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Quick Tips for Exploris 4 th Edition

© 2009 CARQUEST University 2009 Revision

Basic Operation

Invoicing

Returns/Cores

Sourcing

End of Day

Exploris Counter Functions Job Aids

Exploris Login Basic Operation 2 Screen Layout Basic Operation 3 Mode 2 Operation Basic Operation 4 Exploris Help Basic Operation 8

Commercial Account/Look Up/Ship To Tax Rate Invoicing 1

Retail/Add Customer/Pay by Check Invoicing 7 Create an Invoice Using the Catalog Invoicing 11 Look Up an Order by Part Number Invoicing 15 Sell a Supercede or Alternate Part Invoicing 17

Change Customer Invoicing 22 Edit Ship Address Invoicing 24 Bill Freight Invoicing 28 Add Line Item Note Invoicing 32 Recall/Reprint Finalized Invoice Invoicing 35 Record Deposit Invoicing 37 Report Lost Sale Invoicing 41

Core Exchange Returns/Cores 1

Warranty Return Returns/Cores 7 Warranty Battery Return Returns/Cores 11 Resellable Return Returns/Cores 17

Source/Edit Ship Method Sourcing 1 Source/Alternate DC Sourcing 5

Check Stock Availability Sourcing 25 Sell Stock from Shelf/Source the Rest Sourcing 27

Close Drawer End of Day 1 Cash Transaction Report End of Day 3

Commercial Account/Deferred Core Billing Invoicing 5

Access Part Images/Information Invoicing 20

Core Return/Deferred Core Customer Returns/Cores 4

Source/Store to Store Transfer Sourcing 13 Source Using Vision Sourcing 16 Source for the Shelf Sourcing 22

Daily Computer Startup Procedure Basic Operation 1

Go to Exploris Manager Job Aids

Basic Operation

Exploris Login Basic Operation 2

Screen Layout Basic Operation 3

Mode 2 Operation Basic Operation 4

Exploris Help Basic Operation 8

Daily Computer Startup Procedure Basic Operation 1

Return to Table of Contents

Daily Computer Startup Procedure

For Independent Stores Only

Your computer will not automatically connect to Exploris at the beginning of the day. Two new icons have been added to your desktop to enable your system to function properly with the Exploris Systems Update Tool (ESUT).

After the VPN Client successfully loads, click the Daily Startup icon to launch the Exploris, CARQUEST Link, and SpeedDial programs simultaneously.

Once you turn on your computer, the first thing you need to do each day is to click the icon labeled AnyConnect VPN Client and wait for it to load.


Basic Operation 1

Exploris Login

1. Type your user name in the Username field.

2. Type your password in the Password field.

3. Click the Login button (or press the Enter key).


Basic Operation 2

Screen Layout

Exploris Window Controller

Function and Session Status

Browser Window Adjustment

Help Functions Calculator Function Menus

Function Buttons (Function Keys)


Basic Operation 3

Mode 2 Operation

NOTE: When the connection between your local Exploris system and the CARQUESTwide Exploris network is lost for any reason, your local system automatically goes into Mode 2 operation. It is very important that you respond to Mode 2 system prompts correctly so that your sales information is safely synchronized with the central system. The following steps demonstrate the correct Mode 2 procedures.

PART 1: SYSTEM DISCONNECTS/MODE 2 START

1. Click the Yes button to start Mode 2 processing.

NOTE: You will know that your connection to the central database has been lost when the screen on the small monitor in the upper right of the Exploris control border turns from green to red. You will also see a prompt at the bottom of the screen telling you that the system is attempting to reconnect. Once the default number of attempts to reconnect has been reached, a prompt will ask you if you want to start Mode 2 processing.

NOTE: After you click the Yes button, you will see a green M2 appear over the small monitor with the red screen.

Basic Operation 4

2. Click the OK button when instructed to close all active screens.

3. Close any invoices or other screens in Exploris that you currently have open.

NOTE: You must cancel any invoice that you are currently working on and start the transaction over on a new invoice screen.

You may now continue to use the Exploris system in Mode 2.

• Create invoices (sell parts)

• Accept payments (for sales and ROAs)

• Look up commercial accounts

• Look up line codes

• Look up parts

• Record resellable, defective, and core returns

In Mode 2, you are able to:

NOTE: Returns will not be validated during Mode 2 operation.

Basic Operation 5

You are NOT able to do the following in Mode 2:

• Create accounts

• Look up vehicles

• Use the catalog

• Track cash drawers (though real drawers can be opened)

• Perform day/cash close

• Source items

• Run reports

• Create manifests

• Create/receive purchase orders

PART 2: SYSTEM RECONNECTS/MODE 2 FINISH

NOTE: Connection to the central database has been re established when the screen on the small monitor in the upper right of the Exploris control border turns from red back to green.

Basic Operation 6

1. Click the Yes button when asked if you would like to upload Mode 2 data.

NOTE: It is very important that you click the Yes button at this prompt. Sales that you make while in Mode 2 will not be processed by Exploris until the Mode 2 data is uploaded.

2. Click the OK button when the prompt informs you that the Mode 2 data upload is complete.

NOTE: Once the Mode 2 data upload is complete, you will need to reprint all invoices that you processed while the system was operating in Mode 2. Please review the complete procedures for creating manual (handwritten) invoices during Mode 2 operation in the Exploris Procedures Manual (Section 9, ). Also review the procedures for dealing with Mode 2 invoices (Section 9, Page 10b).


Basic Operation 7

Exploris Help If you have problems using Exploris or if the system fails to work properly, call the Exploris help desk at the following number:

(866) XPLORIS

(866) 9756747

The help desk hours are:

• 7:00 am—10:30 pm EST Monday—Friday

• 8:00 am—5:00 pm EST Saturday

If you call when the help desk is closed, leave a message explaining your problem/issue. The help desk will contact you with a response as soon as possible.

NOTE: Questions concerning the setup of Exploris should also be directed to the Exploris help desk.

NOTE: This number can also be found scrolling through the Store News box on the Exploris System Information screen.


Basic Operation 8

Invoicing Commercial Account/Look Up/ Ship To

Tax Rate Invoicing 1

Retail/Add Customer/Pay by Check Invoicing 7

Change Customer Invoicing 22

Edit Ship Address Invoicing 24

Bill Freight Invoicing 28

Add Line Item Note Invoicing 32

Recall/Reprint Finalized Invoice Invoicing 35

Record Deposit Invoicing 37

Report Lost Sale Invoicing 41

Create an Invoice Using the Catalog Invoicing 11

Look Up an Order by Part Number Invoicing 15

Sell a Supercede or Alternate Part Invoicing 17

Commercial Account/Deferred Core Billing

Invoicing 5

Access Part Images/Information Invoicing 20


Create an Invoice for a Commercial Customer/Look Up Customer/Change

Ship To Tax Rate

1. Press the F7 key to start a new invoice (if necessary).

2. Type the customer’s phone number, account number, or last/business name in the Customer Lookup field.

4. Doubleclick the correct customer account in the Find Customer box.

NOTE: Type the % wildcard character before or after a partial name in this field to see a list of accounts with similar names.

5. Type your POS ID.

6. Click the OK button (or press the Enter key).

NOTE: If the Existing Invoices Refs box appears, click the Cancel button to continue creating a new invoice.

3. Press the Enter key.

Invoicing 1

7. Type the part number in the PN/SKU/UPC field.

10. Press the Enter key to add the part to the body of the invoice.

8. Press the Enter key to move the part onto the Sell line.

9. Type the quantity in the Sell field (if the quantity is different than the default per car quantity shown).

11. Click the Ship To button in the upper right of the screen.

12. Click the Account button.

NOTE: ONLY DO STEPS 11 THROUGH 19 IF YOU NEED TO CHANGE THE TAX RATE ON THE SALE TO THE RATE THAT APPLIES AT THE SHIP DESTINATION (YOUR CUSTOMER’S PLACE OF BUSINESS). IF YOU DO NOT NEED TO CHANGE THE SHIP TO TAX RATE, SKIP TO STEP 20 NOW.

NOTE: When selling an X line part, you can add the description of the part in the Description field on the Invoice screen or on the Price Edit window.

Invoicing 2

15. Click the Rate Table button.

13. Type the customer’s name in the Bill To Name field to narrow the range of accounts to choose from.

16. Click in the Search For field and type the state abbreviation to limit the number of tax rates displayed.

17. Click the correct tax rate to select it.

18. Click the OK button.

14. Doubleclick the correct customer account in the Find Account box to select it.

Invoicing 3

19. Click the Use Now button to save the updated tax rate information.

20. Click the On Acct button to finalize and print the invoice.

21. Type a PO number in the PO/Authorization Number field if prompted to do so and click the OK button.

NOTE: At this point, you are automatically returned to a new invoice screen.


Invoicing 4

Create an Invoice for a Commercial Customer with Deferred Core Billing









Invoicing 5









Invoicing 6

Create a Cash Invoice for a Retail Customer/ Add a Customer/Pay by Check


2. Press the Enter key to accept the default cash account.







9. Click the Pay Now button to finalize the invoice.


Invoicing 7

11. Type the customer’s 10digit phone number in the Phone field or last name in the Last/Bus. Name field.


13. Click the Customer Not Found button if the phone number or name does not bring up an existing customer account.

14. Type the customer’s last name or business name in the Last/Bus Name field and enter as much information as you can in the other fields of the Add New Retail Customer box.

15. Click the OK button to add the customer record and to continue finalizing the invoice.

Invoicing 8

NOTE: The full amount due will automatically appear in the Enter Tender Amount field when you click the Check payment type.

16. Click the Check payment type.

17. Type the check number in the Check Number field.

NOTE: The system will not accept check numbers lower than 100.

18. Click the OK button to enter the check number.

Invoicing 9

19. Click the OK button to finalize the transaction.

NOTE: It is corporate policy that checks be written for the exact purchase amount. For this reason, in transactions where customers are paying by check, the change due box should always show $0.00 change due.



Invoicing 10

Create an Invoice Using the Catalog









Invoicing 11

7. Click the Catalog button to locate the part number.

8. Select the year from the YR drop list.

9. Select the make from the MK drop list.

10. Select the model from the MDL drop list.

Invoicing 12

12. Select the engine type from the ENG drop list.

13. Click the correct answer if prompted for additional information about the vehicle. (Multiple additional information boxes may display, depending on the vehicle selected.)

14. Click the OK button to enter your answers.

15. Click the Plus sign next to the correct category.

11. Select the submodel type from the SUBMDL drop list.

Invoicing 13

19. Click the dark green button in the item # column to the left of the desired part to add the part to the body of the invoice.

20. Click the Back to Inv button to return to the Invoice screen.

NOTE: The invoice automatically prints to the default printer.

21. Complete the transaction using the appropriate cash or charge invoicing procedure.

18. Type the quantity desired in the Sell Qty field (if the quantity is different than the default per car quantity shown).

16. Doubleclick the correct subcategory to make your selection.

17. Click the Find button.

Return to Table of Contents Invoicing 14

Look Up an Order by Part Number 1. Navigate: Menu > Inventory > Part Entry > General

Info (or press the F8 key).

2. Type the line code for the manufacturer of the part you are trying to locate the order for in the Line field.


4. Type the part number for the part you are trying to locate the order for in the P/N field.


6. Click the Cust Order button.

Invoicing 15

7. Right click the Purchase Order to select the item.

8. Click Go to Invoice in the drop menu to open the invoice containing the part.



11. Press the Esc key to close the invoice when you finish reviewing it.

13. Press the Close button to close the Part Entry screen.

12. Press the ESC key to close the blank invoice and return to the Part Entry screen.


Invoicing 16

Sell a Supercede or Alternate Part 1. Press the F7 key to start a new invoice (if necessary).





NOTE: When the QOH (quantity on hand) field shows that you do not have the desired part in your inventory AND a gray supercede/alternate part box appears just below the part description showing a new part number and quantity available for the new part, you know that you have a supercede (replacement) part available in your inventory.


7. Doubleclick the part number in the supercede box.

8. Press the Enter key to move the supercede part into the body of the invoice.

NOTE: Doubleclicking the supercede part will move 1 of the part into the Sell field. If the percar quantity for the supercede part is more than 1, you will need to change the quantity in the Sell field to match the percar quantity.

Invoicing 17

9. Click the Pay Now button.


12. Type the amount of cash paid by the customer in the Enter Tender Amount field.

13. Click the Cash payment type.

11. Attempt to identify the customer. (If the customer does not wish to be entered into the system, click the Customer Decline button.)

NOTE: In the body of the invoice, you will see both the number of the supercede part that you have sold and the number of the old part that has been superceded.

Invoicing 18

14. Click the Yes button to confirm that the correct amount of cash was received.

15. Give the customer the amount shown in the Change Due field.




Invoicing 19

Access Part Images/Information 1. Press the F7 key to start a new invoice (if necessary).

2. Press the Enter key to accept the default cash customer account.





7. Click the www.smartlink link to access an image of the part and information about the part.

Invoicing 20

8. Click the down arrow at the bottom of the scroll bar on the right side of the part image screen to see additional information about the part.

9. Click the Print button to print a copy of the part image/information for your customer.

10. Click the Close button to close the part image/information screen.


Invoicing 21

Change a Customer After Starting an Invoice 1. Press the F7 key to start a new invoice (if necessary).

2. Press the Enter key to accept the default cash customer account.

NOTE: At this point, the customer informs you that he is buying the part for one of your regular commercial customers.

5. Click the Change Customer button in the upper right of the Invoice screen.

6. Type the customer’s phone number in the Phone field or last name in the Last/Bus. Name field in the Find Customer box.




Invoicing 22

8. Doubleclick the correct customer account from those displayed.

9. Click the On Acct button to finalize the invoice.

NOTE: Continue the invoicing process until the transaction is ready to be finalized.

NOTE: The invoice prints automatically to the default printer.


Invoicing 23

Edit a Cash Customer’s Shipping Address









9. Press the Enter key again to add the part to the body of the invoice.

Invoicing 24

10. Click the Ship To button.

NOTE: You must have a part on the invoice line before you can change the shipping address.

12. Click the Use Now button to update the customer’s information.

NOTE: This shipping address applies to the current invoice only.

11. Change the customer’s ship to information as needed in the Ship To Address box.

}

13. Click the Yes button if you are asked if you want to set the tax rate table for a new Ship To geography.

Invoicing 25


15. Type the amount of cash paid by the customer in the Enter Tender Amount field.

17. Click the Yes button to confirm that the correct amount of cash was received.


Invoicing 26





Invoicing 27

Bill Freight Charges

2. Type the customer’s phone number, account number, or business name in the Customer Lookup field.









Invoicing 28

10. Click in the Line field.

11. Type FRT in the Line field.

15. Click FREIGHT from the part number list to highlight it.


17. Press the Enter key again to enter the freight amount.

13. Type FREIGHT in the PN/SKU/UPC field (and skip to step 16).

14. Click the PN/SKU/UPC button.

OR


Invoicing 29


18. Type the appropriate freight amount in the Each price field.

20. Type the same amount from step 18 (the amount in the Each field) in the Cost field.

21. Type 0 in the List field to reset the list price.

22. Click the OK button to accept the price changes.


Invoicing 30




Invoicing 31

Add a Line Item Note to an Invoice










Invoicing 32

10. Click in the Line field.

11. Type an asterisk (*) in the Line field.


13. Type the desired message in the first note line.

14. Press the Tab key to move to the next note line.

15. Type the desired message for the second note line.



Invoicing 33




Invoicing 34

Recall and Reprint a Previously Finalized Invoice





1. Press the F7 key to start a new invoice.


7. Click the Invoice Image button in the lower right of the Invoice screen.

Invoicing 35

8. Doubleclick a previously finalized invoice from the list to open it.

9. Click the Print button at the bottom of the screen to print a duplicate copy of the invoice.



Invoicing 36

Record a Deposit on a Cash Invoice










PART ONE: Taking the deposit

Invoicing 37

10. Click the Deposit button.

11. Type the deposit amount in the Enter Tender Amount field.


14. Click the Done Deposit button to print the deposit invoice.

NOTE: This invoice is now a deposit ticket.

13. Click the Yes button to confirm the amount of cash received.

Invoicing 38

4. Doubleclick the invoice that you took the deposit on from those listed in the Existing Invoice Refs box.



NOTE: You can add additional parts to the invoice at this point if you need to.


PART TWO: Finalizing the invoice



Invoicing 39

7. Click the Pay Now button to finalize the invoice.

8. Type the amount the customer hands you in the Enter Tender Amount field.


10. Click the Yes button to confirm that the total amount has been paid.

11. Give the customer the amount shown in the Change Due field and click the OK button.


Return to Table of Contents Invoicing 40

Report a Lost Sale 1. Press the F7 key to start a new invoice.






NOTE: When the QOH (quantity on hand) field shows that you do not have the part in stock, try to source the part for the customer. If the customer declines, record the lost sale as follows:

7. Type L in the Sell field.

NOTE: If the lost sale is for more than the default per car quantity, you can type the quantity in the Sell field after typing an “L” (as in “L2”).

Invoicing 41


NOTE: The per car quantity displays in the Lost field.

9. Press the Enter key to record the lost sale.

14. Click the Cancel Order button to cancel the invoice.

NOTE: If you have enough quantity in stock to fill part of an order, use the standard invoicing process to sell the parts that you can sell. Add the number of parts that you were NOT able to sell (or source) on the same invoice.

NOTE: You can also record a lost sale on the Catalog screen using the following steps:

11. Type L in the Sell Qty field for the item that you need to record the lost sale for.

12. Press the Enter key to record the lost sale.

13. Press the Back To Inv button to return to the Invoice screen.

10. Verify in theQty field that the item is not in stock.


Invoicing 42

Returns / Cores Core Exchange Returns/Cores 1

Warranty Return Returns/Cores 7

Warranty Battery Return Returns/Cores 11

Resellable Return Returns/Cores 17

Core Return/Deferred Core Customer

Returns/Cores 4


Core Exchange/Commercial Customer







NOTE: You must change the modifier on the Sell line for a return BEFORE adding a part to an invoice. You cannot change a modifier after a part is on an invoice.

Returns/Cores 1

8. Doubleclick the E modifier line.




NOTE: The battery and exchanged core both display in the body of the invoice.

7. Click the Mod button.

NOTE: You can also type the modifier in the Modifier field instead of clicking the Mod button.

Returns/Cores 2





Returns/Cores 3

Core Return/Deferred Core Customer




NOTE: The modifier must be changed on the Sell line for a return BEFORE adding a part to an invoice. You cannot change a modifier after a part is on an invoice.




Returns/Cores 4

8. Doubleclick C to select the core return modifier.

10. Type the part number for the core being returned in the PN/SKU/UPC field. (You can get the part number from the completed Return for Credit form.)


9. Click the No Receipt button. (You generally will not have a receipt available for a deferred core return. Instead you should have a completed Return for Credit form.)



Returns/Cores 5

NOTE: At this point, the invoice automatically prints and you are returned to a blank invoice screen.

14. Click the On Acct button to process the return.

13. Doubleclick the invoice in the list containing the part number of the core being returned.



Returns/Cores 6

Record a Warranty Return/Cash Customer/No Receipt








NOTE: Do NOT mix returns and sales on charge invoices.

Returns/Cores 7

8. Doubleclick the Dmodifier line.

9. Click the No Receipt button.

NOTE: If the customer has a receipt, enter the receipt number here and press the OK button. You can also click the Search button to locate the receipt in the system.




Returns/Cores 8

13. Click the Yes button to confirm that you want to record a return without a purchase history.

NOTE: The part displays in the body of the invoice showing –1 in the Qty column.

12. Press the Enter key again.

14. Click the Done Returns button.


11. Press the Enter key to add the part to the Sell line.

Returns/Cores 9


17. Click the Yes button to confirm the amount of cash the customer paid for the defective part.



19. Click the OK button to finalize the transaction.


Returns/Cores 10

Record a Warranty Battery Return/Cash Customer/No Receipt









Returns/Cores 11

8. Doubleclick the Dmodifier line.


NOTE: If the customer has a receipt, enter the receipt number here and click theOK button. You could also click the Search button to locate the receipt in the system.





Returns/Cores 12

13. Click the Yes button to confirm that you want to record a return without a purchase history.

14. Click the down arrow to the right of the Sticker/Date Code field in the Battery Adjustment box.

15. Click the battery sticker date (date of purchase) in the calendar to select it. (You can use the arrows at the top of the calendar to change the month and year.)

12. Press the Enter key again to add the part to the return list (the body of the invoice).

Returns/Cores 13

16. Press the Enter key to calculate the warranty amount.

17. Click the OK button to return to the current invoice.

NOTE: The Catalog screen opens automatically in case you want to look up a new battery for the customer.

18. Click the Back to Inv button in the upper left of the Catalog screen.

19. Type the part number of the battery in the PN/SKU/UPC field as a regular sale of a replacement for the defective battery.


21. Press the Enter key again to add the battery to the invoice.


Returns/Cores 14

23. After informing the customer how much he owes for the replacement battery, type the amount of cash that the customer gives you in the Enter Tender Amount field.


25. Click the Yes button to confirm the amount of cash received.

Returns/Cores 15

26. Give the customer the change listed in the Change Due field.


27. Click the OK button (or press the Enter key) to finalize the transaction.


Returns/Cores 16

Record a Resellable Return/Commercial Customer/No Receipt









Returns/Cores 17

8. Doubleclick the Rmodifier line.


NOTE: If the customer has a receipt, type the receipt number here and click theOK button.

10. Type the part number of the part being returned in the PN/SKU/UPC field.



Returns/Cores 18

12. Verify the quantity of the part being returned.

13. Click the Done Returns button to return to your invoice. (The returned part will appear on the invoice.)

14. Click the On Acct button to to finalize the invoice.

11. Press the Enter key twice (once to bring the part onto the Sell line and again to recall the sale record so that you can select the part for return).

Returns/Cores 19



15. Type the RFC number from the Return for Credit book in the PO/Authorization Number field if the part was picked up by a delivery teammate.

NOTE: If the customer requires a PO, type the PO/Authorization number as a line item message in the body of the invoice.


Returns/Cores 20

Sourcing Source/Edit Ship Method Sourcing 1

Source/Alternate DC Sourcing 5

Check Stock Availability Sourcing 25

Sell Stock from Shelf/Source the Rest Sourcing 27

Source/Store to Store Transfer Sourcing 13

Source Using Vision Sourcing 16

Source for the Shelf Sourcing 22


Source a Part and Edit the Shipping Method







4. Doubleclick the correct customer account in the Find Customer box (if necessary).

NOTE: If you don’t know the part number, click the Catalog button in the upper left of the Invoice screen to locate the part.

NOTE: If the Existing Invoice Refs box appears, click the Cancel button to continue creating a new invoice.

Sourcing 1



11. Click the Source Now button.

13. Type the number of parts needed in the Ord column for your sourcing DC on the Sourcing screen.

NOTE: If you need to order more than one part from multiple sources, type the number needed from each source in the Ord column for that source.


12. Press the Enter key to move the cursor from the Shelf field to the Ord field for your sourcing DC (or click in the Ord field).


Sourcing 2

17. Click the desired shipping method from the Shipping Methods list.

20. Click the Accept button.

18. Type the appropriate shipper number in the Shipper Number field.

NOTE: The default shipper number is the shipping method most often used by your store for all orders. If you don’t know the shipper number, click the Shipper Number button and scroll down to find the correct number. Click on the correct number to select it.

16. Click the Edit Shipping button on the SourceIt Confirmation screen.

19. Type the estimated shipping & handling cost in the S & H For This Part field.

NOTE: You will need to estimate the shipping and handling fees at this point. You will not be able to add this to the invoice later. Explain to your customer that you are estimating these fees. When the shipment arrives, you can create a new invoice if you have underestimated the shipping costs or issue a refund if you have overestimated.

15. Click the Confirm Purchases button to confirm the order.

Sourcing 3

NOTE: As soon as Exploris processes the sourced order, the sales order prints automatically and you return to a new blank invoice screen.


24. Click the Yes button when asked if you want to create an order for the sourced item.

22. Click the Finish button in the lower left of the Invoicing screen.

21. Click the To Invoice Screen button.


Sourcing 4

Source a Part from an Alternate DC 1. Press the F7 key to start a new invoice.







IF YOU KNOW THE NUMBER OF THE PART YOU NEED, PROCEED WITH STEPS 7 THROUGH 10 AND THEN SKIP TO STEP 19. IF YOU DO NOT KNOW THE PART NUMBER, SKIP TO STEP 11 NOW.


Sourcing 5

11. Click the Catalog button in the upper left of the Invoice screen.


IF YOU WERE ABLE TO DO STEPS 7 THROUGH 10, SKIP TO STEP 19 NOW.


12. Select the year from the YR drop list.

13. Select the make from the MK drop list.

Sourcing 6

14. Select the model from the MDL drop list.

16. Select the engine type from the ENG drop list.

15. Select the submodel type from the SUBMDL drop list.

NOTE: Answer any questions about the features of the customer’s vehicle if prompted.

17. Click the Plus sign next to the correct category.

Sourcing 7

20. Click the green button to the left of the correct part to add the per car amount of the part to the body of the invoice. (If the desired quantity is greater than the default per car quantity shown in the Sell Qty field, type the desired number in this field first and then click the green button to the left of the part.)

21. Click the Source Now button in the Insufficient Quantity box.

18. Doubleclick the correct subcategory to make your selection.

19. Click the Find button.

Sourcing 8

22. Click the DCs/VISION button.

23. Click the DC you want to order from to select it.

25. Type the number of parts you want to order in the Ord field for the selected DC.


27. Click the Confirm Purchases button at the bottom of the Sourcing screen.

28. If you need to edit the cost/price of the part, click the Edit Cost/Price button to display the Price Edit box.


Sourcing 9

29. Type the appropriate amount in the Each field in the Enter New Price row.

31. Click the Edit Shipping button in the middle of the SourceIt Confirmation screen.


NOTE: If you edit the price, your manager must enter a user ID and an approval code and click the OK button before you can continue.

Sourcing 10

32. Click the desired shipping method from the Shipping Methods list.

33. Type the appropriate shipper number in the Shipper Number field.

NOTE: If you don’t know the shipper number, click the Shipper Number button and scroll down to find the correct number.

NOTE: You will need to estimate the shipping and handling fees at this point. You will not be able to add this to the invoice later. Explain to your customer that you are estimating these fees. When the shipment arrives, you can create a new invoice if you have underestimated the shipping costs or issue a refund if you have overestimated.

34. Type the estimated shipping and handling costs in the S&H For This Part field.



Sourcing 11


39. Click the Yes button when asked if you are sure you want to create an order for sourced items.

37. Click the Finish button.

NOTE: As soon as Exploris processes the sourced order, the sales order prints automatically. You return to a new blank invoice screen.


Sourcing 12

Source/Store to Store Transfer 1. Press the F7 key to start a new invoice.









Sourcing 13


11. Click the Source Now button in the Insufficient Quantity box.

12. Press the Enter key to add the Shelf parts from your inventory to the invoice (if you want to fill part of the order from your inventory).

NOTE: If you have enough of the product in your store inventory to fill part of the order, this quantity will display in the Shelf field on the Sourcing screen. If you want to sell what you do have in inventory and source the rest of the order, press the Enter key to add those parts to the invoice. If you wish to source the entire order, you need to enter a 0 in the Shelf field, then press the Enter key.

13. Type the quantity that you want to order from another CARQUEST store in the Ord field for that store in the Preferred Sources area of the screen.

14. Press the Enter key to add the sourced parts to the invoice.

Sourcing 14


16. Click the On Acct button.

17. Click the Yes button to source the items and finalize the invoice.



Sourcing 15

Source Using Vision 1. Press the F7 key to start a new invoice.









NOTE: A 0 in the Qty Avail field lets you know that you will need to source the part.

Sourcing 16

10. Press the Enter key to open the Insufficient Quantity box.


12. Click the DCs/Vision button to check availability with other DCs.

NOTE: If no sources appear in the Preferred Sources area of the Source Matrix, none of your preferred sources has the part in stock.

NOTE: If none of the DCs displayed shows part availability, you can source the part direct from the manufacturer using Exploris’s integrated Vision function.

13. Click the Check Vision button to source the part from the manufacturer.

Sourcing 17

14. Doubleclick anywhere in the line containing the manufacturer to add the part to the Source Matrix.


NOTE: The preferred shipping method is shown in the Shipping field of the line containing the manufacturer. If you need to change the shipping method, you will need to click the Confirm Purchases button. Keep in mind that shipping cost is estimated. You may need to adjust the shipping cost when the item arrives and you see the actual cost.


17. Click the Yes button to order the part. (A pick ticket will automatically print.)

NOTE: This completes the Vision order process. You may need to check the status of the shipment for a customer, however. To check Vision shipment status, proceed with the following steps:

Sourcing 18



20. Press the Enter key. 21. Doubleclick the correct customer account in the Find

Customer box (if necessary).

22. Doubleclick anywhere on the line listing the invoice containing the ordered part to open the invoice.


Sourcing 19

24. Rightclick on the part description in the body of the invoice.

25. Click Access Shipping Tracker in the popup menu to open the Shipping Tracker screen.

26. Click the Close symbol (X) on the blue screen border when you have finished reviewing the Shipping Tracker screen to close the screen.

Sourcing 20


NOTE: When the part arrives, you are ready to finalize and print the invoice.

NOTE: At this point, you are returned to a blank invoice screen, ready for your next transaction.


Sourcing 21

Source for the Shelf 1. Navigate: Menu > Purchasing > Shelf Sourcing (or press the F10 key or the Shelf Sourcing button).

2. Press the Enter key to place your cursor in the Part Number field.

3. Type the part number in the Part Number field.

4. Press the Enter key to move the cursor to the Need field.

5. Type the quantity needed in the Need field.

NOTE: The line code will display automatically after you enter the part number and press Enter.

Sourcing 22

8. Press the Enter key to accept the selected source. The source for the part now displays at the top of the Shelf Sourcing screen.

NOTE: If your serving DC does not have the part in stock, you can click the DCs or Vision buttons to check alternate sources for the part.

9. If you need to edit the shipping method, click the Edit Shipping button at the bottom of the screen. The Edit Shipping window displays.

6. Press the Enter key to start the sourcing process.

NOTE: You can also click the Accept button in the bottom left corner of the screen to accept the selected source.

NOTE: The quantity available at your serving DC displays in the Select Sources area.

NOTE: You can also click the Source It button to start the sourcing process.

7. Review the stock availability in the Select Sources area.

10. Doubleclick anywhere in the highlighted line containing the part number of the item you are sourcing.

Sourcing 23

13. Click the Place Order button at the bottom of the screen to create, finalize, and transmit the purchase order for the sourced part.

14. Press the Enter key to close the confirmation message and the Shelf Sourcing screen (or click the OK button).

11. Click the appropriate Ship Method to select a shipping method other than the default.

12. Press the Enter key to set the new shipping method.

NOTE: You can also click the Accept button to set the new shipping method.


Sourcing 24

Check Stock Availability for a Customer






7. Type the Line Code in the Line field.



8. Type the Part Number in the PN/SKU/UPC field for the stock item.

Sourcing 25

11. Click the Source It button.

12. Review the stock availability on the Sourcing screen.

13. Click the Cancel button.

14. Click the Yes button.

NOTE: If your customer wanted to place the order, you would confirm the purchase and then return to the Invoice screen.

15. Click the Cancel Order button.

9. Press the Enter key to pull the part’s pricing and availability from the database.

10. Type the quantity that the customer wants in the Sell field.


Sourcing 26

Sell Stock from Shelf and Source the Rest







6. Type the part number in the PN/SKU/UPC field for the stock item.

8. Type the sell quantity in the Sell field.



Sourcing 27

NOTE: In the Invoice Items area, the Sell Qty field shows the quantity of parts being sold. The Shelf field shows the number of parts you are selling from your stock. The Need field shows how many you need to source.


11. Click in the Ord field of your sourcing DC.

12. Type the quantity you need to source in the Ord field.



NOTE: The parts that you are selling from stock and the parts that you are sourcing will now appear in the body of the invoice. The parts from stock will have S listed in the MOD field. The parts that you are sourcing will have BO listed in the MOD field.

Sourcing 28


17. Click the Yes button when asked if you are sure you want to create an order for the sourced items.




Sourcing 29

End of Day Close Drawer End of Day 1

Cash Transaction Report End of Day 3


Close a Cash Drawer

2. Take the cash drawer into the office and lock the door for security.

1. Remove the cash drawer from the counter.

3. Count down the drawer to the opening cash amount.

4. Fill out the Cash Balancing by Counterperson worksheet. (The opening cash amount is the “Beginning Cash” on the form.) The remaining cash, checks, and credit card amount is the amount that you give to your manager.

NOTE: The following steps are done in Exploris:

5. Navigate: Menu > Invoicing > Cash Drawer > Drawer Management > Drawer Functions.

6. Type your Exploris login password in the Password field.


NOTE: Your cash drawer is tied to your POS ID. The only money in your cash drawer will be money made under your POS ID.

End of Day 1

8. Compare the total deposit shown on your Cash Balancing by Counterperson worksheet to the amount shown in your Exploris cash drawer.

9. Click the Close Drawer button to close the drawer if the amount shown in your drawer matches the amount shown on your Cash Balancing by Counterperson worksheet.

10. Place the cash, checks, and credit card receipts from the day, along with all invoices, the completed Cash Balancing by Counterperson worksheet, and the key to the cash drawer, in a zippered bag and give it to your manager.

NOTE: If the amount of cash in your drawer does NOT match the amount Exploris says you should have, you must resolve the problem or help your manager resolve it. Make sure to recheck your count before attempting to resolve the cash over or short using other means.

NOTE: If you still have an over or short to resolve after rechecking your drawer count, run and print a Cash Transaction Report to help you resolve the problem.


End of Day 2

Run/Print a Cash Transaction Report 1. Navigate Menu > Reports > Financial > Cash Transaction.

NOTE: The default Quick Reporting Options setting for this report is Current. When you are running this report as part of your End of Day process, you will generally want to run the Current Cash Transaction Report since it only includes the current day’s transactions. If you wish to run this report for dates other than the current date, you must set the dates in the Start Date and End Date fields on the Cash Transaction Report screen.

2. Select your login user name from the drop list in the Drawer # field. (Click on the down arrow to the right of the field to see the drop list.)

3. Click the Print button to print a copy of the Cash Transaction Report for your drawer for the current day.

End of Day 3

5. Compare the invoice numbers listed on the Cash Transaction Report to the numbers on the invoices from your cash drawer.

NOTE: More often than not, you will be able to trace an over or short in your cash drawer to a missing invoice. If you locate a number for an invoice on the Cash Transaction Report that you don’t have an invoice for, point this out to your manager so that he can track down the missing invoice. If you can’t find the reason that your cash drawer is not balancing, inform your manager of the problem so that he can resolve it using other tools he can access in Exploris.

NOTE: Make sure to complete the cash drawer closing process or inform your manager of any problems you have balancing your cash drawer.

4. Click the Close button to close the Cash Transaction Report screen.


End of Day 4

Day Start

Manifests

Other Procedures

End of Day

Inventory

Exploris Manager Job Aids

Receive ASNs Day Start 1 Print EInvoices Day Start 4

Finalize All Manifests Manifests 1

Move Part/New Manifest Manifests 3

Move Part/Next Manifest Manifests 5

Close/Transmit Manifests Manifests 7

Cancel Sourced Order Inventory 1

Enter New Part Inventory 3

Manager Approval Code Other Procedures 1

Process ROA Other Procedures 3

Record PaidOut/PaidIn Other Procedures 7

Edit Ship To Tax Rate Other Procedures 10

Run a LISA Report Other Procedures 13

Daily Close End of Day 1

Run and Print End of Month Reports End of Day 11

Use the Table Lock Utility Other Procedures 16

Go to Exploris Counter Functions Job Aids

Day Start Receive ASNs Day Start 1

Print EInvoices Day Start 4


Receive ASNs 1. Navigate: Menu > Purchasing > Purchasing Main Menu.

2. Click the ASN Receive button on the Purchase Order Menu screen.

Day Start 1

3. Click the first ASN listed in the box in the upper left of the ASN Receive screen to select it.

5. Click the Receive button.

6. Click the Yes button to transfer the ASN to your inventory.

4. Click the Select ASN button.

Day Start 2

8. Click the Close button to close the ASN Receive box (if it does not close automatically).

NOTE: The ASN automatically prints to the default printer.

7. Repeat steps 3 through 6 until all of the ASNs have been received.

9. Click the Close button to exit the Purchase Order Menu screen.


Day Start 3

Print EInvoices 1. Navigate to the EInvoices link on CARQUEST Link.

NOTE: The actual location of the EInvoices link will depend on your region and the version of CARQUEST Link available to your store.

2. Click the EInvoices link.

3. Click the down arrow to the right of the Select Store field to see a drop list of stores where you have permission to see EInvoices. (There will probably only be a single listing for your store.)

4. Click the listing for the store that is the source of the E Invoices you wish to see.

5. Click the Continue button.

ONCE YOU ARE IN THE EINVOICES APPLICATION:

Day Start 4

6. Click the down arrow to the right of the Select Customer No. field to see a drop list of accounts you have permission to access.

7. Click the listing for the account with the EInvoices that you wish to see.


9. Click the circle beside by Invoice Date to select it.


11. Click in the Select Invoice Date field to display a calendar.

Day Start 5

12. Click the previous day’s date in the calendar to select it.

13. Click the circle beside Detail in the Select Type area to select it.


Day Start 6

16. Click the listing for the printer you wish to print the invoices to.

17. Click the Print button to print the EInvoices for the previous day on the selected printer.

15. Click the Click to Print All Invoices link in the upper left of the screen.

Day Start 7

NOW THAT YOU HAVE THE PRINTOUT OF THE PREVIOUS DAY’S EINVOICES:

1. Remove the parts from the shipment containers one at a time.

2. Check each part against the printed CARQUESTLink invoice, placing a mark (pencil or pen) beside each part listing as you find the part that corresponds to it. Repeat this process until the order is completely checked.

3. Make a note on the invoices of any shipping errors (overs or shorts).

* For overages, the line code and part numbers must be written in the margins of the invoice.

* Any item not checked off must be reported as a shortage.

NOTE: All overs and/or shorts must be reported immediately to the CARQUEST DC using Over/Short form #CQ935. Fill out the form, entering all required information for the overs/shorts from the packing slip and from the information supplied with the order by the DC.


Day Start 8

Manifests Finalize All Manifests Manifests 1

Move Part/New Manifest Manifests 3

Move Part/Next Manifest Manifests 5

Close/Transmit Manifests Manifests 7


Finalize All Manifests 1. Navigate: Menu > Purchasing > Manifest Main.

2. Doubleclick an open manifest to open it.

3. Click the Finalize Manifest button at the bottom of the Manifest Detail screen.

4. Click the OK button to finalize the manifest.

NOTE: The Status field shows that the manifest has been finalized. No new returns can be added to this manifest. It is ready for you to work with the next morning.

Manifests 1

5. Click the Close button in the upper right of the screen to return to the Return Manifests screen.

WARNING: Do not click the Close Manifest button!

6. Continue this procedure until you have finalized all of your manifests for the day.

7. Click the Close button in the lower left corner of the screen to exit the Return Manifests screen.


Manifests 2

Move a Part to a New Manifest (From Warranty to Labor Claim)

2. Doubleclick the finalized warranty manifest to open it.

1. Navigate: Purchasing > Manifest Main.

3. Right click anywhere on the line containing the part that needs to be moved.

4. Click Move to New Manifest to select it.

5. Click the down arrow to the right of the Manifest Type field in the Select Manifest box.

Manifests 3

6. Click Labor Claim to select it.


NOTE: The part has now moved to the new (Labor Claim) manifest.

8. Click the Close button to close the warranty manifest.

9. Click the Close button in the lower left corner of the screen to close the Return Manifests screen.


Manifests 4

Move a Part to the Next Manifest

2. Doubleclick the finalized manifest to open it.

1. Navigate: Purchasing > Manifest Main.

3. Right click anywhere on the line containing the part that needs to be moved.

4. Click Move to Next Manifest to select it.

NOTE: The part is now listed on the next open manifest.

5. Click the Close button in the upper right of the screen to return to the Return Manifests screen.

Manifests 5



Manifests 6

Close and Transmit All Manifests 1. Navigate: Purchasing > Manifest Main.

2. Doubleclick a finalized manifest in the list on the Return Manifests screen to select it.

3. Click the Close/Transmit button at the bottom of the screen.

5. Click the Print button twice. Save one copy of the closed manifest for the store’s file and place one copy (stamped with the store stamp) in the tote with the return.

4. Click the OK button when asked if you are sure that you want to transmit the manifest.

Manifests 7

6. Click the Close button in the upper right corner of the screen to return to the Return Manifests screen.

7. Repeat this process (steps 2 through 6) until all manifests have been closed and transmitted for the day.


NOTE: Once your manifests have been closed and transmitted and your returns have been correctly picked and packed, you are ready to send your returns.

NOTE: At this point, you will need to create a oneline invoice to the appropriate CQDC claim file account. (See Section 7 of the Exploris Procedures Manual for the appropriate account numbers.)


Manifests 8

Inventory Cancel Sourced Order Inventory 1

Enter New Part Inventory 3


Cancel an Order for a Sourced Item 1. Press the F7 key to start a new invoice.

3. Doubleclick the invoice in the Existing Invoice Refs box for the sourced item order you wish to cancel.



6. Click the Cancel Order button at the bottom of the screen.

2. Click the Ref button.

Cancel Sourced Order Inventory 1

Inventory 1


NOTE: At this point, you return to a blank invoice screen.


Inventory 2

Enter a New Part

1. Navigate: Menu > Inventory > Part Entry > General Info (or press the F8 key).

2. Click the Line button on the Main Part Entry screen to open the Browse Line Codes box.

PART ONE: VERIFY THAT THE MANUFACTURER HAS BEEN SET UP IN EXPLORIS AND SET UP IF NECESSARY.

3. Scroll through the list of line codes using the up and down arrows on the right side of the box to see if the manufacturer is in the system.

NOTE: You can limit the search by typing the likely first letter of the line code for the manufacturer in the Line field.

NOTE: You will not be able to add a part if the manufacturer line code does not exist. If the line code does not exist, you will need to set it up as follows:

Inventory 3

4. Navigate: Menu > Vendor > Line > Line Entry to navigate to the Line Code Entry screen.

5. Type the line code you wish to assign to the manufacturer in the Line Code field.


7. Click the Yes button to add the line code.

8. Type the manufacturer name in the Line Name field.


10. Type a description in the Description field.


Continue to fill out address and other information as required in the remaining fields on the Line Code Entry screen. When you have entered all of the vendor information available, continue with step 12.

Inventory 4

12. Click the UPD button to add the new line information to the Exploris database.

13. Click the Close button to close the Line Code Entry screen.


Inventory 5

PART TWO: ADD A PART. 1. Navigate: Menu > Inventory > Part Entry > General

Info (or press the F8 key).

2. Click the Part Pricing button at the bottom of the Main Part Entry screen.

3. Type the line code for the manufacturer of the part that you are adding in the Line field on the Part Price Entry screen.

5. Type the part number for the part you are adding in the P/N field.

7. Click the Yes button to add the part to your inventory.



Inventory 6

8. Type a brief description of the part in the description field.

9. Click in the Qty Available field and type the number of parts that you are adding to your inventory.

NOTE: Next enter pricing for the part in the pricing matrix on this same screen. It is very important that you enter the pricing information.

10. Type the appropriate amount in the GP% C Cost field and press the Enter key. (This is your acquisition cost.)

11. Click in the Price 1 field and type the appropriate amount in the field.

13. Type the appropriate amount in the other Price fields and press the Enter key after each entry.

NOTE: Now set up additional part information for the part that you are adding.

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Inventory 7

14. Type the appropriate movement code numbers in the Sales Class fields.

15. Type the appropriate movement code number in the User Class field.

16. Type the appropriate number code in the P/N Code field.

NOTE: The P/N Code field must have a value. This value is the same as the subline in your legacy system.

17. Verify that Sometimes displays in the Tax field. Click the down arrow to the right of the field and select Sometimes from the drop list if it is not displayed.

18. Verify that the Stocked, Real, and Active checkboxes are selected. Click in the checkboxes to select them if they are not already selected.

Inventory 8

19. Click the Part Entry button at the bottom of the screen.


21. Type the desired quantity in the Order Point field if the part is going to be a stock part.

22. Click the checkbox in the Store Use? field. This enables you to sell the part to a store use account.

Inventory 9

23. Click the UPD button on the right side of the screen to add the part to your inventory.

NOTE: If you do not click the UPD button, your changes will not be saved. Once you have saved your changes by clicking the UPD button, you can modify the part again at any time.

25. Press the Esc key to close the Part Pricing screen.

24. Click the Yes button when asked if you would like to uncheck the DNR flag.

NOTE: If the part you are trying to add is a NIF (Not in File) or NON SKU part, you will notice after typing the part number in the P/N field and pressing Enter that all of the fields on the Main Part Entry screen are grayed out (inactive). Click the Add button in the lower right of the screen. When you click the Add button, the fields will be activated and you will be able to edit them.


Inventory 11

Other Procedures Manager Approval Code Other Procedures 1

Process ROA Other Procedures 3

Record PaidOut/PaidIn Other Procedures 7

Edit Ship To Tax Rate Other Procedures 10

Run a LISA Report Other Procedures 13

Use the Table Lock Utility Other Procedures 16


Generate a Manager Approval Code

1. Click the MGR button on the right side of the blue control border.

TO CREATE A SYSTEMGENERATED MANAGER APPROVAL CODE:

2. Click the Create Approval Code button.

NOTE: Your fourdigit Explorisgenerated manager approval code appears in the New Approval Code field.

3. Click the Close button.

TO CREATE A SPECIFIC MANAGER APPROVAL CODE:

1. Click the MGR button on the right side of the blue control border.

Other Procedures 1

2. Type the desired code in the New Approval Code field.


4. Reenter the code in the Confirm Code field.


6. Click the Close button.


Other Procedures 2

Process an ROA

2. Click the ROA button.




5. Type the customer’s last or business name or phone number in the Customer Lookup field.


Other Procedures 3

7. Doubleclick the customer’s account on the Find Account screen.

NOTE: The Payments Received On Account box displays which allows you to see the balance on the customer’s account. If you want to see the actual statement, click the Statement button.

9. Enter the amount that the customer is paying on the account in the Amount field.

10. Press the Enter key to move the amount to the Total field.

11. Type the discount percentage or amount, if applicable, in the Discount field. Press the Enter key if you enter a discount here.

8. Calculate any discount due the customer, making sure that the discount and the amount add up to the Total due.

Other Procedures 4

12. Type the invoice number in the Payment Memo field if the customer is paying for a single invoice.

15. Click the appropriate payment type.

13. Type Remittance Advice To Follow or Apply To Oldest Balance in the Payment Memo field if the customer is paying a statement that can contain multiple invoices.

14. Click the Tender button.

Other Procedures 5

16. If you click the Check payment type, the Enter Check Number box displays. Type the check number in the Check Number field.

NOTE: Check numbers under 100 will NOT be accepted by the system.


NOTE: The ROA receipt prints automatically to the default printer.

18. Click the OK button to finalize the invoice.

19. Press the Esc key to close the invoice.


Other Procedures 6

Record a PaidOut/PaidIn Transaction

2. Type your user name and password.

1. Navigate: Menu > Invoicing > Cash Drawer > Paid Out > From Drawer.


4. Click the down arrow to the right of the Drawer field on the PaidOut From Drawer screen.

5. Click your user name in the drop list to select it.

NOTE: If you are recording a PaidIn transaction rather than a PaidOut transaction, navigate: Menu > Invoicing > Cash Drawer > Paid In > To Drawer. The procedure is the same for both transactions from this point.

Other Procedures 7

NOTE: It is very important for cash balancing purposes that you always select the correct cash drawer.

6. Click the reason for the paid out in the Reason field drop list.

NOTE: This field should automatically display after you select your user name in the Drawer field. If it does not, click the down arrow to the right of the Reason field to access the drop list.

7. Type a brief description of the paid out in the Description field.

8. Type the user name of the teammate who is handling the cash in the Employee field.

9. Type the receipt number in the Receipt # field (if available).

10. Type the amount of the paid out in the Amount field.

NOTE: Click the Employee button to see a drop list of teammates if necessary.

Other Procedures 8


NOTE: The paid out receipt automatically prints to the default printer.

11. Click the OK button in the upper right of the screen.


Other Procedures 9

Edit a Customer’s Ship to Tax Rate 1. Navigate: Customer > Accounts > Account Main.



4. If the Find Account box displays, doubleclick the correct customer account in the Find Account box.

5. Click the Ship To tab on the left side of the screen.

Other Procedures 10

6. Click the Edit button on the right side of the screen.

7. Click the Edit Ship To Address button.

8. Click the Rate Table button.

NOTE: The customer’s ship to address information will auto fill in the Ship To Address box.

9. Click in the Search For field and type the state abbreviation to limit the number of tax rates displayed.

10. Doubleclick the tax rate that you want to apply.

Other Procedures 11


12. Click the UPD button to save the updated tax rate information.

13. Click the Close button to exit the Main Account Entry screen.


Other Procedures 12

Run a LISA Report 1. Press the F7 key to start a new invoice.

7. Click the LISA button.






NOTE: The ASK LISA Options screen displays. Use the options on this screen to specify the information you want to see on the LISA report. Setting filters correctly is important because of the large amount of data involved. Running the LISA report without setting filters correctly can produce huge reports that take a long time to run.

Other Procedures 13

8. Click the Display button.

9. Doubleclick the entry for any part to see a copy of the original invoice containing the part.

NOTE: The LISA report displays with summary sales information shown across the bottom of the screen. Detailed sales information by individual part is shown in the matrix in the middle of the screen.

10. Click the X button at the top of the right side of the blue control border to close the invoice copy and return to the LISA report.

Other Procedures 14

12. Click the Close button to close the LISA Options screen.

11. Click the Back button to return to the LISA Options screen.

13. Press the Esc key to return to a blank invoice.


Other Procedures 15

Use the Table Lock Utility

1. Navigate: Menu > Utility Options > Table Lock Utility.

2. Click the appropriate checkbox for the corresponding event that you need to unlock to select it.

NOTE: In some instances, an invoice (or other transaction event) will appear locked in the Exploris system. You must use the Table Lock Utility to access and unlock the event.

NOTE: The event Type definitions include: A for Account Entry/Posting Screens, C for Cash Transaction Closeout Screen, I for Invoice, and O for Purchase Order.

NOTE: You can select more than one event.

Other Procedures 16

3. Click the Delete button.

5. Click the Close button to close the Table Lock Utility.

4. Click Yes to confirm that you want to delete the selected item(s).

NOTE: You should contact the BT help desk if an error message displays when you click the Delete button.


Other Procedures 17

End of Day Daily Close End of Day 1

Run and Print End of Month Reports End of Day 11


Perform Daily Close

2. Click the Show All button.

NOTE: Before performing the daily close procedure, managers must review open invoices for any holds or quotes and resolve these invoices.

PART ONE: REVIEW OPEN INVOICES.

1. Navigate: Menu > Invoicing > Open Invoices.

3. Right click on a quote or hold invoice.

4. Click Load Invoice from the popup menu to select it. (The Invoice Screen will display with the invoice loaded.)

End of Day 1



7. Click the Cancel Order button. (The Invoice screen will display, cleared of all data.)

8. Click on Windows in the upper left of the screen.

9. Click Open Invoices in the drop menu to select it.

11. Click the Print button on the Open Invoices screen.

12. Attach the printout to your daily store close paperwork.

10. Repeat steps 3 through 9 until all hold and quote invoices have been canceled.

End of Day 2

13. Click the Close button to close the Open Invoices screen.

14. Click the Close Window button (X) at the top of the right side of the blue control border until all open windows are closed.

NOTE: Remember that having too many windows open at once will slow down the performance of the Exploris system.

End of Day 3

1. Navigate: Menu > Invoicing > Cash Drawer > Drawer Management > Drawer Functions.


NOTE: All cash drawers, including the manager’s, MUST BE CLOSED before you can perform the final end of day close. Remember that drawers must be closed even if the amount shown in the drawers is $0.00. These drawers may still contain records of charge invoices. Also keep in mind that drawers listed as *BG contain FastLink transactions. These drawers must be closed as well.

STEPS 1 THROUGH 5 COVER HOW TO MAKE SURE THAT ALL DRAWERS ARE CLOSED.


PART TWO: CLOSE CASH DRAWERS.

End of Day 4

4. Verify on the Virtual Drawer Management screen that all cash drawers are closed, including yours. If any drawers are open, close them by clicking the Close Drawer button for the open drawer.

6. Click the Day/Cash Close button in the upper right of the Virtual Drawer Management screen.

5. If you have to close a drawer, click the OK button when the prompt tells you that the drawer will be closed.

ONCE ALL THE DRAWERS ARE CLOSED, CONTINUE WITH THE DAILY CLOSE PROCESS AS FOLLOWS:

End of Day 5

NOTE: If there are any overs or shorts for any of the cash drawers, the manager must make the appropriate adjustment entries on this screen.

9. Click the Make Adjustment button if adjustments are necessary.



NOTE: The Day/Cash Close screen displays with the default display set for All cash drawers. You can see all Paid In/Paid Out/Adjustments and ROAs on this screen in addition to the actual money collected.

End of Day 6

ADJUSTMENT NOTES

A. Adjustments can be made by selecting Over or Short from the Adjust drop list. Do not use any other Adjustment selection.

B. If one drawer is short but it is because an invoice is still out and your store reconciles, it does not count against the counter teammate drawer. However, you must note the outstanding invoice number at the store level. You do this by leaving the Drawer selection at ALL and identifying the type of adjustment in the Adjust field. Make sure to include a brief description of the short in the Note field. Click theOK button when you finish entering the adjustments.

OR

End of Day 7

C. If a drawer is short and the store does not reconcile, you must select the correct counter teammate drawer and note the shortage there. You do this by clicking the down arrow next to the Drawer field and selecting the appropriate drawer. Then you make the appropriate adjustment. Make sure to include a brief description of the short in the Note field. Click the OK button when you finish making the necessary adjustments.

WARNING: Make sure that for a single short, you only do B or C. If you do both, you will double the recorded short. (You may have to do B and C to deal with multiple shorts.)

D. Shortages must be entered as negative amounts.

10. Click the Preview button to review the Store Cash Transaction report after all adjustments have been made and the store cash is in balance.

11. Click the Close button to return to the Day/Cash Close screen.

End of Day 8

13. Click the Close/Print EOD button when everything is ready to close.


12. Click the Print button to print the Store Cash Transaction report if necessary to help resolve any discrepancies.

End of Day 9

NOTE: You may only close your day after your store has officially closed for business.


16. Click the Close button to close the Day/Cash Close screen.

17. Click the Close button to close the Virtual Drawer Management screen.


End of Day 10

Run and Print End of Month Reports

1. Navigate: Menu > Reports > Financial > Cash Transaction.

3. Click the down arrow to the right of the Report Type field.

PART ONE: PRINT A PAID OUT REPORT.

2. Click the Report by Date button.

End of Day 11

5. Click the down arrow to the right of the Start Date field.

6. Select the start date from the calendar.

7. Click the down arrow to the right of the End Date field.

4. Click Paid In/Paid Out in the drop list to select it.

NOTE: Click the arrows on either side of the month to change the month shown in the calendar.

NOTE: This should be the first day of the month you are running the report for.

End of Day 12

8. Select the end date from the calendar.

9. Click the Print button.


NOTE: This should be the last day of the month you are running the report for.

10. Click the Close button to close the Cash Transaction Report screen.

End of Day 13

1. Navigate: Reports > Financial > Rebate Report.

PART TWO: PRINT A REBATE REPORT.

2. Click the down arrow to the right of the Start Date field.

3. Select the start date from the calendar.


NOTE: This should be the first day of the month you are running the report for.

4. Click the down arrow to the right of the End Date field.

End of Day 14

5. Select the end date from the calendar.


NOTE: This should be the last day of the month you are running the report for.


7. Click the Close button to close the Rebate Report screen.

End of Day 15

1. Navigate: Menu > Reports > Inventory > Inventory Cost.

PART THREE: PRINT AN INVENTORY COST REPORT.

2. Click the Grand & Subtotals button.



End of Day 16

5. Click the Close button to close the Inventory Cost Report screen.

NOTE: It may take up to 34 minutes for the report to print. A progress box will display so that you can monitor the status of the printing.


End of Day 17

Exploris Help If you have problems using Exploris or if the system fails to work properly, call the Exploris help desk at the following number:

(866) XPLORIS

(866) 9756747

The help desk hours are:

• 7:00 am—10:30 pm EST Monday—Friday

• 8:00 am—5:00 pm EST Saturday


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