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Quick Start Guide for Sales Reps (Auto Body Parts Supply) – OneSource: Inventory for QuickBooks Online Quick Start Guide for Sales Reps (Auto Body Parts Supply) – OneSource: Inventory for QuickBooks Online

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Quick Start Guide for Sales Reps (Auto Body Parts Supply)

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High-Level Basics

  • Logging into OneSource:
    • Double click the Green OneSource icon on your PC desktop.  Then enter your user name and password.
  • Getting HELP with OneSource:
    • Visit www.onesourcesoftware.com/help
    • Or click the Help button on almost every screen in OneSource.
  • How to find features using the OneSource MENU BAR (at the top of the screen):
    • The File menu has options to login to OneSource, link to a different Company Data File, etc.
    • The Contacts menu has options to add and find Customers & Prospects, add and find Suppliers & Vendors, see a list of Scheduled Activities (To-Do’s), view Lists of Customers & Prospects, etc.
    • The Sales menu has options to find and quote (or sell) parts using the Quick Price Check (QPCscreen, and options to manually add QuotesSales OrdersInvoices, and Credit Memo’s, view Lists of Quotes, Orders, Invoices, etc.
    • The Inventory menu has options to add and find inventory items, import and update inventory items and prices (and Supplier items and prices), count inventory items, view and make inventory warehouse transfers, view List of Inventory Items, etc.
    • The Purchasing menu has options to add and find Purchase Orders, create PO’s in various manual and semi-automated ways, view Lists of Purchase Orders, etc.
    • The AR/AP menu has options to add and find AP (Vendor) Bills, pay AP Bills, receive AR (Invoice) payments, print AR Customer Statements, etc.
    • The Banking menu has options to add and find Bank Account checks, deposits, and adjustments, view a check register, reconcile Bank Accounts, etc.
    • The GL menu has options to add and find General Ledger (GL) accounts, make GL journal entries, setup GL Financial Periods, post GL Transactions, etc.
    • The Reports menu has options to view numerous reports related to Customers, Vendors, Jobs, Sales, Inventory, Purchasing, AR/AP, Banking, GL, etc.
  • How to ADD records:
    • Using the Menu Bar (at the top of your screen): Click any of the Add…options on any of the menu’s.
      • NOTE: Depending on your version of MS Access the menu bar will be instantly visible at the top of your screen, or you will need to click on the Add-Ins ‘ribbon’ option.
    • Use the New button on any of the screens.
    • Use Short-Cut keys such as Ctrl+F3 to add a new Customer or Prospect, or Ctrl+F6 to add a new Sales Order. (Note: See the list of keyboard shortcuts below).
    • NOTE: See various sections below for additional (BETTER/FASTER) ways to add records of various types.
  • How to SAVE records:
    • Records are saved automatically whenever you close the screen.
    • All data on the screen is saved when you press Ctrl+S on your keyboard.
    • Line items (on Quotes, Sales Order, Invoices, Purchase Orders, etc) are also automatically saved whenever you close the screen or click any line above it or below it.
  • How to FIND records:
    • Using the Menu Bar: Click any of the Find… options on any of the menu’s.
    • Use the Find button on any of the screens.
    • Use keyboard Short-Cut Keys such as F3 to find a Customer or F6 to find a Sales Order or Ctrl+Q to open the Quick Price Check (QPCscreen. (NOTE: See the list of keyboard shortcuts below).
  • How to PRINT records:
    • Click the Print button on any screen.
    • Or, open the Report Selection Screen on the menu bar.
  • How to DELETE records:
    • Click the Delete button on the record you want to delete. (The Delete button will delete the whole record.  Clicking the small red X button will delete a single line item).
  • How to see LISTS of records:
    • Using the Menu Bar: Click any of the LIST…options on any of the menu’s.
    • Use Short-Cut Keys such as Shift+F3 to see Customers & Prospects Lists or Shift+F6 to see Sales Orders Lists.  (See Keyboard Short-Cuts to Find Records below).
  • Common buttons on most screens:
    • Add button: Adds a new record of that type.
    • Edit button: Unlocks the screen.
    • Delete button: Deletes the record (or the line item selected).
    • Find button: Opens the Simple Search screen for that type of record.
    • Print button: Opens a Print Dialog box with Print options.
    • Functions button: Open up a screen with additional functions and options for that screen.
    • Help button: Opens up online help for that screen.
    • Close button: Closes the screen.

Keyboard Short-Cuts to Find Records

  • CTRL+Q – Opens a screen to search for Parts, Prices, Inventory Levels, etc. and make QuotesSales Orders, and Invoices.
  • F3 – Search for a Customer or Prospect.
  • F4 – Search for a Supplier or Vendor.
  • F5 – Search for a Quotation.
  • F6 – Search for a Sales Order.
  • F7 – Search for an Invoice.
  • F8 – Search for a Credit Memo.
  • F9 – Search for a Purchase Order.
  • F10 – Search for an Inventory Item.
  • Shift+F3 – View, Sort, Filter, or print a List of Customers.
  • Shift+F4 – View, Sort, Filter, or print a List of Suppliers & Vendors.
  • Shift+F5 – View, Sort, Filter, or print a List of Quotes.
  • Shift+F6 – View, Sort, Filter, or print a List of Sales Orders.
  • Shift+F7 – View, Sort, Filter, or print a List of Invoices.
  • Shift+F8 – View, Sort, Filter, or print a List of Credit Memos.
  • Shift+F9 – View, Sort, Filter, or print a List of Purchase Orders.
  • Shift+F10 – View, Sort, Filter, or print a List of Items.

    NOTE: You can ADD additional tabs on any list, or change any existing list, or delete any unused tabs on any list screen.

Tips & Tricks To Get Things Done FASTER

Most tasks have 2 or more ways to accomplish the same task.  The following are the FASTEST (most efficient) ways to perform common tasks:

  • Create Quotes or Sales Orders faster using the Quick Price Check (QPCscreen (Ctrl+Q).
  • Add a Customer (on the fly) on the QPCQuoteSales Order, etc by just typing the Customer Name (when NOT in the Customer Bill To or Ship To list) and then pressing Enter (and then following prompts).
  • Calculate Customer Prices faster, using a Customer’s Custom Pricing tab  (and by creating Custom Pricing Templates).
  • Auto create Purchase Orders (POs) for Parts you don’t have in Stock by clicking the PO checkbox on Sales Order line items and then click the Create PO(s) button.
  • Auto create PO’s for stock replenishments (including Container Orders) using the Automated Purchase Orders menu option.
  • Auto Import a list of new Parts in your Parts Catalog using the OneSource Partslink Wizard (OSPLWiz) with Partslink data updates.
  • Auto Update your existing Parts in mass using the OSPLWiz (with Partslink data updates).
  • Auto import Supplier Item numbers and costs using the Inventory Item List – Import/Export menu option.
  • Auto update Part List prices in mass using the Part Pricing Update Tools screen.
  • Auto create Part ‘Pricing Groups’ (depending on the Part Type or Part Cost) using the Part Pricing Update Tools screen.

 

FINDING, PRICING, and SELLING PARTS – USING THE QUICK PRICE (QPC) CHECK Screen

  • OPEN QUICK PRICE CHECK:
    • Press Ctrl+Q.
  • FIND CUSTOMER:
    • Type in the Customer Name, or Customer #, or Customer Phone # to FIND the customer record.
  • ENTER SEARCH CRITERIA:
    • Enter YEAR. (2 Digit Year)
    • Enter MAKE (but you can skip this if you want).
    • Enter MODEL.
    • Enter CATEGORY (if desired to further narrow down search)
    • Enter SUB-CATEGORY (if desired to further narrow down search)
    • Enter KEYWORD (if desired to further narrow down search. Keyword will search for that word in the item DESCRIPTION)
    • Enter ITEM # (if you do NOT want to have to enter Year, Make, Model, etc).  Item # will search for a part by OneSource Item Number OR any Supplier # linked to that part, or Partslink #, or OEM #, or Interchange #)
    • Press ENTER (or click the Search button).
  • NAVIGATE AND SELECT PARTS:
    • Press the UP and DOWN ARROWS on your keyboard to move the cursor UP and DOWN the list of Items.
    • Press the ENTER key to ‘Select’ a part (for a Quote or Sales Order).
    • Press the ENTER key AGAIN to set the focus on the item QTY field, so you can change this if you’d like. (NOTE: There is an option in the Company Settings that turns this feature on and off).
    • Press the ENTER key AGAIN to set the focus on the NET PRICE field, so you can change this if you’d like.
    • Press the SPACEBAR to ‘Un-Select’ a part–when the focus is on an Item that has been Selected. (Or click the Select CHECKBOX to REMOVE the X from the box).
  • ADD PARTS TO A NEW QUOTE, SALES ORDER, or INVOICE:
    • Press the ADD TO QUOTE button to add ALL items (and quantities and prices) that have been ‘selected’ to a NEW QUOTE.
      • NOTE: Depending on your settings it can–1 Create and open the Quote, or 2–Create the Quote but NOT open it, or 3–Create the Quote, Not open it, AND reset the QPC so it is ready for the next call.
    • Press the ADD TO ORDER button to add ALL items (and quantities and prices) that have been ‘selected’ to a NEW SALES ORDER.
      • NOTE: After creating a Quote or Sales Order, if you want to add MORE items to the SAME Quote or Sales Order just 1– Make sure the same Quote or Sales Order is OPEN, and 2–Make sure you have the same Bill To Customer selected on the QPC.
    • Press the ADD TO NEW ORDER button to add ALL items (and quantities and prices) that have been ‘selected’ to a NEW SALES ORDER.  (This button is usually only used when a Customer wants to create more than 1 NEW Sales Order on the same call).
    • Press the Add to Order and Print button if you want to do several things all at once, such as Create a Quote, and a Sales Order, and an Invoice and then Print 1 or all of them. Or, Create a Sales Order, Create an Invoice, but print nothing at that point.  It all just depends on which ‘settings’ you select in the Company Setup & Preferences.
      • NOTE: To make the SALES process go faster it may be better to print NOTHING at the time of the sale and allow the Picking Ticket, and/or Sales Order Labels, and/or Invoice accumulate in the Warehouse Management screen Queue so they can be printed on demand, in the best order to be picked and printed.

 

Additional Quick Price Check (QPC) Features

  • Check Stock Details for an item: Click on the item (on the QPC line item section), then click the Check Stock button.  This will display the ‘Shipments’ in stock for that item in the bottom left corner.  (Note: This is the same information you would see if you clicked on the In Stock tab on the Inventory Management screen for that item).  Click the Check Stock button again to return to the full list of items.
  • Check Supplier Details for an item: Click on the item (on the QPC line item section), then click the Check Stock button.  This will display the ‘Suppliers’ for that item in the bottom right corner.  (Note: This is the same information you would see if you clicked on the Suppliers tab on the Inventory Management screen for that item).  Click the Check Stock button again to return to the full list of items.
  • See a list of all Year/Make/Models that fit a selected part:  Click on the item (on the QPC line item section), then click the Year/Make/Model button.  This will display a list of all vehicles the selected part fits.  Click the Year/Make/Model button again to return to the full list of items.
  • Include Inactive Items in Search Results:  By default, when new items are imported into OneSource (using the OneSource Partslink Wizard) the items are set to ‘Inactive’ (meaning they will NOT appear in your QPC searches–until such time that a Supplier is added to the item.  (This helps prevent selling items for which you have no Supplier). When viewing a list of parts on the QPC you can click the ‘Include Inactive Items in Search Results’ to add any inactive parts to the list in light gray (if the part matches your search criteria).

 

How to Setup Default & Custom Prices for Customers

  • How to assign a ‘Default Pricing‘ Method to a Customer: On the (F3) Customer screen click on the Pricing Defaults tab and then select a ‘Default Pricing Method’.  (This price discount, or markup, or level will be used by default–whenever a ‘Custom’ price does not over-ride it).
  • How to assign ‘Custom’ Prices to a Customer: On the (F3) Customer screen click on the Custom Pricing tab and set pricing details for groups of items by the Product Pricing Group.  (Product Pricing Groups can be added or edited at any time).  Note: You can assign a Custom Pricing Template to the customer by selecting a Template from the Pricing Template drop-down list and then clicking the Go button.  You can also assign a Custom Pricing Template to a Customer when you are adding the Customer.
  • How to Create Custom Pricing ‘Templates’:  Click Inventory > Custom Pricing Templates.  (Press the Help button on that screen for additional help in creating and managing Custom Pricing Templates).
  • How to Calculate and Assign Prices to Customers in Mass: Press F10 and lookup any item > Click Functions > Click Click Inventory >  Open Inventory Item Bulk Price Adjustments screen.  (Press the Help button on that screen for additional help).

How to Create Purchase Orders for Special Order Items (Better Way)

You have 3 options to choose from to create Purchase Orders for items on Sales Orders that need to be ordered from a local supplier:

  • OPTION 1 – Make a PO from the Sales Order.
    • Click the Create PO(s) button on the Sales Order screen.  This will create a new Purchase Order for each Supplier listed on each line item (on that Sales Order) that 1–Has the ‘NPO‘ (Needs PO) checkbox checked, and 2–Does NOT yet have a PO# in the Purchase Order field for that line item.
      • NOTE1: You can turn on a preference in the Company Setup & Preferences that will automatically select the ‘NPO’ checkbox each time items are placed on a Sales Order (from the QPC) that are out of stock.
      • NOTE2: There is a preference in the Company Setup & Preferences called ‘Add new NPO (Needs PO) items (on Sales Orders) to an Existing PO created for the same Supplier if the PO created on the same day.  You will be able to choose from these options: Yes=Do that automatically. No=Don’t do that ever. Prompt=Ask me each time if I want to do that.
  • OPTION 2 – Make a Batch of PO’s to buy Special Order items.
    • Click Purchasing > Auto PO’s > Auto PO #2.  This will display a list of ALL items on ALL Sales Orders that have the NPO checked but do NOT yet have a PO # in the Purchase Order field.  You will then be able to create 1 or more PO’s to satisfy ALL of the selected items that need to be ordered.  This process will specifically do these things for you:
      • A PO will be created for all items marked at NPO (on ALL Sales Orders).  When you see the list of items to be purchased you will be able to change the Supplier for each item or unselect the item from being included in the batch of PO’s created.  Example: If you had 10 items on 4 Sales Orders that were marked as NPO, all 10 of the items would be displayed on the list.  If you selected Supplier A for 3 of the items, Supplier B for 2 of the items, and Supplier C for the remaining 5 items, then 3 PO’s would be created–even if the items that needed to be purchased were on different Sales Orders.
      • After the PO’s have been created, each applicable PO # will be automatically inserted into each Sales Order line item that is related to the PO.  (This makes is easy to see if the item has been ordered, and easy to automatically OPEN the PO by clicking the magnifying glass button next to the PO on the Sales Order line item).
      • After the PO’s have been created, each applicable Sales Order # will be automatically inserted into each Purchase Order line item that is related to the Sales Order.  (This makes it easy to see which Sales Order is related to that PO Line item, and easy to automatically OPEN the Sales Order by click the Magnifying Glass button next to the Sales Order # on the PO line item).
  • OPTION 3 – Manually Add Special Order items to an existing PO.
    • You can ADD additional Special Order items to any PO (and automatically link it to the Sales Order line item related to it) following the steps in the scenario below:
      • Suppose you created PO 101 to Supplier A with a few line items.
      • Then, suppose your phone rang and another item is placed on a Sales Order (that has the NPO (‘Needs PO’) checkbox checked), and you want to add that item to the existing PO 101 as well… (AND you want to make sure the LINK between the PO and Sales Order is properly created).
      • Press F9 to find and open PO 101. Manually type the item # on the PO. Then click the Magnifying Glass button next to the EMPTY Sales Order # field (on the PO line item).  (This will display a Pop-Up window that shows all of the Sales Order for that day that has that same Item # on it.  You can then click the button to make the link.  This will insert the Sales Order # in the PO line item AND insert the PO # on the related Sales Order line item).

 

How to Return Items (After They Have Been Invoiced)

  • Option 1 – Find the Invoice and Return the Item (to make a related Credit Memo).
    • Press F7 to look-up the Invoice (or Press F3 to look up the Customer then click on the Sales History Invoices > then click on the Magnifying Glass button)
    • Enter the Qty you want to return in the Return column (on the item(s) you want to return).
    • Then click the Return Item(s) button.  Note: If you want to return ALL items on the Invoice just click the Return Item(s) button and then type 1 or ALL in the pop-up box, and then click OK.
    • NOTE: When you return an item using this method, OneSource enters the original price paid as the amount to refund on each Credit Memo line item created.  OneSource also makes sure that users do not over-return items–meaning it will not allow more items to be returned than what was originally invoiced.
  • Option 2 – Create a Credit Memo for the item (without linking it to an Invoice).
    • Press Sales > Create Credit Memo (or Ctrl + F8) to create a new Credit Memo.
    • Enter the line items and prices in the same way as you would enter them on a Sales Order or Invoice–except be sure to enter the Quantity as a negative number.  For instance, if you wanted to return 1 of item X then you would enter -1 in the Credit Memo ‘Quantity’ field.
  • Option 3 – Delete the Invoice, Modify the Sales Order, and then Recreate the Invoice.
    • NOTE: This option assumes you have enabled the setting (in the Company Setup & Preferences) to have your Invoices automatically inherit the Sales Order # (from which it was created).  It also assumes that you have created the Invoice but have not yet actually delivered the Invoice to the Customer yet.
    • Press F7 to look-up the Invoice (or Press F3 to look up the Customer then click on the Sales History tab> Invoices (from Display drop-down list) > then click on the Magnifying Glass button next to whichever Invoice you want to open)
    • Once the Invoice has opened, press the Delete button to delete the Invoice.  This will automatically re-open the related Sales Order so you can delete the item or change the Qty Shipped and Qty Ordered on the Item.  You can then click the Create Invoice button to re-create the Invoice.

 

How to MANUALLY Enter New Items (that can be searched using the QPC screen)

  • Add the Part to the Inventory Item List
    • Option 1 – Enter the Item ‘on the fly‘ (when creating Quotes or Sales Orders).    (When you enter an item number (while creating a Quotation, Sales Order, or Invoice) if the item is not already in your list of items, you can press the Enter key to add the item on the fly).
    • Option 2 – Enter the Item using the Inventory menu.   (Click the Inventory menu > Add New Product or Service Item).
    • Option 3 – Enter the Item using the Inventory Management screen.   (Press F10 to find any item (if you are not already on the Inventory Management screen), then press the New button).
  • Add the Item to your searchable parts ‘Catalog’.
    • Note: If the part you have entered (into the Inventory Item list) only fits 1 vehicle, then you should NOT have to manually add you

 

How to Enter New Items into your ‘Inventory’ – Manually

  • Click Inventory Add New Product or Service Item

 

How to Enter New Items into your QPC ‘Parts Catalog’ – Manually

  • When you add a new part (following the instructions above) the YearMakeModelCategory, and Subcategory are all used to automatically create a record in your QPC Parts Catalog.  (This enables you to find parts using the QPC (Ctrl+Q) screen by Year, Make, Model, etc)
  • To modify the search criteria (or add additional vehicles that the part fits) see the instructions in the section below.

 

How to Modify the Search Criteria for your ‘Parts Catalog’

  • Look up the Part you want to modify by clicking: Inventory Find Product or Service Item (or simply press F10).
  • Click on the Auto Parts Details tab.
  • In the section called Part Catalog Search Criteria, you can see a small table the shows each of the parts: Part (Catalog) Description, Year Range, Make, Model, etc.  NOTE: This is the actual table used by the QPC to find parts.  The following are a few examples of how you may want to change the values:
    • If you want to change the Year Range the part fits click the Edit button and then change the value in the Yr Range field.  (Note: This should auto update the Years Listing field (to the right) which is the actual field the QPC uses to search for the Year of the part).
    • If you want to create an additional Catalog entry (to find that particular part on the QPC using a different Year, Make, Model combination) click the Edit button and then go to the line at the bottom of the table and fill in each of the fields. (Note: If you want to ‘duplicate’ a particular row just click on the row you want to duplicate and then click the button to the left of the Part (Catalog) Description.

 

How to Enter New Items into your QPC  ‘Parts Catalog’ – Automatically using the ‘OneSource Partslink Wizard’ (OSPLWiz)

There are 3 ways to import and update items in your item list AND searchable Catalog:

  • Option 1 – Import and update Items using the OneSource Partslink Wizard (OWPLWiz)
    • Additional details coming for this soon.
  • Option 2 – Import and update Supplier Item #’s and Costs using the Import/Export function in OneSource.
    • Additional details coming for this soon.
  • Option 3 – Ask OneSource to import your data for you.
    • Additional details coming for this soon.

 

Additional tips and tricks:

  • What if you want to see any of the LISTS (mentioned above) differently?
    • Right-click (on any column) and select Sort Ascending to sort the list in ascending order on that value.
    • Right-click (on any column) and select Filter by Selection to FILTER the list down to any records that have the exact value of the field where your cursor is (OR to the records that ‘CONTAIN’ the value you have HIGHLIGHTED)
    • Right-click (on any column) and select Filter Excluding to REMOVE any records that have the exact value of the field where your cursor is (OR the records that ‘CONTAIN’ the value you have HIGHLIGHTED)
    • If you want to make a NEW LIST or modify an existing list please Contact your onsite OneSource Admin (so they can Contact Us).
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