System Switches Table of Contents
Before you begin using the system, you should review the system switches and adjust settings as needed to better meet your needs. You can add or eliminate many prompts and fields depending on what you want to track in the system. You can save a lot of time and keystrokes by turning OFF features you don't want to use.
System Switches generally affect the use of the system globally so be sure the setting is what you want across the organization before changing.
The grid below gives a high level overview of each switch and its purpose that may help you decide where to start. In addition, the title is a clickable link for the instruction page where that switch is located.
To access system switches, expand the Admin section of the main menu, click on System Switches, then choose the appropriate tab that houses the switch needed, and finally click on the switch title within the tab.
System Switch Title | Switch Function | System Switch Tab Where It’s Found |
|---|---|---|
Ensure that you limit the amount of manual claims you need to create by allowing RTA to auto-create the warranty claim when it is positive there is a warranty on the item and simultaneously control how the auto-create feature will work when the system is not 100% positive there is an active warranty. | General | |
Controls whether MFA (Multi-Factor Authentication) is being used. | General | |
Determines if flat rates (estimated hours) will be used or actual labor hours and if there is a specific rate to use or if the rate from the employee file will be used | Work Order | |
Toggle that either allows or disallows the use of zero estimated hours on a work order line. | Work Order | |
Controls whether a password will be required for logging into Paperless Shop. | Work Order | |
Customize the max number of lines that will be permitted per work order. (The system has a max of 99 but users can set it to any number up to 99) | Work Order | |
When it comes to outside work orders, it allows the system to prompt for a vendor as well as saving time by allowing RTA to auto-create a purchase order that is tied to an outside work order. | Work Order | |
Controls whether the customer number (also set up in RTA), is necessary when creating work orders. | Work Order | |
Controls where the calculation of overhead or shop supply costs comes from. (Will it come from the customer file or the facility file) | Work Order | |
Determines the VMRS level that will be used in the system. (9, 6, or 3 digits) and whether you want it validated when used | Work Order | |
Determines whether the system will use Reason Codes for each work order. (if using, these need to be verified and set up in Maintenance System Settings) | Work Order | |
Determines whether the system will use Cause Codes for each work order. (if using, these need to be verified and set up in Maintenance System Settings) | Work Order | |
Determines whether the system will use Work Accomplished Codes for each work order. (if using, these need to be set up in Maintenance System Settings) | Work Order | |
Used to require odometer updates to assets when technicians are working in Paperless Shop | Work Order | |
When set to Yes once a Customer Number is referenced in the Work Order you are prompted for a PO# (This PO Number is a reference that updates the PO# Field under the Work Order Information/PO Information Section) | Work Order | |
Select how RTA should approach numbering work orders. (This should not be changed once set and in use) | Work Order | |
Allows the use of shop codes (codes to identify specific shop areas) with work orders | Work Order | |
Determines the appearance of a prompt to close the work order when a technician closes the last work order line on a work order | Work Order | |
Sets the default closing and posting dates for the work order | Work Order | |
Determines if and how PDF printouts of work orders will be printed | Work Order | |
If set to Yes this allows the creation of duplicate work order lines from the DVIR List | Work Order | |
Turn on the use of Priority Codes when creating work orders | Work Order | |
Determines whether work order master notes will be replaced by notes within a work order template when a template is used | Work Order | |
Determines if and how parts and labor cost will be printed to work orders | Work Order | |
If set to Yes allows the creation of duplicate work order lines from the DVIR list | Work Order | |
Use along with account codes to validate a work order line against the account code file | Work Order | |
Enable the use of 3C (Complaint, Cause, Correction) Notes on work orders in addition to line notes | Work Order | |
Use to require work order line notes to close job lines and set character limits for notes | Work Order | |
Allows or disallows the sharing of jobs between technicians in paperless shop | Work Order | |
Allows the verbiage on a Work Order to be changed to Invoice | Work Order | |
Determines whether technician labor hours will be tracked when the Quick Repair feature is used | Work Order | |
Used to activate the use of Work Order Status | Work Order | |
Toggle that turns on the use of the purchase order approval system which will require approvals for various set thresholds for the completion of purchase orders | Purchase Order | |
Customize the max number of lines that will be permitted per purchase order. (The system has a max of 99 but users can set it to any number up to 99) | Purchase Order | |
Toggle to turn on the use of purchase order prefixes and set the default prefix | Purchase Order | |
Toggle to turn on the use of purchase order suffixes and set the default suffix | Purchase Order | |
Controls how purchase order numbers are generated | Purchase Order | |
Controls the ability to auto-post parts from a purchase order to a work order when applicable | Purchase Order | |
Will prevent a work order line from being closed if it is tied to a purchase order for needed parts and the parts are still on order | Purchase Order | |
Sets the parameters for the use of account codes (generally GL codes from an accounting system) for purchase order lines | Purchase Order | |
If using account codes, sets the default code to be used on purchase order lines when the part does not have an account code assigned in its file | Purchase Order | |
Determines if the purchase requisitions feature is on or off. (This is not the same as the stock needed alerts/reminders) | Purchase Order | |
Determines how many stocking areas or BIN locations are available per part file. (The max number for any part file is 5) | Parts | |
Controls whether average price or FIFO will be used for the inventory computing method | Parts | |
Use for better inventory management, and controls the number of ship days buffer that is applied and affects the parts ordering formula | Parts | |
Controls the minimum reorder point threshold as well as the calculation method for reorder points | Parts | |
Toggle controlling whether part tax will be included in the parts average and selling costs when received on a purchase order | Parts | |
Controls the use of a centralized parts master facility that creates consistency in part files across facilitates Feature not available until 2025 | Parts | |
Adds the prompt to update the odometer during the processing of a work order or manual fuel entry and can include the update of alternate meters as well | Fuel | |
Set to Yes if fuel dispensed from your pumps is taxable. Set to No if the fuel tax is already paid with the fuel deliveries | Fuel | |
Set to Yes if all fuel transactions need to be added to the Fuel Billing Transaction file. Set to No and only inside transactions linked to your Pump Numbers will be added to the billing transaction file (external or outside transactions will not be added) | Fuel | |
If you markup fuel. This switch lets you select what fuel transactions you want to markup: External: Markup Outside fuel transactions In-house: Markup inside fuel transactions (those that use internal pump numbers) Both: Markup both Inside and Outside fuel transactions | Fuel | |