Getting Started Guide for MotorTraxx Users with
Contents
1. management Terms subject to change with a sixty 60 day written email or Website notice at http Iwww scottsystems com Copyright 2012 Scott Systems 14 Scott Systems MaxxTraxx Support Subscription Order Form Page 2 of 4 P O Box 4155 Carlsbad CA 92018 4155 800 996 9777 Fax 866 863 0777 Registration and Support Subscription Select a MaxxTraxx software program and enter the monthly fee and one time registration fee on the right No registration fee required for existing Scott Systems users Registration includes over the phone Intemet help in setting up MaxxTraxx software on one file server and all registered workstations training and computer system configuration where necessary Configuration is limited to MaxxTraxx software hardware requirements Monthly support subscription is for ONE COMPUTER Monthly billing requires automatic credit card processing or electronic debit Quarterly or annual billing available Subscription may be cancelled at any time with 30 days written notice Cloud hosting available for an additional fee call for quote O MaxxTraxx Corporate 119 monthly 399 registration Check only one box O MaxxTraxx Service 89 monthly 299 registration 1 MaxxTraxx Express 49 monthly 99 registration M axxTraxx Express is available for single user only Monthly Fees One Time Charges Workstation Support Subscription e Select the number of workstations an2. accommodate information that the defaults did not allow for If you have changed the name of any of the fields those field entries will be converted but with the default field names in MaxxTraxx Let us know if you have made changes to your vehicle field names and we may be able to run a utility to move your data into the appropriate fields The Vehicle Tag ID A C designation and Drive Type are not converted Note All converted vehicles will need to be re selected in MaxxTraxx to activate the online parts ordering feature for that vehicle Open Repair Orders on the Service Counter Only NO open Parts Invoices on the Parts Counter are converted from MotorTraxx with their correct RO numbers but without their parts and labors You will need to select a reason for service re enter the labor parts and any add on charges then SELECT YOUR LOCAL SALES TAX RATE ON EACH OPEN REPAIR ORDER EVEN AFTER YOU SET UP YOUR SALES TAX RATE IN MAXXTRAXX After you setup your sales tax rate under setups all future repair orders and parts invoices will have the correct sales tax rate going forward Open Parts Invoices on the Parts Counter will need to be recreated from scratch Labor service records are converted except MaxxTraxx does not have a field for approximate parts Sublet labors are converted the sublet codes will default to SUBLET which can be edited as needed Parts inventory and all the parts records except the parts purchase history are converte
3. MotorTraxx has have read the Converted Data section and understand what is converted and what is not understand that some information converts from MotorTraxx in a modified version understand should keep a copy of my MotorTraxx to access non converted information understand that dot matrix printers are not recommended and should use a laser or inkjet printer for all reports checks and repair orders Shop Name Phone Owner Name Owner s Signature Date and Time Requesting Installation and or Conversion Must start between 8 a m and 2 p m Pacific Standard Time Monday through Friday Please note that the installation and or conversion may take up to four hours not all times available as requested Copyright 2012 Scott Systems 17
4. easiest way to do that is to run daily book history Business Office gt gt gt Accounting Office gt gt gt Daily Book gt gt gt Daily Book History It won t matter what date range you run so you can leave whatever is the default in the date range parameters Page down to page 3 of 3 and press F12 to get your print menu Remove the check marks from all except 9 Open Invoice Report and press 2 to print the report be sure this workstation is able to print to your report printer and that the printer is ready With the report printout go back to the daily schedule screen and line out all invoices on your Open Invoice Report that are still on the schedule The remaining invoices on your report are the invoices that need to be posted You will need to do some analysis on each of these invoices to determine the correct way to deal with them If the invoice has already been paid and has been accounted for through daily book we suggest that you do a little time traveling to fix it Determine the correct date the payment was received and set the computer date to that date Once your date is changed open the invoice and mark it as paid Since you are posting it into a period prior to your last actual daily book closing this will not cause the sale to be added to your books again When done be sure to change the computer date back to today s date Note If you get a Red Screen while posting chances are that invoice was in a bad key an
5. the most capable training and technical support staff in the industry but the responsibility for preparation is still yours Let s get started Steps to Success O Step 1 Verify your Hardware Specifications The first step in preparing to use MaxxTraxx in your business is to verify your computer hardware meets the specifications needed to run the software We have listed both the recommended and minimum specifications NOTE The recommended levels wil provide optimal performance We cannot install MaxxTraxx on a computer that does not meet the minimum hardware requirements listed in this document An essential element of your hardware is the backup system Scott Systems offers online data backup starting at 12 50 a month see the DataTraxx section for details O Step 2 Fax Practice Order Form to get a Practice Version Once you have the necessary hardware in place we can load a practice version of MaxxTraxx with your converted MotorTraxx data loaded on your system We have found that shops typically train and practice for 12 hours before they Go Live This step is optional but a good idea Just print out the Practice Order Form and fax in to schedule a practice version installation O Step 3 Review the MotorTraxx Converted Data The vast majority of data converts from MotorTraxx to MaxxTraxx but there is some data that DOES NOT convert i e financial data and there is some data that converts in a modified format i e kits Plea
6. third party integrations built into the program that must be subscribed to separately from this Support Agreement All rights of ownership of materials and code are retained by Scott Systems Copyright 2012 Scott Systems 16 Scott Systems MotorTraxx to MaxxTraxx Release to Install Page 4 of 4 P O Box 4155 Carlsbad CA 92018 4155 800 996 9777 Fax 866 863 0777 Prior to scheduling the installation of your Go Live version of MaxxTraxx we need to ensure that you O a O 0 A OO H HU AO w u O HO have completed the necessary tasks and are both informed and prepared to use MaxxTraxx Please this Order Form to 866 863 0777 have read and understand each task required on the Setup Checklist have received the User Manual and understand how to access and read the procedures understand that need to setup up certain sections of MaxxTraxx prior to writing invoices understand will need to manually set up my general ledger and banking information have received or waived my option for a practice trial version of MaxxTraxx have reviewed the Self Paced Training Curriculum on the Scott Systems Web site have read understand and meet the minimum hardware requirements for MaxxTraxx understand that need to have a backup system in place to backup my MaxxTraxx data have read and understand an online data backup is available from Scott Systems understand that MaxxTraxx does not have all the features that
7. Info Setup see under Setup Sales Tax Rates see under New User Setup Employees and Employee Permissions see Add An Employee under Payroll Carfax VIN License plate look up Setup Online Parts Ordering Setup Parts Price Matrices see Part Price Matrix Setup under Parts Manager Security Groups Setup see under Setup Customer Sources Setup see under Setup Marketing Setup Repair Order Status Setup see under Setup Lists Parts Invoice Status Setup see under Setup Lists Cancellation Reasons Setup see under Setup Lists Cash Drawers see under New User Setup Departments see under New User Setup Payment Methods see under New User Setup Database Backup Setup see under Setup Correct Custom Kits see under Manager Manage Kits Correct Marketing Letters see under New User Setup Enter Existing Repair Orders and Parts Invoices Detail Parts labor and add on charges on all open invoices need to be re selected and added under a Reason for Service in MaxxTraxx Re select sales tax setting For Accounting Users Fiscal Year Start Date see under New User Setup Default Account Posting see under New User Setup Correct Product Codes G L assignment see under New User Setup Enter Beginning General Ledger Balance for Inventory see under New User Setup Company Payroll see under New User Setup Beginning Checking Balances see under New User Setup Beginning Accounts Receivable Balances see under New User Se
8. MaxxTraxx Getting Started Guide for MotorTraxx Users Revised May 2012 Part I Part Il Part Ill Part IV Part V Part VI Part VII Part VIII Part IX Part X Table of Contents How to Use the Getting Started Guide Steps to Success Hardware Requirements M2M Practice Order Form MotorTraxx Converted Data Conversion Preparation Setup Checklist Self Paced Training Curriculum DataTraxx Online Backup Support Subscription Order Form How to Use the Getting Started Guide Welcome MotorTraxx to MaxxTraxx Users Thank you for taking the time to consider converting from MotorTraxx our legacy DOS program to our Windows based MaxxTraxx built on a SQL database for reliability and dependability Scott Systems has been providing computer software and support services to the automotive repair industry since 1987 with the release of M A V I S and MotorTraxx our original DOS based programs The Getting Started Guide is a road map to obtain a practice version of MaxxTraxx with your MotorTraxx data converted to view what MotorTraxx data converts to MaxxTraxx and explore train and practice using the new work flow and features on your own data i e customers vehicles labor services etc As you will note in this guide some MotorTraxx data DOES NOT CONVERT and some MotorTraxx data comes over in a modified version Scott Systems also offers a Self Paced Training Curriculum to help our MotorTraxx users convert smo
9. Standard Time excluding recognized New Years Day Memorial Day Independence Day Labor Day Thanksgiving and Christmas holidays Support Services Scott Systems w ill provide during Standard Support hours unlimited Internet Chat Support and Phone Support on Scott Systems MaxxTraxx Corporate MaxxTraxx Service and MaxxTraxx Express software in the follow ing areas during the period of the subscription Included Answering specific questions regarding current Scott Systems softw are operation and setup online Internet Remote Control Support to correct Scott Systems program and data errors and to correct user caused data errors on Scott Systems programs i e miskeyed information w hen no existing program function is available that w ill correct the problem Not Included Setup or troubleshooting of computer hardw are operating system netw ork printer and Internet connections Software Use and Software Updates Scott Systems w ill offer MaxxTraxx softw are and all updates released during the period of this subscription for use on one server at one facility at no extra charge when dow nloaded from Scott Systems Internet Web site Scott Systems does not guarantee a minimum number of updates per year Training The Self Paced Training Curriculum videos and live Webinars are available at no additional cost Reservations for dedicated telephone training may be scheduled at an additional cost in one hour increments at the curr
10. d The Parts Valuation Report should be run immediately after your data conversion and before parts are re entered on Open Repair Orders and Parts Invoices with that amount entered as your Beginning General Ledger Balance for the 13000 Inventory Parts account Kits are converted in a modified version All the labor and parts from the kit are converted but a labor placeholder line is creates that all the parts are listed under You will need to move the parts under each appropriate labor service line To update parts prices parts will have to be reselected Employee records are partially converted with employee information Pay type commissions tax and security permissions settings as well as payroll year to date information need to be entered Each employee address must have a state and country selected in order to activate the tax tables Employees can also be a customer and a vendor and in MaxxTraxx these three records can be linked together If you have converted employee records from MotorTraxx and those employees have a customer record with an outstanding balance on it from MotorTraxx delete the employee record that converts from MotorTraxx and re created that employee record using the Edit Record Type feature Open their customer record select Make an Employee from the View and Edit Record Type feature under Customer Options and the system will create a new employee record which you can then continue to set up with their payroll informat
11. d enter the monthly fee on the right Each additional workstation requires a monthly workstation support subscription A dditional w orkstations not available with M axxTraxx Express O 1 additional workstation 9 11 2 additional workstations 18 O 3 additional workstations 27 Check only one box O 4 additional workstations 36 5 additional workstations 45 O 6 additional workstations 54 1 7 or more additional workstations 63 DataTraxx Online Backup Subscription e Secure automated Online Backups sent to redundant Backup Servers in multiple data centers Backup daily or even multiple times per day Many plans available depending on how much data you want to back up with the option to back up any other data including documents pictures and emails with any of the plans O DataTraxx4 4GB 12 50 O DataTraxx7 7GB 16 50 Check only one box O DataTraxx 10 10GB 19 50 O DataTraxx 20 20GB 26 50 O DataTraxx 50 50GB 46 50 Data Conversion Fee Data from another software program may be converted and loaded into a new installation of MaxxTraxx MotorTraxx data can be converted for a one time charge of 129 Contact Scott Systems for a quote to convert another software program MaxxTraxx Pro SE data can be conv erted at no charge upon request MotorTraxx Data Conversion 129 Check only one box MaxxTraxx Pro SE Data Conversion no charge O Custom Data Conversion call for quo
12. d that s why it didn t post correctly the first time After restarting the program look up that invoice again Odds are in spite of the Red Screen warning the invoice was marked as paid and no further work is needed If you determine the invoice was never paid in the system and you want it to get into your bookkeeping totals you can open it and post it with today s date That will put it into today s daily book It will also put the method of payment into your books If this is a not very old invoice this should correct a carry forward error in your daily book If it is from a prior year depending on the dollar amount of the invoice using the method described above might be a better solution for this one If you find that the invoice was lost at the time and a replacement invoice was written and posted you will want to void this invoice To do so simply open the invoice press F2 Options and choose A Void Estimate or Invoice If some of these invoices involve large amounts of money you may be uncertain how to best deal with them You should contact your accountant for advice first and then call us for a suggestion on how to accomplish your accountant s advice 10 Setup Checklist These sections MUST BE COMPLETED PRIOR TO WRITING YOUR FIRST REPAIR ORDER INVOICE Company Information see under Setup Repair Order and Parts Invoice Setup see under Setup This Workstation Printing and Miscellaneous
13. duled at an additional cost in one hour increments at the current Telephone Training Rate Contact us or see our web site at www scottsystems com for current rates Minimum Hardware Specifications PLEASE VERIFY HARDWARE SPECIFICATIONS Server Microsoft Window s XP Professional Service Pack 3 For netw orks with more than six workstations Microsoft Window s 2003 Server CPU 1 5 GHz 2GB RAM 40GB Hard Drive Super VGA or LCD Flat Screen Monitor Screen minimum 1024 x 768 resolution a broadband Internet connection No wireless netw orks unless you use Terminal Service or Citrix Workstation Microsoft Window s XP Home Service Pack 3 1 0 GHz CPU 1GB RAM 40GB Hard Drive Super VGA or LCD Flat Screen Monitor Screen minimum 1024 x 768 resolution a broadband Internet connection Please contact me at the telephone number listed above to schedule a MaxxTraxx 30 Day Trial Version Installation have verified that MY COMPUTER HARDWARE MEETS THE MINIMUM HARDWARE SPECIFICATIONS LISTED ON THIS ORDER agree to use MaxxTraxx during this practice period for evaluation and training purposes only and will notuse MaxxTraxx for commercial use further acknowledge that I have two options once decide to subscribe to use MaxxTraxx 1 clear all data entered on the trial version or 2 continue using MaxxTraxx with all the data entered during the trial period Signature Printed Name Date Terms subject to change with a six
14. e 1 Phone 2 Fax Email Address Owner s Name Notes Terms of Software Use During Practice Period This practice version of MaxxTraxx is provided for the sole purpose of evaluation and training only It is not provided for commercial use A user s MotorTraxx data w ill be loaded on the practice version at no charge for the purpose of review ing converted data use during training and for practice THIS DATA WILL BE REMOVED AND CURRENT MOTORTRAXX DATA WILL BE RE CONVERTED AND INSTALLED ON MAXXTRAXX FOR A CONVERSION FEE ONCE A USER SIGNS THE AGREEMENT TO GO LIVE ON MAXXTRAXX Hours of Operation Standard Support hours are Monday through Friday 7 a m to 5 p m Pacific Standard Time No after hours support is provided during the trial period Excludes recognized New Years Day Memorial Day Independence Day Labor Day Thanksgiving and Christmas holidays Support Services Scott Systems w ill provide during Standard Support hours unlimited Internet Chat Support and Phone Support on Scott Systems MaxxTraxx Corporate MaxxTraxx Service or MaxxTraxx Express to answer specific questions regarding operation and setup during the practice period Not Included Setup or troubleshooting of computer hardw are operating system netw ork printer and Internet connections Training The Self Paced Training Curriculum training videos and live Webinars are available at no additional cost Reservations for dedicated telephone training may be sche
15. ed as needed as they are reset to their default accounts Important Close the Daily Book then print all your open repair orders and open parts invoices print parts invoices then delete the parts invoices in MotorTraxx prior to data conversion and financial reports from MotorTraxx before your data conversion starts e All Open Repair Orders amp Parts Invoices e Income amp Expense Statement e General Ledger Balance Sheet e General Ledger Trial Balance 2 copies since one wil be used as a working copy MotorTraxx Conversion Preparation Over time in MotorTraxx data corruption file damage power outages etc can cause estimates and invoices to no longer show on the daily schedule even though they are still open Whether due to an error while the system posted that invoice resulting in an open status in the data file or corruption of the schedule file that caused that record to be deleted these invoices need to be cleaned up prior to doing the conversion to MaxxTraxx The issue is any open invoice not actually on the schedule in MotorTraxx will convert to MaxxTraxx and permanently appear on the list of repair orders to assign a purchased part to in a Restock Invoice and there can be hundreds of these open status invoices to sort through Note only invoices listed on the MotorTraxx schedule properly will convert correctly and appear on the MaxxTraxx schedule The first thing to do is to get a list of all such invoices The
16. ent Telephone Training Rate Contact us or see our Web site at www scottsystems com for current training rates After Hours Support If you have an emergency situation after Scott Systems regular business hours you may call the support line at 800 996 9777 and leave a message A Customer Support Representative will be notified and will call you back as soon as possible Scott Systems will offer support at the current after hour rate with a minimum charge per call Contact us for current after hours support rates Minimum Hardware Specifications Server Microsoft Window s XP Professional Service Pack 3 For netw orks with more than six workstations Microsoft Window s 2003 Server CPU 1 5 GHz 2GB RAM 40GB Hard Drive Super VGA or LCD Flat Screen Monitor Screen minimum 1024 x 768 resolution a broadband Internet connection No wireless networks unless you use Terminal Service or Citrix Workstation Microsoft Window s XP Home Service Pack 3 1 0 GHz CPU 1GB RAM 40GB Hard Drive Super VGA or LCD Flat Screen Monitor Screen minimum 1024 x 768 resolution a broadband Internet connection Term of Subscription Subscription period begins upon registration of the softw are Subscription ends upon 30 days written notice by either party Scott Systems reserves the right to terminate this Support Subscription for non payment of fees violation of softw are copyrights or abuse of Support Services as determined by Scott Systems
17. ent if selected If paying by check please include these same items when calculating the amount of the check If paying by Electronic Bank Debit ACH please fax a copy of a voided check with your subscription order form Company Name Payment Type O Visa O MasterCard Discover American Express O Check Electronic Debit Payment Terms O Monthly O Quarterly Annual Credit Debit Card Exp Date Cardholder Name Signature Date authorize Scott Systems to charge my account if applicable as specified on this Subscription Form SIGNATURE IS This is a service and support agreement w hich is offered to MaxxTraxx users No sale or rental of softw are softw are licenses computer hardware or any other goods or materials is expressed or intended You may use the MaxxTraxx softw are without license and at no cost without subscribing to our support agreement with the limitation that you will only be able to create 50 Repair Orders and Parts Sales Invoices and will not have access to some functions Full Repair Order creation Parts Invoice creation and Accounting functionality w ill be made available for use to Support Subscribers in good standing only If a Support Subscriber chooses to discontinue Support or fails to pay their support fees the program w ill revert to its pre Support Agreement functional status In addition there are numerous
18. hree weeks in length held on Monday Wednesday and Friday to correspond to lessons 3 10 Please see the Schedule of Upcoming Webinars on our Web site under the training tab to register for each Webinar The live Webinars are designed to be attended in combination with viewing the corresponding training videos ahead of time so we are answering specific questions about the feature not just showing you how the feature works The entire three week Webinar series is recorded and available to watch anytime in the Archived Webinar section of our Web site After the SPTC Webinar series please feel free to join us for an Open forum Webinar to ask any question you have about using MaxxTraxx see the Schedule of Upcoming Webinars for times This is your time to explore advanced features and gather some suggestions on how best to use MaxxTraxx to meet your shop s workflow needs The webinars are included in your monthly support subscription but for users that need that extra assistance in learning MaxxTraxx we offer one on one telephone training and on site training for an additional fee The telephone training is currently 65 00 per hour as of May 2012 Telephone training sessions are scheduled in one hour increments Please see the training section on our Web site for current pricing as the one on one training fee may change Please contact the training department for a quote if you are interested in on site training 12 DataTraxx Online Backup F
19. ion By re creating the employee record this way you have linked the records to automatically deduct their AR payment from their paycheck Accounts Receivables and Accounts Payables are converted by adding up all outstanding invoices and credits in each account and converting a single amount due under each respective customer or vendor record If you are interested in manually entering the details of the outstanding invoices on each account write a credit for the balance due DATED THE DAY OF YOUR CONVERSION and post it to 19900 and re enter each individual invoice posted to 19900 The total AR and AP amounts due are entered on the general ledger under the 12000 Receivables Sales account the 20000 Payables Trade account with the offsetting amount to the 19900 System Balance Initial Setup account Bank balances are not converted these need to be entered through the bank reconciliation feature General ledger account numbers are reset to the defaults all descriptions and any custom general ledger accounts as well as the balances need to be entered except the AR and AP account balances Custom product codes from MotorTraxx are converted however you must re select the actual G L account assignment you had in MotorTraxx for each product code if you have changed their G L assignments from the default in MotorTraxx Default Account Postings which detail where automated transactions are posted on the general ledger need to be verified and modifi
20. or anyone who has ever suffered significant or even minor data loss from their primary business software knows the amazing inconvenience and frustration as well as the time and money loss involved in trying to recover and reconstruct lost data sometimes with little or no success As those of you who have been with us for many years know we have always suggested that you have a reliable backup system for your company data preferably one with redundancy After a data loss we spend a significant portion of our time searching for an archive of information that we can use to start the recovery process Our data backup mantra has always been It s not IF you will suffer a hardware failure it s WHEN After so many years of watching our customers forget to do their backups or realize that their backup system had not been working as they thought we decided to develop an alternative for them MaxxTraxx now has a built in ability to schedule and perform automatic backups and deliver them to any device you choose That new feature has been a big step forward and has already proven to be a valuable safety net for many of our MaxxTraxx users However when we hear the horror stories of one shop who suffered a shop fire earlier this year that destroyed not only all his computer hardware but his backups as well and another who was inundated with a flood not once but twice it became apparent we needed to offer more options Online backup was the solu
21. othly from MotorTraxx to MaxxTraxx Follow the step by step process in this guide and if you have questions or need assistance please call us at 800 996 9777 or contact us through the LIVE CHAT link on our Web site at www scottsystems com to get immediate assistance or have us connect your computer Here are your To Do s EI Read the Steps to Success Verify your Hardware Specifications Fill out M2M Practice Order Form and Fax we will install Maxx Traxx for practice use Review the MotorTraxx Converted Data Attend a Setup Strategy Meeting with a Trainer Start learning with the online Self Paced Training Curriculum Practice practice practice And when you re ready Fill out Subscription Order Form and Fax we re convert your latest MotorTraxx data es Se Ge Sl Ga g Review your LIVE MaxxTraxx program Setups with a Trainer O GO LIVE and run your business with MaxxTraxx The Getting Started Guide is a PDF document that provides a directory of pages or Bookmarks on the left side of the document this navigation column can be expanded and collapsed You also have an option to print all or just a few select pages at a time Click File on the Menu Bar and select Print from the drop list to pick the pages you would like to print There is also a search feature at the top of the PDF document just start typing the the Find box and hit the Enter key If you have questions just give us a call We have the reputation for providing
22. r 12 hours before they Go Live Steps to Success O Step 6 Complete Subscription Order Form and Release Once you have reviewed the training videos attended live Webinars and practiced on your trial version you ll be ready to Go Live The next step is to complete the FOUR PAGE order form with release to install enter your requested date and time to install or re install a fresh copy of MaxxTraxx and fax to 866 863 0777 We will contact you to set a time for your Go Live installation of MaxxTraxx Some shops go straight into a Live version of MaxxTraxx at the start however if you plan on using the accounting features in MaxxTraxx Corporate we strongly advise you obtain a trial version first to see how your MotorTraxx data converts and to train and practice with your MotorTraxx data loaded O Step 7 Install Re install and or Load Converted Data On the scheduled install load converted data date we will load a fresh copy of MaxxTraxx re load your latest MotorTraxx data and walk you through your Setup again if you had a trial version of MaxxTraxx NOTE All data entered in the trial version including your settings wil be reset to the defaults and wil require you enter your shop information again You may find that the vast majority of the setup procedures are left on the default settings The MaxxTraxx installation load converted data process can take anywhere from two to four hours to complete O Step 8 Go Live With Ma
23. recommend but do not require RAID 1 or RAID 5 mirrored drives using at least two identical hard drives Minimum 40 GB 5 Network 100 MBit or faster No wireless networks are supported unless you are using Terminal Service or Citrix 6 Backup USB drive DVD CD Tape or online upload 7 Internet Broadband either DSL T1 or Cable with Router Firewall Workstations 1 Operating System Microsoft Windows XP Home or Professional Service Pack 3 Vista Home Premium or Professional or Windows 7 Home Premium or Professional Minimum Microsoft Windows XP Home SP3 2 CPU 2 8 GHz or better Minimum 1 0 GHz 3 Memory 2 GB or better Minimum 1 GB 4 Hard drive 40 GB or better Minimum 40 GB 5 Network 100 MBit or faster No wireless networks unless Terminal Service or Citrix Printers Any Windows compatible inkjet or laser printer black amp white or color printer no dot matrix printers Barcode Equipment optional 1 Scanners Symbol 2208 or LS 2208 barcode scanners are recommended 2 Printers Brother QL570 barcode label printers are recommended WE CANNOT INSTALL MAXXTRAXX ON A COMPUTER SYSTEM THAT DOES NOT MEET THE MINIMUM HARDWARE REQUIREMENTS LISTED ABOVE Scott Systems MotorTraxx to MaxxTraxx Practice Order Form Page 1 of 1 P O Box 4155 Carlsbad CA 92018 4155 800 996 9777 Fax 866 863 0777 Company Name DBA Address City State ZIP Phon
24. se read through the two page MotorTraxx Converted Data section carefully so you are informed before you Go Live of what needs to be entered manually in MaxxTraxx and what needs to be corrected after your Go Live MotorTraxx data conversion O Step 4 Review the Setup Checklist with a Trainer An essential part of your training is learning about the Setup Process The Setup Checklist identifies each section of MaxxTraxx that will require setup and the corresponding procedure for setting up that section in the User Manual noted in parentheses NOTE Some tasks must be setup prior to writing your first invoice A Scott Systems Trainer will gladly review the Setup Checklist with you and set up your practice version as well as your LIVE version of MaxxTraxx On that Setup Checklist there are additional tasks for shops that intend on using the accounting features in MaxxTraxx Corporate The setup process is a great way to learn about the features in MaxxTraxx and is an essential step before you use MaxxTraxx to run your business O Step 5 Learn with the Self Paced Training Curriculum There are many tools available to assist you with your training whether on a practice version or a live version including a User Manual Self Paced Training Curriculum with Online Training Videos and Live Web Seminars Webinars Archived Webinars and Over the Phone Training and On site Training for an additional fee We have found that shops typically train and practice fo
25. te Totals for Monthly Fees amp One Time Charges Total Due at Time of Registration add total Monthly Fees amp One Time Charges above gt For quarterly billing multiply total monthly box above x 3 and add to one time charges gt For annual billing multiply total monthly box above x 12 and add to one time charges would like to sign up for MaxxTraxx Integrated Credit Card Processing when available O Yes Ol No Notes 15 Scott Systems MaxxTraxx Support Subscription Order Form Page 3 of 4 P O Box 4155 Carlsbad CA 92018 4155 800 996 9777 Fax 866 863 0777 Please complete the Payment Information section below read the authorization and sign All requested information is required Upon approval we will automatically charge your card or bill you for the amount indicated Your charges will appear on your monthly statement Please check the appropriate Payment Type Monthly billing is available w ith automatic Credit Card processing or Electronic Debit only it is not available if you w ant to be billed by mail and pay by check For Quarterly or Annual payment schedules you will be charged the monthly amount entered above multiplied by 3 or 12 accordingly The initial charge to your account will include the sum of the Registration Fee the Conversion Fee if applicable and the first scheduled Monthly Quarterly or Annual support subscription amount including backup fee paym
26. tion where fire flood and theft in the shop cannot affect them It s called DataTraxx Online backup Scott Systems is now able to offer all MaxxTraxx users the ability to automatically send their data backups to our secure online servers We will store seven successful copies one for each day of the week for you The advantage to having Scott Systems backup and store your data for you is that we can restore your SQL database to a fully operational status in short order not a job everyone knows how to do We know your software we know your business and we know you For only 12 50 per month you cannot beat the peace of mind knowing your data is safe and can be restored to make your business operational in a matter of hours How much is your data worth Be sure to indicate on your MaxxTraxx Order Form if you would like to subscribe to the online data backup service for a monthly fee DataTraxx starts at 12 50 a month for 4 GB more data can be stored for an additional fee and is billed with your support subscription See the Subscription Order Form for details 13 Scott Systems MaxxTraxx Support Subscription Order Form Page 1 of 4 P O Box 4155 Carlsbad CA 92018 4155 800 996 9777 Fax 866 863 0777 Company Name DBA Address City State ZIP Phone 1 Phone 2 Fax Email Address Owner s Name Hours of Operation Standard Support hours are Monday through Friday 7 a m to 5 p m Pacific
27. tup Beginning Accounts Payable Balances see under New User Setup Beginning Payroll Balances see under New User Setup Beginning General Ledger Balances see under New User Setup Order computer checks Deluxe style DLT104 for checks on top style Computer checks for MaxxTraxx can be ordered through All Valley Printing at 559 453 6950 Self Paced Training Curriculum We understand that with so many features available in MaxxTraxx the learning process can seem a bit daunting That s why we created the Self Paced Training Curriculum SPTC to guide you through a logical progressive learning process Available online at www scottsystems com this progressive curriculum combines the the online training videos and the live Webinars where you can ask questions and get answers from our trainers about the features in that lesson e Lesson 1 has an introduction video amp training tools orientation video to introduce you to the various training tools e Lesson 2 includes a one on one telephone training session with a Scott Systems Trainer to review your MaxxTraxx Setup after you have MaxxTraxx installed at your shop e Lessons 3 10 have corresponding live Webinars where our users can ask a Scott Systems Trainer in a online seminar about features covered in the corresponding lesson The live Webinar series is t
28. ty 60 day written email or Website notice at http www scottsystems com Copyright 2011 Scott Systems MotorTraxx Converted Data Due to changes in file and field formatting there is some information in MotorTraxx that does not translate into the structure in MaxxTraxx These items are minimal but it is important that you are aware of what they are so that you are not surprised or unprepared to re enter the information after the conversion Since you will still have access to your old MotorTraxx program you will not lose any information but you may have to return to it to view or print it Daily book is entirely different in MaxxTraxx and MaxxTraxx will not be able to run end of day information for anything prior to the conversion Company Information i e company name address BAR etc needs to be entered Some of the Repair Order or Parts Invoice setup is converted i e labor rates supply charges etc however these entries need to be verified and the rest of the setup completed Customer records are converted In MaxxTraxx a customer is either a company or a person If there is information in the MotorTraxx Company Name field their record is converted with their Company Name for search and report purposes and the customer first and last name are entered as the contact All paid invoices are converted and are in the customer history Vehicle records are converted In MotorTraxx you were allowed to modify the field names to
29. xxTraxx Once you have completed all the necessary tasks on your Setup Checklist after your Go Live installation you are ready to start using MaxxTraxx to run your business You might want to take advantage of some features right away and slowly incorporate more features down the road We have found most shop owners only use a portion of their software system capabilities often because they get the basics down to run their business and then never go back to find out more We want you to get the most out of MaxxTraxx that you can So give us a call whenever you are ready and we can provide suggestions on how to use more features in MaxxTraxx to help make your business a great success Hardware Requirements The following are the recommended and minimum hardware requirements to install and operate MaxxTraxx NOTE The recommended specifications wil give you optimal performance Server 1 Operating System Microsoft Windows XP Professional Service Pack 3 Vista Home Premium or Business Windows 7 Home Premium or Professional or Microsoft Windows 2003 or 2008 Server Standard Edition For networks with more than six workstations we recommend Microsoft Windows 2003 or 2008 Server Be aware that Small Business server will not support Terminal Services or Citrix Minimum Microsoft Windows XP Professional SP3 2 CPU 2 8 GHz or better Minimum 1 5 GHz 3 Memory 3 GB or better Minimum 2 GB 4 Hard drive 80 GB or better We also
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