Billing Repair Card / Quote Estimate

The billing repair card, Quote Estimate and Group Billing is designed for easy entry as well as stability in entering data. Before you can enter a billing repair car or Quote Estimate, you must have a company listed in the Rolodex file that is designated with the check box as Invoicing. You must also have a customer Profile set up if you wish to give this specific customer a discount or need to designate how the company prefers to be invoiced. The employee’s initials and actual time is only displayed if the check box in the Entity selection states that you want this action. The customer will never see this information.

If you are using the single entity version, as most users do, then that pull-down will be inactive. If you have multiple entities, meaning that you represent more then one company, then you may select from the pull-down.

Next you will need to select the company responsible for the payment of this specific billing repair card from the pull-down, marked Company.

Note: You can only use the TAB key or mouse to move out of a pull-down field.

If you enter the initial for either the entity or the company, the system will verify that the initials or registered in the appropriate files. If it is not, then you will be notified and the system will not allow you to go any further.

The AAR requires that you designate if the car is a Load or Empty, the repair facility type and the repair type. The facility type can only be one of the following; Repair Track, Contract Shop, Expedite Track, Back Shop. The repair type can only be one of the following; Billing Repair Card, Defect Card, Joint Inspection, Rebuttal, Shop, Material Supplied to Railroad, Counter Billing Authority, Destroyed Cars, Other, PST Taxes or GST Taxes, Provincial Sales Tax (Canada), Quebec Sales Tax (Canada), Goods and Services Tax (Canada), Harmonized Sales Tax (Canada), International Value Added Tax (Mexico). These fields along with others are mandatory for the data exchange file output.

Once you select a responsible company the company billing information will appear on the lower right of the screen just under the browse area. This will always display the current AAR price master labor rate. The quarter and year will display to the right of the rate. Under the AAR information, the selected company's hourly rate will appear and if there is a PO Number for this car, it will appear to the right of the company hourly rate. You can enter any PO Number here or remove the PO Number all together.

The system is designed so that you can select different responsible companies for each line of repair or keep all lines as the responsibility for just one company.

The next several entries are the normal header information that you or your customer will see on the billing repair card.

The only validation that are done at this level are that the car initial is at least 2 alpha characters in length, the car number is 1 or greater, the splc is 1 or greater, the repair date is not a future date. If the repair date is greater than 90 days old, the system will ask you to verify that this is correct. They system will also validate that if you have a defect card initial, that it is greater than Alpha 1 character in length and that there is a defect card date that is less then the current date. If the defect card date is greater then four years, the system will ask you to verify the date. Rule 107 states that you must repair a car within four years of the defect card date. Rule 112 states that a car must be billed within one year of the repair date.

Once you have entered all the header information correctly, then press the Detail push button. Once you press the detail push button and validations are correct, all fields in the header group, except Responsible Company, will become inactive. If you are editing a billing repair card, then this is where you will start!

The entry fields under the header information are where you will be entering the detail billing.

If you have selected the OPTIONS in your profile to show Labor and Material on the entry line, the you can either press enter through the line and have the system calculate the charges according to that customers profile, or you can overwrite one or both fields. If you overwrite the material field and the job code has a price master associated with it, then the system will still calculate the Labor field according to your customers profile.

If you have selected the OPTIONS in your profile to show the Description on the entry line, then after you enter or leave the applied qualifier field, the system will display the applied job code description as well as the qualifier description if the qualifier is a Rule 83 qualifier. You can either except the description or overwrite it.

When you enter the responsibility and press your Enter key, the system will validate your entry to make sure that it is 100% accurate.

At the bottom left side of the billing repair card is a selection to show if the line of repair is an Estimate or a Supplemental to an estimate. This is for the benefit of you as well as some other companies that may require this added information in the data exchange files.

They system will validate every line of repair so that it conforms with the rules of the job code/price master file that you have selected. If you are using either the AAR or Canadian price masters, the system will validate that the job code is in the current price master. This is because the job code may be a valid job code in the current or previous price masters, but not in the price master that you may be using. Other validation are based on the job code file, such as the proper removed job code for the job code applied, why made code, responsibility code, qualifiers, quantity and so on. If the validation fails, you will be notified what is wrong, what you should be entering to make it correct and the rule number. You will not be allowed to proceed until the corrections are made.

When the system detects an error while using AAR or Canadian Price Master, you will be informed exactly where in the AAR Field Manual to look. Example Below:

If you click YES to view the price master for the error, then the page of the price master for the specific job code would appear as in the example below.

By holding the mouse over a push button, a speed tip will appear under that button informing you what its function is.

The next two push buttons in the square Discounts are for Discounts to be turned ON or Discounts to be turned OFF. If you turn the discounts on, then you must have a customer profile stating what the hourly rate and/or defect card discount is. If you turn the show discount OFF and have the discount set to ON, you will still see the discount amount on the billing repair card, but it will not appear on the printed billing repair card. When invoicing, the discounts will always appear on the Invoice cover sheet as well as the Statement summary.

The green pushbutton with the E=MC2 will reset all amounts on the current line to $0.00. This allows for recalculating prices. The system is designed to calculate the price according the selection from the pull-down at the bottom left side of the screen. However, if you want the price to be $0.00 charges, then the push button showing "N/C OFF" can be pressed to display "N/C ON", meaning No Charge.

Assist is a tool to assist you in writing a correct line of repair. It is designed to display pull-downs in a very logical order. You will notice that the pull-down starts with the table of contents from the AAR Field Manual. When you press Next, the pull-down will give you the sub selections from the table of contents that you selected. The next page will display all the applied job codes and removed job codes along with their descriptions for the selection you made. You may select any of the pull-downs to see the job codes and allowable removed or applied job codes for what you selected. The last page shows how the line will appear with a few pull-downs that you may want to use. Where the pull-down is N/A, then it will be inactive. Once you are satisfied that the line of repair is how you want it, then press the push button "Write" and the line of repair will appear on the entry fields waiting for you to validate the line of repair.

The description will show the applied job code description along with the Rule 83 qualifier description automatically. If you would like to change the description, simply click on the description field and write anything up to 40 characters long. The system is designed to never over write a description, if one is present. If you change the applied job code to another job code, the system will remove the description as well as the charges from the line or repair.

If you want to price something outside the pricing program, then you can go into the Labor, Material, and/or Discount Fields and change them to whatever you like. The system will not price if any of the fields have an amount that is not equal to zero. You may also enter a negative amount.

If you select a Job Code / Price Master file of NitLeague or User and the inventory is set to “NO INVENTORY” or you select a Customer Specific Job Code file with No Customer Price Master and inventory is set to “NO INVENTORY”, two fields will appear in the entry line; Labor and Material. This will allow for continuous entry of a line if you would rather not enter the amounts as described in the previous paragraph.

The system will not allow you to enter a responsibility code of 3 unless you have a defect card initial and defect card date in the header. If you do not and you need to enter this information, then go to "Utilities" and "Global Changes" from the main menu.

If you are using inventory, the pricing of inventory on each line can be any way you would like it to be by selection from the pull-down at the bottom left side of the screen.

In order to save a billing repair card, press the push button with a picture of a floppy disk on it and an arrow pointing to the right. This button is located at the bottom left side of the screen.

Next to the save push button is the Abort or Exit without saving push button. If you press this push button, you will be asked if this is correct.

The next push button is for inserting a line of repair under the current line of repair. If you want a billing repair card to print in the natural order, the way it is enter, this can be a very useful tool.

We also have a calculator push button which will display a calculator for you to use. The next push button is for displaying the total of the current repairs. This pushbutton will give you the total amount of Labor, Material, Discount and Grand Total.

The price master, if available, is determined by the job code file you select. If the last price master is inactive, that is because you do not have a job code file for that specific company. The system will only price a customer specific job code if you have created a price master for that company. If there is not price master, such as Default User, NitLeague, and customer with no price master, then all prices must be manually entered.

The eye glasses push button are for viewing the job code files as well as the Rule 83 Qualifiers. The last push button is for shopping information. If you have entered a car in the shopping file and you press this push button, the system will display the information of who called, when notified and for what reason.

If you click on any line in the browse screen, the information will automatically appear in the entry fields at the top. This allows you to change information at any time. To move up or down the file, simply move the scroll bar on the right of the browse area. The only fields that you will be able to change in the browse area, are the description, Labor, Material, and Discount. If you want to delete a line, check the box at the left side of that line. A red mark will appear and the line will be deleted when you save the billing repair card. If you want to undelete a line that you have flagged for deletion, then check the box again and the red mark will disappear.