Axional ERP/ARMIS is a centralized application for groups of repair shops or mechanics. It allows the management of shops both from an independent and a centralized perspective, and boasts the ability to combine specific information for each point of sale with shared data. Sales can also be managed both at a shop and group level.
This equates to better monitoring for all processes involved in the back office activities of the group. Because the application is centralized, it also provides agility when trying to extend or add new processes to the system.
Axional ERP/ARMIS grants the user a set of functions that streamline the administrative management of repair orders and specific administrative processes, such as those that involve rentals.
It also includes a POS designed specifically for the industry, which gives enhanced support to the most critical functions. It is integrated with Axional ERP to incorporate aspects such as stock online, accounting and financial management, and master data for the business area or purchasing area.
Repair orders are the main working document in sales operations for mechanical shops. It integrates the logic associated with different types of sales in repair shops in a flexible manner.
As such, the user indicates the type of order to be carried out, which can be differentiated according to types of preconfigured documents. It allows them to manage the information required for each process. Types of documents include budgets and repair orders, whether for individual clients or related to a rental company vehicle.
In the repair order, the workshop and mechanic data are shown, as well as the essential characteristics that identify the vehicle and its owner, as well as the rental company that owns the vehicle if applicable.
These attributes are retained to be shown on the printed order, as well as to be reincorporated in later orders for the same vehicle, identified by the license plate number. This makes work operations more agile in an environment of constantly changing needs.
Budgets allow you to simulate a future repair order, converting them automatically into an order if the user desires.
From the repair order, administrative processes are automated and associated with both individual customers and rental companies. In the latter case, the sales documents, customer service, and billing documents from the workshop or group are generated automatically to the rental company.
Once a repair is completed, Axional ERP/ARMIS allows you to notify the customer via SMS.
For printing and delivery to the customer, adapted print formats are available, including fully customizable repair orders, quotes and invoices, in compliance with legal regulations.
Repair orders can be used to create reports on repair history for vehicles and customers, individual or rental fleets, vehicle and technical data, registration, chassis, make, model, miles/kilometers, etc.
Receipts, unlike repair orders, are documents that do not require the client’s tax information to be entered. As such, the amount on a receipt must not exceed certain amounts, according to your country’s regulations.
Axional ERP/ARMIS allows rapid creation of records, which is an advantage when dealing with smaller sale amounts. On receipts, the list of items covered is usually more limited. One possibility, in certain cases, is to use generic items by family, such as washing, tune-up, manual labor, tire repair, part replacement, and so on.
Receipts are recorded in their own maintenance system, differentiated from repair orders. Receipts are integrated into accounting via cash settlement (including sales and receipt payments) or by generating a receipt by date (for individual or grouped bills) that do not exceed the maximum amount permitted.
Rapid management of repair orders
Axional ERP/ARMIS has features that facilitate repair order data entry and management. Using license plate numbers, vehicle data is retrieved starting with information on the most recent visit. It is thus possible to access a full consultation of the last repair order.
When a vehicle visits for the first time, available brands and models on the market can be consulted.
Compared to the customer reference table, the POS terminal also facilitates consultation of a client profile’s most important data, whether they pay at the counter or on credit.
When a customer’s tax identification info is consulted, the system ensures that information entered is accurate. Customer data is updated if necessary when submitting new documents.
Rapid entry of repair order details
When entering details on a repair order, Axional ERP/ARMIS offers features that facilitate implementation and allow the selection of appropriate items for each repair:
- Filters: By family or maker, in order to reduce the selection of items shown. Filters can be cleared.
- Options to confirm or cancel documents. Add line, Cancel all lines, Activate all lines.
- Buttons to add the most frequently-used items, such as assembly kits.
- Several buttons to enter generic items, adding description, quantity, and price.
In the case of tires, the system indicates maker, model, width, and diameter. It also indicates sale price, applicable discounts, and total final price including labor and taxes.
Some custom repair order features are available: if there is an applicable promotion or discount, if replacement parts are guaranteed, if labor is guaranteed, if the customer can pick up parts, if the customer can recover the vehicle, as well as procedures in case of unforeseen issues.
Cashing Out and Cash Flow
The POS allows management of cash flow and cashing out at the end of each shift.
Rentals are typically a kind of trade agreement, in which an owner of a rental vehicle, in case of failure, can go to various affiliated workshops for repairs or tire changes. The shop does not charge the driver; rather, the rental company is billed. An authorization number is therefore necessary to let the rental company authorize the repair in question.
The POS checks that there is no other location with the same authorization number for the same rental company. In such a case, it would not be possible to continue with the repair order.
Axional ERP/ARMIS can automatically generate billing for rental companies and settlement of agreed-upon discounts, also allowing you to check the repair history for each rental company.
Invoicing customers on credit
The periodic billing of customers on credit is automated from repair orders, which generate delivery notes, which are later billed according to the period established for each customer. They can be grouped at the company level or by shop.
Each mechanic has a personal employee profile, which allows them to independently identify and manage their documents. Mechanic productivity reports are also available (timesheets, repairs, time on task, etc.), and are integrated with Axional ERP/SD incentive management.
Sale of services
Online sales of basic mechanic services (tires, accessories, etc.) help plan the workload and facilitate the administrative management of each customer who comes to the shop.
Through the interface with this sales channel, Axional ERP/ARMIS automatically receives service requests downloaded via web service, generating a repair order which can be consulted upon the customer’s arrival and confirmed once completed. Orders of materials for suppliers are also created along with invoices for those items not permanently in stock, e.g. tires by certain makers.
B2B Consulting for suppliers and manufacturers
Another type of web integration corresponds to input on manufacturer products and reference prices, as well as consultation with suppliers on products, prices and available stock.
Sales B2B from supplier to shop
Sales can be generated from a tire or parts supplier to the shop through web service.
Axional ERP/ARMIS includes purchase functionalities specially adapted to the needs of the workshop.
- Automatic restocking order proposals based on stock levels.
- Purchase orders are created if stock is lacking for a specific repair order.
- Sending of orders to suppliers via fax, email, EDI, B2B.
- Document record integrated into the system documentation provided by suppliers.
- Graphic item catalog.
- Statistical purchase system.
Axional ERP/ARMIS provides the features needed for logistics management and workshop inventory.
- Management of shop’s online stock, consulting suppliers via B2B.
- Budget monitoring and review when stock is below minimum levels, complemented by the eventual generation of automatic restocking orders via email or B2B.
- Transfers or assignments between individual shops or central management.
- Inventory valuation by average cost, FIFO or LIFO.
- Entry of stock counts, whether closed or rotating, e.g. by item family, ABC classification, etc.
Managing repair shop groups as independent companies
In one unified database, Axional ERP/ARMIS enables the independent management of various companies that comprise a group of shops under the same franchise. It combines the centralized entry and management of master data with individual data for each shop, incorporating restrictions regarding a shop or group’s particular records.
This type of restriction can accommodate many areas: vehicle and fleet management, repair orders and purchase/sale documents, business area (item master, client master, and supplier master), accounting and finance, etc. For example, a centralized accounting plan or accounting presentation format can be maintained for the franchise, but each individual shop can enter their own items, customer financial data, or suppliers.
- Flexible combination of centralized management and individual shop management, all in one database.
- Agile administrative management of rental vehicles.
- Specific POS for shops’ basic mechanic services, facilitating day-to-day shop operations.
- B2B with suppliers and manufacturers.
- Enhanced control of all processes involved in back office activities.