Managerâ€™s Quick Reference

Production USA Manager’s

Quick Reference Handbook

Production USA Index

Getting Started Enter Employees....................................................................................... 1 Enter Vendors............................................................................................ 2 Set Up the Shop’s Email Account for Ordering Parts Online............... 3

Lead Flow

Enter Leads............................................................................................... 4 Customer Notes........................................................................................ 5 Lead Flow Codes...................................................................................... 6 Change Lead Status................................................................................. 7 Warranty.................................................................................................... 8

Work Flow

Enter Lead into Work Flow when vehicle arrives................................. 9 Issue Work Assignments....................................................................... 10 Take Work Assignments........................................................................ 11 Diagnostic Procedure........................................................................ 12-13 FTA........................................................................................................... 14 Internal Inspection on Drive Train Components.................................. 15 General and Minor repairs...................................................................... 16 Car Delivery.............................................................................................. 17 Manually Change Work Status............................................................... 18 Manually Change Work Assignments................................................... 19

Parts Flow

How to order parts online....................................................................... 20 Repairs requiring an inspection service............................................... 21 Repairs not requiring an inspection service................................... 22-23 Parts Flow link......................................................................................... 24 File parts orders...................................................................................... 25

Cash Flow Cash Flow Codes.................................................................................... 26 Enter Sales......................................................................................... 27-28 Enter Cash Collections.......................................................................... 29 Enter Parts Amount................................................................................ 30 Figure Potential Cash Collected............................................................ 31 Carry Over............................................................................................... 32

Reports Production Reports................................................................................. 33 Sales Reports........................................................................................... 34

Support......................................................... 35

Click Here to go Back to the Index Page

Enter Employees

From the Dashboard ● You will see Diagnosticians Installers and Builders

● Below each job category click Add ● Enter employee name and contact info ● Assign username and password ● Assign user role ● Click save

If an employee performs more than one role - the employee contact information must be entered for each role and a different username and password issued for each role. ( ex. installer is also diagnostician)

● This employee will have two different usernames and passwords. One for a diagnostician and one for an Installer.

● When this employee logs in to perform a diagnostic work assignment

he must log in as a diagnostician.

● When this employee logs in to perform a remove or install work assignment he must log in as an installer.


Enter Vendors

From the Dashboard

● Click on Vendors list ● Click on Add ● Enter vendor’s name ● Enter vendor’s email address

Enter save


Setting Up the Shop Email Account for ordering Parts Online

First get your shop’s email account ready. Decide what email account you want to use for parts orders. That becomes the shop’s designated email account for parts orders. 1. Go to your designated shop email account and set up a folder for Parts Quotes and another folder for Parts Orders. 2. Now you are ready to receive parts quotes, order parts and receive parts order confirmations. 3. When you receive Parts Quotes, select the best quote and click reply to place the order. 4. The vendor will receive your order and reply with an order confirmation

5. When you receive your Parts Order Confirmations, file them in the Parts Order folder.

6. File the other quotes in Parts Quotes


Enter Leads

From the Dashboard

● Click Add New Customer to System ● Enter customer contact information ● Assign username and password ● Click save

From the Dashboard

Under Lead History ● Click customer's name ● Click add vehicle ● Enter just the Year Make and Model ● Click save

From Customer Details

● Click View Lead Flow of vehicle From Lead Flow

● Click View Notes ( small yellow pad and pencil) ● Enter the time the lead is set for ● Enter customer remarks ● Click save

The lead status is now set to “follow up” by default.


Lead Flow Codes

⇯⇮⇥↾↻↫↦→⇯⇗⇈

Suggested Codes that will save management time when

recording the customer notes in Lead Flow.

CR = Customer Remarks what customer says to

manager when describing the problem.

AT = Appointment Time

SR = Service Recommendation After the diagnosis, what

is recommended to customer.

WA = Work Authorization When customer authorizes the

work .

a. Inspection service is documented in lead flow notes by the customer's date of birth or maiden name along with the date and time and who authorized the work.

b. Major repair, general repair or minor service is documented in lead flow notes with the last 4 of the customers social security number along with the date and time and who authorized the work.

Follow Up These are customers that have made an

appointment but have not shown up yet.

LL = Lost Lead When management does not set an

appointment NS= No Show When management sets and appointment,

but the customer does not show up for the appointment on time. NP = No Problem When management sets the


appointment, the customer shows up but, no problem is found. FTA = Failure To Authorize When management sets the

appointment, the customer shows up but, does not authorize ANY work .

Working = After management sets the appointment and

the customer brings the vehicle in, the lead becomes work in progress, or “working”.

Delivered = When management sets the appointment, the

customer shows up and authorizes work. work is completed, the customer has paid for the repair and taken delivery of the vehicle.


Lead Flow Customer Notes

This area is where the manager records all

contact with the customer

From the Dashboard

● Click on Lead Flow Look for a yellow pad and pencil. When you put your cursor over it , it will say “view notes”

● Click view notes A drop down field will appear Enter all customer contact notes here

● Click Save each time you enter a contact note.

Note: Lead Flow Codes - Check the suggested codes list and use the abbreviations to save time View History - Click to view lead flow customer notes History


Change Lead Status

From the Dashboard

● Click on Lead Flow

● Identify the lead ● Move cursor over the lead status ● Click to change the lead status to the appropriate

category


Warranty

When the warranty customer arrives From the Dashboard Under Lead History Click View All Look for Quick search Enter customer’s name in Search Text Field Click Search Click customer’s name Click add vehicle Add vehicle information Click Save Click on View Lead Flow Of Vehicle Click on customer notes and enter customer remarks Move your cursor over work status Click on Change to Working Click on the Warranty Box Now it is in waiting diagnostics


Enter A Preset Lead into Work Flow when the Vehicle Arrives

Here is How you do it: From the Dashboard Under Lead History

● Click View All ● Click Customer’s Name ● Click View Lead Flow of vehicle ● Move your cursor over Lead Status ● Click Change to working

From Lead Flow

● Click Waiting Diagnostics From Work History

● Assign the technicians ● Click save

The work assignment is now in diagnostics and ready for the diagnostician From the Dashboard

● Click on Multi Check ● Print the form and attach it to a clip board along with the keys.

Issue Work Assignments

Work assignments are assigned when the vehicle arrives .

From the Dashboard ● Under Lead History ● Click View All ● Click Customer’s Name ● Click View Lead Flow of vehicle ● Move your cursor over Lead Status ● Click Change to working

● From Lead Flow

● Click Waiting Diagnostics

● From Work History ● Assign the technicians ● Click save

Work assignments can be changed later.



Take Work Assignments

All production personnel must confirm their next work assignment with management before starting a work assignment

After confirming work assignment Login Click vehicle Click start Click pause if you pause the work assignment Click resume when you resume the work assignment Enter your tech notes before you finish (Technical notes that the manager or other techs should know about) Click stop

Diagnostic Procedure

Manager From the Dashboard Under Lead History

● Click View All ● Click Customer’s Name ● Click View Lead Flow of vehicle ● Move your cursor over Lead Status ● Click Change to working

From Lead Flow

● Click Waiting Diagnostics From Work History

● Assign the technicians ● Click save

The work assignment is now in diagnostics and ready for the diagnostician From the Dashboard

● Click on Multi Check ● Print the form and attach it to a clip board along with the keys.

Diagnostician 1. Login as a diagnostician 2. Click on lead flow. 3. Identify the work assignment and Select “Diagnostics” and click start 4. Get the numbers off the vehicle

5. Perform external diagnosis.



6. Document the results of diagnostics on the Multi Check form 7. Document your recommendation on Multi Check form 8. Turn in Multi Check form to manager. 9. Click on pause and go take your next assignment. The manager then takes over Manager 11. Manager contacts customer and gets work authorization. 12. Documents work authorization in Customer Contact notes. 13. Documents the diagnostic results in the Work History notes 14. Documents what service was sold in Work History notes 15. Documents the sale amount in Work History notes unless it is an inspection service. 16. Click stop. Note If you are using an inspection service -The the sales amount is documented after the repair is inspected and sold by clicking on Cash Flow and manually entering the sales amount.


FTA

Failure to Authorize

● When the diagnostician completes the diagnosis, he pause the work assignment.

This gives the manager a chance to make a service recommendation.

● The manager contacts the customer with the diagnostic results and makes a recommendation.

If the customer does not authorize the work

● the manager clicks on stop to stop the work assignment

From the dashboard ● manager clicks on lead flow ● looks under lead status ● places cursor over the lead status ● clicks change to FTA

This moves the lead to FTA category Removes it from working category in work flow Removes it from work assignments


Internal Inspection on Drive Train Components

Here is how:

● Sell inspection service

● Stop diagnostics ● Assign to installer ● installer starts the remove work assignment and removes the unit ● Installer stops the work assignment ● Builder starts the Parts work assignment and dismantles the unit ● Builder clicks order parts ● Builder enters shop name and repair order number in subject line ● Builder selects vendors he wants to receive quotes from ● Builder enters parts list ● Builder clicks Send ● Vendors will reply to the Parts Request and a Parts quote will be

emailed to the shop’s email account from each vendor ● When management receives Parts Quotes, select the best quote

and click reply to place the order. ● The vendor will receive the order and reply with an order

confirmation When you receive your Parts Order Confirmation, file in the Parts Order folder.

● Click stop on the Parts work assignment when the parts arrive. Now the work assignment is in the builders work assignments and the unit

is ready to build.


General repairs

Repairs not requiring an inspection service

In order to get parts quotes on all general repairs, minor

services and drive train components sold as a unit without an inspection service - We first have to move the work status from diagnostics to parts. Here is how:

● Stop diagnostics Under Work History

● Look for Start Action ● Change start action to Parts from the drop down menu

● Click start ● Click order parts ● Enter shop name and RO# in subject field ● Select vendors ● Enter parts list ● Click send ● Parts quote requests are sent to the vendors email account ● Check the shop’s designated email account for price quotes from

vendors. ● Look at parts quotes and work up a retail quote , contact the

customer and sell the job From Lead Flow

● Click on the status of the vehicle ( Parts) ● Stop Parts

Under Work History

● Look for Start Action ● Change Start Action to Remove or Install from the drop down menu.

Your choice. Whatever fits the situation best. ● Click start ● Click pause


Now we have ● Our parts quotes ● The work is authorized ● And the work assignment is assigned to an installer. ● The work assignment is ready to be removed or installed.

Time to order parts

● Go to your shop’s designated email account ● Reply to the vendor with the best quote to order ● Vendor will Reply with Parts Order Confirmation ● Receive Parts order confirmation from vendor ● File in Parts Orders


Car Delivery

When the installer is finished with an install work assignment, he clicks stop and the work status is moved to RTG.

Then.... The Diagnostician

● Logs in ● From lead flow , diagnostician clicks start on RTG work status ● Performs the final road test

● Clicks Pause and notifies the manager it is Ready To Go The Manager

● Calls the customer ● When the customer arrives he collects the money and documents

how the customer paid in customer notes ● Gives the customer his paperwork and keys ● Enters any other notes he wants to remember ● Clicks stop ● The work assignment is then removed from RTG and filed in

Delivered. ● Click Cash Flow link ● Enter the amount collected.


Manually Change Work Status

The work assignments are moved through the app automatically as the employees start and complete work assignments. However, you can change the work assignments manually when needed. Here’s How.

● You can only change work assignments when the previous work assignment has stopped and before the next work assignment is ready to start.

From the Dashboard Click on Lead Flow

● Identify the work assignment ● Click on the work status of the work assignment ● Stop the work assignment if the work assignment has not been

stopped.

Under Work History ● Look for Start Action ● Click on the drop down menu

● Click the work status category you want to change the work status to Now the work status has been changed

● Click pause Now the work category has been changed and the work assignment is ready for the assigned technician.


Manually Change Work Assignments

● Employee work assignments are assigned when the vehicle arrives and we begin the diagnosis.

● You cannot change work assignments while a work assignment is being performed.

● You have to change the work assignment before the employee starts the work assignment.

● You can only change work assignments when the previous work assignment has stopped and before the next work assignment is ready to start.

Here Is How: Click LEAD FLOW

click the work status of the vehicle you want to change From Work History Drop down menu : Change assigned employee by clicking on his name Click Save Click Start Click pause (You must click pause) Now the work assignment is assigned to the correct employee and the work assignment is ready for the employee to start. Then, the employee that has been reassigned to the work assignment Logs in Clicks on the vehicle Clicks on resume to start the work assignment


How To Order Parts Online

A Parts Quote Request from the Production USA app is sent to the vendors email account

Production USA App

Quote Request

Vendor 1 Vendor 2 Vendor 3

A Parts quote, from vendors, is sent to the shop’s email account Vendor 1 Vendor 2 Vendor 3

Parts Quote

Shop’s email account Parts are ordered from the shop’s email account by simply choosing the best price and replying to the quote. Vendors reply with an order confirmation.


Repairs requiring an inspection service

Here is how: In order to get Parts Quotes on all repairs requiring an inspection service

● Stop diagnostics ● Assign to installer ● Installer starts the remove work assignment and removes the unit ● Installer stops the work assignment ● Builder starts the Parts work assignment and dismantles the unit ● Builder clicks order parts ● Builder enters shop name and repair order number in subject line ● Builder selects vendors he wants to receive quotes from ● Builder enters parts list ● Builder clicks Send ● Vendors will reply to the Parts Request and a Parts quote will be

emailed to the shop’s email account from each vendor ● When management receives Parts Quotes, select the best quote

and click reply to place the order. ● The vendor will receive the order and reply with an order

confirmation When you receive your Parts Order Confirmation, file in the Parts Order folder.


Repairs not requiring an inspection service

Here is how:

In order to get parts quotes on all general repairs, minor services and drive train components sold as a unit without an inspection service - We first have to move the work status from diagnostics to parts. Here is how:

● Stop diagnostics Under Work History

● Look for Start Action ● Change start action to Parts from the drop down menu ● Click start ● Click order parts ● Enter shop name and RO# in subject field ● Select vendors ● Enter parts list ● Click send ● Parts quote requests are sent to the vendors email account ● Check the shop’s designated email account for price quotes from

vendors. ● Look at parts quotes and work up a retail quote , contact the

customer and sell the job From Lead Flow


● Click on the status of the vehicle ( Parts) ● Stop Parts

Under Work History

● Look for Start Action ● Change Start Action to Remove or Install from the drop down menu.

Your choice. What ever fits the situation best. ● Click start ● Click pause

Now we have ● Our parts quotes ● The work is authorized ● And the work assignment is assigned to an installer . ● The work assignment is ready to be removed or installed.

Time to order parts

● Go to your shop’s designated email account ● Reply to the vendor with the best quote to order ● Vendor will Reply with Parts Order Confirmation ● Receive Parts order confirmation from vendor ● File in Parts Orders


Parts Flow Link

The parts Flow Link is where the manager clicks to see what parts quote requests have been sent to vendors

You will see all parts order requests from you and other TransTeam members.

● Enter your shop name into the search text field ● Click Search ● You will see the date and time your parts quote request was sent ● Click on your shop name ● View the vendors you have requested a parts quote request from ● View yr make model & parts needed


File Parts Orders

1. Your parts quote requests are automatically filed under the Pars Flow Link when you send your requests out. 2. When you receive Parts Quotes, select the best quote and click reply to place the order. 3. The vendor will receive your order and reply with an order confirmation 4. When you receive your Parts Order Confirmations, file them in the Parts Order folder. 5. File the other parts quotes in Parts Quotes 6. Go to Cash Flow and enter the parts cost.


Cash Flow Codes

$ # * P RTG G M B W D Management uses specific Codes in Cash Flow to set production goals and help predict cash collection dates. The codes are:

$ = Potential ( the repair is sold, we can get the parts, we have time to

complete the repair before the end of the week and we know the customer has the money and will pick it up when it is ready to go.

# = Delivery Order ( Management uses the Managers Notes application to

view Promised Delivery Dates then, sets the Delivery Order by placing #’s

in Codes. (1,2,3,4,5,6 etc....)

* = Target car ( targeted to be delivered today.)

P = Problems that have put the repair on hold. (See managers notes

and/or work history detail notes for reason/ always parts or money)

First initial of techs name so you can see who is working on it.

RTG = Ready To Go.

G = General Repair (is any repair that is not an internal or external drive

train repair) M = Minor Repair (is any repair that is an external drive train repair. ) B = Bench Repair (this is a major drive train repair that is sold with no

R&R labour. Also known as a “Carry Out “ W = Warranty Repair D = Delivered These codes make it easy for management to make the right production decision

Every Time


Enter Sales

First

● The diagnostician completes the diagnosis ● Documents the results and his recommendation ● Pauses the diagnostics ● Turns in the multi check form in to the manager.

Then

● The manager contacts the customer and makes the sale From the Dashboard Under Work Flow

● Click Diagnostics ● Click Vehicle ● Look for Sold Amount Field ● Enter Sold amount ● Click Stop

If you are using an inspection service the sales are entered manually From the Dashboard

● Builder dismantles ● Builder sends parts requests to vendors and clicks pause ● Manager checks email for parts quotes ● Manager works up a quote for customer


● Manager contacts customer and makes the sale ● Manager Clicks Cash Flow ● Manager Enters sales amount ● Manager Enters actual parts cost ● Manager Enters production codes ● Manager Clicks Save

(If you do not click on save the amount entered will not be saved! )


Enter Cash Collections

Click Cash Flow Enter the amount in the collected field

Click Save.


Enter Parts Amount Into Cash Flow

After parts are ordered Click on Cash Flow Enter the parts amount Click Save (If you do not click on save the amount entered will not be saved !)


Figure Potential

Cash Collected Cash Flow Is an app that records and displays Financial Activity and Production Codes Enabling management to Set Production Goals and Calculate Predicted Daily and Weekly Cash Collected

$ = Definition of Potential ( the repair is sold, we can get the parts, we

have time to complete the repair before the end of the week and we know the customer has the money and will pick it up when it is ready to go.

The formula is : Current Cash Collected

+ Potential Cash Collected = Total Cash Collected for the day or

week


Carry Over

If

Potential: Is the predicted amount the shop is going to collect on the job by the end of the

week. Potential can also be figured by the day. The formula is :

Current Cash Collected + Potential Cash Collected

= Total Cash Collected for the day or week

Then Carry Over Is the amount the customer is not going to pay this week and becomes accounts receivable.

For example If the sale is for 2000.00 and the customer can only pay 1500. The sale amount is 2000. The amount collected is 1500 The carry over is 500.

Payment Arrangements The payment arrangements should be entered in Managers Notes. The date of payments, the amount already paid, and the amount owed, should also be recorded in Manager’s Notes


Production Reports

Work reports From the Dashboard

● Click reports

● Click on work reports

● Click on the employee's name Now you can view his work assignments in the order that he performed them View

● The customer's name

● The year make and model

● When each assignment was started

● When each assignment was paused

● When each assignment was stopped.

● The duration ( amount of actual time spent on each assignment )

Production reports From the Dashboard

● Click reports

● Click on production reports

● Click on the employee's name

● View

● Number of Completed Assignments weekly, monthly or yearly

● Total actual time spent on work assignments weekly, monthly or yearly


Sales Report

The sales report is found in Cash Flow Sales reports are flexible and show sales for the day, week, month or year.

● Click on cash flow ● Beside Dates: there is a drop down menu ● Click on Day, Week, Month or Year ● Click Search ● View Report

Search Text

● Select a year, a make, or a model ● Select customers name ● Click search ● View Report

Create From Search This Search allows you to set dates from one point to another and view sales for that period.

● Click on the From field and a pop up calendar will appear ● Select Start date from calendar ● Click on the To field and a pop up calendar will appear ● Select End Date from calendar ● Click search ● View Report


Support

Go to www.transteam.com.

Click “Contact Us”Link http://www.transteam.com/global/ContactUs.pl

Call

1-888-859-0994

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Date post:	12-Sep-2021
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