Policy Accounts

The policy accounts screen allows you to choose and rename specific GL accounts to be used for policy repairs on service invoices. 

Add a Policy Account

Use Policy Type on Service Invoice

Require Password on Policy Invoice

Add a Policy Account

1. Open the Parts & Service module.
2. Choose the Edit menu in the upper left of the screen.
3. Hover over Modify to expand the submenu.
4. Choose the Policy Accounts option. This will open the Add Policy Accounts window.

5. Enter the GL account by typing it into the field at the top of the screen, or by clicking the ellipsis button to open a search.
6. Choose the Add Account button to add the selected GL account to the bottom of the list.
7. The GL account description will show. You can change the description here so that the description is shown on the service invoice screen.
8. Click the OK button to save and close this window.

Use Policy Type on Service Invoice

1. Open an RO to apply a policy type.
2. Select the Policy type for a job. Once you click away from the selection, you will receive a popup.

3. Optionally, you can select a policy department. You will only be able to select a policy department that has been set up in accounting. If a department is not setup and you enter the policy screen, you will not be able to exit it.
4. The entity field will automatically populate based on the entity selected in the RO.
5. Choose the desired GL account. The description shown will be the one entered in the Add Policy Accounts window.
6. You can check the boxes to mark the repair parts or labor as taxable and whether the customer is responsible for the tax.
7. Optionally, you can enter a comment about this policy repair.

Require Password on Policy Invoice

1. From the main menu, select the Company Information module from the menu tree. This will open the company information window.
2. Select the Service option on the left side of the window.
3. Enter a password into the Policy Charge Authorization Password field in the right column.
4. Click the Save button.
5. Click the Exit button to close the window.

6. When a policy account has been selected for a job and you attempt to cash out, the program will prompt for a password. You will need a member of management to enter the password for the policy job.