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9650 West Taron Drive, Suite 100 Elk Grove, California 95757 phone: 877-855-7975

ALLDATA MANAGE ONLINE User Guide This User Guide will walk you through and help you understand the basics of ALLDATA Manage Online.

Revised Feb.17, 2014

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Table of Contents

Introduction to the Work Screen page 3

Selecting/Adding a Customer page 4

Selecting/Adding a Vehicle page 5

Building a Document page 6

Work Descriptions page 6

Labor page 7

Add Parts page 8

Using the Repair Times and Catalog Parts page 9

Quick Edit and Deleting Lines page 11

Discounts page 12

Creating an Estimate, Repair Order or Invoice page 12

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Introduction to the Work Screen

The Work screen provides ready access to all the components needed to build an estimate, repair order or invoice. Click the Work tab to view the Work screen.

All options and operations have their own menus, tabs or buttons, however most of your daily activities can conveniently be carried out from the Work screen using the text links:

Work Description – Enter free type text or select a preset work description.

Symptoms – Enter free type text or select a preset symptom.

Labor – Quickly add manual labor or use the integrated repair times or service scheduled to build your job.

Parts – Add parts from your own or your supplier’s product database, add new parts or use the catalog to select parts for the current vehicle.

Advisory Notes – Add advice notes for your customer which will be visible to you should the vehicle return in the future.

Reminders – These are fully customizable date driven reminders that drive customer relationship management (CRM).

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Selecting/Adding a Customer

New vehicles are automatically assigned to the CASH account. To add or assign a customer record, click on the Customer menu button. Click Search to search for an existing customer, click New to create a new customer record.

When creating a new customer in the Customer Database enter a name and use the Post Code Lookup to complete the address. Now specify an account number or if you prefer leave this blank and one will be created for you automatically when you update. It is worth collecting the mobile phone numbers and email addresses of your customers so you can take advantage of the email and SMS facilities of ALLDATA Manage Online. Note that the radio button beside the phone number field allows you to specify the customers preferred number. Remember to select/deselect the contact method options according to your customers’ data protection preferences. You can also select a Default Labor Rate for the customer. The selected rate will be applied to labor operations for this customer, but can be overridden when required. When you have entered all the required details click Save. This will save the customer record. If you have already entered the vehicle information this will assign the current vehicle to that customer, otherwise continue to the new vehicle section to update the customer’s vehicle information.

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Selecting/Adding a Vehicle

Click on the Vehicle menu and then click New. The VIN Decoder can be used to determine year/make/model of the vehicle. Edit additional vehicle details if necessary (License field required) and click Update. This will save the vehicle to the currently selected customer.

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Building a Document

You can add various items to the document using the text links, including work descriptions, labor lines, parts etc. All are optional however. These descriptions will help you quickly and easily build an estimate, repair order and invoice.

Work Descriptions

To add a text work description of the work to be carried out, click on the Work Description Pencil to edit. Here you can select one of your preset descriptions by clicking on the Check Mark, or manually type your own and click Add. You can also save a manually added description to use again by simply filling in the Code and Summary boxes before clicking Save. To edit or amend a description already setup, click the Pencil icon. Click Done when you are finished.

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1 )Labor

Click the Labor text link to open the quick labor screen. This screen will display all your preset labor rates. The current customer’s default rate will be highlighted. You can quickly add a Labor Line or Inspection by clicking the Check Mark next to the one required. You can also click the Pencil icon and edit the Cost, Time, Sell and Description before clicking Add. To instantly add Quick Labor simply enter Time, Discount and a Technician (if applicable) and click Add without first selecting a rate. The default rate will be used to fill any boxes you leave blank. *A Labor Code cannot be altered from the Quick Labor screen. To Edit a Labor Code select Setup >> Labor.

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2 )Add Parts

From the Work Screen click on the Parts text link. The parts screen can be used to look up parts from your linked supplier (using the W/D Stock button) or your own database (using My Parts). If you know the part number you can simply type the number into the Part box and click W/D Stock and the details will be automatically retrieved. You can also use this method if you only know a few numbers or letters from the name. To add a part from your own database click My Parts and the price information and stock level will appear. New parts can be added to the database by inputting the relevant info and clicking Save.

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3 )Using the Repair Times and Catalog Parts

From the Work screen, click the Repair Times text link. This will bring you into the Catalogs screen. Click on the category you wish to display and choose the required labor for that job.

Click Add to add the labor to your cart. Once you have all labor items, click the Catalog you wish to search. Once you have opened the catalog, notice the linked Parts Categories at the bottom to quickly take you to all parts associated with the previously selected labor. Add the required parts to your basket and when finished click Add to Document in the upper right corner. In both the OEM and the Catalog, you have the option to use a quick search, for example if you type “pads” in the search box it will quickly bring you to brake pads and allow for faster navigation.

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If you choose, you may also enter the Catalog first, choosing parts from the required categories and then clicking on OEM to retrieve labor. Select the part by clicking Add >> click the OEM tab >> click an option from the Basket Linked Parts Categories that apply to your selection, this will help you quickly navigate to the associated labor without searching.

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4 )Quick Edit and Deleting Lines

You can click on any part or labor code on the Work screen to open the Quick Edit box. This allows you to edit the description, reconditioned status, technician assignment, cost, sell, quantity discount, product tax type, and sales class code.

Any part or labor line may be deleted from the main screen. Click the red X next to the line you want to delete. You will then be asked to confirm the deletion and the line will be removed.

To delete multiple parts lines enter the Parts screen and check the boxes of the parts you want to delete and click Delete Selected.

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5 )Discounts

Discounts can be applied using a percentage or a dollar amount calculation. Click on the Discounts button on the Work screen. You can enter a discount against a line by entering a discount percentage or new total. Any lines that fall below the minimum margin percentage will be highlighted in red. Click Update to apply your changes.

6 )Creating an Estimate, Repair Order or Invoice

You can now create an Estimate, Repair Order or Invoice from the Work screen by clicking the appropriate button at the bottom of the Work screen.

Estimates and Repair Orders can be retrieved by clicking the Shop Documents button on the left side navigation. You may also look at

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recent shop documents by clicking the Recent Documents link in the upper right corner of the screen.

Both Estimates and Repair Orders may be amended and saved again, or turned into Invoices at a later date. Invoices are final and cannot be amended. All documents can be printed or emailed using the buttons at the top of the print screen.