Commercial Operations

Service Garages can be small or large, with one location or several, and with or without mobile services. To provide new vehicle in-service, diagnostics, mechanical repairs, accident repairs, truck washing and detailing, equipment installation, and welding and fabrication services, you need good facilities, skilled people, and you’ll want repeat customers. Personalized service, meeting commitments and flexibility are critical to your success. Efficient and accurate Administration is also essential for customer satisfaction and profitability. Here's where it pays to use EMDECS. To maximize facility utilization - bays, paint booths, frame racks, alignment equipment, and so on - use our shop loading module. Preventative Maintenance can be set up by equipment groups, where intervals, tasks, measurement recordings, parts, and warranties are optimally managed to help improve workflow effectiveness. For employee growth and satisfaction, let them take advantage of the paperless shop, bar-coding and automated time capture. PM forecasts and invoices will be accurate, and can be communicated electronically. e-Commerce lets you communicate with your customers and vendors at lightning speeds, while our mobile shop support provides dispatch, electronic RO's, and treats your service vehicle as a warehouse, automating transfers & stock replenishment, keeping your ‘On-the-Road’ guys on-the-road.

EMDECS - Commercial Garage System is designed for service organizations that require a fully integrated system including parts inventory, repair order, shop management, invoicing and all the accounting functions. It is also designed for servicing a variety of clients including major fleet customers that require custom pricing, cost analysis reports, PM scheduling and reminders. The Service Garage Module is used to prepare multi-location, multi-warehouse, and service mobile repair orders and invoice customers according to their contract rates. As a management tool this module is used to manage other commercial fleets, repair shop activities, measure productivity and provide a high level of customer services. Management has access to profit and loss statements by job, customer and repair shop, as well as analysis information of mechanics and shop productivity. As a customized option, the Customer Access function allows our customers' customers to manage their own fleets through internet connection. This module is fully integrated with inventory control, mechanics time scan, accounts receivable and payable, and general ledger.

Benefits:

Built as a job costing system to increase profits
Real-time shop activity monitor
Improves invoicing accuracy
Reduces Inventory cost with better control and audit trail
Maximizes staff efficiency
Improves management decisions from historical facts and figures
Built-in features to service major fleets

Customer Rates

Contracts on hourly rates, shop supply percentages, fix charge items, and parts markup/discount are setup as control parameters and assigned to each customer by contact group. These parameters are used in pricing out estimates and repair order invoices automatically.
Based on the initial estimate and standard hours or the mechanics actual hours, the user can decide how many hours to charge the customer.
Based on parts and quantities issued from inventory, the user can decide what parts to charge.
For multiple location operations, these centralized control tables will maintain price consistencies for customers who are getting their services from more than one location.
Repair orders can be labeled as quoted or fixed cost jobs and the customer will be invoiced with a fix amount regardless of hours spent or parts used.

Customer Access

Some of EMDECS customers provide a 'private' database so that some of their fleet customers can print and approve their own repair order invoices, view PM schedules, update mileages/engine hours, and analyze their repair costs themselves, via the Internet.
This option will increase efficiency of the operation, strengthen relationships with customers and expand business opportunities with the competitive advantage of technology.

Profit & Loss

At the completion of each job, all hours and parts will have been allocated automatically by the system.
Management and accounting have the option of editing the repair order with as much detail as required.
The internal work order proof for quoted jobs will help validate the expected profit and loss.
EMDECS keeps track of the difference between the invoice amount and the revenue that would have generated based on the customer's contracted hourly rate and parts markup/discount. The difference is journalized into a separate general ledger account and therefore, it is very easy to evaluate the gain or loss of all quoted jobs.
EMDECS provides mechanics' daily or weekly hour reports for payroll purposes and reports comparing standard/estimated hours, time sheet (or actual) hours and charge out hours. These reports can be used for analyzing service estimates versus actual, employee performance, shop productivity, profit & loss by job and customer for any period of time.

General Ledger

Journal entries are created automatically by the system for each module. The journals from each module are identified with its source code and every journal entry is maintained with a cross reference to its source document.
By having the supplier invoice number, check number, customer invoice number, cash receipt number, counter sales invoice number, and so on with each journal entry, the user can easily pin point the source of the entry.
When viewing the journal entry on the screen, the user can double click on the reference number and drill down directly to the source document.
Period End Control is separated by Accounts Receivable (AR), Accounts Payable (AP) and General Ledger (GL). The user can close AR and AP separately, and as long as both AR and AP are closed, the user can then close the GL.

Accounting

The Accounts Receivable Module is fully integrated with the Repair Order Module. Other miscellaneous customer invoices can be entered, as well as customer receipts and adjustments.
The list of customer outstanding invoices can be displayed and paid by clicking the mouse. Customer overpayments are maintained separately and identified on the aging report as outstanding credits.
Accounts Receivable Aging Report allows users to continue with the current customer invoice and receipts, and at the same time, catch up with other accounts receivable transactions from the previous period.
The Accounts Payable Module is fully integrated with inventory receiving, invoice, and general ledger (GL). It is also used for non-inventory invoices, such as rent, utility bills, and tax payments.
As part of the integration with accounting, journal entries are created to designated GL accounts for each repair order invoice. The system debits receivable, cost of sale, and credits labor revenue, parts revenue, taxes, and inventory.