Location Settings Overview

Managing Your Location Settings in RepairQ

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.

Quick-Jump to a Section

• Identifier and Contact Information for Your Location
• Tax ID and Use Tax
• Overhead Rate and Royalty Percent
• Inventory Accounting Method
• Customer Receipt/Invoice Language
• Terminals
• Hours of Operation
• Journal Entry Classification
• Internal Backordering Behavior
• Refurbish Ticket Behavior
• Warning and Critical Time Limits
• Activating/Deactivating a Location

Finding Your Location Settings

1. Using the Navigation Bar, go to Settings -> Company Settings.

2. On the Settings Overview page, click the Account dropdown on the left column of settings. From the dropdown options, click Locations.

3. On the Locations overview page, you can click +Add Location to create a new location or click the Edit Button under the Actions column to make changes to an existing location.

Note: If you need to add additional locations, check out our article, Adding and Deactivating a Location, for more information.

Identifier and Contact Information for Your Location

The first several fields on the Location Edit page are devoted to identifying information and contact methods for your location. Only a handful of these fields are required by default — marked by an asterisk here — with several of the optional fields provided to help organize locations and keep track of their general information.

• Legal Name*
  • This is the legal name of your business. This information can be added to receipts/invoices.
• Short name*
  • This is a friendly name for your location. This information is visible in selection lists and reporting.
• Status
  • This field is used when managing locations that are available to accept appointments.
• Global ID
  • This is an additional identifier for stores. This information is visible in reporting.
• Location Prefix and Location Suffix
  • These fields are used to define an option prefix/suffix for all General Ledger (GL) accounts that are reported to Journal Entries.
• Remittance Information
• Country*, State, City, Zip, Address1, Address2, Region, Postcode, Timezone
  • Regions can be used to filter reports for data on each region. These fields may change depending on your country.
• Latitude and Longitude
  • Latitude and Longitude are used for certain integrations that use a location finder; if those integrations aren't used, leave these fields blank.
  • If you need help obtaining your location's coordinates, find the location on Google Maps and right-click on it to see the coordinates
• Email*, Primary Phone*, Alternate Phone, Fax
  • This information can be printed out on your receipts/invoices.
• Website URL
  • This is useful if your company has different locations, each with its own Website URL. This information can be printed on receipts/invoices.
• Default Notifications, Marketing, and SMS opt-ins
  • Use these options to control whether customer marketing or notification settings are turned on or off by default.

Tax ID and Use Tax

• Tax ID
  • This is used for accounting purposes and reporting.
• Tax Inclusive Pricing
  
  • This is used to toggle the option for a Price Including Tax field when creating a Catalog Item.
• Subject to Use Tax for parts?
  • This field determines whether or not you will apply a Use Tax toward items.
• Use Tax %
  • If Use Tax is selected, enter your tax percentage.

Note: Use Tax is a sales tax on purchases made outside your state of residence for taxable items that will be used, stored, or consumed in your state of residence — and on which no tax was collected in the state of purchase. If you are not paying sales tax on parts from your suppliers, you may be required to pay use tax on those parts. If the purchase would have been taxed in the purchaser’s state of residence, then the Use Tax is due. If you have additional questions, check out this page on Use Tax.

For more information on proper tax management, including how to copy tax settings from another store, check out our Knowledge Base article, Setting up Taxes.

Overhead Rate and Royalty Percent

• Overhead Rate
  • This is used for calculating your profitability. For details on how to determine your Over Head rate, check out Setting up Your Overhead Rate.
• Royalty Percent
  • The royalty fee is calculated as a percentage of the net sales amount.

Inventory Accounting Method

For more information on Inventory Accounting Methods, see Average Cost vs Actual Cost Inventory Accounting.

• Actual Cost
  • Actual Cost Accounting will use items from your inventory on a first-in, first-out basis. These items will be used and the cost associated with them will be the cost that was set when the item was added to the inventory through a purchase order, manual entry, or import. You can also manually edit the cost of inventory items.
• Average Cost
  • Inventory Item Cost is averaged based on the total cost of items that are not in a terminal status. Each time you add inventory items for a catalog item, it recalculates the average cost for all of the associated items.

Customer Language

Currently, RepairQ is only available in English on the user end, however, we do offer additional languages for receipt and invoice details for customers. The languages currently available for selection are English, Spanish, and French.

Terminals

• Number of Terminals
  • Set how many Virtual Cash Terminals you plan to use at that location. Virtual Cash Terminals, or VCTs, are computers/devices you will use to record payments (usually attached to a cash drawer). For more information about VCTs, see How to Accept Payments.

Hours of Operation

Setting your hours of operation will help the system calculate your indirect labor costs and set limits for scheduling appointments.

• Automatic Clock Out
  • This setting is used to automatically clock out users that have forgotten to stop their time clock at the end of their shift. Our recommended automatic clock-out time is 23:00.
• Week Start Day
  • This setting affects the start day when viewing calendars for attendance, appointments, etc.
• Hours of Operation
  • This section sets parameters for a store's availability when scheduling appointments.

Journal Entry Classification

For more information on setting up Journal Entries, check out Accounting Journal Entries - Set Up Accounts.

Internal Backordering Behavior

Refurbish Ticket Behavior

• Transfer part cost to the refurb item
  • When a Part is added to a Refurb Ticket, the system will transfer the Part Cost to the refurb item for COGS reporting.
• Transfer labor cost to the refurb item
  • When a Labor Item is added to a Refurb Ticket, the system will transfer the Labor Cost to the refurb item for COGS reporting.
• Transfer any non part/labor item cost to the refurb item
  • When any Non-Part/Labor item is added to a Refurb Ticket, the system will transfer the Cost of the item to the refurb item.

Warning and Critical Time Limits

Users 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. 

Note: It is important that any Critical Time Limit is not set to register before its corresponding Warning Time Limit. Failing to follow this standard can create conflicts in the system. 

Priority

Priority changes where your information is seated on their respective lists. Assign a number (0 - 100) to rearrange the order of listed information. For instance, a location with a lower priority number assigned will list higher in the main Location list than a higher number.

Activating/Deactivating a Location

A location that is marked Is Active will be available for use and will show up as selectable for filters and in Location Lists.

If you uncheck the Is Active checkbox 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.

Opening/Closing Date

These are to reflect for dates the location will open or close, for your own record keeping.

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