FREQUENT USER QUESTIONS

Questions

1. I removed/un-installed another Windows program I had installed using the standard Windows utility, now PartsLookup won’t run. I receive errors that dll’s aren’t found. What’s the problem and how do I fix it?
2. I am a little confused by this SPCL price that is referenced several times. Please explain this to me?
3. What about this (CA) Confidentiality Agreement I see? How can I tell if I need to print the (CA) Confidentiality agreement?
4. I want to put the data I have on the screen in a file, how do I do it?
5. How can I easily determine which Vendor Price Files do not show true dealer net pricing and need a CA printed (if I qualify)?
6. There are times that I need to bump the pricing for various reasons, without the customers knowledge. How do I accomplish this?
7. The way I operate my business I do a lot of searching and the Grid becomes somewhat cluttered. How I keep some order?
8. I exited PartsLookup and immediately tried to restart and received an error message “Only One Instance Can Be Run”. What’s this all about?
9. I want to put the data I have on the screen in a file, how do I do it?
10. Tell me about Backups.
11. I no longer use a particular vendor, how do I remove them from the system?
12. I have seen and heard of your QuikBridge, what is it?
13. Is there a special keystroke to show cost when show cost column is suppressed?
14. I have been asking for a specific vendor for quite some time and haven't seen it yet, when can I expect it?
15. The last Parts Unlimited file I received doesn't match the pricing in the catalog.
16. How do I supercede parts within the HOUSE file?
17. I would like to load PartsLookup on my laptop and home computer so I can work at home as well as at the shop, how do I do this?
18. Can I use a bar-code scanner for input of part numbers?
19. I have a great deal of cross reference/interchange information which I would like to incorporate into PartsLookup to use along with what you have provided. How can I do that?
20. What vendors are included in the XRef Utility?
21. When using the POS module I keep getting the prior customer and need to change to <Cash>. This is nuisance, is there any workaround?
22. I am giving up my current POS system and switching to PartsLookup. I do not look forward to the task of re-keying all my customer data and inventory into PartsLookup, is there an import utility or shortcut?
23. When using QuikFind I occasionally noticed that there is no quantity for a particular part. How do I fix it for future?
24. I am using a bar code scanner and keep receiving a ‘Part Not Found’ message only for ‘Custom Chrome’ parts. Why is this happening?
25. I printed the QuikFind models list for reference but when I attempted to use QuikFind there is no image and therefore no parts listing available even though that particular model is on the list. Why?
26. I will be adding an additional computer in my shop soon what do I need to do?
27. How do I supercede or remove the supercession of a part number.
28. All I want to do is apply a simple discount to a customer and I cannot figure out how, I’ve even tired the adjustment.
29. I remember that as long as the databases are not complete QuikFind will be included in PartsLookup Bronze as a free module. If, when and how much?
30. Why do I have to load the complete PartsLookup program each month?
31. On occasion when I start PartsLookup I receive the following error.
32. Sometimes when I try to start PartsLookup immediately after shutting it down I receive the following error.
33. After my monthly installation an additional PartsLookup icon appeared on my desktop, what should I do?
34. What is the HOUSE file I keep seeing?
35. How do I cancel or void an Invoice that has a deposit recorded?
36. Periodically when I start a workstation I receive an error message that CTRL_.MDB cannot be found. What is wrong?
37. Each month when I load PartsLookup I am asked for a key code, do I need to call?
38. Sometimes when I am working on a Work/Repair Order the credit Card number entry box appears and sometimes it doesn't.
39. I was working in a Work/Repair Order and clicked on the [QPrint] button. Now I cannot add to the Work/Repair Order.
40. I had a locked form (Invoice), how can I add to it?
41. I missed loading last month's CD, do I need to load it before proceeding to this month's?
42. QuikFind is a tremendous timesaver, however, some of the databases are a little sparse. Is there a  timetable for completion of these databases?
43. How do I find transactions for a particular customer?
44. How do I create a credit memo?
45. How to print to a file when PartsLookup does not provide a method?
46. Why doesn’t old data appear when a new report is added to PartsLookup?

Answers

1. This is extremely simple. First you need to understand that Windows programs use common dll (Dynamic Link Library) files, that is; common files that are used by many applications. Sometimes during removal Windows or the user erroneously removes one of these common dll’s. When PartsLookup or any other application which needs this file attempts to operate and cannot find this common dll you receive this error message. It is simple to replace the missing dll. Just reinsert the PartsLookup CD and reinstall PartsLookup. PartsLookup installation will reinstall/replace the missing files. When installation is complete all will be as it was.
   
   
2. Basically price files contain 2 prices; DN (Dealer Net, cost) & SRP (Suggested Retail Price, list). Most vendors (PU, TR) have unrestricted access, you have access to both cost (DN) & list (SRP) and the pricing you see is exactly that. Some vendors (all OEM’s, ANESS) have restricted access, you have access to list (SRP) but you can only get access to cost (DN) by providing a confidentiality agreement stating that you are an authorized dealer and receiving an unlock code from NextStep to unlock this restricted pricing. In an effort to give you some kind of approximate cost you have the ability to specify in the Price Mask any percentage of list (SRP) you want to see, we call this pricing SPCL (special).
   
   
3. As stated in the previous answer this is an agreement that you print, complete and send to NextStep. It MUST be fully completed (all information, [Dealer Name, Signator’s Printed Name, Signature and Dealer Number]). If information is missing or the vendor does not recognize you as an authorized dealer you will not receive the necessary unlock codes to remove any restrictions.
   
   
4. Windows has the ability to install a “generic/text only” printer driver and use file as the port. However, we have found this to be operationally very inconsistent. To overcome this, as a temporary measure, with this Version 1.05, we have created the ability to print to a text file, the file will look exactly as hard copy. Using the printer configuration utility just select the “Print To File” printer. After printing the file will reside in the NextStep\PTF folder/directory. The higher the number file the newer the file. You can rename the file if you like.
   
   
5. It is very simple. Each Vendor Price File has one part number that is common amongst all vendors "LOOKUP123". Enter this part number and perform an [Exact] search for 'ALL' Vendors. Look at the results on the Grid. Each vendor that has the Cost in a gray cell falls into this category.
   
   
6. Extremely simple. Navigate to either the CalcList or List on the Grid. Key in the new price. Done. If you want to discount, just perform the same method. If you want the adjustment to be visible to the customer, click on the 'Adj' on the status bar and enter the formula, ie; -10% to discount 10 percent, +10.00 to add $10.00, these are applied to total.
   
   
7. Here is a simple screen ‘refresher’ to remember, the ‘[C]lear button. One click will clear all items that do not have a quantity in the Quan column. Two clicks will clear the entire grid. If this is not what you are after, there is a setting (Multi Parts list) in the configuration utility that allows all found parts to be presented in a ‘child’ (separate) window. Check this option then restart PartsLookup. Merely select those items you want to use from this ‘child’ window and send to the grid. This enables you to only use the grid for those items you really want.
   
   
8. Since PartsLookup has the ability to open and keep open Vendor Price files. When you exit PartsLookup it takes a moment for all these files to close, slower computers will experience a longer period as will users who have loaded an unusually large number of vendors. If you need to restart PartsLookup just wait 30 seconds or so for all the files to close then you can restart without any problems.
   
   
9. Windows has the ability to install a generic/text only printer driver and use “file” as the port. However, we have found this to be very operationally inconsistent. To overcome this, since Version 1.05, we have created the ability to print to a text file, the file will look exactly as it does on hard copy. Please refer to the manual for its usage.
   
   
10. This is like your leathers and helmet. It is an effort to use until you need it. Then it is invaluable and you let out a huge sigh of relief that it did its job. You should perform back-ups on a regular and periodic basis, whether it be daily, weekly, monthly or real-time redundantly. The longer the period of time since your last back-up the more rebuilding will need to be performed. Your prime concern is data, legally purchased software can easily be reloaded/installed from the original media. For PartsLookup Bronze there are 4 files that are important: HOUSE.MDB, CTRL_.MDB, POS_.MDB, PLOOKUP.INI, PLPRINT.INI.
    
    
11. Left click the [Utils] button then the [Add/Delete Price Files] button then select the operation you want. It is important to note that price files should not be added or deleted by any method other than this utility. And by not using this utility you will be bypassing necessary housekeeping chores performed by this utility and you will get unexpected and unpredictable results.
    
    
12. QuikBridge is our interface with QuickBooks. It allows an invoice to be created in PartsLookup then imported into QuickBooks. When in QuickBooks it allows processing within QuickBooks as if the invoice were created from within QuickBooks. It has always been an option for PartsLookup Classic (DOS). After several requests form PartsLookup Bronze (Windows) users we created a similar interface for PartsLookup Bronze. QuikBridge for Bronze is a bit more sophisticated than that for Classic. Where QuikBridge for Classic does not affect inventory QuikBridge for Bronze adds items to inventory when appropriate. Further QuikBridge for Classic is limited to creating and importing 1 invoice at a time, QuikBridge for Bronze can perform this file creation on numerous invoices at a time. At this time it is a separate stand-alone utility that must be executed. Therefore we are waiving the normal $75.00 fee for this utility until it is integrated into PartsLookup Bronze.
    
    
13. The Extended Data box cost when the show cost is suppressed.
    
    
14. It takes an enormous effort to get and convert vendor price files. Some efforts have yielded good results, several phone calls and we have it. On the other hand several vendors have been extremely uncooperative and even customer calls have not been successful. For example, we have contacted Markland Industries by phone, letter, fax & e-mail dozens of times over a period of 14 months and have been promised the file as many times. This month we have finally received the file. Even though we are in the 21st century some vendors do not have their prices in any electronic format, on occasion we can scan and convert these, sometimes the printed format is unusable and we must exclude them. If we have not been able to obtain the vendor you want please talk to your vendor - many times it helps.
    
    
15. This industry is very unsophisticated and we all suffer this. Other industries offer price protection and price catalog support meaning that the catalog will always match the price files. This industry works on price at time of shipment. Additionally catalogs are generally updated once per year but we will receive price updates monthly from some vendors. Keeping up to date with price files is very difficult. Many vendors keep a list of who gets updates but there always seems to be a glitch causing delays or misses. PU had been sending files each month, however, the person responsible left PU and the new person didn't know this had to be done.
    
    
16. Very simple. First you must understand that there is a '~', tilde, that resides at the beginning of the part description of all superceded parts. It is then followed by the superceded part number. This tilde is transparent to you the user. To accomplish the supercession, when editing an existing part or adding a new part the description must start with a '~' tilde followed by the new part number.
    
    
17. The license is for a single user unless you purchased additional network licenses or additional user licenses. To effect this you would need to purchase an additional user license for each additional computer you wish to load PartsLookup on. The cost is $320.00 for each 1 year license prorated to expire with your master license.
    
    
18. Yes. We just completed testing numerous scanners and found all to be compatible. The only requirement is that the scanner be a keyboard wedge style. There are no software changes necessary either to PartsLookup or your operating system. If you wish we will be more than glad to test your scanner, just send it to us. The only cost to you is the shipping charges.
    
    
19. The only why to accomplish this is to send us your database which we will incorporate into PartsLookup for subsequent usage. Contact tech support for details prior to forwarding any files. Three is no charge for this service.
    
    
20. XRef is a multi-use, multi-function utility. It provides backward and forward supercessions. It provides minor cross-reference/interchange information for non-HD vendors. Key an MS (122-1151), PU (C907-15) or TR (682935) PN. It provides major cross-reference/interchange information for HD vendors. Key a CCI (09-500) PN. For HD parts the following vendors are part of the utility: ACCEL  CCI  COLONY  CSI CYCLELEC  DIXIE-D  HD  JIMS MID-USA  MIDWEST  MM  PU  S&S TEC  TR  VT  WIN.
    
    
21. Actually there is a setting to control whether or not to use the last customer automatically. Left click on the [Util] button or press <F12> key. Left click on the POS tab  and either check or uncheck ‘Use Last Customer’ as you prefer.
    
    
22. Re-keying of customer data and inventory may not be necessary. In most cases we can convert and populate PartsLookup with your data for you. Issues: Your current software may have an export feature to create an ASCII text file which we can convert and import. Your database may be compatible which we can convert and import. You may be able to print your data to an ASCII text file which we can convert and import. Some data that exists in your current system may not have a home in PartsLookup and not be importable and therefore may need to be abandoned. A sample or complete data review will be necessary to determine the complexity of the conversion which will determine pricing and importability. Contact tech support.
    
    
23. There can be 2 occasion of this occurrence: 1  An error on our part. Please refer to the PartsLookup Manual, page XX for error instructions. 2  Any item when there is an ‘As Required’ condition, i.e.; shims, wheel weights, etc. In either case there is no way you can fix errors in any of our databases.
    
    
24. All CCI part numbers are formatted (with dashes), however, It turns out that their bar code printer occasionally prints the bar code unformatted, thereby inputting data into PartsLookup that does’t exist. According to CCI there will be no change in the foreseeable future. Therefore, to accommodate this situation we have altered the CCI price file to contain both formatted and unformatted numbers. You must be cautious not to inventory both the formatted and unformatted part number.
    
    
25. There is basically 4 units of information we are supplying: 1-ID Image, 2-ID Information, 3-Unit Specifications, 4-Parts Listing. We heard this from a number of users, please note that the image is not an indicator of available information for the other 3. We are working on change to notify you of available data within QuikFind.
    
    
26. You can either setup an additional stand-alone or a workstation. An additional PartsLookup Stand-alone License is considerably more expensive than a PartsLookup Workstation License and also requires price file updates since data is not shared. A workstation also called a site license, node or seat is simple to setup and can share data. When you obtained your keycode you would have been set up as either a stand-alone or network server. If setup as a stand-alone you need a new keycode for the server and a keycode for each workstation. There is no limit as to the quantity of workstations that can be connected. You need a new keycode for each workstation. There is no limit as to the quantity of workstations that can be connected. Any 32 bit operating system can be a server with the exception of Windows XP Home. This operating system cannot be your server operating system.
    
    
27. Like all of PartsLookup it is very simple. The first character of the part description denotes supercession. If there is a tilde ‘~’ it is automatically supercede otherwise it is not. Therefore, to remove a supercession, just delete the tilde as the first character of the part description and save, conversely to create a supercession just add a tilde as the first character and save.
    
    
28. In the edit customer screen there is an Affiliation Discount. This is the easiest way to establish a discount for any customer. Just enter any discount name you like and then a discount amount. For any of our price change formulas it is important to remember that you must use the percent symbol ‘%’. This tells PartsLookup that you want the amount to be changed by a percentage, otherwise all calculations are done as dollars, i.e.; 10% is 10 percent, 10 is 10 dollars.
    
    
29. You remember correctly. Sometime in the very near future we will have Honda, HD, Kawasaki & Ducati over 90% complete which will reach that level of completeness. Therefore, you can anticipate that sometime around June 1 you will receive an announcement to that effect. As to the cost, that is still to be decided. You can be assured that like our other modules it will be cost effective.
    
    
30. Unlike many other software vendors we are constantly changing PartsLookup. These upgrades take the form of improvements and bug fixes. It is important that you always operate with the most current version. We have learned through PartsLookup Classic not to easily give the option of install only price files and to force the latest program to be installed. While we are on the subject of upgrades and updates. It is important to always use the most current price files, we had occasion to visit a Classic user the other day and to our amazement found they hadn't updated their price files in 18 months, they had a box of unopened monthly release envelopes. This is a very dangerous, very large financial error that can easily cost thousands of dollars. Additionally in an effort to always stay ahead of the curve we have begun to e-mail PartsLookup software ‘patches’, these are interim software upgrades,  this past month. If you haven’t received any it is possible that the e-mail address we have for you is incorrect. If this is the case please contact us with your current good e-mail address.
    
    
31. The 1st error message is the telltale indicator of what is wrong the 2nd is a result of the 1st error message and will always occur. The error indicates that the databases cannot be found, that is, a required file CTRL_.MDB cannot be located, this is either due to the file being missing or the folder/directory ...../MDB cannot be located. Generally it occurs on a network workstation that has lost is 'share' with the server/host.
    
    
32. When PartsLookup shuts down it does some internal housekeeping. If you try to re-start before it has finished this housekeeping this message will appear. Just click on the OK and wait a few more seconds to restart.
    
    
33. We change the icon to a generic icon to accommodate both Bronze & Silver versions of PartsLookup. Delete the icon of your choice, no damage will be done.
    
    
34. The HOUSE file is your inventory file. It contains all the parts and associated information for those items you have in stock. It also stores all other items you sell such as used parts and labor.
    
    
35. Whenever there is an Invoice that has a financial transaction recorded (deposit or payment) it cannot be voided at this time. Likewise a Work/Repair Order cannot be deleted that has a deposit. We are working on this and a solution will be forthcoming.
    
    
36. Periodically your network looses its connection. The CTRL_.MDB file is located on the server and the Workstation cannot see it since there is no connection. It can be a hardware error, bad network cable, bad hub/router, or the server has lost its 'share'. You need to work backwards to diagnose the problem. If you are uncomfortable with the diagnostic process call Tech Support at 845-362-0429 or 845-364-5634 for assistance.
    
    
37. No. We ask during each installation as a convenience to allow a change to your configuration. If you are not in a renewal period just click on [Save] and continue the installation.
    
    
38. The box appears ONLY when the terms selected for the customer you are working on is set to Credit/Debit Card. If the terms are Cash, for example, it will be hidden.
    
    
39. The [QPrint] button is a shortcut to Invoice, Save & Print, it is a (single button action). Once an Invoice is created it cannot be altered in any way.
    
    
40. Please see the answer directly above.
    
    
41. No. Each CD is a complete product and replaces the prior month. Just toss it away or give away as a DEMO.
    
    
42. As you can imagine it is an extremely time consuming and enormous project preparing the QuikFind databases. The OEM’s do not assist is this undertaking which just increases the enormity. As you can see we do add to QuikFind almost monthly, this month we have added over 1100 HD models. This brings the HD database to over 90% complete. Honda is currently over 80% complete. Unfortunately there is no timetable and patience is the rule of the day.
    
    
43. Here are 2 ways to accomplish this: 1  Hold the <Shift> key or click on the [Shift - POS] button while you press the <F5> key or click on the [Find] button. This will open the Find Window, this is the same as any other POS form (note the Find in the upper left title bar). You can select the customer from the grid prior to this or within this Find Window. Click on the [Find] button from this Find Window. A Search Window will appear with all transactions in summary form for the customer. You may sort by left clicking on any column heading. To retrieve (open) any of these, just double click on your selection. 2  You can enter the Edit Customer screen and click on the [Activity] button which will open the Find Window as previously detailed. Follow directions as above.
    
    
44. Keeping in mind the huge degree of returns in this industry we have taken a slightly different approach to credits keeping within standard accounting guidelines. Most systems only allow credit memos as separate transactions thereby increasing paperwork and reducing the trail tremendously. Basically a credit is a negative sale, whether it is a part or a service. Our approach is that you can issue credits on the same POS form as a regular sale. This allows a customer to return a part, and/or you can issue a labor credit and/or also have the replacement or other transactions on the same POS form. To generate this credit or negative sale enter an item as you normally would except that you enter a negative number in the quantity, that is a whole number preceded by a dash.
    
    
45. To print anything to a file that does not have either a specific <Print To File> driver or a [Save As] feature follow these steps. 1- Enter Windows “Printer and Faxes” Control panel 2- Click “Add Printer” 3- Select Local Printer -  Do Not detect 4- Click Save 5-  Select port “FILE: (Print to File)” 6- Make sure the Vendor is the correct source vendor 7- Select “Generic” as Manufacturer 8- Select “Generic / Text Only” as Printer 9- Unselect as default printer 10- Click “Do not share this printer”
    
    
46. Some reports require new data fields added to the database to provide the proper information. Of course it is impossible to add this data before PartsLookup knew to record it.