Mitchell 1 Quick Answers

NOTE: Every shop will have a different degree of database cleanup to do; we can only provide the basic concepts here.

PREVENT creating duplicates by making sure that EVERY person knows to ALWAYS begin orders with Start/F6 to validate customer names and vehicles! When adding appts to Schedule, ALWAYS use Find Customer to validate existing names!
New orders =      Schedule =

The first task is to determine which orders and posted invoices are under duplicate names. The next thing is to decide which records are correct and work towards getting all invoices under those customer/vehicle records to preserve all of the repair history. Please note that It is possible to un-post History invoices to correct and later re-post.
 
TIP: License plates are UNIQUE; if you enter a license plate and press Tab, the software will take the user to that vehicle record. If you find that a license plate must be "freed" from a vehicle record, do this: 1) Delete the charactors of the license plate, click Exit and when Are you Deleting this Vehicle's License? displays, answer Yes. The license plate is now free to be entered elsewhere under the desired vehicle record without flipping back to the vehicle record it came from.

PART 1: Correcting LIVE orders (still on WIP):

1) Select the order from WIP screen:

 

2) Click on Customer Tab, then click Name button to get rolodex opened
3) Locate the CORRECT Name and highlight it; click OK to select it

 

4) Switch to the Vehicle tab; select the CORRECT vehicle (if not already highlighted)



5) Click on Exit (in Vehicle Screen);



6) Dialog displays: Are you changing vehicles on this order?' will display. Answer Yes; this order is corrected. Repeat as needed.

PART 2: Correcting Posted Invoices (History file):

1) Go to Utilities menu, select Customer Screen,



2) Click on Name to open customer list and then click OK to select the "wrong" name



3) With wrong name selected, go to History tab



4) With invoice highlighted, click on Un-Post Invoice (answer no to ‘use current values’ question)



5) Answer YES to 'Un-post this invoice?', answer NO to any questions about "using current technician rates?".

    

The un-posted order now appears on the Order screen, ready for correction.

6) Click on Customer Tab, then click Name to fetch the correct customer record.
7) Highlight the CORRECT Name, then select the CORRECT vehicle (if not selected by default)



8) Dialog displays; Are you changing vehicles on this order?’. Answer Yes



9) Click on the Order tab and then click Pay/Post, then OK to re-post this invoice back into the History file.

 

 

Repeat these steps for any additional invoice corrections.

PART 3: Database Cleanup - Deleting Wrong Customer & Vehicle Records

When all of your open and posted orders are corrected, you can now delete 'wrong' customer/vehicle record(s)

1) Open Utilities menu, select Customer Screen, then click Name to access your 1st 'wrong' customer record.



2) Highlight that 'wrong' name and click OK (or just double-click it) to select this record.



3) Click on Edit menu, select Remove Customer.



4) Dialog displays answer Yes. Remove all their vehicles = Yes

  

Repeat these steps until your database cleanup task is completed.

TIP: It is not possible to remove a customer/vehicle combination when they still have an open Est/RO/Inv.