Redbook Manual - Sandi Jerome Computer Consulting
Contents
1. Accrue Jerome i Better e Inline Advertising Sandi B Any field w Edit View Howe ta 1 Tips Donet OK 10 14 2010 Budget Vs Actual EE sandi icrsauto com SE Monthly D amar Thank you for testing this version of Redbook Your input is valuable for us to create the first Daily Workplan software for the accounting office Please send me your comments questions or suggestions especially report ideas please Email sandi sandijerome com THANKS 15 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com2. In the above example Angie Smith is logged in and she has two Tasks due today one Daily and one Monthly If she hovers over the Done link you can see there are none done yet Click or Double click on Done Logged on as Angie Smith Advanced search My Assigned Tasks gt All Tasks Due My Assigned Tasks Quick Done Add Alert Task Due Date Assigned Skill Email Last Done Frequency Name Done mme To By Search for add vehicles Angie A View Done N Due into DMS a 26 2010 h ATONE angiecrsauto com Daily Io Details found 0 Used Advertising Tiew Done Howtoti Tipe 1 Due Budget Vs Trzin Auge E angiecrsauto com Monthly Criteria all any GE smith Better Addfield Show options The Task opens in the top part of the screen and then you select Inline Add to add your Done record It opens in the bottom part of the screen 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com a in SC Inline Add Save all Cancel EI A Date Performed By Comments Notes Added 10 used into stock complain to Jim to give them to me daily but he said that he was vi view C 2010 CH Angie Smith waitingansmogs butdowe 1 need smogs to add The Date defaults to today Performed by select from users for your dealership Comment and Notes Add anything you d like to save You can also scroll to the right
3. User Manual and Manager Manual Sandi Jerome Computer Consulting Questions Email sandi sandijerome com To order www superconsultinggrou p com Reasons to get Redbook after your 30 days beta testing instead of an Excel list Keeping your tasks in Excel is hard to maintain and for everyone can t update at the same time You can use my Tips and spreadsheets which are not all there yet in the beta version to create your How to Redbook encourages your staff to browse and take on new tasks Oo oO oO D You are creating a very specific training audit storage and documentation system for your office Excel isn t designed or capable of this type of storage You can email from Redbook tasks that are Due along with the How to file attached We will continue to add to Task Master so you ll get ideas from hundreds of controllers using it daily Creating a How to manual is a huge project there will probably be over 300 by the time we are done You can t use Excel for that o Redbook tracks who performed the task even if it isn t assigned to them which encourages your staff to help others because they get credit for it You can give your dealer GM CFO a login eventually so they can really see how much you do every month For multi stores we have a client CFO security login that a CFO CPA firm or dealer can use to see how each dealership does a certain task o Itis only 95 a mont
4. Purchase order created on DMS system for each vendor on budget spreadsheet from More Excel spreadsheet that is emailed to managers Assigned To Sandi Jerome Sandi Jerame SUE Allen Angie Sroith Jenny Smith Sue Smith Email sandi icrsauta cam sandi icrsauta com sandi jeramed gmail cam angie crsauto cam jenny crsauto com suesm crsauto com Skill SE C Cat Better 4 Anyone Better B Better Motes Frequency Yearly Monthly Daily Daily Monthly Monthly To add a new Task for your dealership click on Add New Enter your information and Save then Back to List This DOES NOT get added to Redbook s Task Master Why would other controllers want to wash your dealer s dog It also means that if you added a Task for just your dealership and then delete it it is not in the Task Master As we get suggestions we will continue to add to Task Master but not to your Task Setup so check the Task Master often to see if there are some new ideas to add to your Tasks That is another great feature of Redbook you ll get ideas from hundreds of controllers using it daily Task Setup 4dd new record Task Name Description Assigned To Sue Smith wi Email Skill 4 Anyone t Make an online appointment below Get a check from Bob then use parts truck Frequency Fixed Date m Save Back to list 2009 2011 Sandi Jerome Computer Consulting www sa
5. and add a file to the record Click on the Green Arrow to Save How To Most Tasks will eventually have How To instructions based on how you perform the task at your dealership To view a How to click on the How to link If there is a file attached click on it and if you have Chrome as your browser it will download automatically ei AdvertisingAccruelv xisx 7 EJ show all downloads If you have Internet Explorer it will prompt you to SAVE and select a file location Do not open the file always Save first then open it from where you Saved it File Download Do you want to open or save this file Name AdyvertisingBudgetBlank xls H _ Type Microsoft Office Excel 97 2003 Worksheet From www dealerstoar org p harm your computer IF pou do not tust the source do not open or C While files from the Internet can be useful some files can potentially save this file What s the risk When you re done looking at the How to click on Back to all Tasks 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com Security Overview The level of security that you select when you add a user determines what your office staff can see and do Clerk sees only My Assigned Tasks and can add only How to and Done to their own assigned tasks Clerkplus same as Clerk but can also view All Tasks Office This new office view blocks the filename if it is a co
6. d or Edit the How to entries for Tasks Tips cannot be added edited or deleted they are Sandi s tips If you do not like a tip just add a new Task in Task Setup with a slightly different Task Name and there will no longer be a Tip for it My tips link the identical Task Name Before doing this please read the warning in Task Setup Email selected If you setup a How to where Email file is Y then when you click on the check box to the left of Done and the Email selected button an email from you will be sent to the Assigned person with information about the Task they need to do and it will attach that How to File If Email file is N then just the email will be sent You can select all Due Alerts using Search or Advance Search and then click on the checkbox at the top of the screen and email everyone who has a task in Due Alert status All Tasks Manager gt All Tasks Manager i D My Assigned Tasks Edit selected Email selected Delete selected Export selected Print selected Export selected Print selected gt Quick Done Add gt Heat Sheet GG Assigned i i quency PAY Quick To Do Ej d Alert Due Date Task Name ee Email Skill Frequency ve Reports ji 4 T A D Mie View A Howto 1 Tis Done Due 9 14 2010 Wl a Sand o sandi crsauto com Dealer Weekly F Setup s 4 a only Inline Yiew How toti Tips Done OK 10 1 2010 Advertising Sandi sandigicrsauto com B Clase Search for Edit
7. e Went to printers on 627 10 Ok SJ Sandi network passwords 6 26 2010 Sandi Jerome Ran job L340 verified users Sandi DMS New 6 26 2010 Sue Allen 3 added today send ecelvable Review 6 26 2010 Kerth Went over with GE she will keith have some get on this orms a27 2010 Sandi Jerome Will arrive by Nov Sth 302 Added 6 vehicles today pue Men ei SEI 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com You might need to use your browser scroll bar at the bottom of the screen to move to the field you want to edit but remember to always use the green arrow Save wi Edit Copy Viem Accounting policy gu Ki Adding Done from Task Lists You can also add a Done from either of the Task lists by clicking or double clicking on the Done link to the left of the Alert column and to the left of How To and Tips links COCO CEST Log out fame Advanced search My Assigned Tasks gt All Tasks ZDue gt My Assigned Tasks Quick Done Add To Task Due Date pccjqned Last p Fixed Alert Name Assigned Skill Email Done Cube Frequency Gate e EE To By Search for men vehicles Angie i search O oooO O O View Done Howto Tips Due ata DMS 6 26 2010 Smith SE Spier zeufo Com Daily a Used Advertising Udget Vs Angie B View Done Howto Tips i Due 27 2010 anqiemicrsauto com Monthly Criteria all any Smith Better
8. e17 Variance Excess 12 696 Line 95 97 You can edit it to add your own financial statement lines and then save the spreadsheet After reading the notes in the Tip you might want to also add those to your own How to but edit them so highlight the notes and copy Click on Back to List and Back to All Tasks link Click on the How to link next to the same Finance Reserve Frozen Asset task Click on Add New 14 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com How to Add new record How Choose File FinanceReser cFrozen xls To File Name Filename FinanceReserveRecFfrozen xls Email Ob File YN On Using the Mazda financial statement enter the amounts in this spreadsheet that are indicated by yellow highlighting If there is an excess amount when you re done please investigate if one of these items are the problem 1 The finance company pays only quarterly 2 There are adjustments shortages in the schedule that have never been adjusted 3 The chargebacks have not been accrued 4 big push of deals at month end Save Back to list You ll select the new spreadsheet that you edited in the previous step and if you want to email the file when you send an email notice if the task becomes past due select Y added notes that were specific to the dealership but copied the notes from Sandi s Tips to use for investigation You must have manager access to Ad
9. earch for GO ai conditions O Any condition NOT aen 1 E oe iL iL jee E PA Assigned To we TS m C Fixed Date IT wL wll HE Search Quick The Quick Search panel is to the left of most lists You can either enter in the Search for box for any item on the page and just a portion of it as you type it suggests tasks that you might be looking for Click on the Search icon to find the records that match your Q zb criteria Export results Frink this page Print Logged on as Sandi Jerome All Tasks M4 gt All Tasks Manager i D D gt My Assianed Tasks Edit selected Email selected Delete selected Export 5 gt Quick Done Add gt Heat Sheet Ki Due Task Name ac gt Quick To Do Ej L EE Date SE Reports di Reserves KU iew Howto Tips Done Due Schedule Setup clean Finance Search fo ES Inline view ET Howto 1 Tips Done Due Reserve Edit JE Ee Frozen any field Asset Finance Inline view Howto Tips Done Due Reserves GE chargebacks q Show all Gemen Details founa 3 D Copyright 2007 2010 Sandi Jerome Computer Consulting w91 Page 1 of 1 Click on the Show all to bring back all the records All Tasks Manager or All Tasks Office Ok and Due All Task lists are tasks that were selected at Setup from the Task Master The Alert of OK means that Due Date is today or in the past The Manager view differs from
10. h for our beta testers a few dollars a day to keep your office organized save and buy a year s subscription by the end of the year and get two months for free 50 off normal price 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com Contents User Manual and Manager Manual EE 1 EE La E 3 LO TIVES FR ele 3 UTI DEE 4 HOW TRC OOK WOKS EE 4 E 4 EE 4 Sear n e tte 5 All Tasks Manager or All Tasks Office Ok and Due cccccsscscscesscccensscsenssecsncscucneseeuseseusseescuessueuessueseseusssenens 5 EVES NEE deu vac sesterezeacosoneasaunpansacustuevsnnemnaraceoansavesnueanonboualaenqeatecci ati E E E E E EEA 5 Biet 6 Reie EE 6 NI e 6 LEET DE 6 EFS OE EE 6 UTE Reie WEE 6 Patne OVNI EE 7 inline Edit Edit Selected and CODY ETC 7 Adae Done ron EE BC 8 MOWN TO EE 9 EC OV TON e E E E 10 NEERA ES EE 10 Deele 10 gl E 11 TS EE EE 11 TSK e Te VE 11 Ee 13 ROWO ATOT CEET atsarecewaaasgeresnciesanecee 13 BET E 15 2 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com Quick Start Watch the demo at www supercontrollergroup com Login as Sandi Jerome with a password of acct and read the manual add some Done How to feel free to play with it won t mind Login in with your username in a separate email Setup Users Add the users in your office see Manager Setup in this guide S
11. ick Done Add is easier if you have lots of tasks to update at once Click on Quick Done Add on the left menu Then click on Add new This new version filters the task list by the person it was assigned to and then displays only the task for that user Next the Task Name also includes the frequency at the end of the name Weekly Daily to enable you to quickly set a new Due Date Performed By Sandi Jerome Task Name Please select Please select Date Advertising Manager Budget Weekly 4dvertising Accrue Close Advertising Budget Ys Actual Report Monthly Expense Account Analysis Close Accounting policy guide internal controls Yearly Next Due Date Comments Notes Choose File No file chosen Filename Filename 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com The date defaults to today s date You can enter comments and the notes field can be a place to respond to the comments or you can edit the done later and add to the comments The Filename enables you to attach a file to the done For example if you had a transmittal text that you used to add these 5 vehicles in stock you could add that to the done for storage We keep your data on a secure server Notice the https in the URL Click on Save when done It will respond Record was added notice green box below Continue adding completed tasks using Save button after each one When done entering clic
12. ing 772 555 1212 Quick To Do cards Jerome Sandi Reaves Electrical 772 555 Reports Edit Copy View F 2010 09 15 Call electrical sparks in shop Jerne 1717 How Redbook Works Redbook tracks tasks by a variety of frequency Daily Weekly Monthly Yearly and Close and by whom the task is Assigned To or Skill level It enables you to keep in one database the tasks that your dealership performs how to perform these tasks when they were last done and the notes and files that belong to the tasks Sort After you login you ll see the All Task Due list for your dealership It is sorted by Task Name but you can sort on any column by clicking on it and using the Ctrl key for multiple column sorting Alert Task Name Due Date Assigned amei Skill I CTRL click for multiple sorting Add vehicles into angie A ta BK DMS Used 8 25 2010 Smith SIE SES ee Anyone Advertising Jenny B i jenny ersatta com Ee Accrue EH Smith ann E Better Advertising Sue B uto Dug Manager Budget EEN Smith Ee ay Search Advanced Logged on as Sandi Jerome Advanced search You can search two ways for a task The Advanced search button on the top of the screen is the most comprehensive Let s say that see Jenny looking bored can search on any Due tasks that I ve assigned to Jenny 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com All Tasks Due Advanced search S
13. ips that am creating to help with your How to Use the search window and type in Reserve Click on the Tips to the left of Finance Reserve Frozen Asset and then View 13 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com Tips View record Tip ID 72 Tip Name Finance Reserve Frozen Asset File Name FinanceReserveRecFrozen xls There should be about 30 days supply of Finance Reserves There are a few reasons why the supply would be more than 30 days worth 1 The finance company pays only quarterly 2 There are adjustments shortages in the schedule that have never been adjusted 3 The chargebacks have not been accrued 4 4 big push of deals at month end 67 Finance Receivable 66 69 Finance Income New 19 767 MTD 90 Finance Income Used 6 956 MTD 91 Total Finance Income 76 723 Line 89 90 92 93 Days Supply Objective 30 Input 94 95 Objective Finance Receivable 26 723 Line 91 93 30days 96 97 Actual Finance Receivable 39 419 TD 96 99 Variance Excess 127 696 Line 95 97 Notes Click on the File Name to save the spreadsheet You can now open the spreadsheet Finance Receivable Finance Income New 19 767 Finance Income Used 6 956 Total Finance Income 26 723 Line 89 90 Days Supply Objective 30 Input Objective Finance Receivable 26 723 Line 91 93 30days Actual Finance Receivable 39 419 YTD Page 1lin
14. k on Back to List Done Add new record lt lt lt Record was added gt gt gt Edit View Editing Done Tasks When you click on Back to List you ll see a list of all the Done If you need to Edit what you just entered you can either click on Edit or Inline Edit Inline Edit Edit Selected and Copy Features if you need to change many you might want to perform a search first or Advance search and then use the checkbox and Edit Selected N Add new Inline Add Edit selected EI EI EB Task Date Performed Comments Not al Filename Name EE DE Accounting 3 policy Went to Edit Jalili Copy view guide 6 26 2010 Sen printers on os sandifeicrsauto com Edit Jerome J SES internal e 27 10 controls Add users Dan job Inline to the Sand L340 VK dee E Edit Edit Copy View newark 6 26 2010 a ae aled Sandietcrsauto Com passwords users Add Edit Inline Copy View vehicles 6 26 2010 Sue Allen 3 added Sandi jerome gmail com eer Edit inta OMS today i New Went over AR NSF with Patty 3 Inline check Angie she will vw Edit Edit Copy View GE D 26 2010 Smith SE anqiem crsauto com Review some aet When you use either the Inline Edit or Edit Selected checkbox the record doesn t look like the Add screen the Edit does rather it brings up an edit of the record in a list format like the next picture Task Name Date Performed By Comments Notes vy guide internal contrals 6 26 2010 Sandi Jerom
15. ndijerome com sandi sandijerome com 12 Users The Setup Users screen enables you to setup new users and add their security level Without a Security level your user cannot login In the example below Jimmy Smits is added to Users but has no security added the link to the left of his name doesn t show Security 1 Logged on as Sandi Jerome All Tasks Due My Assigned Tasks Quick Done Add E E A User Password Reports i Security 1 Angie Smith Security 1 Jenny Smith Setup Users Security Jimmy Smits Security 1 Sandi Jerome Records Per Page 70 7 Security 1 Sue Allen Security 4 Sue Smith Email angie crsauto caom jenny crsauto com keith crsauto com sandi crsauto com sandijeromed gmail com suesm crsauta coam To add a new user click on Add New Enter you User Name unique and password Click on Save and Back to List Click on the Security link and then Inline Add Select one of the security choices then the green arrow to Save Logged on as Sandi Jerome Users User Name Angie Smith R All Tasks Manager eee heer Email Name Password gt My Assigned Tasks Angie Quick Done Add Smith acct anOlelcrz auto com Heat Sheet Back to Users ESS gt Quick To Do Inline Add Save all Cancel Reports gt Setup Ei O EE Records Der Page 20 w L 5 Save How to and Tips Adding your How to is similar to adding the Done items to Tasks You can use the T
16. nfidential file and entered in the confidential filename field for both How to and Done This allows clerks that have the time to browse all Tasks and hopefully asks that more be assigned to them Manager all the above except instead of All Task Office has a view All Task Manager This new manager view can change who it is assigned to skill level the frequency and other tasks items The Manager also sees all file attachments even if confidential and not assigned to them Manager Access If you have been setup with Manager security you have a few more selections Reports and Setup My Assigned Tasks Edit selected Email selected gt Quick Done Add Reports F Task Due Date e S S ast Alert Assigned sii 5 Setup gt Tasks Master l FEL Name SEN a Skill Done Se search for 3 gt Task Setu Zeg policy search sd Users Done 1 Howto Tips OK guide 6 26 2011 eels sandigicrsauta com C Cat 8 26 2010 S eme internal es a m baala Reports This section is underdevelopment and only has one report and chart As time goes by we hope that our beta testers will make recommendations on more reports to add Monthly Tasks Due vs Ok D Due 85 EE OK 15 10 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com Setup The setup portion of Redbook is where you manage your Task Setup and Users along with bringing new Tasks from the Task Maste
17. r Task Master This is where you can move tasks from my master list into your All Tasks lists On install automatically add all the existing Tasks in the Task Master As time goes by there might be more Tasks added based on user input In addition you might initially delete many of the tasks that added for you Later you might want to add them back Let s say that at your dealership the task shown below to Add users to the network passwords is done by your IT department You might use Task Setup to delete that task but then you get that task added back to you and want to assign that to your payroll clerk As you can see in the next picture it does not say Copied Yes next to it that means it is not in your Tasks Click in the checkbox and then click Add selected Tasks It will now appear in your All Tasks list gt My Assigned Tasks Add selected Tasks Export selected Print selected gt Quick Done Add gt Heat Sheet L i Copied Task Task Name z ID Link Quick To Do mm j View No 475 Add users to the Reports E network passwords view F sae 132 Cashier relieve for gt Setup Tasks Master breaks Repair Orders open View Yes SE Search for L over 3 days ald Factory l Any field e View Yes 164 communicates retrieve Task Setup The Task Setup is the same list as All Task Due but it enables you to delete many records copy edit and add new records Because the Task Name i
18. s function the same as the links on the list for All Tasks Office If your staff has clerk security they only see this list A clerkplus can see All Tasks Office but can only View the task list the Inline Edit and Delete are disabled By letting your staff have clerkplus security it encourages them to search and find tasks that they would like assigned to them In the next version we hope to have charts that show the number of tasks assigned by user and skill level People are naturally competitive Entering Done Storing your Done tasks is a valuable tool of Redbook By having a record notes and sometimes a file attached it is easy to prove that you ve done this task during the year Sometimes it is hard to find the spreadsheet file used back in March or the copy of your written notes so keeping them in Redbook gives you that extra layer of safety In addition when you convert your full office to using Redbook and it is time to review an employee you can quickly hover over the Done for a task and praise them for completing monthly or criticize them if they haven t been doing the task each month or day There are three ways to enter tasks being done which enables you to set a new Due Date to make OK You can click on the Done link on both the All Tasks lists or My Assigned Tasks If you are entering lots of Done for the day items then you want to use the Quick Done Add Quick Done Add Entering a Done with Qu
19. s what links Tips Done and How to records we do not allow you to edit that field If you really hate the Task Name it is better to delete it and add a new Task with your new Task Name Warning if you delete a Task that had a history of Done How to and Tip you ll lose that linking If this happens just add it back in from the Task Master with the old name and your records will reappear It is the same as deleting a customer number on your DMS system If you really must change a Task Name that had a lot of history of Done just send us an email lIl send you instructions on how to use the Relink functions in Setup 11 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com Logged on as Sandi Jerome Advanced search Task Setup gt All Tasks Due ddd new WW Delete selected gt My Assigned Tasks gt Quick Done Add L Task Name A gt Reports EI gt Setup Task Setup Edit Copy Search for ER search Edit Copy vidw a Edit Copy Vie Details found 766 Page 1 of 1 Edit Copy iew Records Per Page Accounting policy guide internal controls b Add users to the network passwords Add vehicles into DMS Hew Add vehicles into DMS Used DI D SM Edit Copy View Advertising 4ccrue dyertising Manager Edit Copy iew RER Description Create maintain guide based on audit review comments
20. tart going through your All Tasks Manager and assign to your staff change frequency date skill Use Setup Tasks Setup to add edit or delete any task you don t want see Manager Setup if you delete by mistake Login to Redbook Redbook runs in your browser so start Internet Explorer Chrome Firefox Safari etc and click on this link www dealerstar org redbook login ph Before you use the login sent to you please login with my name to learn how it works REH Redbook Wem Usemame Sandi Jeromel Password Remember Password F Submit Copyright 2007 2010 Sandi Jerome Computer Consulting v826sjcc www SandiJerome com Username Sandi Jerome case sensitive Password acct 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com Quick to Do Screen Size The opening screen is the Quick to Do Hold down the Ctrl key and to make the screen larger or Ctrl key and to make it smaller The Quick to Do are one time tasks that do not reoccur and do not need tips how to and dones Logged on as Sandi Jerome Advanced search Export results Print this page Print all pages Quick To Do gt All Tasks Manager s My Assigned Tasks Add new Delete selected Export selected Print selected Ply ASsigned 1dasks gt Quick Done Add Ee EI EB d Due Date To Do REES Motes Heat Sheet e Edit Copy View CT 2010 09 08 Pick up Sam s new business Sandi All print
21. the Office view only by the fields File Confidential in the How to and Dones that link to the list Links to the Left of Alerts If you notice there are three links to the left of the Alerts Done How to and Tips If you hover over one that has a 1 you ll see the information without having to actually open the link If you do click or double click on the link it will open and you can add or edit the Done and How to The Tips are Sandi s Tips so those cannot be edited 2009 2011 Sandi Jerome Computer Consulting www sandijerome com sandi sandijerome com Done As office clerks log in they enter Done tasks either from the My Assigned Tasked list or by using the Quick Done Add if they are updating many tasks for the day Will performing a Done the user sets a new Due Date that normally updates the Alert to OK How to These are specific to your dealership and are a place to enter your instructions and notes on how to perform the task This might include a file that you attach like a spreadsheet or a page from your company policy book Tips Tips are the guides that write to help you create your own How to entries also attach files to the Tips like a spreadsheet and or comments am still loading tips so you should see more and more each day My Assigned Tasks When a task is assigned to the logged on user then My Assigned Tasks shows only their tasks The links Done How to Tip
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