Pathfinder Computer Systems, Inc. hereby grants you, and you accept, a Limited License to use the software provided, user manual(s), and any related materials (collectively called the "Software" in this Agreement). You may use the Software only on a single application site. If you wish to use the Software on more than one site, you must either license an additional copy of the Software or request a multi-use license from Pathfinder Computer Systems, Inc. You may not transfer, sell, or sub license, either temporarily or permanently, you’re right to use the Software under this Agreement. You as the sole licensed owner of the Software, may not transfer, sell, or sub license the Software to another party, without prior written notification from Pathfinder Computer Systems, Inc. Said sale, transfer or sub license to another party will require a new license agreement and license fee.

The Licensed Program, Reference Manual, product names, documentation and other support materials provided to you are either patented, copyrighted, trademarked or owned by Pathfinder Computer Systems, Inc. as trade secrets and/or proprietary information. You agree not to take any actions in derogation of such rights and may not remove any product identification or notices of such proprietary restrictions from Pathfinder Computer Systems, Inc. products. Pathfinder Computer Systems, Inc. retains exclusive ownership of its products and trademarks.

This License is effective from the date of acceptance and shall remain in full force until terminated.

If any of the terms and conditions of this Agreement are broken, Pathfinder Computer Systems, Inc. has the right to terminate the Agreement and demand that you return the Software to Pathfinder Computer Systems, Inc. At that time you must also certify, in writing that you have not retained any copies of the Software.

This Agreement is to be governed by, and interpreted in accordance with, the laws of the United States and the Provinces of Canada. Any terms or conditions of this Agreement found to be not enforceable, illegal, or contrary to public policy in any jurisdiction will be deleted, but will not affect the remaining terms and conditions of the Agreement.

DISCLAIMER AND COPYRIGHT

All programs written by Pathfinder Computer Systems, Inc. are protected by United States and Canadian Copyright Law, and International Treaty provisions. You must treat this software like you would treat a book. This means that you may not make copies of this software for the purpose of giving it away, or selling it. There is one exception. You may make archival copies of this software for the sole purpose of backing up this software and protecting your investment from loss.

Pathfinder Computer Systems, Inc. specifically disclaims all warranties, either expressed or implied, including but not limited to, fitness for any particular application. In no event shall Pathfinder Computer Systems, Inc. be liable for any loss of profit, or any other commercial damage, including but not limited to special, incidental, consequential, or other damages.

PRICE CONVERT (ELECTRONIC PRICE BOOK) DISCLAIMER

All price converts supplied are the most recent that Pathfinder Computer Systems, Inc. has been able to obtain through available channels. Manufacturers may make available for other products more frequent updates, may make changes to pricing structure or dates of effectiveness or release dates to price books without us being notified. In no event shall Pathfinder Computer Systems, Inc. be liable for any loss of profit, or any other commercial damage, including but not limited to special, incidental, consequential, or other damages.

In case of changes or discrepancies in price converts, the dealer should notify Pathfinder Computer Systems, Inc., and provide verification of the change or discrepancy so corrections may be made in a timely manner.

Changes in price converts may result in additional releases and/or charges, as well as changes in support due to additional expenses incurred in processing and dispersing information.

LIMITED WARRANTY

Pathfinder Computer Systems, Inc. warrants all products from defects in material and workmanship under normal use by the original recipient for the lifetime of the original product beginning on the date of receipt. During a one-year period, from date of receipt, any material or parts deemed defective will be replaced without charge unless damaged by misuse. After the one-year period a nominal handling and shipping fee will be imposed.

PATHFINDER COMPUTER SYSTEMS, INC.

345 5^th St. NE

Barberton, OH 44203

Phone: 330 928-1961

Fax: 330 928-0837

Technical Support: Tech@PathfinderCS.biz

General Inquiries: Office@PathfinderCS.biz

Sales: Sales@PathfinderCS.biz

RECOMMENDED WORK STATION REQUIREMENTS

(or better)

· 1 GHz +, Pentium Class Processor

· 1 GB Ram (Actual requirements will vary)

· Microsoft Windows XP (Pro/Server) or Newer

· 1Gig byte continuous hard drive space

· High Speed Internet connection with E-Mail (required)

· 800x600x16M screen resolution

· Networking – 100 Base T Ethernet

· Uninterruptible Power Supply (UPS)

· Laser or Ink Jet printer recommended (Dot Matrix printer workable)

GENERAL INFORMATION

It is expected that the user will have a basic understanding of the Windows operating system that is installed on their computer. This includes (but not limited to) the understanding of mouse movements and use, dialog boxes, drop down menus, selection buttons, the <Tab> key and navigating the Windows ‘HELP’.

When Mekanix Choice is first started, the Mekanix Choice/Pathfinder logo and the program options appear on the screen. The drop down menus on the Menu Bar has less commonly used features.

If your system does not have a mouse, see the Windows ‘HELP’ documentation for other methods of navigating windows.

The screen layout is designed for 800 x 600 resolution. Increasing to a higher resolution decreases font size. The Mekanix Choice font size is not changeable. Colors used are taken from the Windows setup.

Many of the scrolling tables in Mekanix Choice (Windows terminology now calls it a browse box), have a locator field. The locator field is a small box above the browse box. By typing in a value in the locator field then that value is found within the table. The locator is also capable of doing a “fuzzy” search. A “fuzzy” search provides a way of getting close to information without knowing or entering it all. Enter the first few characters of a name, say “JO”; the locator bar will highlight the closest match “JONES”. Clicking on the locator field empties it, and moves the highlight bar to the browse box’s first entry.

Information displayed on any screen that appears grayed out is not accessible. Some of this information may be available depending on selections made.

Lookup button:

¬ This is a lookup button. It is located in many places in Mekanix Choice. Left clicking on the lookup button provides access to a database of selections for the entry field it is located by. For example, the screen asks:

Customer: __________________

If you can’t remember the customer name or need to add a new one, click on the lookup button to find, add, or change the customer.

Toolbars:

Toolbars are horizontal areas at the top of the screen that either have button or menu selections. In Mekanix Choice, there are two gray horizontal bars at the top of the screen. The first cannot be changed.

The terms price file and price book will be used synonymously in the Mekanix Choice program help files and documentation.

INSTALLATION

Mekanix Choice Network Setup Specifications:

Customer will be responsible for all configuration of the network. Pathfinder Computer Systems, Inc. cannot configure the network of the end user. If the Customer does not have the knowledge to configure the network to these guidelines, it is the responsibility of the Customer to hire someone who can. Once configured the network must remain in the specification listed below. The Pathfinder Computer Systems, Inc. server depends on a constant connection to the internet in order to maintain, repair and configure the database and backup.

· CONSTANT CONNECTION TO THE INTERNET – A high speed internet connection must be maintained at all times in order to insure accessibility for repair, diagnostics and backups by Pathfinder Computer Systems, Inc.

· STATIC IP (internal) – In order to insure the connectivity to the server, it must remain at a specific IP address. This address can be predetermined (preferred) or set up by the DHCP server of your network and then configured statically by Pathfinder Computer Systems, Inc. If a static network is already configured, the Customer must provide Pathfinder Computer Systems, Inc. with the credentials in order to connect to that network. (ie. Gateway, DNS server, static IP etc)

· PORTS FOREWARDED – Pathfinder Computer Systems, Inc. requires that ports 5900-5910 be forwarded to your Mekanix Choice Server. These ports are used for automated backup, diagnostics, and connection to the Mekanix Choice Server. If devices already exist in this port range, a new range may be selected. (contact Pathfinder Computer Systems, Inc. for details.) Also port 3306 may be useful to be forwarded to the server. This is the port that Mekanix Choice uses to connect to the database.

It is the responsibility of the Customer to keep the network running smoothly. Any dropped connections, or hardware problems of any kind can cause Mekanix Choice to Slow Down, Corrupt Records or even stop responding altogether. Pathfinder Computer Systems, Inc. is not responsible for any damage caused by faulty networking equipment.

When you receive the Mekanix Choice server, you will have included;

a) Motherboard Box: contains power cable and Mekanix Choice Workstation Installation disk. Mekanix Choice comes with a 5 user license. If you requested an additional 5 user license, that disk will be included in this box as well.

b) UPS - Uninterruptable Power Supply

c) Box which contains the Black Box

1) Plug the power cable into the black box at the top of the back.

2) Plug the Ethernet cable from the network (not supplied) into the back of the black box. Looks similar to an oversized phone jack.

3) Power the box on using the large steel button located in the center top of the case on the front panel.

a) A green power light will show that it is on and is viewable just below the power button.

4) The Mekanix Choice installation disk can then be placed in the CD Drive of the workstations.

a) It should launch the ”auto run” function which will start the Mekanix Choice installation.

b) IF AUTO RUN does NOT start:

>> Click on “Start” and then Click on “Run”

>> Type: “<Drive letter>:\Setup.exe”

<Drive letter> is the letter assigned to your CD Drive (i.e. “D”)

c) Follow directions to complete install

5) Launch Mekanix Choice for the first time. You will be prompted for some information. This information is found on the back of the CD slip in the same order it is needed on screen.

a) Hostname, User Name, Password

6) Once Mekanix Choice is running, click on the “Help” button at the top of the screen, then click on “About”. Your Network Administrator can use the “Server Information” on the About Box to configure the network router to allow required access to the Black Box.

a) The port configuration in the router that need forwarded to the Black Box are 5900-5910

5900-5908 – Open only on request

5909 – FTP

5910 – SSH

3306 – MySQL

Ø At this time call Pathfinder Computer Systems, Inc. at 330 928-1961 and we will complete the installation from here with the assistance of the Network Administrator.

GETTING STARTED

To find many ‘How To’ do something tips, left click on the ‘Help’ on the top ribbon bar, then select “How To” Help.

PCS Mekanix Choice has a Help system that is designed to actually help you understand how things work. Almost all windows have a ‘Help’ button that should answer most of your questions.

If you don’t find the information you are looking for, please call Tech Support at Pathfinder Computer Systems, Inc.

The following information is a brief outline of the steps needed to get up and running.

Some startup data has been provided in the program as starting areas and examples.

At the minimum, the following steps (Steps 1, 3, and 4) must be completed prior to using the system. Steps 5 and 6 can be done at the time an invoice is created. Step 7 should be done before using Work Orders.

Setups: Step 1

Click on Setup tab, then the {General Setup} button. Click on each folder tab and fill in or select the information requested (if applicable).

General Tab: Provides basic information on your company. This information will be used on system-generated invoices.

· The system default taxes are the taxes to be used as the primary tax for each customer and for cash sales. To change this tax or add new taxes, click on the button to the right of the tax code box. Be sure to check your tax rates. NOTE: See section on How Taxes Work

· The “Next Customer Number” is the number automatically assigned to the next new customer.

· The “Next Purchase Order” is the number automatically assigned to the next new purchase order.

· The “Next Invoice Number” is the number automatically assigned to the next new invoice, work order or rental agreement.

Cost Display area:

When the inventory or price file display screen is shown, these selections allow part cost to be displayed as follows:

Don’t Show Cost - No cost is displayed on the screen at all. This is the default.

Show Cost- Displays ‘Issue Cost’ - Displays normal issue cost.

Show Cost as - If your cost is $12.00 this option will display it as 00001200. It makes it a bit more difficult for a customer to know the cost, but still allows you to know the cost. Same as 'Don't Show Cost' for the price file display screen.

· “Flash Customer Notes”. If the customer record has notes placed in the note section, checking this option displays those notes when selecting a customer for Invoicing, Work Order or Rental. Shows only on the screen.

· “Misc Charge Defaults”. This allows setting default charges and tax status for the ‘Miscellaneous Charges’ option in Customer Invoicing, Work Orders and Rental.

Printers Tab

· Use a default invoice printer selection. Checking this allows you to set a specific printer to be used for printing invoices. Click on the ‘Select’ button and the windows printer dialog box will be shown. Select your printer from this selection and click on ‘OK’. If you are using a 40-column ticket printer and want it to always be your default printer, check the box after the ‘Select’ button.

· Use a default work order printer selection. Checking this allows you to set a specific printer to be used for printing work orders (not work order invoice, or work sheet). Click on the ‘Select’ button and the windows printer dialog box will be shown. Select your printer from this selection and click on ‘OK’.

· Use a default work order invoice printer selection. Checking this allows you to set a specific printer to be used for printing work order invoices. Click on the ‘Select’ button and the windows printer dialog box will be shown. Select your printer from this selection and click on ‘OK’

· Use a default rental printer selection. Checking this allows you to set a specific printer to be used for printing rental contracts. Click on the ‘Select’ button and the windows printer dialog box will be shown. Select your printer from this selection and click on ‘OK’.

· Use shorter invoice format. This option, for DOT MATRIX printer only, reduces the amount of space needed to print text on invoices and work orders. This option insures that all information will print on one page. Selecting this option does not affect Pre-Printed invoices.

· Cash drawer open code: These are the ASCII codes that are sent to your cash drawer to allow it to be opened when printing an invoice. The normal ASCII code is ‘07’ (Bell). Depending on your cash drawer, you may need to send from one to five open codes. If you are not sure as to how many open codes are needed, start with one and print an invoice. Keep adding open codes and printing an invoice until your cash drawer opens.

· Cash drawer port: When using a cash drawer, you must enter the serial communications port number of your computer that it will be connected to. i.e. number 1-6.

· Cash drawer test button: After entering the cash drawer open codes and port, this button will be available. Left click on the button to send the open code to the cash drawer to make sure it works. Pressing the <Ctrl><Back Space> key combination will also open the drawer from anyplace in the program.

Accounting Tab:

· Default account numbers used in various places in the system. These accounts are required even if you do not have the accounting package. These Accounts can NOT be removed and should never be changed.

· Enable QuickBooks – This check box allows the QuickBooks Export button to be displayed on the screen so the Quick Books interface may be used. Once enabled, you will need to enter the company file in the box to the right.

· Date of Last Statement Run: - This allows you to view or change (check with Pathfinder Computer Systems, Inc. before changing) the date you last ran statements.

· Accounts Receivable Statement Message: - This allows you to place specific information on each statement and is independent of the 'Statement Messages' in Accounts Receivable. You can use this for advertising, holiday notifications, etc.

· Your Federal ID number and default Payment terms.

· Chart of Accounts button provides access for changing or adding accounts.

Invoicing Tab: Printed invoice options.

· Print Locations - Select to print locations on the invoice.

· Print MFG Codes - Select to print manufacturer codes on the invoice.

· Print Company Name - Select to print Company name on invoice. The default is selected. Turn this option off if using preprinted invoices.

· Use Preprinted Invoices - Select to use preprinted invoices.

· Print Customer Phone Number – Select to allow printing the Customers’ phone number on the invoice.

· Discount Printing Options - When discounts are applied to an invoice:

Þ Always Print List Price - Whenever a customer is given a sales discount, the List price will be printed on the invoice.

Þ Never Print List Price - List price is never printed on an invoice.

Þ Ask Every Time - When a customer is given a sales discount, ask if the List price is to be printed on an invoice.

· Invoice Message - Message to print in the body of the invoice. Text entered here will print on the invoice.

· Quote Message - Message to print in the body of a Quote. Any text entered here will print on the Quotation.

· Disclaimer Message - Message to print at bottom of invoice. Any text entered here will print on the invoice.

Work Orders Tab: Printed invoice options

· Print Locations - Select to print locations on the invoice.

· Print MFG Codes - Select to print manufacturer codes on the invoice.

· Expand Labor Codes - If a Labor Code has a Bill of Material, selecting this will print all items of the Bill of Material on the invoice.

· Print Company Name - Select to print Company name on invoice. Turn this option off if using preprinted invoices.

· Use Preprinted Invoices - Select to use preprinted invoices.

· Print Customer Phone Number – Select to allow printing the Customers’ phone number on the invoice.

· Discount Printing Options- When discounts are applied to an invoice:

Þ Always Print List Price - Whenever a customer is given a sales discount, the List price will be printed on the invoice.

Þ Never Print List Price - List price is never printed on an invoice.

Þ Ask Every Time - When a customer is given a sales discount, ask if the List price is to be printed on an invoice.

· Don’t Print Prices of Warranty Parts - Select to print warranty prices on Work Orders.

· Clear Tag Number When Order Is Complete - If you would like tag numbers cleared from each work order when complete, select this option. This allows the tag numbers to be reused.

· Internal Customer ID - This is the ID used to enter your own company name as the customer for internal work orders. This will be used to accumulate costs from Work Orders for new Whole Goods or costs associated with used Whole Goods.

· WO Lead Days – The default number of days it takes for a work order TO BE COMPLETED. This value is added to the WO created date to determine the approximate due date when a work order is scheduled to be completed.

· Invoice Message - Message to print in the body of the invoice. Text entered here will print on the invoice.

· Estimate Message - Message to print on the invoice if it is a Quote. Any text entered here will print on the Quotation.

· Disclaimer Message - Message to print at bottom of invoice. Any text entered here will print on the invoice.

Chart of Accounts: Step 2

Click on Setup, then the {General Setup} button, then the {Accounting tab} and select ‘Chart of Accounts’. If you are using any of the Accounting package, it is best to make changes to the Chart of Accounts now. Pathfinder Computers Systems, Inc. only provides a basic set of accounts, which may or may not be suitable for your business. These accounts will primarily be used in the Manufacturer, Inventory and Labor Codes setup. As noted in the previous step, Step 1, they are also used as defaults for the system. Be careful in changing any accounts that may affect your defaults.

Vendors: Step 3

From the Main Menu, click on Inventory. Under the Data Maintenance section, click on Vendor. Vendors are used to identify from whom the Manufacturers’ parts are purchased. Purchasing uses the Vendor to build purchases orders. In many cases, the Vendor will also be the Manufacturer. In other cases the Vendor may be a distributor where parts are purchased for different manufacturers.

Manufacturers: Step 4

From the Main Menu, click on Inventory. Under the Data Maintenance section, click on Manufacturers. Manufacturer codes (two to four letters) uniquely identify a manufacturer. All parts are identified by both manufacturer code and part number, so that there is no conflict between two manufacturers using the same part number. While it is not required to do so, it is STRONGLY recommended to use the Mfg. codes from the list provided at the end of this manual. (If you don’t and you use a Graphical Parts Lookup program, like Part Smart, you will have to change the TRANSLATION codes. See the section on Graphical Parts Lookup for TRANSLATION codes.)

The ‘Pricefile’ field allows for any price file to be used for any manufacturer code.

Examples:

You want to track parts and Whole Goods for the same manufacturer separately. So, you enter ‘CC’ (for Cub Cadet parts) for one Mfg. code and ‘CCW’ (for Cub Cadet Whole Goods) for the other Mfg. code but use the same price file for both.

You have used parts and new parts for a manufacturer, and want the used parts to be 60% lower than new parts. Enter ‘NH’ (New Holland) as the Mfg. code for the new parts and ‘NHU’ (New Holland Used) as the Mfg. code for the used parts. Now the markups can be set separately and the same price file used.

Inventory: Step 5

From the Main Menu, click on Inventory. Under the Data Maintenance section, click on Inventory. Inventory must be entered one item at a time, either manually or by using any Manufacturers price files that may be installed. Having price files installed does NOT mean that inventory items are automatically present.

Select {Inventory} from the Data Maintenance section of the Inventory module. Click on the ‘Add’ button and use one or a combination of the following procedures.

1) Enter the information required on each field and press the <Tab> key to complete the field and move to the next field. The mouse may also be used to change fields.

2) Click on the ‘Search & Fill from price file’ button. This will bring up a ‘Manufacturer Price Files’ screen. Select the appropriate manufacturer, click on the desired part, then click on ‘Select’. The part number, description, manufacturer, vendor and pricing will be displayed in the appropriate fields. Complete filling in the remainder of the screen.

3) To stay in a constant ‘ADD’ mode, click on the lock next to the Manufacturer. This causes the Inventory entry screen to continuously reappear after adding an item into inventory. This helps speed up the inventory entry process. NOTE: The lock icon, located next to the Manufacturer, Vendor and part number, of this screen will allow retention of the Mfg code and Vendor after each save. To enable this feature, click on the lock and the icon will display a locked icon. If you do not want to reuse the same Mfg code and vendor, then click on the lock icon to display it as unlocked.

4) Enter the Manufacturer code, press the <Tab> key. Select the desired vendor and press the <Tab> key. Type in the part number. If the part number is found in the price file, the ‘Fill/Refill with this part’ button is available. If the button is grayed out, the part was not found in the price file. If the ‘Fill/Refill’ button is available, click on it and the description, pricing and other information will be displayed in the appropriate fields. As long as the part number is complete and correct, this can be the fastest way of entering parts. Complete filling in the remainder of the screen by adding the quantity and bin location.

5) Parts may also be entered directly from the manufacturer’s price file. Select the desired manufacturer and vendor. Select “Search & Fill from Price File” and the manufacturer’s price file is opened. Select the part number you wish to add and all of the appropriate information is added to the inventory record. Complete by filling in the quantity on hand and location.

To change ON HAND quantity, highlight the part to change and click on the ‘Modify Stock’ button.

Customers: Step 6

Entering customers can be achieved in Customer Invoicing, Rental or Work Orders. Select {Customers} from the Data Maintenance section. Click on ‘Add’ and enter all necessary information. You can use the ‘Customer ID’ displayed or assign your own. If you enter a duplicate ID, an alert will be displayed. If phone numbers are used for Ids’, these can be changed if a customer changes his/her phone number and not upset anything.

Each customer can have their own unique group of ‘Ship to’ names and address (Customer Invoicing only). Click on ‘Edit Customers Ship-To Database’ and a Browse Table will be displayed. Add, Change or Remove as necessary.

Work Orders: Step 7

If you are using Work Orders, review the {Symptom Codes}, {Payment Codes}, {Labor Codes} and {Warranty Providers} under the Data Maintenance section. Most of these have default codes entered, but they may not be appropriate for your use.

UPDATING INVENTORY FROM PRICE FILES

Updated price files are sent to the Mekanix Choice server.  When the Mekanix Choice program is first started, it checks to see if there are new price files installed.  When a new price file is found, a reminder message is displayed on the screen.

These messages inform the user that a price file, with the specified manufacturers name, has been installed in the Mekanix Choice database with the effective date shown.  The inventory has NOT been updated.  Updating inventory from price file is the users responsibility as the user must make decisions for each manufacturer as to how inventory is to be updated.

When the decision is made, based on the effective date, to update the inventory prices, use the following procedure to do so;

With Mekanix Choice running on any work station, left click on the Inventory tab, then under the ‘Data Maintenance’ section, click on the Update Prices button.  A screen similar to the following will be displayed.

Carefully review each option and be sure to understand how those changes will affect inventory.  Once the process starts, it can not be undone if the results are not what is anticipated.

An example; Manufacturers often obsolete parts.  When they do that, they set the price to zero.  If that part is in inventory with a current dollar value, and any of the ‘Do not Use if less than-------‘ are not checked, the inventory dollar value will be set to Zero.

Pathfinder Computer Systems, Inc. can not make the decision on what options to set, but can assist in choosing the correct selection.

HOW TAXES WORK

When you first receive Mekanix Choice, there are two predefined tax codes.  Tax codes are used because they tend to be easier to remember, especially if you have many taxing agencies.  Once you establish a tax code, a rate can be entered with an effective date.  The effective date will NOT be used with the first tax rate you enter as it is assumed to be now or the current tax.  New tax rates and effective dates can be entered when new tax rate changes are required.

The first tax code in the database is “NO”.  This is used for Non taxable sales and has no tax rate.  This code CANNOT be changed or removed.

The second tax code is “ST”, for State Sales Tax.  This is the code you will change the tax rate to match the tax code of your state.  Note:  Once a tax code has been used on an invoice, it can no longer be removed from this list.

If you have a County, City or some other tax that is charged separately, but at the time of sale, those can also be accommodated.  Just be sure to add any tax codes you need to the tax code file by following the instructions in the {Help}.  We’ll show you later how multiple tax codes are used on an invoice.

The first step in the Mekanix Choice tax hierarchy is to establish your tax code and rates, as previously described.

Mekanix Choice uses a simple and straightforward method of applying taxes to invoices. This is accomplished by setting a default tax code in the Setup section of Mekanix. This tax will be used in sales when creating an Invoice, Work Order or Rental ticket without the need of making any other changes. We will cover specific examples of how to set up unique tax situations later in this document.

Even though Mekanix Choice provides many places to ADD over-ride taxes, unless it is absolutely necessary to do so, no other taxes need to be entered other than in this section.

Up to three tax codes may be entered and will be applied to an invoice. Please NOTE:, the “NO” tax code can only be used under the Default Tax 1 field. If it is entered in any other field, it will be ignored.

You will also note just to the right, the section that says “Misc Charge Defaults”. Well, when you are working on an invoice (Work Order or Rental, all the same), you can select Misc Charges. If your state requires any of these charges to be taxed, then you must check the “Taxable” box. Do this for the first four tabs. Now that they are set as “Taxable”, left click on the {OK} button.

Now that the default tax codes have been established for basic sales, other tax handling techniques and options will be discussed.

Before we get into how the tax code works on the invoice, we are going to look at specific areas where charging tax can be turned on or off and setting new tax codes. The first one will be Customers.

The first place we will check out is the customer screen. To get there, left click on the large Transactions tab at the top of the screen. Now, left click on Customers under the data maintenance section. You will be presented with a list of customers. You have added customers, haven’t you? If not please do so now.

From the list, highlight a customer and left click on the {Change} button. You will see a screen similar to the following:

The circled box indicates the area where override taxes can be entered. Tax Codes 1 – 3 are used the same as those in the Setup section of the program.

The “Tax Exempt Number” is simply used to store the customers Exempt Number. Nothing else is done with it.

The “Always Use These Taxes?” check box is unique. When this box is checked, it tells Mekanix Choice that no matter what the tax code is, to override them with the tax code entered here.

For example; most farmers in many states are considered Non-taxable for 95% of the items they buy. However, there are some items that are taxable and they must pay the tax for them (there is a tax override in inventory which we will discuss later). So, under Tax Code 1, you would use the tax code “NO” and leave the “Always Use These Taxes?” blank.

Another example; if you deal any with local or state agencies, they are NOT subject to any tax. That means they don’t fit in the example above. With them, you will enter under Tax Code 1 the “NO” tax, but this time, you WILL check the “Always Use These Taxes”. Other than a manual override when invoicing, this is the top-level tax control.

Now, let’s move on to inventory.

To get to inventory, left click on the Inventory tab at the top of the screen.

The reason we are here is because there may be instances where you want a specific inventory item either to be always taxable or use a different tax. So, what we are going to do is to show you how to set up an inventory item with an override tax.

Now, left click on Inventory under the data maintenance section. You will be presented with a list of inventory. Highlight any item and left click on the {Change} button. When the “Maintain Inventory Part” screen is displayed, go to the bottom of the screen and left click on the {Options} button. Your screen will now look similar to the following.

The rules for entering tax codes in this section are the same as previously described. Click on the {OK} button and the changes will be saved. NOTE: Just remember, the only time this tax code can be overridden, is at the time the inventory item is sold, either manually or when the customer tax code has the “Always Use These Taxes” flag turn on.

The next area we will look at will be Labor Codes. Left click on the Transactions tab at the top of the screen. Now, left click on the button entitled Labor Codes under the Data Maintenance section. Highlight any item and left click on the {Change} button. You will get the following screen:

By default, Labor Codes are NOT taxable. You will note in the preceding example, the circled section on the right, the “NO” in the tax code field (these fields are disabled at this point).

If your local taxing agency requires you to charge tax on labor, then check the box next to the Labor Code that says “Taxable?”. Now the tax code box on the right hand side will be enabled. This will provide you an opportunity to enter a tax code that is different than your Mekanix Choice system default code. Some states charge a different tax on labor than they do on products.

Now then, let’s close out the Labor Codes and go towards the top and left click on the Warranty Providers. When the “Warranty Provider” window appears, left click on the {Add} button. You will see a screen similar to this:

Warranty Providers are considered Non Taxable and by default, are treated as such in Mekanix Choice. While it is a rarity for a Warranty Provider to be charged tax, we do provide the means for taxing a Warranty Provider. Entering the tax codes here follow the same rules as previously described.

We are going to cover only Invoicing, as what we will cover will pertain to Work Orders as well as Rental.

Left click on the large Transactions tab at the top of the screen. Now left click on “Add Invoice”. We will start off with a ‘Cash’ invoice. How do we know that? By not entering a customer. A cash invoice will use the system default tax code.

Let’s add a part by left clicking on {Add Part}. We’re going to use part number 12 017 01, keep the quantity of 1, then cleft click on the {OK} button.

As you can see from the following screen shot, 6% tax has been added to the invoice.

NOTE: All tax calculations are per entry, not per the invoice. Depending on the rounding, this will occasionally cause confusion if a person tries to calculate the tax based on the invoice. Since each item has the ability to be individually taxed with a different tax rate, this method MUST be used. Additionally, it is legal and is the preferred method by all 50 US States and the Provinces of Canada.

Now, we’ll add another part, except we’ll do a tax override. Again, left clicking on {Add Part}. This time we will use part 12 041 01. Instead of left clicking on the {OK} button, THIS TIME we will left click on the {Taxes and Notes} tab at the top of the screen. Left click on the “Override Default Taxes” flag and the current tax is displayed. Press the <Tab> key and the tax code under the {Tax Code 1} field will be highlighted. Type in NO and press the <Tab> key again.

You can either left click on the {Regular Sale} tab, or left click on the {OK} button to complete the entry.

You will note that the part 12 041 01 now shows “Override” under the “Tax” column and that the invoice tax rate has not changed. Since the part is highlighted, you will also note in the lower center of the screen that the item is shown being Non-taxable. All tax codes for any highlighted item will be displayed there.

We are going to “Cancel” this order, so left click on “Cancel Order” and answer “Yes, I’m sure”.

Left click on “Add Invoice” and this time we are going to select a customer. Using our example data base, we’re going to select the customer Barton, Jarod, except we’re going to change his tax status to NO, Non-taxable. As previously described, we’ll highlight his name then left click on the “Change” button. Then left click on the {Tax Code 1} field and if there is a code, back space out the tax code. Now, let’s type in NO, and left click on the {OK} button. From the “Browse Customers” screen, left click on the {Select} button.

We’re going to use the same two part numbers that we previously used and add them to the invoice. This time we are going to do something different. Left click on the {Options} button at the bottom of the screen, then left click on {Miscellaneous Charges}. You will have a screen similar to the following displayed:

You will notice the circled area. The tax code is ST. If you remember earlier, in the Setup section, we set all Miscellaneous Charges to be taxable. In the case of this invoice, the customer is Non Taxable but the state requires that Misc. charges like these to be taxable. Left click on the “OK” button.

As you can see, the totals section now includes the Shipping charges with tax charged.

On to another example invoice. Let’s “Cancel” this order, so left click on “Cancel Order” and answer “Yes, I’m sure”.

Left click on “Add Invoice” and this time we are going to select a different customer. Again using our example database, we’re going to select customer Laplink, Larry. You’ll notice that the invoice defaulted to the system-defined tax of ST. Again, we’ll add the same two parts that we have previously used. We’ll also add the same Miscellaneous Charge that we previously used.

This time we’re going to add a twist to it. Left click on the {Options} button at the bottom of the screen, then left click on {Modify Tax Rates}. You will have a screen similar to the following displayed:

As you can see, the current ST tax code is displayed. What we are going to do is to change the ST code to NO and make the entire invoice Non-taxable. Once the change is made, click on the {OK} button and view the results.

Let’s do one more invoice and as mentioned earlier, it will be using multiple taxes. We’ll “Cancel” this order, so left click on “Cancel Order” and answer “Yes, I’m sure”.

Left click on “Add Invoice” and this time we are going to select a different customer. Again using our example database, we’re going to select System, Patrick, who has two tax codes assigned. You’ll notice that the invoice defaulted to the customer tax of ST and CO. Again, we’ll add the same two parts that we have previously used.

As you can see from the following, both taxes are added to the totals box.

Now that you have a good understanding of the use and implementation of tax codes in Mekanix Choice, you should be able to understand the few other areas we did not cover.

The final issue that we will cover is the Sales Tax Report.

Left click on the large General Reports button at the lower left of the screen. Now left click on “Sales Tax”.

You will be presented with a screen asking for the month and year that the tax report is to report on. Enter the month, 1 through 12 and the current year. Left click on the “GO” button and processing will start. The report could take a bit of time as each entry from the various invoices is checked and calculated. Taxes are ONLY reported for Completed invoices.

The following describes the results of your tax report.

NOTE: Remember. You cannot just multiply the Taxable Amount by the tax rate and get the Tax Liability. The Tax Liability will NOT match. This is NOT a totals based but an item by item tax amount.

A Each tax code that is used during sales for the specified time is displayed on the report along with a description, tax percentage and account number.

B Each type of sale i.e., Part Sale, Serial Sales, Part Return, etc, is individually listed with Net Sales, Taxed Amount and Tax Liability.

C All of the sales types are then grouped into totals.

D The month totals for all taxes will be listed at the end of the report.

GRAPHICAL PARTS LOOKUP INTERFACE

i.e. PartSmart™

Setting up PartSmart for Windows (PSW) - by ARI Network Services Inc.

Before trying to run PartSmart, make sure you setup and run Mekanix Choice on each computer that is to use PartSmart. Certain information that is to be used for the integration must be created by the Mekanix Choice program.

Mekanix Choice provides a seamless integration to PartSmart (PSW). Seamless integration means that when inventory quantities are displayed for a part (in PSW), that is the current quantity on hand in your inventory. When parts are posted, they are immediately placed in the open order review box. NOTE: PartSmart will ONLY read parts that are Active in the Mekanix Choice inventory.

If not previously done, install PSW for windows as described in their documentation.

Translation codes:

What are translation codes? PartSmart uses their own Manufacturer codes for their parts lookup. We use our own Manufacturer codes for our system so we can identify which part belongs to what manufacturer. When parts are selected in the GPL, we need a way of identifying the manufacturer so we can check our inventory and match parts. For example: they use ‘CUB’ for their Cub Cadet code and we use ‘CC’. In essence, they reference each other.

If you do not use the codes we provide, then they will not match in the Translation table and you will need to modify them. The following will describe how to change a code. From the Main Menu, click on Setup tab, then the {GPL Translation Codes} button. The codes with their description will be displayed. Locate the manufacturer code to change. Click on the code to highlight it, then click on ‘Change’. The cursor will display ‘Their Code’ first. DO NOT CHANGE THIS. Press the <Tab> key to move to the next field, which is ‘Our Code’. Type in the manufacturer code you are using, then click on ‘Close’.

Windows Program Items/Shortcuts - If it is desired to use a Shortcut to run PSW, the START IN folder MUST be set to the ([drive]\PARTS). A “Client not installed” error may be displayed if this is not set. A Virtual Drive may be used in place of a [drive] letter.

Configuring PSW (PartSmart) - To setup PSW for seamless integration with Mekanix Choice, the following will need to be set: Click on the PSW icon. When the main program screen displays, Click on Utilities Tab, Click on Part Smart Options, then enter under the BSV Path field:

C:\Program Files\Pathfinder Computer Systems, Inc\Mekanix Choice\psi_mxc.exe .

A real world example may look like the following:

Configuring PSW in Mekanix Choice- From the Mekanix Choice Main Menu select Setup Tab, then select ‘GPL Interface Setup’. At this window click on ‘Add’. If the program name does not say ‘PartSmart’, then enter it. Make sure to click on the ‘PartSmart 6’ or ‘PartSmart 8’ radio button under the ‘Interface Type’. (For those that are not aware, PartSmarts newest software is Version 8)

The path: can be configured in two ways.

1) If you are on a network (even if you are not using it). Set up the UNC for the computer that PartSmart is installed on, for Version 6;

\\[your-server-name]\[drive]\parts\psw.exe

for Version 8;

\\[your-server-Name]\[drive]\Program Files\ARI Network Services\PartSmart\PS8\PartSmart.UI.Shim.exe

2) No Network at all. Enter for Version 6;

[drive]:\parts\psw.exe

for Version 8;

[drive]:\Program Files\ARI Network Services\PartSmart\PS8\PartSmart.UI.Shim.exe

or you can use the button to browse for the parts folder and psw.exe program.

Click on ‘OK’ to complete.

Placing parts on an invoice selected in PSW

Mekanix Choice will call PSW from any Invoicing screen (Work Order or the Optional Rental), commonly called the Invoice. When parts are being added to an Invoice, click on the ‘Options’ button at the bottom of the Invoice screen. From the displayed menu, select ‘See diagrams (GPL)’, which will display a table showing any installed parts lookup programs. NOTE: GPL stands for Graphical Parts Lookup.

NOTE: A Virtual Drive may be used instead of a [drive] letter and is recommended for all computers on a network.

Extremely important: Do NOT have the selected GPL running the first time it is used from within Mekanix Choice. If you do, errors may occur. After Mekanix Choice has used the GPL the first time, the GPL can be running.

Select ‘Model Inquiry’ then select the model you would like to view. Selecting ‘Look at Diagrams’ will display the parts diagram for the selected model.

Parts may be selected in two ways. First, highlight the part then right-click. Left-click on ‘Add to Transaction’. Select ‘Counter Sales Parts Lists’ and the part will appear on a transaction at the bottom of the screen. Repeat these steps until all the parts have bee added to the transaction.

You can also double-click on the part you wish to add. Select either ‘Add to Current SO’ to add the part to this transaction or ‘Add To A Transaction’ to add the part to a new transaction. Repeat these steps until all the parts have been added to the transaction.

When the transaction is complete, select Save to save the transaction for import at a later time. Select Post BSV will save the transaction and transfer all of the parts to the current Mekanix Choice invoice immediately.

There may be different variations to the previously described, depending where you are in the PSW and what version you have, but in general, it is a basic outline.

NOTE: If an error occurs while attempting to communicate between Mekanix Choice and the GPL, the GPL will display a message of ‘PartSmart is waiting for a response from the Business System’. PSW will time-out in 60 seconds if the error is unresolved. The error usually indicates that PSW has lost contact with Mekanix Choice.

When finished and no errors have occurred, you may exit the GPL or minimize it. On return to Mekanix Choice, a screen will show the parts selected in the GPL. If all of the parts shown are “OK” to use, click on ‘Finish’. If it is decided that one of the parts is not to be sent to the order, click off the ‘Ö’ next to the MFG code, then click ‘Finish’. Any part shown on the screen that is NOT found in inventory will be added from the MFG price file. NOTE: If a part selected is not in the MFG price file or the MFG price file is not installed in Mekanix Choice, the part will NOT be added to the order and will NOT be added to inventory.

The GPL may also be used to view the information on a part. When the GPL shows part information such as Price, MSRP, On Hand QTY, etc., it will get this information from Mekanix Choice. If a part has not been entered into Inventory, PartSmart will use the default information.

PRICE FILES AND CODES

Price files are used to enter inventory, look up prices for those items not normally stocked and updating inventory pricing when new price files are released. Price files may be viewed either straight out of the file or with the markups established in the Manufacturer setup. Click on the ‘View with our markup’ box when viewing price files.

Example STANDARD MANUFACTURER CODES (May not contain all available codes or list some no longer available)

3MT 3 M Tape

A&I A&I Products

AA Agco Allis

ADV Advance

AGC Agco White

AMY American Yard

AR Ariens

ARC Arctic Cat

BCS B C S

BEL Belarus Machinery

BH Bush Hog

BO Bolens (Garden Way)

BS Briggs & Stratton

BWF Baldwin Filters

BYG Billygoat

CAM Camspray

CL Campbell-Hausfeld

CLA Clarke

CC Cub Cadet

CIH Case IH

CIHC Case IH Canadian

CSP Champion Spark Plug

COL Coleman

COM Comet

CNT Continental

DAE Daewoo

DAY Dayco Belts

DES Desa Readi-Heat

DEV DeVilbiss

DC Dixie Chopper

DIX Dixon

DOL Dolmar

ECO Echo

ENC Encore

EX Exmark Mfg.

EXC Excel

FT Foote (Dana)

FER Ferris

FLO Flopak

GAH Gates Auto-Hydraulic

GAT Gates Rubber

GH Grasshopper

GLN Gleaner

GP Great Plains

GRA Graco

GRC Generac

GRL Generac Portable

GYB Goodyear Belt

GRV Gravely International

HC Hy-Capacity

HER Herschel

HES Hesston

HOF Hoffco

HOM Homelite

HON Honda

HOV Hoover

HEI Howard Enterprises

HUS Husqvarna

HYD Hydro Gear

ING Ingersol

JD John Deere- AG & CP

JON Jonsered

KAW Kawasaki

KTV Kawasaki ATV

KHN Kuhn Farm Machinery

KIO Kioti

KO Kohler

KOE Kohler Engine

KRP Krause Plow

KMN Krone Neimyer

KUB Kubota

LP Land Pride

LB Lawnboy

LEV Lever-Taski

LNG Long Manufacturing

MAM M & M Vacuum

MAS Massey Ferguson

MSH Marshal Dist.

MTD MTD Products (Gen Pow)

MUR Murray/Noma

NAM N. A. Cleaning Products

NH New Holland N. America

NHC New Holland Canada

NGK NGK Spark Plug

NSS Nat. Super Service

ON Onan

OR Oregon

OOEP Oregon Outdoor Equip. Parts

PL Prime Line

PLT Pullman-Holt

POF Power Flite

PUL Parts Unlimited

PRT Pro Team

POL Polaris

PSX Pacific Steamex

PW Poulan Weedeater

QP Quality Power

RAN Ransomes (Bobcat)

RED Red Max

RIL Riley Tractor Parts

RBE Robin Engine

ROB Robin String Trimmers

ROT Rotary Corporation

RYA Ryobi

SCA Scag

SHI Shindaiwa

SIM Simplicity

SNP Snapper-Factory

SPX Sparex

SPR Speer Cushion

STB Stihl-Bryan Equip

STE Stihl-South East

STM Stihl-Mid Atlantic

STN Stens

STT Steiner Turf

STV Stihl-Miss. Valley

SUN Sunbelt Dist.

STC Stihl-Crader

SNE Stihl-North East

TAN Tanaka

TE Tecumseh

TEM Temco H-M Parts Co.

TIS Tisco

TLT Tilton Accessories

TO Toro Wheel Horse

TR Tucker/Rocky

USP U S Products

VBT Valuebilt

WAL Walbro

WLK Walker Mower

WP Western Power Sports

WIS Wisconsin Total Power

WIX Wix Filters

WND Windsor

WNI Agco New Idea

WOD Woods

YAN Yanmar

YAZ Yazoo/Kees

ZAM Zama Carburators

ZET Zetor

Price Convert (electronic price book) Disclaimer

All price conversions sent out are the most recent that Pathfinder Computer Systems, Inc. has been able to obtain through available channels. Manufacturers may make available for other products more frequent updates, may make changes to pricing structure or dates of effectiveness or release dates to price books without us being notified. In no event shall Pathfinder Computer Systems, Inc. be liable for any loss of profit, or any other commercial damage, including but not limited to special, incidental, consequential, or other damages.

In case of changes or discrepancies in price conversions, the dealer should notify Pathfinder Computer Systems, Inc., and provide verification of the change or discrepancy so corrections may be made in a timely manner.

Changes in price conversions may result in additional releases and/or charges, as well as changes in support due to additional expenses incurred in processing and dispersing information.

TABLE OF CONTENTS

LIMITED LICENSE AGREEMENT

GENERAL INFORMATION

GETTING STARTED

UPDATING INVENTORY FROM PRICE FILES