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Free auto repair invoice for organizations

hello my name is ben alwice i'm a former accountant and computer programmer uh over the past couple years i've written about five programs which are accounting programs and can probably be used in small businesses the the five programs i've written are an invoicing program for a general business uh a billing program for auto repair business uh a couple payroll programs a payable program and a general ledger program which will produce financial statements so let's now look at them one at a time here is the accountant's friend car shop billing program first we log in put in the company code and the user id this shows you where the database is so let's start we put in dem for demo and then 999 and then okay and here's the main screen it shows you the billing for entry and work in progress there you see three customers on the bottom we have more functions which we will go into later we also have the quote screen let's start a new customer invoice by putting in the name of a customer that's already in the system his name is ben cartwright we just put in cart and when you move when you move out of that white box the last name it will bring up ben cartwright as one of the customers in the system already so we double click on him and then he has one car ford mustang you could look up the history of that you can just return or we can select so we click and select and it'll bring up the first page of the invoice as you can see the client information is our customer the vehicles here and the invoice information needs to be put here so we'll put in 40 000 and forty thousand comment it's a tune up for a tune up and rotate tires and then we just go approved by and it'll be ben and now we go to align items and now let's fill fill in some line items of ben cartwright's invoice uh first we go to code and they were tuning the engine so we go let's highlight that in the engine tune engine plus parts and we have one quantity of one at 92 dollars and there we have the total next we have rotate tires this time we'll use the lookup and service some parts and look up rotate tires there's rotate tires and it's there and we're doing it once sixteen dollars we can also look up in our cartwright's history by pressing history and he has uh lube oil and filter and this shows the invoice history and there could be other ones that you look up when you return there would be more than one invoice um then when you're done for this uh first part of the write-up you can process and as you see ben cartwright is on the work and process screen now ben cartwright has come to pick up his car so we have to print out and file his invoice so we double click on ben cartwright here's the first page of ben cartwright's invoice and now we go to the line items we have all the items that we put on there we saw what all these other buttons do and we're going to go to file and now we see the invoice payment and account information they're paying by credit card we haven't recorded the payment yet 130 72 is due this shows his previous uh balance on account this invoice and his current balance and then you also have his credit limit due days and cash payment where he's paying credit card the full amount so we just go auto apply and you can see the money is put there then we press post and we're back to the first screen and we have the three people left who did not pick up their cars right now at the end of the day you do your daily book this summarizes the invoices for the day and your bank deposit so we go to daily book and first you close the daily are you sure yes and it's closed now you enter your cash receipts and you see your cash receipts screen we filed one invoice so that's 166 dollars you can get you receive that account uh let's say you may have one year no uh you don't have a customer for that here so we won't do it uh they he paid by credit card and he paid 166 in 96 cents and now you see your total to account for is your invoice 166.96 in the total accounted for which was the payment he made on credit card usually this will be a bigger number for the day for several invoices but the account was 166.96 so that's entering your cash receipts and you process then you print your sales and cash reports and the print daily report is up here there's also several other reports also the red button is not implemented in this feature so let's print the daily report and this is one of the five daily reports that the system prints this is the reconciliation summary which is like the uh payment screen that you saw uh just previously we have the case to account for it was 166 case accounted for and shortened over cash shortened over zero finally we post the daily which upset updates the general ledger the inventory the service files uh and so we just click post daily and it says you want to do the post and it's yes we're posting for 724 so i press ok start posting yes make sure that if this is the new month that you've gone through that procedure in the maintenance we put yes and the post is completed and now we'll go to the general ledger and see that there has gone for the accountant to the general ledger we look at general ledger and we look at print trial balance and then we print it wait five seconds and look at it again and here we can see the trial balance and as we expect the debits equal the credits and here's what was in that invoice he paid 166 in cash sales tax payable service oil and miscellaneous losses uh so it prepares all the information needed by the accountant at the end of the month to do your financial statements let's now go back and look at some of the other features of the program let's look at some other features of the program first of all it has accounts receivable it has reminder we have inventory and service reports payroll general ledger and maintenance and re-query to reset the screen so let's look at accounts receivable in reminder accounts receivable handles customers who owe you money so you click that and you can see aging reports you can put from a particular group of customers or for everyone and then you have statements which can be mailed to each separate customer for the closing date you have reminders now reminders are usually sent uh through the email uh through the internet uh if you don't have that and you also need the microsoft outlook then you you would have to get that capability for reminders to work so we have reminders email will put it the reminders through email you put the email address on the customer invoice and then you can also view and delete them and hear the reminder customer lookup let's say ben cartwright and he has a ford mustang 2012 and he has one reminder change oil oil filter and lubricate chassis you can either delete it or you could conceivably called the customer then you have inventory and service you can add and change inventory select it and you put in how much you get the quantity or it can be new and then we also have product alert product activity physical inventory count sheet and physical inventory adjustments for activity you would press this and then you select the activity the which product activity you want to trace and then secondly you have add change service and let's say front end alignment and usually you just enter the sponsor to change the unit price then you have the service activity report then you have payroll and general ledger in payroll you track the commission uh to your employees you close the period it'll be included in the commission summary which follows and then after you've printed that commission summary you delete the pay tax already printed you remember on the invoice there was a field that said employee or mechanic and that's where you put in that a mechanic gets for a certain line on the invoice he gets paid and then you have add delete and change employees and there you can see we have these employees double click it and you can see all the information that you put in for the employee have a look at the manual that will give you a better idea how this section of the program works and then you have general ledger and we already looked at uh print trial balance and we see at the end of the month when you include a whole month in it you give that to your accountant and he puts it in his general ledger program to put your financial statements and here we have print income statement and also we can print the chart of accounts finally we have the maintenance feature where we have customers products services codes gl accounts interface company information it's right here you can save it we have default ar terms period and routines that you run at the end of the month at the end of the general ledger year sales tax table and then finally you can back up at any time if you think you're going to do something that might hurt the database back up your data file and then if something does go wrong you can restore it so that's all the features i'm going to cover in this video uh download the program and here you can get to the manual of the program and you'll see more about it and how it works and if it's good for you once again you can download and get a manual for the program and perhaps you you can find some use of it in your auto shop probably uh so have a good time and i hope you i hope you've enjoyed this video bye-bye