Service Settings

Parts & Service Settings

Use Parts & Service Settings to control how your dealership charges sales tax on service invoices, tracks purchase tax, applies common shop fees, and prints standard disclaimers on customer-facing documents.

Quick setup checklist (recommended order)

1. Select your Collecting Taxes mode (Labor/Parts behavior).
2. Choose your Sales Tax Group and confirm the total rate.
3. Set taxable checkboxes for freight/sublet/shop supplies/environmental/core.
4. Choose a Purchase Tax Group (if you track purchase-side tax).
5. Set Default Labor Rate and fee %/caps.
6. Add your Repair Order Terms & Conditions (and other print disclaimers).
7. Click Save.
    

Service Setting Location

Go to Settings → Service → Service Settings.

1 - Collecting Taxes (Customer Sales Tax)

This section controls how sales tax is calculated on Service Invoices, specifically when collecting taxes from your customers.

• Sales Tax Group
  • This is where a user would select an Existing Sales Tax Group or Create a New Sales Tax Group
• Sales Tax Rate 
  • A display of the total sum of all tax rates applied to a single Sales Tax Group

Tax Condition:

• Tax Labor Only with Parts
  • Labor can be taxed only when parts are present on the invoice.
• Tax Parts Only
  • Only parts can be taxed (labor is not taxed).
• Tax Labor & Parts
  • Both labor and parts can be taxed.

Taxable Items (global setting not per group):
-These are other charges that can be considered taxable when writing invoices

• Freight
  • When working with a Freight Line, this charge could be considered taxable (check with your state or tax agency)
• Sublet
  • When working with a 3rd party service provider, the work done could be considered taxable (check with your state or tax agency)
• Core
  • Certain parts have a Core, such as a Car battery, that could be considered taxable (check with your state or tax agency)
• Shop Supply Fee
  • if your service shop applies a Shop Supply Fee to any Service Invoice, that could be considered taxable (check with your state or tax agency)
• Environmental Fee
  • If there are any Environmental Fees passed on to the customer, that could be considered taxable (check with your state or tax agency)

How to Add a New Sales Tax Group

If you don’t see a Sales Tax Group when the Service Settings page has loaded, you will want to add one.

Open the Sales Tax Group drop down and click Add Sales Tax Group.

In the Add Tax Group window, enter a Tax Group Name.

Under Tax Rates, you can use the single line provided or if more are required, addition rates can be added by using + Add Tax Rate:

Note: A single Sales Tax Group could have a breakdown of multiple rates that includes; State, County, and\or City.  

Once you are happy with the Sales Tax Group configuration, click Save Tax Group

After saving, and then selecting the Sales Tax Group in the dropdown, the Collecting Taxes itemization will update the total Sales Tax Rate and Tax Rates breakdown.

2 - Paying Taxes (Purchase Tax)

This section is for tax you pay when purchasing (typically used for the Purchasing workflows, such as using the Purchase Order). This is commonly used to support parts purchasing and cost\expense tax tracking.

• Purchase Tax Group
  • This is where a user would select an Existing Purchase Tax Group or Create a New Purchase Tax Group
• Purchase Tax Rate 
  • A display of the total sum of all tax rates applied to a single Purchase Tax Group

How to Add a New Purchase Tax Group

If you don’t see a Purchase Tax Group when the Service Settings page has loaded, you will want to add one.

Open the Purchase Tax Group drop down and click Add Purchase  Tax Group.

The same Add Tax Group dialog will, enter a Tax Group Name.

Under Tax Rates, you can use the single line provided or if more are required, addition rates can be added by using + Add Tax Rate:

Note: A single Purchase Tax Group could have a breakdown of multiple rates that includes; State, County, and\or City.

Once you are happy with the Sales Tax Group configuration, click Save Tax Group

After saving, and then selecting the Purchase Tax Group in the dropdown, the Paying Taxes itemization will update the total Purchase Tax Rate and Tax Rates breakdown.

3 - Labor & Fees

This section sets default values that will be used during the creation of a Service Invoice. Whether these fees are taxed is controlled by the tax checkboxes in Collecting Taxes (e.g., “Shop Supply Taxed”, “Environmental Fee Taxed”).

• Default Labor Rate
  • Default Labor Rate - is the starting hourly rate used when adding labor (unless your workflow overrides it per technician or per job).
• Shop Supplies Fee
  • Shop Supply Pct - sets the percentage used to calculate shop supplies.
  • Shop Supply Cap - sets the maximum shop supplies amount that can be charged on a single invoice.
• Environmental Fee
  • Environ. Fee Pct - sets the percentage used to calculate the environmental fee.
  • Environ. Fee Cap - sets the maximum environmental fee amount that can be charged on a single invoice.

4 - Print Disclaimers

Use this section to configure the standard text that prints on documents.

Tabs

• Repair Order Terms & Conditions

  • Prints at the bottom of the Service Invoice's.

  Part Invoice Disclosure

  • Standard disclosure text for Parts invoicing/printing.

  Purchase Order Notes

  • Notes that print on Purchase Orders.

Enter your text

Type or paste your disclaimer into the text box. A character counter is shown, with a recommended range displayed.