Location Settings are more than just a way to store your address and organize your data. We have a number of powerful Location-based features available for you to improve reporting and customize your store.
Using the Navigation Bar, go to Settings -> Company Settings, then click Account -> Locations.
You can create a new location by selecting Add Location. Alternatively, select the Edit icon under the Actions column to edit an existing location's information.
Every state has different laws regarding sales tax, value added tax, and how they apply to services, parts used in repairs, and merchandise. We have given you the ability to set a tax rate for merchandise, and a tax rate for services (if it applies).
Check out this article for more information on proper tax management, including how to copy tax settings from another store.
If you are not paying sales tax on parts from your suppliers, you may be required to pay use tax on parts. Use tax is a sales tax on purchases made outside one's state of residence for taxable items that will be used, stored, or consumed in one's state of residence; and on which no tax was collected in the state of purchase. If the purchase would have been taxed if it was made in the purchaser’s state of residence, then use tax is due. Read more about Use Tax here.
Overhead Rate (hourly)
This number is an hourly rate, keeping in mind there are 24 hours in a day. Here is how we recommend you calculate this number:
- Add up all of your monthly bills for a location, i.e. rent, utilities, internet, cleaning, etc.
- If you have any bills or expenses that are not billed monthly, divide them down to a monthly equivalent.
- Add the monthly pay of any salaried employees.
- Divide that sum by the total number of hours in a month (730). This number was calculated by:
- 24 hours in day, multiplied by 365 days in a year: 8760
- Divide that by 12 months: 730
- This number is your hourly overhead rate, plug this into the "Overhead Rate" field. We have found the industry average to be somewhere between $10 - $20.
By calculating everything with an hourly rate, you will be able to monitor break-even/profitability progress down to the current day (you can also view for the week, month, quarter, and year). The system will automatically calculate the rest of the important numbers:
- total revenue = income + other income
- total costs = cost of goods + returns & allowances + indirect labor + operating costs(overhead rate)
Set how many Virtual Cash Terminals you plan to use at that location. Virtual Cash Terminals, or VCTs, are devices you will use to receive payments (usually attached to a cash drawer). For more information about VCTs, see How to Accept Payments.
Allows you to assign each location to a specific region. Regions can be used to filter reports for data on each region.
Latitude and Longitude
Latitude and Longitude are used for certain integrations that use a location finder. If you don’t use those integrations, leave them blank.
If you need help obtaining your locations' coordinates, find the location on Google Maps, right-click on it, and you'll see the coordinates.
Allows you to set a location's URL if it's different for each location. These URLs can be printed on a receipt or invoice.
Customer Marketing/Notification Settings
Use these options to control whether customer marketing or notification settings are turned on or off by default.
Hours of Operation
Setting your hours of operation will help the system calculate your indirect labor costs and set limits for scheduling appointments.
Warning and Critical Time Limits
With these sections, you can set time limits for each ticket status. The system starts a timer when a ticket reaches a new status, and if it stays with that status for too long, the system will warn you about it. You can customize these time limits for each location.
Activating/Deactivating a Location
A location that is marked Active will be available for use and will show up as selectable for filters and in Location Lists.
If you uncheck the "Is Active" box and save locations, the data will remain for the location, however, it is marked as Inactive. Users will not be able to log into this location, and this location is hidden from filter selection and location lists. You can Edit the Location to reactivate, as long as your RepairQ Subscription has an available spot for the increased location count.