results screen. so you can determine how you want the printed GlassMate reports to look. This information may include: Acknowledgments. modify. so Agent List Opens the Agent List screen. so you can view and print the communications transactions of a specific invoice. so you can maintain a master list of agents. Opens the Quick Quotes screen. View Logs Print Options Opens the Print Options screen. Note: Invoices can only be Default Opens the Disclaimers screen. See your system administrator for more information. Note: You must have communications setup to Customer List Price Profiles Tax Profiles Opens the Tax Rates Profiles screen. and invoices. See Chapter 4. work orders. Communication Send Invoices Opens the Send_Invoices screen. screen. Nags Service Parts Opens the NAGS Service Parts screen. followed by the document's number. Export Creating Quotes You can create three types of documents in GlassMate: Quotes. Quotes and assignments may be saved. when appropriate. which is used to export invoices to QuickBooks. You also select the EDI trading partner and enter the dispatch. you enter a company or customer's billing information and insurance information. Here. All documents begin as quotes or assignments. since this is part of the billing process. except they carry additional rules enforced by the electronic trading partners. trading partners. The information that is printed on each document type is controlled by your selections on the System Info menu in Print Options. To print a quote After saving the information entered. even if you close the program and re-open it. Assignments are treated just like quotes. Work Orders. a quote or assignment starts with the Bill To tab. Chapter 3: Working with GlassMate 27 . you may receive electronic assignments from electronic trading partners such as eGlassClaim and GLAXIS. do one of the following: • Click the Print button on the toolbar. which guides you through the process of setting up GlassMate and QuickBooks to work together. These adjustments will remain intact until you change them. In addition. you simply construct it as a quote. Typically. See chapter 2 for more information on setting up your print options. The document type displays next to the icon. You can right-click a grid heading and use either the Ascending or the Descending shortcut menu to sort any column in the list by ascending or descending order. converted to work orders. Note that assignments always pre-select the EDI information for you and this information cannot be changed. Transmit Sends any pending authorizations Authorizations to and checks to see if any authorization responses have been received. or converted to invoices. and Invoices.Creating Quotes Communication (continued) Receive Retrieves any electronic Assignments assignments from participating List Box Display GlassMate remembers any adjustments that you have made to the list box columns based your User Login. Opens the QuickBooks Setup Wizard. QuickBooks Setup Title Bar The GlassMate title bar displays at the top of the GlassMate screen and contains information about the current document. Any of the document types can be printed. QuickBooks Menu The QuickBooks menu allows you to set up GlassMate to work with QuickBooks and to export invoices from GlassMate to QuickBooks. The Red Car icon indicates that you are currently working in a document. If you receive a non-electronic assignment (such as a fax or phone call). Opens the Export Invoices to QuickBooks screen. This information will be applied to the current document and can be modified. The Quote will print to your default printer. Bill To Fields Predefined Profiles Account ID Select an account number from the Bill To Tab The Bill To tab allows you to enter billing information for individuals or companies. list. You can also create a new customer account or modify an existing account. Automatically populated by the Default location on new documents. This field is not available if the current document was assigned by eGlassClaim.You may select a different price and/or tax profile to apply to the current document from the Price Profile and Tax Profile drop-down lists on the Bill To tab. Tax Retail Location Selecting a company's billing information using the Customer Lookup list allows you to quickly populate the Bill To tab fields with pre-defined price and tax profile information. You can also search for a customer account number using the Lookup feature. The price profile for the selected customer. Name 28 GlassMate User’s Guide . The new customer information will then be stored in the Customer List. based on the selected customer account. Billing Information Company/ Person Select Company or Person.Creating Quotes • From the File menu click Print. You can also print preview a quote. You can also add a new customer from the Customer Lookup screen. The tax profile for the selected customer. This field is not available if the current document was assigned by eGlassClaim. This field is not available if the current document was assigned by eGlassClaim. This information will be applied to the current document and can be modified. Pricing Customer Lookup The Lookup button allows you to access the Customer Lookup screen. The Company Name or the Person's First and Last name. allowing you to search for a customer account. Alternate locations can be selected by clicking the down arrow and choosing from the list. The billing information includes general customer and insurance information. Lookup Opens the Add/Modify Customer screen. This field is not available if the current document was assigned by eGlassClaim. Options include: • Opened The job has not been completed. Kentucky and South Carolina do not charge a deductible and therefore this value will be set to 0. This field is disabled if the currently opened document was assigned by eGlassClaim. the deductible may be different from the actual deductible received in the assignment. For example. This also depends on the state where the vehicle is insured. The Safelite. Meanwhile. This field is not available if the current document was assigned by eGlassClaim. This field is not available if the current document was assigned by eGlassClaim. This field is disabled if the currently opened document was assigned by eGlassClaim. Phone The claim number on referral or dispatch issued to you by eGlassClaim. or enter a specific amount. This field is not available if the current document was assigned by eGlassClaim.· • Complete If this option is selected.Creating Quotes Bill To Fields (continued) Address Bill To Fields (continued) Claim # The street. The customer's fax number. or Harmon claim representative. The insurance deductible amount. Lynx. Florida does not allow deductible on windshields and any parts used to replace the windshield. Deductible Fax Contact Job Status Deductible Rebate Policy Information Policy # Policy number on referral or dispatch issued to you by eGlassClaim. or Harmon. This field is not available if the current document was assigned by eGlassClaim. The customer's contact information. the Scheduled Date and Time field displays. or Harmon. The customer's phone number. This credit appears on the Deductible Only invoice printout. This field is not available if the current document was assigned by eGlassClaim. and will generate a credit amount if the invoice is exported using the optional QuickBooks module. the Completed Date field displays. It does not affect the invoice total amount. Therefore. You can select from a list of preentered amounts. Lynx. Lynx. Agent Chapter 3: Working with GlassMate 29 . • Scheduled If this option is selected. This field is not available if the current document was assigned by eGlassClaim. state. This field can be used if you offer customers a rebate or credit for all or part of their deductible. This field is not available if the current document was assigned by eGlassClaim. Safelite. and Zip code of the customer. Safelite. city. The job schedule information selected here is reflected in the Job Schedule report. The value is defaulted to the deductible received during the assignment. Allows you to apply a job status to the current document. This amount may also change depending on the parts added to the assignment. theft. or PO # The trading partner's unique identification number (Referral # for Safelite. 30 GlassMate User’s Guide . This field is not available when the Electronic Invoice field is unchecked. Enter the date or select the down arrow to display calendar and then click the desired date on the calendar.) • Program Id# This number is unique and determined by the individual needs of the trading partner (for Safelite. and PO# for Harmon. This field is not available if the current document was assigned by eGlassClaim. The Loss Code is automatically filled in if a predefined Loss Type is selected. EDI Information Electronic Invoice Select this option to send invoices electronically through EDI. if the user has only one Federal Tax ID. If you select a loss type from the list. You can select a vehicle by: • Specifying the vehicle's year. or if the current document was assigned by eGlassClaim. Dispatch # for Lynx. When this option is selected. and body style. This field is not available if the current document was assigned by eGlassClaim. the Loss Code is automatically filled in. vandalism. Allows you to enter the loss type or select a loss type from a list. model. other. you must select an option on the Send To dropdown list. Federal Tax This field displays as View Only and ID was entered in the Company Information screen when the GlassMate communications feature was setup on your system.) • Signed Invoice on File Indicates whether or not the customer's signature is on file (for Safelite. road debris. Safelite. Dispatch #. This field is not available if the current document was assigned by eGlassClaim. Allows you to enter a code for the loss type. fire. Loss types include: Collision. make.) This field is not available if the current document was assigned by eGlassClaim. The date that the loss occurred. or Harmon. Loss Type Send To Loss Code Vehicle Tab The Vehicle tab allows you to select a vehicle when creating a document. This field is not available if the current document was assigned by eGlassClaim or GLAXIS. and weather condition.Creating Quotes Bill To Fields (continued) Region/ District Bill To Fields (continued) Loss Information Loss Date The area where the insurance agent is located. • Referral #. This field is not available if the current document was assigned by eGlassClaim. rock. Allows you to select either Lynx. you will receive a warning and it will be displayed as a non-decoded VIN. Vehicle Fields Pricing Regions Pricing Regions Displays the current pricing region. View Only. which displays all vehicles containing the part. make. This is automatically entered when a vehicle is selected. you will have to define your own parts. This allows you to validate that the vehicle on the assignment matches the VIN of the customer vehicle. however. When you use this method. However. so you can manually select the vehicle's year. many of the Vehicle Tab controls are disabled.) Displays the User-Defined Vehicle dialog box. Click VIN Decode to validate that the entered VIN is in the GlassMate database. CR# Select Vehicle By Displays the Vehicle Selection dialog box. This method can only be used if the desired vehicle in not defined in the GlassMate database. After you have selected a vehicle. and changing the vehicle will often result in your invoice being rejected. This method can only be used if the desired vehicle in not defined in the GlassMate database. you should obtain a new assignment from your trading partner if the VIN decode does not match the assigned vehicle. you will not have access to any of the parts in the NAGS database. GlassMate will first validate and then display the number in this field. it will appear. If you have licensed both the USA and Canadian versions of GlassMate. so you can enter vehicle information for vehicles not currently defined in the GlassMate database. it will appear. • By searching for a specific part. For documents that originated as assignments from eGlassClaim or GLAXIS. perform a VIN decode on documents that were electronically assigned. This is because those assignment systems transmit the vehicle identifier to GlassMate. Allows you to view/print a diagram of the selected vehicle. model. • By searching for a specific vehicle by its Car Reference #. In most cases. If a diagram exists for the selected vehicle. You will have to define your own parts. If you perform a VIN Decode on an electronic assignment and the VIN decodes to a different vehicle.) • Entering vehicle information for a vehicle that is not currently defined in the GlassMate database. so you can enter a Vehicle Identification Number (VIN) to decode. The Vehicle. Chapter 3: Working with GlassMate 31 . Click this button to view/ print a diagram of the selected vehicle. when you use this method you will not have access to any of the parts in the NAGS database. The bottom left corner of the Vehicle tab contains Vehicle Diagram button. User Def. Displays the VIN Decode dialog box. Selected Vehicle VIN Allows you to enter the VIN of the vehicle. (Decodes 1981 to present. If a diagram exists for the vehicle. and Part # buttons are all disabled for electronic assignments when the vehicle ID has been provided to GlassMate by the trading partner. You can.Creating Quotes • Entering a Vehicle Identification Number (VIN) and then decoding the entry. use this field to change the country. (Decodes 1981 to present. For manually entered CR#s. and body style. You can then select the part that best describes the desired vehicle. CR #. the vehicle information will display as View Only in the Selected Vehicle area of the Vehicle tab. so you can search for a specific vehicle by its Car Reference number. 3 Select a vehicle one of these two ways: • On the tree diagram. make. You can select the desired vehicle based on part number. or by clicking +. select this option. select this option. body style. so you can search for vehicles by either Models or Makes and display Years in 4 or 2 digits. and display Years as either 4 digits or 2 digits. 32 GlassMate User’s Guide . The Vehicle Selection dialog box displays. • Type the vehicle identification number in VIN. You can decode the VIN by clicking the Vin Decode button on the Vehicle tab. The following additional fields will become active: • Street • Cross Street • City • Zip Code • Map Reference # • Pager Mobile Manually Selecting a Vehicle You can manually select a vehicle using the Vehicle Selection dialog box. Opens the Part Lookup dialog box. This button allows you to search for vehicles by Models or Makes and allows you to select to display the Years in 4 or 2 digits. Opens the Vehicle Options dialog box. 1 On the Vehicle tab. The vehicle's mileage. The VIN will be decoded when you click the Vin Decode button on the Vehicle tab.Creating Quotes The Vehicle Selection dialog box contains a tree diagram. You can click – to collapse the expanded options. 4 Click OK. make. You can expand the options on the tree diagram by either double-clicking the year. Vehicle Information License Odometer The vehicle's license number. To select a vehicle manually Vehicle Fields (continued) Displays the CR Lookup dialog box. Vehicle Selection Fields VIN Vehicle Location In Shop If the job is in the body shop. click Vehicle. model. 2 Click Options to open the Vehicle Options dialog box and search for vehicles by either Models or Makes. which returns a list of vehicles that use a particular part. If the job is mobile. body style. and series/submodel (if applicable). and series/submodel (if applicable). This option displays by default. model. select the vehicle's year. This dialog box is accessible by clicking the Vehicle button on the Vehicle tab. The Vehicle Selection dialog box also contains and Options button. Allows you to enter a nondecoded VIN. button on the Vehicle tab. click Part #. To find a vehicle by part number 1 On the Vehicle tab. 3 Select the vehicle from the Vehicles Found list. hardware. and Body Style for the vehicle. You can then select the part that best describes the desired vehicle. the system automatically displays the Quote tab. the vehicles associated with that part will display in the Vehicles Found list. click CR#. To select a vehicle by its CR number 1 On the Vehicle tab. 2 Type the Year. The Part Lookup dialog box displays. Once a vehicle has been selected. and windshield repair items for the vehicle.This dialog box is accessible by clicking the User Def. 4 Click OK. add and/ or select glass parts. Make. if available. The CR Lookup dialog box displays. adhesives. 2 Type the part in the Part # field and click Search. 3 Click Search to validate the CR number in the GlassMate database. the Quote tab displays. Entering a Vehicle by Car Reference Number You can search for a specific vehicle by its Car Reference number using the CR Lookup dialog box. click User Def. The Search button allows you to verify that the part exists in the GlassMate database. The Part Lookup dialog box displays all vehicles containing the specified part.This dialog box is accessible by clicking the CR# button on the Vehicle tab. Model. 3 Type the VIN. The Quote tab is divided into three distinct areas: • Parts Tree Diagram • Part Information • Part Line Chapter 3: Working with GlassMate 33 . If the part is in the database. If the CR number is valid.Creating Quotes Entering a User-Defined Vehicle You can enter a vehicle that is not defined in the GlassMate database using the User Defined Vehicle dialog box. 4 Click OK. 2 Type the CR # for the vehicle. Locating a Vehicle Type by Part Number GlassMate allows you to search for a specific part number using the Part Lookup dialog box. The User Defined Vehicle dialog box displays. Quote Tab The Quote tab displays immediately after a vehicle has been selected and allows you to view. To enter a user-defined vehicle 1 On the Vehicle tab. Laminated Safety Glass When customers bring their vehicles to your shop for glass repairs. To modify a part line On the Quote tab. Part Information The Part Information area displays specific information for the part selected on the tree diagram. and click Delete Line. attachment and premium flags. Click to collapse close any expanded areas on the Parts tree diagram. which can be moved in either direction to make the display areas smaller or larger.Creating Quotes Parts Tree Diagram On the upper left side of the Quote tab a Parts tree diagram displays all of the part types found for the currently selected vehicle. and dimensions and calculate the total cost of the laminated safety glass invoice line. do one of the following: • Select the part on the Part Line area. labor hours. adhesives. OEM and Interchange glass parts. Part Line The Part Line area is located on the lower portion of the screen and lists all repair part lines for the current document. or by clicking to display all parts in the NAGS database associated with the base part. On the Document menu. and click Add to Document. do one of the following: • Select the part on the Part Line area. 34 GlassMate User’s Guide . and hardware parts display. click Delete Line. From the Document menu click Add Line. right-click to display the shortcut menu. • Expand the part type and on the base part number. and thickness. • Select the part on the Part Line area. weight. you can expand a part type to view all associated base parts for that type. The base parts may be expanded by either doubleclicking the part type label. thickness. This information may include. click Modify Line. To add a part line On the Part Tree Diagram. • Expand the part type and double-click the base part number. the color. The Laminated Safety Glass dialog box allows you to select the glass color. Similar to the tree diagram on the Vehicle Selection dialog box. price. they will usually have the option of selecting laminated safety glass instead of regular glass for most repairs. notes about the part. The Parts tree diagram and Part Information area are distinguished by a vertical scroll bar. do one of the following: • Expand the part type to display the base part number. To delete a part line On the Quote tab. right-click to view the shortcut menu.The Document Line screen displays. The Document Line screen displays. • Select the part on the Part Line area. You can access the Laminated Safety Glass dialog box while working in the Quote tab by selecting Laminated Safety Glass on the Document menu. right-click to display the shortcut menu. The Part Line area consists of eight columns that provide information about the part and its associated costs. On the Document menu. For glass parts. and click Modify Line. or thickness is changed. and then a Per Lite unit charge is applied. This value is updated each time the glass height. This value is updated each time the glass height. The laminated safety part displays in the Part Line area. open the Document menu and click Add Laminated Safety Glass. The labor amount for the current region that is charged to each glass. or thickness is changed. width. width. or. This number is used to calculate the total cost of the job. Disc/Markup (%) Net Price The Laminate Safety Glass dialog box contains the following fields: Laminated Safety Glass Fields Glass Color Allows you to select the glass color: Clear or Tinted. how the repair is calculated. color. select the Glass Color. To complete a windshield repair line. color. The default is one. This value is updated each time the glass height. 7 Type the Quantity. Displays the calculated list price. Allows you to select the glass thickness: 0. 5 Type or select the Glass Width. 3 Select the Glass Thickness. 6 Type the Per Lite Unit Charge.015 Innerlayer (AS-2). 4 Type or select the Glass Height. This is calculated based on the height and width dimensions entered. Displays the net price charged for each piece of glass. A base price is based on the selected color and the thickness of the glass. width. Enter the total number of pieces of glass that were created. Displays the total amount that will be charged for this job. This value is calculated first by adding the Per Lite unit charge to the list price. and then applying the discount/ markup to the List Price.030 Innerlayer (AS-1). you must select the location of the repair. Displays the discount or markup value based on the document's Price Profile. 8 Click OK to return to the Quote tab. color.) Per Lite Unit Charge Chapter 3: Working with GlassMate 35 . This number will be used with the width dimension to calculate the area.GlassMate offers pre-defined heights that you can select from. ft. The glass width. Total Cost Width Windshield Repair The Windshield Repair Selection dialog box provides a visual means of entering windshield repairs for a selected document. Glass Thickness Quantity Glass Dimensions (inches) Height The glass height. This number will be used with the height dimension to calculate the area. The value is calculated by Net Price by Quantity. GlassMate offers pre-defined widths that you can select from. and the Area (sq. or thickness is changed. 2 On the Laminated Safety Glass dialog box.Creating Quotes To add a laminated safety glass part Laminated Safety Glass Fields (continued) List Price 1 Select the Quote tab. In addition. according to the following coding system: • B = Bulls eye • C = Combination break • S = Star break • K = Crack < 6 inches • L = Crack > 6 inches The final digit shows the location of the break. Reversing the NAGS prefix creates the repair prefix code. The Windshield Repair Selection dialog box contains the following fields: Windshield Repair Selection Fields Repair Location In Shop The repair is performed in the shop. click Windshield Repair. To add a windshield repair 1 On the Part Tree diagram section of the Quote tab. 5 Select the image that represents how the glass is broken from the Damage Type diagram. 4 Select the base part number from the list. a repair on a DW01097 would be designated by WD01097. 2 On the Windshield Repair Selection dialog box. click Delete Line. 6 Select the location of the glass break from the Damage Location diagram. Remember color codes. attachment flags and premium flags are not included in the Windshield Repair Numbering System. 7 Click Add Repair to add the repair line item to the grid. if more than one is available for the selected vehicle. For example. You can add multiple windshield repair lines. • On the Document menu. 9 Click Save Repairs to return to the Quote tab. The repair is performed on the job site. select the repair location.Creating Quotes part number for the new windshield. Mobile 36 GlassMate User’s Guide . When you select this option. GlassMate includes the NAGS Repair Numbering system. using the visual depictions. a repair on a FW02008 is designated by WF02008. 8 Select Repair Credits if you want to make a windshield repair credit. they are constructed directly from the information contained in the database. select the windshield repair part line that you wish to delete. all windshield repair amounts are converted to credits. Each windshield repair is a 9-digit number made up of the following: The first two numbers designate the item as a repair. 3 Calculate the repair as either Material or Labor. Similarly. 2 Do one of the following: • Right-click to open the shortcut menu and click Delete Line. The eighth digit denotes the type of break that was repaired. The next five digits are the same as the actual NAGS part number. To delete a windshield repair line 1 On the Quote tab. you must select the damage type and location of the damage. Although these part numbers are not actually part of the NAGS database. Modify the tax rate for the current document through the Tax/Disclaimers tab. This information is used when creating customer invoices. • Lookup Customer Allows you to search for a customer in the GlassMate database and then select that customer to add to the Customer tab. To add customer information to a document Damage Type Select a damage type from the Damage Location Select a damage location from the visual display of the windshield. all windshield repair amounts are converted to credits.Creating Quotes that may be beneficial. all windshield repair 1 On the Customer tab. Modify the tax rate globally (applies to all active documents) in Tax Rate Profiles. you can select an existing customer and click Select to add that customer's information to the Customer tab. From here. select the part number from the list. fax number. and any special instructions Chapter 3: Working with GlassMate 37 . Repair Credits If unselected. Customer Tab The Customer tab allows you to enter general customer information. visual display of available damage types. Adds the windshield repair number to the grid. 5 If the customer's signature is on file. Deletes the windshield repair number from the grid. • Click Lookup Customer to open the Customer Lookup screen. Windshield Repair Selection Fields Calculate Repair As Material Calculates the windshield repair amount as material costs and applies sales tax to the repair amounts if the Tax Materials option was selected in the tax profile for the current document. 4 Type the customer's phone number. If more than one windshield is associated with the current vehicle. payment methods. do one of the following if you prefer to use existing customer information: • Click Use Billing Information to use customer information contained on the Bill To tab. 3 Type the customer's name and address. amounts are processed as debits. select if the customer is a company or person. and e-mail address. Calculates the windshield repair amount as labor for the current region that is charged to each glass. If you expect repeat business from this customer you may wish to add them to your Customer List. 2 If you are manually entering customer information. If selected. general repair information. select Customer Signature on File. Labor The Customer tab contains the following two buttons to assist you when adding customer information: • Use Billing Information Base Part # Copies the general information from the Bill To tab to the Customer tab. Defaults to the windshield part number only if one windshield is associated with the current vehicle. you will receive prices that were effective during that release while you are in the current document. if a check is the preferred method of payment. Company Expiration Date If you entered a credit card. this Check # Allows you to enter the check number. Customer Fields (continued) Email Allows you to enter an e-mail address for this customer. and Invoices. Work Orders. state. This list was created in the Users Information screen. the CSR (customer service representative). 9 Type any installation instructions associated with the customer in the Install Instructions text area.Creating Quotes 6 Type any special instructions associated with the document in the Special Instructions text area. Opens the Customer Lookup dialog box. sales representative. This can be either a credit card and expiration date or a check number. Allows you to enter the home phone number for this customer. This includes providing the date that the invoice was created. Allows you to select the sales representative assigned to this job. You may enter or select a different date on the drop-down calendar. so you can look up a customer's information. This option is commonly used to notify insurance companies that the customer's signature is on file. Allows you to enter the street address. city. Allows you to enter a fax number for this customer. Allows you to enter a work phone number for this customer. Allows you to select the customer service representative assigned to this job. and Zip code for this customer. Select this option if a customer's signature is on file. Shop Information Create Date Select this option if the customer is a company. Allows you to use the customer information provided in the Bill To tab. H. is the expiration date on the credit card used (mm/yy).This list was created in the Users Information screen. CSR Person Address Displays the date the invoice was created. if this customer is a person. Notes print on Quotes. However. Phone W. Fax 38 GlassMate User’s Guide . Customer Signature on File Special Instructions The Customer tab contains the following fields: Customer Fields Customer Information Payment Method Credit Card Allows you to enter the credit card type. Allows you to add notes to a document. You can add up to 255 characters in the text box. and installer. You can also add a customer from this dialog box. 8 Type the shop information for the customer. Phone Sales Rep. if you change the date to a date prior to the present release period. Select this option if the customer is a person. 7 Select the customer's preferred payment method. When you select a price profile. The Tax/Disclaimer tab also displays the Quote.identical to the Price Profile tab accessed when creating global price profiles. all pricing information is copied to the document. The difference is that modifying any information on the current document's Price Profile tab will only affect the current document.Creating Quotes Customer Fields (continued) Installer Repair & Adhesives Tab The Repair & Adhesives tab allows you to enter or change windshield repair and adhesive information on the current document. Work Order. Chapter 3: Working with GlassMate 39 . Tax/Disclaimer Tab The Price Profile tab on the current document allows you to modify labor rates and discounts/ markups .identical to the Repair & Adhesives tab accessed when creating global price profiles. you can either select a predefined price profile. This information will print on Work Orders and Invoices. You can modify tax information for this document at any time. Allows you to select the installer assigned to this job. Install Instructions Price Profile Tab When you create a new document. or Invoice disclaimer for the appropriate document type.This list was created in the Users Information screen. without affecting the global tax profile. or you can manually enter price profile information on the Price Profile tab. The difference is that modifying any information on the current document's Repair & Adhesives tab will only affect the current document. The Tax/Disclaimer tab allows you to quickly view and modify the tax rates associated with the current document. Allows you to add notes intended for the installer. The Repair & Adhesives tab on the current document allows you to modify windshield repair and adhesive information . 2 Click Add New Note. confirm that you want to convert the quote to a work order. or remove notes for the selected document.Creating Work Orders Document Notes Tab The Document Notes tab allows you to view. All users can view existing notes. The work order will print to your default printer. • On the toolbar. select the note to be modified from the Current Notes list. To enter document notes 1 On the Document Notes tab. To modify a document note 1 On the Document Notes tab. 2 Modify the note in the Add/Modify/Remove text box. click Print. Users cannot modify the note(s) created by other users. Additionally. 3 Click Modify Note. 40 GlassMate User’s Guide . and can add notes to existing documents. Work orders contain any information entered on the Special and Install Instructions text areas on the Customer tab. add. select the note to be removed from the Current Notes list. • Click the Print button on the toolbar. do one of the following: • On the File menu. 2 When prompted. type any notes for the current document in the Add/Modify/ Remove text box. To remove a document note Notes display in the Document Notes list by the most recent date. 2 Click Remove Note. you can select some of the information that displays on the Work Order printout by choosing from the available list of print options. modify. 1 Do one of the following: • On the Document menu. You can preview a work order before printing. You may also print a work order. click the To Work Order button. To convert a quote to a work order To print a work order After saving the information entered. click Convert to Work Order. 1 On the Document Notes tab. You can save a work order for reference at any time. Creating Work Orders A work order indicates that the work has been approved and can proceed. the Mark Invoice as Paid dialog box displays. After an invoice is paid. However. You can preview an Invoice before printing. once an invoice has been marked as paid you will no longer be able to modify the invoice. Paid Invoice You can set an invoice to paid status. Invoice Not Paid and Invoice Paid. you cannot modify it or retransmit it electronically. • Click the Print button on the toolbar. When you mark an invoice as paid. click Convert To Invoice. click Print. • Click the To Invoice button on the toolbar. requiring that you enter the date that the invoice was paid. Chapter 3: Working with GlassMate 41 . To do so. To mark an invoice as paid Invoice Not Paid Only Invoices Not Paid can be sent to your trading partner through EDI. You can select some of the information that displays on the invoice printout by choosing from the available list of print options. The Paid Date displays on the Invoice printout. The Invoice will print to your default printer. We recommend that you do not mark an invoice as paid until you are completely sure that the invoice is final. Opening Documents You can open a document in any of these ways: • Quick Open • Open • Show Current Assignments Quick Open If you know the document number that you want to open. 1 Open the paid invoice. You can save an unpaid invoice for reference at any time. once an invoice has been marked as paid it cannot be transmitted electronically through EDI. Occasionally. Also. To convert a quote or work order to an invoice Do one of the following: • From the Document menu click Set Invoice as Paid.Creating Invoices Creating Invoices GlassMate generates two types of invoices. you can open the paid invoice and set it back to Unpaid by following these steps: To set a paid invoice back to unpaid status Do one of the following: • On the Document menu. To print an invoice After saving the information entered. Invoices contain any information entered on the Special and Install Instructions text areas on the Customer tab. its contents are locked by GlassMate so that it cannot be accidentally modified. 2 On the Document menu. do one of the following: • On the File menu. click Set Invoice as Paid. Once an invoice is marked paid. you may find that you need to return to a paid invoice and make changes to the invoice. You can also print an invoice. • Click the Set Invoice as Paid button on the toolbar. you can use the Quick Open feature. Document Archive. You can define filter criteria by: • Document Types • Job Status After these two filters have been determined. 4 In the Filter By group box select All Documents. select the document that you want to open and click Open. or enter part of the last name and select the appropriate search matching option. or choose one of the following options: • Date Window: Last xx Days (select the days). Sort and Filter Dialog Fields Types to Display 1 Do one of the following: • On the File menu. select the type of documents to display. Modify Filter/Sort Criteria The Sort and Filter dialog box allows you to define specific filter criteria so that only documents that match the specified criteria are retrieved. 2 On the Sort and Filter Dialog screen. click Quick Open. Document Delete. 5 If you want to sort the result list. You can access the Sort and Filter dialog box by clicking the Modify Filter/Sort Criteria button on the Document Selection. • Click the Quick Open button on the toolbar. 3 If you want to first filter and/or sort the Current Documents list. click Open. Select either Ascending or Descending to apply to each sort field selected. To open a document 1 On the Document Selection. you can apply them to further define the documents that you want to retrieve. 6 Click OK.Opening Documents To open a document using Quick Open Do one of the following: • On the File menu. click the Modify Filter/Sort Criteria button. click the Modify Filter/Sort Criteria button on the Document Selection screen. Your options include: • All Documents • Quotes • Work Orders • All Invoices • Unpaid Invoices • Paid Invoices • Assignments 42 GlassMate User’s Guide . • Click the Open button on the toolbar. or Delete Document screen. and Document Archive screens. The retrieved documents can be sorted by ascending or descending order with up to three sorted fields. 3 Select the Job Status. To apply filters to sort through documents Open The Document Selection screen allows you to open documents that were saved in the GlassMate database for edit and/or review. • Last Name: Enter the last name. • Date Window • Date Range • Document # • Last Name Allows you to select the document type to display on the Current Documents list. • Date Range: Select the Start and End dates on the drop-down calendars). 2 On the Document Selection screen. • Document #: Select to display document numbers by smallest to largest. you can select up to three sort fields from the lists in the Sort By group box. The Current Documents list displays the documents based on the filters you selected. As part of the “receive EDI” process. You can modify most vehicle. However. you can apply a different tax profile. You can then determine if this field will be sorted in ascending or descending order. Chapter 3: Working with GlassMate 43 . you can select a Start and End Date on the dropdown calendar to limit the documents to a specified date range. Assignments can be converted to work orders and then invoices. Searches all of the documents in the GlassMate database and applies the Types to Display and Job Status filters. you can click the View Assignments button on the Receive EDI Results dialog box to open the Current Assignments screen. you can search for documents that contain the last name or partial last name that you entered in the text box.Opening Documents Sort and Filter Dialog Fields (continued) Job Status Sort and Filter Dialog Fields (continued) 2nd Sort Field This is the second field that the Allows you to display the document types based on job status. Date Window After GlassMate locates documents After GlassMate locates documents based on the Types to Display and Job Status filters. and customer information on an assignment. You can then determine if this field will be sorted in ascending or descending order. You can then determine if this field will be sorted in ascending or descending order. before submitting an assignment to an insurance company for payment. you can choose to display the range of resulting document numbers from smallest to largest. Your options include: • Any Status • Opened • Scheduled • Completed documents displaying in the Current Documents list will be sorted by. based on the Types to Display and Job Status filters. Show Current Assignments The Current Assignments screen allows you to open an assignment document sent through eGlassClaim from an insurance company. Document # documents displaying in the Current Documents list will be sorted by. 3rd Sort Field This is the third field that the Filter By All Documents Note: Only one option in the Filter By section can be selected at a time. you must first enter a VIN. After GlassMate locates documents based on the Types to Display and Job Status filters. Last Name Sort By 1st Sort Field Allows you to sort the documents that display in the Current Documents list by this field. quote. You cannot change price profile and repair and adhesive information. However. Deleting Documents The Document Delete screen allows you to delete one or more documents from GlassMate. The Document Delete screen contains a Modify Filter/Sort Criteria button. You can also archive multiple documents during one archive session. • If you want to delete all of the documents displayed in the Current Documents list.Deleting Documents To view an assignment 1 Do one of the following: • On the Communication menu. select the document that you want to delete and click Delete. click the Select All button and then click Delete. 2 On the Current Assignments screen. click Show Assignments. • If you want to first filter and/or sort the Current Documents list. The Document Archive screen can be accessed by clicking Archive on the File menu. 2 On the Document Delete screen. select the assignment that you want to open and click Open. This button displays the Sort and Filter Dialog screen. 44 GlassMate User’s Guide . click Receive EDI. • On the File menu. click Delete. This screen functions the same way as in the Document Selection and Document Archive screens. click the Modify Filter/Sort Criteria button on the Document Delete screen. On the Receive EDI Results dialog box. • Click the Show Assignments button on the toolbar. All document types can be archived. To delete a document 1 On the File menu. Note: You cannot delete paid invoices. click View Assignments. Archiving Documents The Document Archive screen allows you to store one or more documents from GlassMate to an archive file. click the Select All button and then click Archive. 2 Select the archived file that you want to import and click Open. prompting you to select the archived (. To archive a document 3 On the Save As dialog box. 6 Click OK again to close the Archive/Import Result dialog box. select the document(s) that you want to archive and click Archive. The Document Import screen contains a Change Archive File button. This button opens the Open dialog box. • If you want to archive all of the documents displayed in the Current Documents list. click Import. Importing Documents The Document Import screen allows you to import archived documents into the GlassMate database. Chapter 3: Working with GlassMate 45 . click the Hide Log button. • If you want to first filter and/or sort the Current Documents list. The Save As dialog box appears. 4 To view the Archive/Import Result log. The Archive/ Import Result dialog box appears. 5 To hide the log information. type the name for the . 2 On the Document Archive screen. To import archived documents into GlassMate 1 On the File menu. This dialog box displays with the Archive folder selected. The Open dialog box appears. so you can select additional archived documents to import. The following information appears: 1 On the File menu. click the Change Archive File button on the Document Import screen and repeat step 2. click View Log.gma) file that you wish to import.gma file extension and are saved to the \GlassMate\Archive folder by default. This button displays the Sort and Filter Dialog screen. You can repeat these steps to add as many archived files to the Current Documents list as needed. the Open dialog box first appears. Archived documents can be imported back into GlassMate. This screen functions the same way as in the Document Selection and Document Delete screens. All archived documents have a .Importing Documents The Document Archive screen contains a Modify Filter/Sort Criteria button. 3 To add another archived file. When you open the Document Import screen.gma file and click Save. click the Modify Filter/Sort Criteria button on the Document Archive screen. click Archive. type the part number (this must be the complete base part number) in the Part # field. type the Labor Rate for the part number. type the Discount (or Markup) for the part number. List Price. 4 If necessary. The part number can be a NAGS or OEM Glass part number. 6 Click Search. 3 If necessary. Labor Rate.Obtaining Quick Quotes 4 On the Document Import screen. 2 On the Quick Quotes screen. or a Manufacturer ID. click View Log. If you want to import all of the files displayed in the Current Documents list. 5 Select if the labor rate is Hourly or Flat. Labor Hours. Discount. Net Price. 6 To hide the log information. The following information appears. and Total based on the criteria you enter in the Part #. To search for quick quotes by part number Quick Quotes by Part Number The Quick Quote by Part Number utility allows any user to quickly obtain prices for specific part numbers. and Labor Rates and Types fields. 46 GlassMate User’s Guide . 7 Click OK to close the Archive/Import Result dialog box. 1 On the Utilities menu. The Archive/ Import Result dialog box displays. click the Select All button and then click Import. Obtaining Quick Quotes GlassMate’s Quick Quotes feature allows you to quickly search the GlassMate database to obtain part number pricing based on part numbers and/ or vehicle types. click Quick Quotes by Parts. click the Hide Log button. The results appear in the Query Results list. You can change the Discount/Markup. The Query Results panel displays the Part Detail. Labor Total. 5 To view the Archive/Import Results log. select the archived file(s) that you want to import and click Import. and Labor Type for a selected part at any time once the part is found in the GlassMate database. The system searches for the specified part number. Description. The Quick Quotes by Vehicle Results screen contains a Select Vehicle button. 4 Select if the labor rate is Hourly or Flat. click Done to close the Quick Quotes screen. Net Price. 1 On the Utilities menu. List Price. if applicable. and Total. convert them to work orders and to invoices.Summary 7 When you have finished reviewing the part information. 7 You can change the Discount/Markup. Make. The Quick Quotes by Vehicle Results screen appears. This chapter also described how to use the Quick Quotes feature. Summary This chapter described how to use GlassMate to efficiently create quotes. click Done to close the Quick Quotes by Vehicle Results screen. select Quick Quotes by Vehicles on the Utilities menu. 5 Click Select Vehicle to open the Select Vehicle dialog box. Labor Total. Labor Hours. Part Id. allowing you to manually select a vehicle. Chapter 3: Working with GlassMate 47 . A discount or markup may be applied to the list price. All parts found in the GlassMate database for the selected vehicle appear in the Parts Found list. 2 Type the Discount or Markup if applicable. The Parts Found list displays the Type. 6 Select the Vehicle information from the tree diagram (Year. 3 Type the Labor Rate for the part. and/or a labor rate or flat labor charge (depending on the Labor Type) may be applied to the Labor Total for any part line. Model. and Body/Style) and click OK. Clicking this button displays the Vehicle Selection dialog box. Labor Rate. 8 When you have finished reviewing the part information. click Quick Quotes by Vehicle. and Labor Type for a selected part at any time once the part is found in the GlassMate database. To search for quick quotes by vehicle Quick Quotes by Vehicle To open the Quick Quotes by Vehicle Results screen. . This chapter describes how to set up and manage your EDI (Electronic Data Interchange) communications.Chapter 4 Communications Overview The ability to send and receive electronic communications between trading partners is one of the most critical capabilities of the GlassMate Software. If you only connect to the internet periodically. and Fireman's Fund Insurance) Prerequisites The following two preliminary setup steps are required in order to activate the GlassMate communications features. All other communications are included in the base GlassMate package. • You must have an established internet connection You must already have your own Internet service provider (ISP) and connection established in order to communicate with the Mitchell Glass EDI system. you should always ensure that you have connected to the internet prior to any of the activities described in this chapter. . The features offered for each are dependent on the participant. Paul Insurance. The Premier of Massachusetts. • GLAXIS Solutions* (Includes Lynx Services) • eGlassClaim (Includes Traveler's/St. The following list identifies the electronic communications capabilities of the GlassMate software and the partners supported for each: • Receive Electronic Assignments • Send Invoices and Receive Acknowledgements • • • • • • • Lynx Services Safelite Solutions Harmon Solutions (except for AAA Michigan) Teleglass eGlassClaim Perform Electronic Authorizations Perform Electronic Notice of Loss • GLAXIS Solutions* • GLAXIS Solutions* *GLAXIS Connectivity is an additional module offered for GlassMate that requires separate purchase and activation. always-on connection is recommended. GlassMate maintains electronic communications with a number of industry participants. A high-speed. your customer ID. you will receive the following message: 1 On the Communication menu. you must activate your EDI service. select OK and your EDI activation information will be transmitted to Mitchell. To activate EDI GlassMate allows customers who have purchased multiple GlassMate licenses to have their EDI communications routed to individual store locations. the activation and EDI process can be conducted. complete the three required fields. In order to activate EDI. and ZIP code must match the information on file for you at Mitchell. this is the same as your Parent information. the Communication menu is always available. or Disable Comm PC (to disable).) 3 The EDI Communication Initialization screen appears. If you have only one store location or only one copy of GlassMate. (You may also select No to cancel the process. our customer service representatives can assist you with ensuring that this information is completed correctly. your Parent shop is always your single location. 50 GlassMate User’s Guide . A message appears indicating that the communication component has not been activated. If you require assistance. Once enabled. If you have a single location or only use one copy of GlassMate. 5 In the Your Shop Information section. 6 Once the form is completed. For the single user version. 4 In the Parent Information section. you should select a specific workstation for use as a communication point.EDI Activation • You Must Activate EDI In order to utilize any of the EDI features. click Perform EDI. Users with Manager access can activate or deactivate any workstation by running GlassMate on the workstation. phone number. See the following section for instructions on how to perform this process. then selecting one of two options from the Communication menu: Enable Comm PC (to enable communications for that workstation). If you have multiple locations. you should designate one location as the “Parent” shop. complete all of the information for your shop. then will complete their individual shop information. For those cases. If communication activation is successful. or the location where you operate the GlassMate software. 2 Select Yes to proceed. each location will need to provide the three Parent fields. EDI Activation If you are using a multi-user version of GlassMate. Your Customer ID is your Mitchell Glass Customer ID. Sending and Receiving EDI If you receive a message indicating that communication did not activate successfully. click the check box to clear it prior to selecting Send Invoices. The Communication component must be activated before you can send invoices. but contain invoice line items that require authorization. By default.) 3 Invoices that originate from GLAXIS assignments. documents must be converted to invoices prior to submission. • Send Invoices • Perform EDI • GLAXIS Loss Notice The Send Invoices and Perform EDI commands are described below. Chapter 4: Communications 51 . from 7 AM to 4 PM Pacific. The GLAXIS Loss Notice command is described later in this chapter (see “Performing Loss Notices With GLAXIS” on page 58. 4 If you want to automatically execute a Perform EDI after you send your invoices. and authorization responses are “picked up.” while assignments.” The Communication menu contains three commands that transfer information between your computer and your electronic trading partners. The Send Invoices dialog box appears. click Send Invoices. contact our Customer Service team at (800) 551-4012. 2 The Send check box in the first column indicates that the invoice will be sent in this transmission. After a document has been converted to an invoice (see “Creating Invoices” on page 41). 5 Once you have selected the invoices you wish to submit. Submitting Invoices for Payment GlassMate enables you to transmit your invoices to trading partners for payment using the Send Invoices command. If you have received manual authorization or otherwise wish to submit the invoice anyway.) To send invoices 1 On the Communications menu. this screen displays all unsent invoices that have been marked as “EDI” invoices. Monday through Friday. Option 1. click Send Invoices. and activation information are “dropped off. acknowledgements. select the Perform EDI After Sending check box. GlassMate cannot send Quotes or Work Orders for payment. Sending and Receiving EDI GlassMate EDI functions much like the post office does with mail. you can submit the invoice electronically for payment. select the Send check box for that invoice. If invoices appear in the list that you are not prepared to submit for payment. (See “EDI Activation” on page 50. Invoices. appear in the list but are not automatically checked for you. authorization requests. and how many responses were received. contact Customer Service at (800) 5514012. reducing the chance the invoice will be rejected.Sending and Receiving EDI Note: Some EDI Partners have specific requirements for association of glass parts with related parts on invoices. When selected. You can see the details of your authorization requests by clicking View Authorizations. Typically. When an invoice includes user-defined parts. The Acknowledgements section shows how many acknowledgements were just received. simply by selecting the corresponding menu item from the Communication menu. Perform EDI The Perform EDI Command fulfills all communications processes except for the sending of invoices. View Authorizations. it performs the following processes: • Transmits any unsent authorization requests to GLAXIS (see “Using the GLAXIS Capability” on page 55) • Retrieves any waiting authorizations from GLAXIS • Receives all assignments from GLAXIS and eGlassClaim • Retrieves acknowledgements to previously submitted invoices • Determines if there are any changes to your trading partner relationships After sending and receiving this information. 52 GlassMate User’s Guide . you will only receive acknowledgements once per day in a single batch. You can view all of your assignments (even those received in previous sessions) by clicking View Assignments. Before you submit an invoice electronically. option 1. but are not activated. Each of these screens (View Assignments. The De-activated Partners list shows which partners are available in GlassMate. and View Acknowledgements) can be accessed without performing the EDI transfer. The Assignments section shows how many assignments were just received. make sure that you have included all required part type and parent/child relationship information for userdefined parts. The Activated Partners list shows all trading partners with whom you have a trading relationship. GlassMate provides a convenient screen to assist you with managing your EDI information. To activate or deactivate a trading partner. The Authorizations section shows how many GLAXIS authorization requests were transmitted. GlassMate uses data in the Parent Part and Part Type fields to organize the parts on an invoice. and should be contacted directly should you not receive any acknowledgement for submitted invoices. they are treated the same as a quote. When using the View Acknowledgements dialog box. Note that you can select multiple acknowledgements at once and delete them all at once in this manner. Viewing Acknowledgements Once you submit an invoice for payment. you will probably want to remove it from the list to prevent the list from growing too long. 1 On the Communications menu. To view and manage acknowledgements The Current Assignments screen shows all assignments that have been received from GLAXIS or eGlassClaim. but have not yet been converted to a work order or an invoice. Harmon. a variety of tools are available to help you better manage your responses. Although Mitchell Glass has no ability to guarantee a response from any trading partner. you will typically receive an response acknowledgement after a certain period of time. click View Acknowledgements. acknowledgements typically appear within a day or two after the invoice is submitted. Note that this will close the currently open document. 4 Once you no longer need an acknowledgement. In many ways. Response time for whether the invoice will be paid or has been rejected varies. Teleglass does not always send notification of acceptance for invoices to be paid. 2 Some invoice rejections are accompanied by additional text describing the reason for the rejection. You can open any assignment simply by selecting it from the list and clicking OK. and acknowledgements are received at the same time. but usually occurs within five days. indicating that they have received the invoice. You can sort the list by any of the displayed columns by right-clicking on the column heading. The View Acknowledgements dialog box appears. Delete an acknowledgement by selecting it and choosing Delete. Invoices are transmitted from the Mitchell Glass servers to trading partners nightly. then selecting Sort Ascending or Sort Descending. or to eGlassClaim. or selecting it in the list and clicking Open.Sending and Receiving EDI Viewing Assignments If you select View Assignments from the Communication menu or the Perform EDI dialog box. rejection notifications are typically sent within a few days of submission. the Current Assignments screen appears. the following information may be helpful to understanding what you might expect: • For invoices submitted to Lynx Services. View all accompanying text detail by selecting the rejection and clicking View. • For invoices submitted to Teleglass. Each trading partner follows its own process and timing for responding to submitted invoices. • Invoices submitted to Safelite Solutions should receive an acknowledgement the following day. Assignments are typically sorted from the most recently received to the least. 3 You can quickly open the invoice associated with an acknowledgement by double-clicking the invoice. Chapter 4: Communications 53 . 6 Enter your Customer ID number and click Activate.eGlassClaim.net. Interfacing to the eGlassClaim System eGlassClaim is an internet-based claims management system adopted by several insurance carriers. If you use eGlassClaim. Viewing Authorizations This functionality is specific to GLAXIS users and is described fully in that section. 54 GlassMate User’s Guide . you can receive your eGlassClaim assignments into GlassMate. or contact Customer Service. 5 A message indicating the status of your activation appears. 6 Once you are identified as active. choose GlassMate. For more information about the eGlassClaim product itself. In order to do this. and have accepted one or more carrier agreements. To determine if you are activated for assignments from eGlassClaim • Click the Print button. GlassMate prints all acknowledgements in the list. This is especially helpful if you have a large number of acknowledgements to review. 7 On the Communications menu select Perform EDI. you need to first establish a relationship between your eGlassClaim account and your GlassMate software. To print the acknowledgements list Activation usually takes less than 30 minutes before you can start receiving your electronic assignments from eGlassClaim. 6 When you receive acknowledgement that an invoice has been accepted for payment. GlassMate will also generate a printer report of all of your acknowledgements.eglassclaim. 2 Login in using your shop administrator login and password. eGlassClaim now appears in the list of active trading partners. 2 Login in using your shop administrator login and password 3 Select the Relationships tab.net. or mark them as paid (see below). To Activate eGlassClaim with GlassMate 1 Go to www.net. 5 On the Available Point of Sale System menu. 1 Go to www. go to www. return to GlassMate. This can be helpful if you want to delete all or most of your acknowledgements. 3 Select the Relationships tab. you can choose multiple invoices at once to mark as paid. regardless of what invoices are selected. As with the Delete button. See “Using the GLAXIS Capability” on page 55. mark that invoice as a paid invoice by selecting the invoice and clicking Mark as Paid.Sending and Receiving EDI 5 Use the Select All and Unselect All buttons to quickly select or unselect every acknowledgement in the list. 8 You will receive any eGlassClaim assignments when you choose Receive Assignments from the Communication Menu. 4 Select the Point of Sale link.eGlassClaim. 4 Select the Point of Sale link. common tasks required to obtain and complete jobs. assignment into a work order or an invoice. there are a few important differences between the way you manage an eGlassClaim assignment compared to a standard GlassMate document. 2 Click on the assignment line. it no longer appears in the Assignments dialog box. To open an assignment 1 On the File menu. With your eGlassClaim assignments. you may want to view assignments even if GlassMate reports no assignments. Using the GLAXIS Capability GLAXIS has created an electronic hub that enables participants to communicate directly and securely with preferred business partners. A user from another workstation may have previously downloaded the assignment. you can • Add parts to the invoice • Maintain notes • Perform other activities which do not affect the original claim information or the invoice line item totals. click Receive Assignments. 2 Do one of the following: • Click View Assignments to view downloaded assignments • Click Return to GlassMate to continue working in GlassMate and view downloaded assignments at a later time. To retrieve GLAXIS assignments 1 On the Communications menu. creating a single document with all of the necessary information. GLAXIS connectivity helps to automate the numerous. a message appears telling you how many assignments were received. Although GLAXIS can be used with an intermittent or dialup connection. claims managers. Your computer must be connected to the Internet to use the GLAXIS within GlassMate. After GlassMate has finished downloading assignments. and industry suppliers. is provided by the eGlassClaim system and thus GlassMate will not let you modify it. an ‘always-on’. high speed connection is recommended for best results. Most of the information on an eGlassClaim assignment. Note: If you are on a multiuser system and are Working with GLAXIS Assignments GlassMate allows you to load GLAXIS assignments electronically.Managing eGlassClaim Assignments Managing eGlassClaim Assignments Because eGlassClaim assignments originate in a different system than GlassMate. GLAXIS accomplishes this by connecting its customers existing computer systems to those of their preferred business partners. such as customer and billing information. Once you convert an expecting an assignment. GLAXIS links you to the nation’s leading insurance companies. Customers maximize their technology investment by connecting once to GLAXIS and gaining connectivity to the marketplace. Chapter 4: Communications 55 . click Show Assignments to open the Current Assignments list. Assignments can be viewed at any time by selecting View Assignments on the Communications menu or by clicking on the blue folder on the toolbar. a new tab appears after the Notes tab. the carrier or third party administrator needs to reissue the dispatch with the appropriate damage information. click the GLAXIS tab. Authorizations are described in more details below. Those authorizations that can be received real-time are marked with an asterisk (*). including the desired schedule time. An example would be the use of OEM glass or OEM moldings. As you build your invoice. GlassMate indicates the authorization requirement for that part and its status. A part may have one of the following statuses: Authorization status OK This tab is divided into the following areas: • Original Assignment Information: Displays general information about the dispatch. The GLAXIS tab displays additional information about the assignment that does not appear elsewhere in GlassMate. and you can begin work on the document. GlassMate provides the status of each part. For example. Any part that is not identified as ‘OK’ or ‘Authorized’ should be authorized prior to submission.Using the GLAXIS Capability 3 Click Open. if provided by GLAXIS. but still require authorization. For GLAXIS assignments. such as a back window. This part is inappropriate for this assignment. can guide and inform you if you add parts to an invoice that are inconsistent with the dispatch received. if the dispatch received indicates that the work to be performed is a windshield replacement. 4 If viewing a GLAXIS assignment. You have entered a labor amount that exceeds the agreed upon amount. GlassMate marks any other glass. Authorization is required for this part. these discounts and rates are automatically applied to invoice line items. Invalid Part Displays all of the eligible authorizations for the work assignment. Many parts are appropriate to the work to be performed. • Authorizations: This part is appropriate for the invoice and the pricing matches the agreed upon terms. and whether it is a repair or a replace. When you add a part to a GLAXIS assignment. The same is true for changing the pricing in such a manner that would cause your invoice to be rejected by the insurance carrier or third party administrator. The assignment opens in GlassMate. You have entered a part net price that exceeds the agreed upon amount. • Discounts: Displays information about rates and discounts for this assignment. as an invalid part if you add it to an invoice. Exceeds Amount Exceeds Labor GlassMate & GLAXIS Auditing One primary principle behind the interface between GlassMate and GLAXIS is that GlassMate Required 56 GlassMate User’s Guide . • Damage Information: Displays what the damage glass is. If you need to perform work that is different from what is specified on the dispatch. or else the probability of rejection is significantly increased. When you build your invoice. includes information that you would typically provide when requesting authorization for a part. and do one of the following: • Right-click on the part. GlassMate transmits the authorization request to GLAXIS. The sample below shows what you may see for a dispatch for a windshield replacement. Requesting Part Authorization Parts requiring authorization display ‘Required’ in the Authorization column of the document. 4 After you have provided the required information. • For those authorizations considered by GLAXIS to be ‘online’ authorizations. is OK and requires no authorization. The Part Authorization dialog box appears. The following section. the kit. click Add & Send Authorization. • For those authorizations considered by GLAXIS to be ‘electronic’ authorizations. click Authorize Part. you will typically receive a response within 10 to 20 seconds. the Reason Code selected must be ‘Electronic Request’. The second line. 3 Do one of the following: • For parts where you are requesting that a specific price or quantity be authorized. typically you will only authorize those parts where authorization is ‘required’. At this time. ‘Request’. and choose Authorize Part. You must choose a Reason Code for all authorizations. • On the Document menu. appears. Since this dispatch was for a windshield only. the reason that the part requires authorization Chapter 4: Communications 57 . no description or explanation is necessary. you may need to request that the assignment be resent by the third party administrator. this is an invalid part. For authorizations that cannot be performed as ‘online’. These are typically authorizations that can be given in real-time without review by the third party administrator or insurance carrier. You can get any pending authorizations issued by GLAXIS by choosing Receive EDI on the Communications menu. or the pricing included with the assignment is incorrect. you will receive a response indicating that the electronic authorization request has been received and that you will receive a final response within 24 hours. you must provide both a description of the requested authorization and an explanation. 2 Choose a Reason Code. For ‘Electronic’ authorizations. provide the requested price and quantity in the fields below the reason code. If the requested authorization is ‘Online’. The first line is an OEM part that requires authorization. At the top of the Part Authorization dialog box. To authorize parts 1 Select the part. It may be good practice to wait until you receive an initial response from GLAXIS regardless of the authorization type before returning to GlassMate.Using the GLAXIS Capability Although you can request authorization for any part. The third line is for a tempered (door) glass. If the assignment does not contain the correct damage information. you may choose to wait for the GLAXIS response or cancel waiting and continue working in GlassMate. 2 The Electronic Loss Notification process steps you through the series of dialog boxes required to place a loss notice. 1 On the Communications menu. Performing Loss Notices With GLAXIS If you have licensed the optional GLAXIS module for GlassMate. button to go to the GlassMate Vehicle selection dialog box and configure the vehicle with the Year/Make/ Model and Body Style. GlassMate automatically selects GLAXIS invoices for transmission if all parts are authorized or acceptable for submission. it is recommended that invoices pass the GLAXIS audit in GlassMate and that all parts are authorized before submitting an invoice for payment. 58 GlassMate User’s Guide .. Invoices that are ready for submission appear in the dialog box. GLAXIS invoices that are awaiting part authorization or fail audit rules appear in the list but are not selected for transmission. You can send any invoice regardless of authorization or audit status. you can perform electronic loss notices for approved carriers. The first dialog box that 4 Complete all fields on the dialog box and click Next to proceed to the Vehicle Information dialog box. However.Using the GLAXIS Capability Submitting GLAXIS Assignments for Payment You submit your GLAXIS invoices for payment in the same manner as you do for all other trading partners. 5 Choose one of the following of three ways to select the vehicle that requires service: • Click the Lookup. Complete all fields on the dialog box and click Next to proceed to the Customer Information dialog box. To file an electronic loss notice with GLAXIS 3 Fields marked with an asterisk (*) are required. Following this practice reduces the frequency of rejected invoices appears confirms the retail contact person name and the electronic trading partner (currently only GLAXIS is available).. select GLAXIS Loss Notice. deductibles. The final loss notice is transmitted through GLAXIS and you will receive a message with further instructions from them. This method is only recommended for vehicles that are not present in the NAGS database. GLAXIS will return a complete list of vehicles. 8 Once this dialog box is complete. if you accept the work. Using the Must Replace option. indicate if you must replace the glass. click Next to proceed to the Damage Information dialog box.. codes. • Click the User Defined. or relative location Summary This chapter described how to use the GlassMate Communications feature to send invoices electronically for approval using Electronic Data Interchange (EDI). button to manually enter all of the vehicle information. door. 6 Below the vehicle selection information is the loss information. In this section. and what the cause of the loss was. and the last four VIN digits.. select Add to add it to the list of damage. Select the appropriate vehicle from the list.). choose the appropriate elements from the corresponding lists.. 11 Once the list is complete. If you believe it can be repaired. 12 If coverage exists. etc. For those glass parts that have side. select the appropriate option from the list and enter the name and data of the third party. position. click Finish. indicate if there is only glass damage to the vehicle. 9 For each element of damage on the vehicle glass. 7 If the customer is filing the claim as a result of action by a third party.. button if you have the VIN and want to decode it to get the exact vehicle match.Summary • Click the VIN Decode. click No. and. Chapter 4: Communications 59 . 10 After you have configured a damage element. choose the appropriate damage location (windshield. select Next to transmit the complete loss notification to GLAXIS. . If you are a new QuickBooks user. which includes creating a complete Chart of Accounts and Items List (the Items List must contain sales tax items). You must first export the Chart of Accounts and Items List from QuickBooks to a directory within the GlassMate program folder. You can then export your invoices to QuickBooks. QuickBooks allows you to setup several categories of items. when accessing the global tax rate profile. QuickBooks items are for the services of items you buy and sell. The QuickBooks tax items appear in the current document's Tax Profile tab and on the Tax Rates screen. Setting up QuickBooks You can set up QuickBooks to open from within GlassMate using the QuickBooks Setup screen. . Tax items are part of the Items List that is exported to GlassMate along with the Chart of Accounts. This screen is accessed by selecting Setup on the QuickBooks menu. you must set up your company. Taxes and tax items are setup in QuickBooks. GlassMate allows you to use QuickBooks to calculate and apply tax rates. You must then import the folder information into GlassMate before transferring information between the two applications.Chapter 5 GlassMate Special Features Overview This chapter contains information on special features available with GlassMate. Refer to your QuickBooks documentation or online help for complete instructions. The two features covered in this chapter are: • Using GlassMate with QuickBooks • Creating a Stand-Alone Workstation in a Multiuser Environment • Using the GLAXIS™ Capability • Interfacing with eGlassClaim Using GlassMate with QuickBooks If you have Intuit QuickBooks installed. Setting up the QuickBooks interface requires you to complete procedures in both QuickBooks and GlassMate. A message displays informing you that the data has been exported successfully. you can begin to export invoices and customer lists into QuickBooks. you can filter the Mark Invoices to Export list by Not Exported or Exported invoices. 2 On the Export Invoices to QuickBooks screen.IIF in the File Name field. 4 Click Open to begin the import process. 6 Select the desired income account on the Income Account list. 4 On the Mark Invoices to Export list.IIF. 3 If you want to export the customer list with the selected invoices. if desired. You can export invoices and customer lists into QuickBooks using the Export Invoices to QuickBooks screen. click Setup. and the specific Account Receivable and Income accounts have been selected. 2 On the QuickBooks Setup screen. 8 Click OK. select the invoices that you want to export and click Export.iif is created and saved in the path C:\chart. After all information imports into GlassMate. 6 On the Export dialog box. 7 Select Mark QuickBooks Invoices to be printed. Depending on the Quickbooks version you have. point to Utilities and then click Export. 5 Select the desired accounts receivable account on the Accounts Receivable list. 2 On the QuickBooks Setup screen.iif in the File Name field. select the Export Customer List check box. do one of the following on the QuickBooks main menu: • From the File menu click Export. This screen is accessed by selecting Export on the QuickBooks menu. To export Invoices and Customer Lists to QuickBooks 1 From the QuickBooks menu click Export. Exporting Invoices and Customer Lists 3 QuickBooks opens from within GlassMate. 7 Click Save. 3 On the Open dialog box. • From the File menu. 1 From the QuickBooks menu click Setup. you are returned to the QuickBooks Setup screen. The export file Chart. 4 On the Export screen. To import accounts After the QuickBooks Chart of Accounts and Item List have been properly set up and imported into GlassMate. select the Chart of Accounts and then the Item List from the available options. click the Import Accounts button. You can view this check box in QuickBooks on the Create Invoices dialog box. When you select this option. 5 Click OK. type C:\chart. This dialog box displays the invoice(s) originally created in GlassMate. type c:\chart. 62 GlassMate User’s Guide . click the Launch Quickbooks button. QuickBook invoices are flagged for printing.Using GlassMate with QuickBooks To install the QuickBooks Interface 1 On the QuickBooks menu. Not Exported Displays invoices that have not been exported to QuickBooks to display in the Mark Invoices to Export list.IIF6.A Stand-Alone Workstation in a Multiuser Environment 5 Click Close to close the Export Invoices to QuickBooks screen. Exported c:\Program Files\National Auto Glass Specifications\GlassMate 4 Single User\QBOutput. However. Displays invoices that have already been transferred to QuickBooks.IIF file into QuickBooks now.iif). 2 On the Import dialog box. and other important system information is automatically downloaded to the workstation. • For Single Users: allowed in the Filter By section. it is a simple matter to reconnect to the server to receive updates of price and tax profiles. When you disconnect your workstation from the network. Export Invoices to QuickBooks Fields Filter By Note: Multiple selections are 1 Depending on the Quickbooks version you have. do one of the following on the QuickBooks main menu: • On the File menu. tax profiles. and other information that may have been changed on the server during the time the workstation was offline. Exports the information to QuickBooks. GlassMate writes an export file in the QB subdirectory under the GlassMate Installation directory.IIF file into QuickBooks 3 Click Open. You must import the QBOutput. locate the QB directory on your C:\ drive (under the GlassMate Installation directory). Chapter 5: GlassMate Special Features 63 . A stand-alone workstation is considered to be OFFLINE from the network. Once detached. A Stand-Alone Workstation in a Multiuser Environment If GlassMate was installed as a multiuser application. point to Utilities and then click Import. • On the File menu. If you have a very large amount of this information. a message displays informing you that the data has been imported. You can verify that the information imported correctly by viewing the Customer Register or the Customer Job List in QuickBooks. To import the QBOutput.iif • For Multiusers: c:\Program Files\National Auto Glass Specifications\ GlassMate 4 Client\QBOutput.IIF Export Customer Exports the customer list with List any selected invoices. The information is imported into QuickBooks. 4 Click OK.iif. it may take a few moments to complete the process of taking the workstation off the network. you cannot add or modify system information. all of your price profiles. customer lists. When complete. When in offline mode. any user can disconnect from the server and function as a stand-alone workstation. Exporting an invoice that has already been exported causes QuickBooks to generate a duplicate invoice. Click QBOutput. The name of the export file is fixed by GlassMate and is named QBOutput. (C:\glassmate\qb\QBOutput. customer and agent lists. click Import. all Communications and Quickbooks features are disabled. click Company Info and use the number in the Shop ID field. Click Yes. you must first establish a relationship between your GlassMate installation and eGlassClaim. The Synchronize Documents . If you want to stop receiving assignments from eGlassClaim. synchronizing them with documents on the server. click the Relationships tab and select the Point of Sale option. check that you are using the correct POSSpecific Shop ID and try to activate again. To activate eGlassClaim 4 On the Available Point of Sale System menu. and invoices that you created while your workstation was offline. 5 Type your POS-specific Shop ID and click Activate. Using the same modify and sort techniques that are used for opening documents. If you don’t know your Shop ID. you must terminate the relationship. You will be notified if activation was successful. point to Multi User Client. eGlassClaim If you use eGlassClaim. and click Disconnect Multiuser Client. Click Yes. Synchronize Documents The Synchronize Documents function allows you to upload quotes. telling you the disconnect was successful. Click OK. and click Connect Multiuser Client. 3 A message appears. On the System Info menu.Upload window appears. To synchronize your documents A workstation can remain offline for 30 days before you are prompted to go back online. open GlassMate. uploaded from your workstation will be renumbered as they are uploaded to the server to maintain the server’s document numbering sequence. The activation request may take up to 24 hours to process. type www. 6 To verify that the activation was successful. point to Multi User Client. select Point of Sale.eGlassClaim To disconnect a multiuser client 1 From the File menu. click eGlassClaim. 2 You are reminded that any open document will be closed and asked if you wish to proceed. 64 GlassMate User’s Guide . contact Customer Service. 1 Open Internet Explorer. 2 You are reminded that any open document will be closed and asked if you wish to proceed. If you are interested in becoming an eGlassClaim user. and would like to receive GlassMate assignments from eGlassClaim. If activation was not successful.) Note: Please note that all documents 1 From the File menu. (See “Modify Filter/Sort Criteria” on page 42.eglassclaim. and click Synchronize Documents. 2 In the URL Address field.net and log in using your Admin User ID and Password. To reconnect to the server 1 From the File menu. work orders. point to Multi User Client. 2 Click the Modify Filter/Sort Criteria button to change the filter/sort criteria. you can choose which documents from your workstation will be uploaded to the server. 3 On the Relationships tab. 2 In the URL Address field.net and log in using your Admin User ID and Password. 3 On the Relationship tab. Chapter 5: GlassMate Special Features 65 . contact Customer Service at (800) 551-4012 and select the Customer Service option. It also described how to interface with eGlassClaim.eglassclaim. It may take up to 24 hours to receive a termination reply. type www. click Terminate Relationship. Summary This chapter described how to set up QuickBooks taxes to facilitate the quote creation process and how to create a stand-alone workstation in a multiuser environment. If you are still not successful. 4 Click OK. To terminate eGlassClaim 1 Open Internet Explorer.Summary following the steps above. . 2 To change the month. . 2 The GlassMate Reports dialog box appears. GlassMate consists of three categories of reports: • General • Sales • Performance To open GlassMate reports Calendar Some GlassMate reports require you to provide a date range prior to viewing or printing the report. representing the GlassMate reports available for that category. point to Print. For any GlassMate reports that require you to select a date range. All GlassMate reports can either be sent directly to your default printer or previewed prior to printing. click the Calendar button. 5 Click Close. click the Calendar button for the From and To dates and select the date from the Calendar. select one from the list. The current date displays by default. then click Reports. To select a date on the Calendar 1 On the To and From date fields. 4 Click the date. 1 On the File menu. The Calendar displays. The GlassMate Reports dialog box consists of three tabs to represent the GlassMate report categories. 3 To change the year. select one from the list.Chapter 6 GlassMate Reports Overview This chapter contains information on how to run and print GlassMate reports. Each tab consists of a list of buttons. price. 3 To print the report. Clicking the Sales Tax Liability button on the General tab of the GlassMate Reports dialog box opens the Sales Tax Liability Report dialog box. Price Profile List Report The Price Profile List report displays the price profile that was set up as the default for your documents. The General tab of the GlassMate Reports dialog box provides the following report options: • Sales Tax Liability • Price Profile List • Tax Profile List • Invoice Lookup • Job Schedule Sales Tax Liability Report The Sales Tax Liability report displays a summary of sales tax information for a date range. click the Preview Report button. select the General tab and click Sales Tax Liability. and schedule information. 4 To preview the report. click the Print Report button. 5 Click Close. This includes tax.General Reports General Reports GlassMate General reports provide information pertaining to your shop. To print a Sales Tax Liability report 1 On the GlassMate Reports dialog box. open the calendar and select From and To dates. Clicking the Price Profile List button on the General tab on the GlassMate Reports dialog box opens a preview of the Price Profile List report. 2 On the Sales Tax Liability Report dialog box. 68 GlassMate User’s Guide . invoice. click the Print button. select the General tab and click Price Profile List. A preview of the report displays. 1 On the GlassMate Reports dialog box.General Reports To print the Price Profile List report 2 To print the report. Chapter 6: GlassMate Reports 69 . Invoices Not Paid: 70 GlassMate User’s Guide . Clicking the Tax Profile List button on the General tab on the GlassMate Reports dialog box opens a preview of the Tax Profile List report. or Claim Number. select the General tab and click Tax Profile List. click the Print button.General Reports Tax Profile List Report The Tax Profile List report displays the tax rate profile that was set up as the default for your documents. To print the Tax Profile List report Invoice List Report The Invoice List report allows you to print a list of unpaid invoices or paid invoices and the total of the resulting invoices. Customer Name. 2 To print the report. 1 On the GlassMate Reports dialog box.You can then apply a date range and sort the resulting list by any of the following options: Invoice Number. A preview of the report displays. or completed documents that have been marked as scheduled on the Bill To tab. select Invoices Not Paid or Invoices Paid. scheduled. 5 To preview the report. 1 On the GlassMate Reports dialog box. 3 Open the calendar and select From and To dates. click the Preview Report button. 7 Click Close. 2 On the Invoice List Report dialog box. Chapter 6: GlassMate Reports 71 . This report is filtered by date range. click the Print Report button. select the General tab and click Invoice Lookup. 6 To print the report. To print an Invoice List report Job Schedule List Report The Job Schedule report allows you to select open.General Reports Invoices Paid: Clicking the Invoice Lookup button on the General tab on the GlassMate Reports dialog box opens the Invoice List Report dialog box. 4 Select the primary sort field from the Sort By list. 5 To print the report. select the document status from the list. 6 Click Close. 72 GlassMate User’s Guide . 4 To preview the report. click the Print Report button. click the Preview Report button. Sales Reports GlassMate Sales reports allow you to track information pertaining to the sales history of glass parts or NAGS service parts. Clicking the Glass Sales History button on the Sales tab on the GlassMate Reports dialog box opens the Part Sales History dialog box. 3 Open the calendar and select From and To dates. 2 On the Job Schedule List Report dialog box. select the General tab and click Job Schedule. To print a Job Schedule List report 1 On the GlassMate Reports dialog box.Sales Reports Clicking the Job Schedule button on the General tab on the GlassMate Reports dialog box opens the Job Schedule Report dialog box. The Sales tab provides these report options: • Glass Sales History • Part Sales History Glass Sales History Report The Glass Sales History report displays a sales report for glass part only sales based by date range. click the Print Report button. • Installer Chapter 6: GlassMate Reports 73 . 5 Click Close. and the dollar value of total parts sold for each part number. Part Sales History Report The Part Sales History report displays a sales report of all part sales by the date each part was last sold. 3 To preview the report. sales representatives. click the Print Report button. Performance Reports GlassMate Performance reports allow you to view information pertaining to the total sales performance of customer service representatives. and installers. click the Preview Report button. To print a Part Sales History report 1 On the GlassMate Reports dialog box select the Sales tab and click Part Sales History. 1 On the GlassMate Reports dialog box select the Sales tab and click Glass Only Sales. click the Preview Report button. 2 On the Part Sales History Report dialog box. select From and To dates from the Calendar. 4 To print the report. The Performance tab provides the following report options: • CSR Sales • Sales Rep. 2 On the Part Sales History Report dialog box. Clicking the Part Sales History button on the Sales tab on the GlassMate Reports dialog box opens the Part Sales History dialog box. This report is based on the date range you entered or selected on the Calendar on the Part Sales History Report dialog box.Performance Reports To print a Glass Sales History report 5 Click Close. 4 To print the report. select From and To dates from the Calendar. 3 To preview the report. Performance Reports CSR Sales Report The CSR Sales report displays a summarized sales performance for each CSR (customer service representative) by invoices and total sales in dollars for a specified date range. 2 On the CSR Sales Report dialog box. Clicking the CSR Sales button on the Performance tab on the GlassMate Reports dialog box opens the CSR Sales Report dialog box. 5 Click Close. 4 To print the report. 74 GlassMate User’s Guide . Sales Rep Report The Sales Rep report displays a summarized sales performance for each sales representative by invoices and total sales in dollars for the selected date range. click the Preview Report button. To print a CSR Sales report 1 On the GlassMate Reports dialog box select the Performance tab and click CSR Sales. 3 To preview the report. click the Print Report button. select From and To dates from the Calendar. select From and To dates from the Calendar. To print a Sales Rep report 1 On the GlassMate Reports dialog box select the Performance tab and click Sales Rep. Clicking the Installer button on the Performance tab on the GlassMate Reports dialog box opens the Installer Report dialog box. Installer Report The Installer report displays the number of installations performed by each installer by number of repairs. 2 On the Sales Rep. select From and To dates from the Calendar.Performance Reports Clicking the Sales Rep. 2 On the Installer Report dialog box. 3 To preview the report. click the Preview Report button. 1 On the GlassMate Reports dialog box select the Performance tab and click Installer. number of replacements. Sales Report dialog box. 3 To preview the report. and average dollar value of each job for the selected date range. Chapter 6: GlassMate Reports 75 . click the Preview Report button. 4 To print the report. click the Print Report button. To print an Installer report 5 Click Close. 4 To print the report. button on the Performance tab on the GlassMate Reports dialog box opens the Sales Rep Report dialog box. click the Print Report button. 5 Click Close. 76 GlassMate User’s Guide .Summary Summary This chapter described how to generate and print GlassMate reports. . 1 On the taskbar. To run the Compact utility 1 On the taskbar. GlassMate. point to Programs. Using the Single-User Database Utility The Database Utility contains the following options to maintain the GlassMate database: • Compact • Repair Repair The Repair utility optimizes performance while running GlassMate.Chapter 7 Database Utility Overview The GlassMate Database Utility is a separate application that allows you to maintain the GlassMate database and includes compacting and/ or repairing the database.mdb file. 2 Log on to the Database Utility with your GlassMate User Id and Password. To run the Compact utility Compact The Compact utility compresses the GM_Invce. This chapter describes how to access and utilize the Database Utility. click Start. GlassMate. where your data is stored. Mitchell International. This conserves storage on your hard drive. click Compact. 2 Log on to the Database Utility with your GlassMate User ID and Password. and then click Database Utility. 3 On the Database menu. 3 On the Database menu. and then click Database Utility. click Start. point to Programs. click Repair. Mitchell International. Single user installations do not have a backup option. at the end of the month you can likely purge the first three weeks of the month. 4 To restore your data (for multiusers): 5 On the taskbar on the GlassMate server. click Backup. 78 GlassMate User’s Guide . select the database backup to restore. 1 From the taskbar on the GlassMate server. if you back up your database every week. and then click Database Utility. The GlassMate database backup is stored on the \Nags_Backup directory. and then click Database Utility. 3 On the Purge Invoice Database Backup dialog box. GlassMate. 5 Type Yes on the Confirm Purge of Backup dialog box. click Purge Backup. Backups are listed by date. Purging Backups As you back up your data. We recommend only purging older backups when you are confident that newer backups are available. Mitchell International. point to Programs. Backups are listed by date. To purge backups (for multiusers) 1 On the taskbar on the GlassMate server. 4 Click Continue.Backing Up and Restoring Data for Multiusers Backing Up and Restoring Data for Multiusers Mitchell provides a specific Backup and a Restore utility for multiuser customers. you can purge them from your disk to make more space available. point to Programs. 2 On the Database menu. 3 Click Continue. select the database backup(s) to purge. Summary This chapter described how to access and run the GlassMate Database Utility. 2 On the Database menu. 7 On the Restore Invoice Backup dialog box. point to Programs. click Start. the amount of disk space required to store those back ups will increase. For example. GlassMate. To back up the GlassMate database (for multiusers) 9 Type Yes on the Confirm Database Restore dialog box. but backups can be created with third-party software. click Start. GlassMate. If you have a number of older backups that you are confident you no longer need. 6 On the Database menu. and then click Database Utility. Mitchell International. Mitchell International. 8 Click Continue. click Start. click Restore.