Weblink II Invoice #'s

[jkidder]

Hello

I'm currently working with a car-quest location using the web link II built into the manager application, i have found after reviewing my monthly statement from my local car-quest dealer that the PO# that is being sent across to car-quest via the web link, is the estimate # generated in manager, is there a way to send over the invoice # and not the estimate #, after the estimates are converted to invoices the estimate numbers are just gone and i cannot reconcile my bill with my invoices in manager? Any help or guidance is greatly appreciated.

Thanks

Jon

[ricmorin]

I reviewed my CQ invoices and found that all my invoices have my PO number listed, not the estimate number. Can you tell us what version of Manager you have and whether you have the inventory module? Did this just start recently? Usually what displays in those fields are determined by CQ, not Mitchell, but let's dig a little deeper.

[jkidder]

Using version 6.5.37, do not have inventory module, and as for this starting recently, i have never looked or noticed until just yesterday. I think the issue comes from ordering parts when we are still under the "estimate" and not under the RO or Invoice. Is anyone aware if i can force the estimate to be an invoice before the users are able to send the parts order over to CQ?

[ricmorin]

Your theory is quite possible. So you are ordering parts at the Estimate stage? Is there a particular reason for this? Let's review workflow a bit.

Estimates are for work that is either scheduled or potentially scheduled. Some users make an estimate for every job scheduled, myself included. This allows for time loading/labor asset management. With the CRM package, your customers will get an email reminder of the appointment too.

When the vehicle arrives, convert the Est to an Repair Order. RO's are for work that is here in your shop now. Print your RO for the customer to sign (suggested practice) or use the 'Mark All RO's as Printed' function if you do not want to print them. This is the stage where you want to make your parts ordering.

Use Invoice when all the work is done.

If you want to pre-order parts, the way to go is Special Order IMO. Some people use RO's, but I like the distinction between the stages. Everything nice and neat.

It's also possible that because you do not have Inventory, the interaction between Manager and the catalog is different. I can't comment on that as I have Inventory. Try ordering parts from the RO stage and let us know what data transfers.

There's no way to 'force' an Estimate to be anything else. If it suits you, you could just start with an RO along with the 'Mark All RO's as Printed' function. That would get you to the stage of proper ordering right away. Certainly not my choice but some do it that way.

[jkidder]

Yah your process flow makes complete sense to me, unfortunately the owner is never going to change his process flow because "his way works for what he needs", until i come in to pay the bills and have a mess on my hand like i have now.

OK so my next thought was is there a way to disable the parts ordering button until the order is in RO status, i just tried to order in the RO status and the RO/Invoice# passes to CQ correctly. So if this is an option or if anyone knows how to edit the code behind the application i would love to know. This way they would be unable to make the issue that they are currently causing me.

[ricmorin]

There is no way to disable that button. Perhaps if you explain your dilemma your boss can be convinced.