The Shop Trac General Ledger is a simple, but effective system.

	Double Entry: Shop Trac accounting modules use the "Double Entry" posting system. This makes out of balance situations impossible and acts as a check-sum to trap operator entry errors.
	Audit Trail: All Shop Trac accounting modules maintain a complete audit trail. For the General Ledger this means that the audit trail can be traced by GL Number, by Date or even by both.
	Historical Data: All accounting history is maintained on-line and is limited only by disk space.
	Accounting Cycles: With Shop Trac it is possible to start a new accounting period, or even a new accounting year without closing out the previous period or year. This can be a real bonus when a new accounting period or year has started, but all data to complete the previous period or year is not yet available.
	Reports: The General Ledger module produces all expected reports, including General Journal, GL Account List, Trial Balance, Balance Sheet, Income Statement and GL Activity.
	Integration: All accounting entries made anywhere else in Shop Trac are automatically posted to the General Ledger. Shop Trac works in real time meaning the moment a transaction is entered and/or created all affected data files are updated.

Accounts Receivable

The Shop Trac Accounts Receivable includes all Repair Order, Invoicing as well as all other Receivable functions.

	Double Entry: Shop Trac accounting modules use the "Double Entry" posting system. This makes out of balance situations impossible and acts as a check-sum to trap operator entry errors.
	Audit Trail: All Shop Trac accounting modules maintain a complete audit trail. For the Receivable module this means that the audit trail can be traced by Customer Number, by Date or even by both.
	Historical Data: All accounting history is maintained on-line and is limited only by disk space.
	Reports: The Receivable module produces all expected reports, including Aging Summary, Aging Detail., Receivable Journal, Open Document Journal, Current and/or Previous Year(s) History.
	Labour Tracking: Shop Trac maintains a database of employees, and accumulates the hours of 'billable' time produced by each employee.
	Repair Orders: The Repair Order option is used to create a repair order (work order) when a job arrives at your shop. A number is assigned to this job, and this number is used to access this order for the purpose of adding inventory items as well as other charges. When the job is complete, the resulting invoice uses the data from the repair order, thus eliminating a lot of data entry. An estimate can be produced from a repair order at the press of a key! Repair orders can also include a user defined message, and are printed on user defined forms.
	Invoicing: The Invoicing option can either create an invoice from scratch, or use an existing repair order as a basis for an invoice. This option updates all affected data files, as well as transferring the invoice amounts to the Receivable database. An estimate can be produced from an invoice at the press of a key. The invoice can include a user defined message, and is printed on user defined forms.
	Statements: Statements can be printed at any time. They include user defined messages as well as system generated service charges. The print format of the statement is user defined.
	Service Charges: Service charges for past due accounts can be applied automatically based on a user defined percentage rate, as well as a user defined minimum charge. Service charges are applied only to selected accounts.
	Label Printing: User defined labels can be printed using the data provided in the customer database.

Accounts Payable

The Shop Trac Accounts Payable module includes all payable and purchasing functions.

	Double Entry: Shop Trac accounting modules use the "Double Entry" posting system. This makes out of balance situations impossible and acts as a check-sum to trap operator entry errors.
	Audit Trail: All Shop Trac accounting modules maintain a complete audit trail. For the Payable module this means that the audit trail can be traced by Vendor Number, by Date or even by both.
	Historical Data: All accounting history is maintained on-line and is limited only by disk space.
	Reports: The Payable produces all expected reports, including Aging Summary, Aging Detail., Payable Journal, Open Document Journal, Current and/or Previous Year(s) History.
	Purchase Orders: This option is used to produce purchase orders. Order points can be either user supplied, or supplied by a "Suggested Order" routine. Orders, back orders and core values are maintained automatically. The purchase order can include a user defined message, and the actual print format of is defined by the user.
	Core Returns: The Purchase Order option also functions as a method of generating a parts and/or core return. This will update inventory levels as well as the outstanding core database. As with the purchase order, the print format is user defined.
	Statements: Payables statements can be produced at any time. These can include a user defined message. The statement form is user defined.
	Cheques: Shop Trac supports both a cheque or voucher system. This allows you to use any existing forms, or if you prefer to print a voucher and hand write your cheques. Both the cheque and voucher form are user defined.
	Label Printing: User defined labels can be printed using the data provided in the vendor database.

Inventory

The Inventory module is the heart of the Shop Trac system. It includes all features you would expect in a full featured inventory system, as well as many features that are unique to the rebuilding industry.

	Core Control: Cores are probably one of the biggest problems faced by rebuilders. Shop Trac keeps 'trac' of the cores your customers owe you, as well as the cores that you owe to your vendors. It is also possible to maintain a core bank for any of your customers.
	Multiple Price/Discount Levels: With 3 selling price levels, and almost unlimited discount levels Shop Trac can insure you that your pricing to a specified customer is consistent, and still provides you with adequate margins on ALL items.
	Multiple Purchase Points: Each part number can be assigned multiple purchase points. A suggested order report will flag these items, and advise if they are available elsewhere, or at a better price.
	Supersessions: All supersessions are maintained right in the inventory database. If a number is keyed in that has been superseded it is automatically updated for you.
	Sales History: Shop Trac maintains sales history for the last 12 months, and the last 4 years. In addition a user specified number of sales for each part number is also maintained in greater detail.
	Purchase History: Shop Trac maintains a user specified number of purchases for each part number in detail.
	Lost Sales: If you lose a sale because you could not supply a specific inventory item, Shop Trac will keep 'trac' of this for you. This data will be a great help when deciding what inventory you should keep in stock.
	Lost Purchases: If a vendor cannot supply an item when you need it, Shop Trac will keep 'trac' of this information.
	In House Rebuilds: Next to cores, this is probably another headache that rebuilders have to cope with. The Shop Trac Assembly routine will process your in house rebuilds for you. Parts used in the build are removed from inventory, and the item being built is added to inventory. The cost price is adjusted to reflect the part and labour inputs.
	Integrated Kits: An integrated kit allows you to invoice a single part number, but have the Shop Trac system update any quantity of part numbers. This allows you to invoice related items as a kit, yet stock them as individual pieces. This not only eliminates a lot of data entry at invoice time, but also reduces user error due to missed items in lengthy lists of parts.
	Quick Quote: Shop Trac removes the headaches associated with quoting customers. Simply keying in the customer number and the part number will give all pricing information as it applies to the prices and discounts offered to this customer. The quote routines also show if inventory is available as well as any additional core charges. Quotes can be saved, to eliminate any questions at a later date.
	Price Changes: Price changes are simple, and can be done from either an on-line price list, a vendor supplied price disk, or by applying a formula to existing prices. Options are available to change any or all prices maintained by the Shop Trac system.
	Label Printing: User defined labels can be printed using the data provided in the inventory database.

Other Sub-Modules

Shop Trac includes many other features that are not part of any module, but do help to make your job all the easier.

	Indexing: Shop Trac utilizes the Btrieve database engine, the long standing king of database management. All indexes are maintained in real time, but not noticeable to the user. Any record, regardless of file size can be retrieved with the absolute minimum in disk access in a fraction of a second. Database integrity between files is maintained via transaction processing. If the update to one file fails for whatever reason, all other files in this transaction will also remain unchanged.
	User Fields: Many of the Shop Trac data files include user defined fields. In some cases these fields are also included as a key index. For example the 'Master Inventory' database includes 2 fields that can be user defined. One of these fields can be used as a search key when scanning the database looking for a particular record.
	Help: Shop Trac includes on-line case sensitive help for almost every data entry prompt. This helps to eliminate screen clutter, but when needed it is there at the press of a key.
	Customer/Vendor Phone Book: Both of these are available anywhere at the press of a few keys.
	Check Stock: You can check stock on an inventory item, again from almost anywhere within the Shop Trac system.
	Notes: Shop Trac uses a 'Note' feature where you can attach a free form note to almost any record in any data file. A user notepad (unique for each user name) is also available at the press of a key. We hope that this will eliminate all the 'post-it' notes we always see stuck to computer monitors. Shop Trac also includes a user 'Help File' where you can add your own help instructions. Last but not least is a 'Comment' note file. This file is used to leave comments and suggestions to us! We do not want to have any cases where a good idea has been lost because it was never was written down!
	Pop-Up Functions: Shop Trac includes a 'Pop-up Calculator' and a 'Pop-up Calendar', and again these are accessible from almost anywhere within the system.
	Macros: A built in macro editor can be used to assign a key or key sequence to repetitive tasks and phrases.
	External Programs: Shop Trac includes built in support for other software that you may also be using on a regular basis. Our diesel injection customers use it to access parts and service information on CD ROM, while our automotive electric customers use it to access parts and application databases. This allows you to access these types of programs without leaving the Shop Trac system.
	Printing: Shop Trac includes its own "Printer Definition" files. This makes it compatible with almost any printer on the market, as well as capable supporting multiple printers, even if they are different. Output for all printed reports can be directed to either a printer, a disk file or to the console screen. Shop Trac printer routines are compatible with most major network operating systems.
	User Forms: Shop Trac supports almost any pre-printed form since all printer output that is directed to these forms is user defined. This allows you to make changes to the way a form prints without having to change any actual program code.
	Security: System security is controlled by passwords and different access levels. One user with 'Supervisor' rights controls other users and the modules that they have access to.

Supported Environments

	Pentium processor with 64MB RAM
	Windows 95 or higher
	Approximately 60M of hard drive space
	CD drive