All the basic settings for Eclipse exist in system Options. It is here that the basic look, feel and functionality of the software package can be changed.
The tabs have been broken down into broad categories and each category deals with either turning on functionality or modifying functionality.
The main screen consists of a series of tabs, each tab dealing with a specific category.

Company Details

Company Details is where you record all the information about your dealership e.g. Name of Dealership, Addresses, Contact Details, After Hour Contacts, ABN/ACN and your CRN"s.
To enter in your Dealership Details click on the "Eclipse" circle in the top left hand corner then select system options then select "COMPANY DETAILS" on the left hand side.
The Company Details screen will appear on the right of the screen. Complete the screen and click OK to save the details.
Please note that however you type your company details e.g. in capitals or lower case; this is how it will appear on all forms and reports.
Company Details describe and set the information specific for your Company.
The system will only work properly if the System Licence Key contains a valid key with a future expiry date.
As part of the initial setup of Eclipse this screen needs to be filled out properly with all relevant details. This must include all branches if there is more than one branch. If there is only one branch then the branch details need to be entered making sure that the dealership name is entered in the branch – not the company name – if they are different.
If there is more than one branch then the branch for this computer – the branch that will be used most should be made the default branch.
NOTE: The default branch setting is computer dependent and not database dependent. You can set different default branches for different computers.

Company /Dealership Names (Frame) This is where you enter the company name of the dealership. This is not the Trading name but the name of the company as it was incorporated. The Name that the company trades under must be entered in as part of the branch setup.
Select Client	One of the first things to do in setting up a database for a dealership is to create the dealership themselves as a client. Once the client has been created in Clients then it must be selected here. The details from the Company Client field in this frame are used to populate reports including the vehicle transfer paperwork.
ACN/ARBN	Enter the ACN /ARBN here.
ABN	Eclipse uses the ABN and a date to construct the System Licence Key. This key allows you to access all the features of Eclipse for the time the key is valid. NOTE: The ABN is unique to the company and licences are driven via the ABN.
System Licence Key / Expiry (Frame) You can ring Ultimate Business Systems if you start getting a warning saying your licence will expire. This warning starts when Eclipse Licence is less than 30 days to go before expiry. NOTE: This message starts to display when Eclipse is started and will stop once a new licence key has been re-entered. Contact Ultimate Business Systems and they will provide you with a key.
System Licence Key	This is an editable field. Contact Ultimate Business Systems to supply the dealership with a new key if the expiry warning displays.
System Licence Expiry	This is the date the key expires on.
Branch Details (Frame) Central to this frame is the list of branches for the company. For this computer the default branch is displayed in green.
Add	This will add another branch. The branch added will be a total copy of whatever branch is highlighted. If the default branch is highlighted as it normally is then the copy will be of that branch. NOTE: If you require a specific branch to be copied, then make sure that branch is highlighted first.
Edit	Even if you make a copy of a specific branch it will still need to be modified. At some stage in the future phone numbers change and there is a need to update information relating to the branch then use Edit to access the fields.
Delete	Delete a branch here. The system will determine whether that branch has had any data added to it and if so will stop it from being deleted.
Currently Selected Branch	This indicates that the branch displayed in green is the default branch for this computer.
Make Default	This is your way of setting the highlighted branch to be the default branch.
Save	Clicking on this button will save the changes you have made.
Cancel	This will close the screen without saving any changes.

Edit (Branch Details) – Functions

Dealership Name	This is NOT the company Name but the name of the dealership. If they are the same then the company details and the dealership details will be identical however for those companies that have more than one dealership the company name goes in the company details section while the actual dealer name goes in the branch details.
Branch Name	If there is more than on branch then each branch will have its own name. Usually this name will be based on geography but other naming conventions could be used.
Phone	The phone number of the dealership.
Fax	The Fax number of the dealership.
Email	The email address of the dealership.
Website	The website of the dealership.
Yard Name	This is the name of the yard. It is this name that will appear on the stock details screen for a vehicle. When there is more than one branch then these branch codes are important and the yard field ceases to be an editable field but rather a field where you choose from a drop down list of created branches. NOTE: If the dealership branch code does not display it is possible that the code for that branch has not been entered.
LMCT No.	This is the LMCT number for the dealership. (LMCT stands for Licensed Motor Car Trader)
RUCD No.	This is the RUCD number for the dealership. (RUCD stands for Registered Used Car Dealer)
Address (Tab)
Street Address (Frame)
Address	Enter the street address for the dealership here
Suburb/Town	Enter the suburb/town for the dealership here.
State	Enter the state here.
Postcode	Enter the Postcode for the dealership here.
Postal Address (Frame)
Address	Enter the postal address here.
Suburb/Town	Enter the postal address suburb for the dealership here.
State	Enter the state where the dealership is here.
Postcode	Enter the Postcode here for the postal address.
AH Contacts/Logo (Tab)
After Hours Contacts (Frame)
Name 1 – 3	The details here will appear on the brochure Eclipse creates for the vehicle. It is the details here that provide contact names for the fact sheet NOTE: You do not need to put in all three names.
AH Phone Number 1 - 3	Next to each name a field for phone number appears. Enter the contact number for each name entered.
Clear Logo	Should you need to remove the logo, an example of which appears in the Company Logo picture field you can use this button.
Get Logo	Use this button to get the logo. The logo must be a JPG. If you are adding a JPG sent via email sometimes it won't load. Save the JPG to a known directory and then browse to that directory, open the JPG up in Microsoft Paint – Found under the Accessories option off programs from the start menu. Resave the JPG. The saved file should be able to be added now.
Business Hours (Tab)
From To	Enter in your dealership's Business Hours here.
Display Text	Clicking on the this button AFTER entering in your dealership's hours will create the hours as a string.
OK	Save the details entered and close the screen.
Cancel.	Cancel out of the screen without of saving.

Banking Details Tab – Functions

This tab exists to contain the details of the bank account that is the default account for the purposes of receiving money from clients who have purchase vehicles off the dealership. It is the details here that appear on the invoice sent to the client.

Our Bank Name	*Enter the Bank Account name here.*
Our Account Name	*Enter the Account Name here.*
Our Account Number	*Enter your Account Number here.*
Enable Direct Credit Batches (We Pay Them)	*Check this if you want to be able to use EFT Batch transactions for the purpose of paying many individuals at the same time. This causes the EFT Batch transactions to be enabled.*
*Enable Direct Debit Batches (We Debit Their account)*	*In the unusual event where you are direct debiting monies from client's accounts then check this option. This will enable the EFT Direct Debit Batch option.* *Enabling this will add the Menu option of "EFT Batch – Direct Debit…" along with a new Payment option of Direct Debit Your Debtors.* *Create invoices in Non Vehicle Sales Invoices and Pay them via the "Direct Debit Your Debtors" option off the Accounts Payable tab.*

Lookup Screen Tab – Functions

*Alternating Colours (Frame)*
(Colour) Lookup Button 1	*Select the first colour here.*
(Colour) Lookup Button 2	*Select the second colour here.*
Reset Colours	*This will reset the colours to the original colour settings – grey and light yellow.*
*Lookup Time Frame (Frame)*
When showing recent stock, how many months?	The selection on the Stock Lookup screen for "stock" includes an option called "Current & Recent". Recent can be any period in months you want. In the above example it has been set to 3 months and that is the time that a Statutory Warranty is active.
When showing recent sales, how many months?	This refers to the same lookup as above but on the Sale Lookup screen rather than the Stock Lookup screen. Again it can be any period in months that you want it to be but has been set to 3 months to agree with the period of time a Statutory Warranty is active.
*Field Highlighting (Frame)*
*(Colour) Lookup Button*	*All the fields within Eclipse will display this colour when they are highlighted. This makes it very easy to see what field is open at the moment for data entry.* *You can choose any colour you would like to display here but a lighter colour is advisable.*

Backup Tab – Functions

Backup Reminder Interval (days)

Backup is VERY IMPORTANT. You should ask yourself this question. How many total days worth of re-entry from supporting documentation are you comfortable with? If you answered NONE, then backing up every days is required.

This option starts to remind you that you have not backed up if you have not done a backup for more than the number of days entered here.

NOTE: You can enter "0" into this field if you specifically don't want to be reminded. NOT RECOMMENDED unless backup is done via a different method e.g. as part of a system backup.

Dealer License Expiry reminder (days)

Reminds the company when their license is due.

Reports and Printing - Functions

*Reports (Frame)*
Alternative Detail line shading on reports	*This option has been added to reduce the amount of toner used to print reports. By varying this setting you can make the reports have less shading.*
Invoice goes to Letterhead	*This check box causes the invoice to be printed with no heading details for those dealerships that already have pre printed stationary with their details and logo printed at the top of the page.*
Hide Dealer Stamp on reports (under development – WA paperwork only)	*Hide's Dealer Stamp on reports (under development – WA paperwork only)*
*Cheques / Remittance Advice (Frame)*
Do you print cheques?	*Some Dealerships Print cheques. Eclipse is capable of printing on pre-printed cheque stationary.* *The best approach for this is to have a multi draw printer and to force all cheque printing to go through the second draw where all the cheque stationary is loaded.* *To organise this, the layout needs to be constructed by Ultimate Business Systems based on the pre-printed stationary from the Dealership's bank.* *Once you enter a payment into Eclipse and it is a cheque and you post and commit that payment the system then asks you whether you want to print the cheque.* *You can re-print cheques in the cheque register.*
Do you want to print a copy of each cheque?	*If ticked will automatically print a copy of your cheque for you reference.*
Cheque Layout Filename	*The file that Ultimate Business Systems creates based on the sample layout sent to the dealership must be stored in the Eclipse directory in Program files usually in C drive.* *In this field all you need to do is enter the file name with the correct extension. The extension here will be xxxxxxx.RPX.*
Do you want to print Remittance Advices for EFT Transactions?	Check this option and for every EFT that is made in the system Eclipse will ask whether you want to print a remittance advice. This means that you can pay them on the system and produce the paperwork indicating what has been paid for and then pay them on the internet via the bank's software. The Remittance advice is always previewed before being printed. There is a yellow "send" button at the top of the window. If the client who the payment was made to has an email address then you can simply email the remittance advice.
Do you want to print Remittance Advices for cheques?	*Check this option if you want remittance advices to print for the payments made by cheque in the system.* *This works in exactly the same way as the previous option in that, after posting the payment the system will prompt you to ask whether you want a remittance advice to be printed.*
*Set – Default Printer Setting for this computer*	This is where you force the default printer for this computer. You might have a number of printers but want reports etc to be printed on a different printer to the one set as default in the Control Panel.

General Settings Tab – Functions

*General Values (Frame)*
Operating State	This is branch dependant. That is, if there is more than one branch then, while you are in the current branch, change the state to the correct state. The result of this will be to enable all those options and functionality that are peculiar to that state, but only for this branch. *An example of specific state peculiarities would be Queensland's on line registration and Victoria's direct VSR access.*
Default Area Code	Eclipse will reformat all phone numbers in the system to take into account the area code. Set the area code for the state you are currently operating in so that this prefix will be added to all phone numbers (not including mobile phones) entered.
Enable Security	*UBS Eclipse has the functionality of fully customisable security levels to all parts of the system.* *This check box will when ticked turn on full security that is available in UBS Eclipse.* *The security in Eclipse is broken down into 4 levels. "User", "Roles", "tasks" and "Features".* *Essentially, once you turn on security via this check box you need to then make sure each staff member has also got their correct roles assigned.* *NOTE: You must assign PERMISSIONS to each staff member. Click on the Permissions button in the Staff Maintenance screen. Refer to Security Permission off the Maintenance Menu.*
Enable Eclipse Suite Classic Menu	*Enables you to use the old "Classic Menu" of Rego Wizard*
Max Items	This option relates to the previous Recent Databases option and, depending on the number of databases you have available to you, you can set the number of Recent databases displayed to any number. In the screen above it is set to "4".
Default Stock Type	*Consider what type of vehicle you work with most. It could be Used vehicles or New vehicles. This option causes Eclipse to automatically start on the type you set here.* *Setting the type here to "Used" will display this selection in the type field in the stock details screen.*
Default Stock Class	*Set this to the dominant stock type you are buying and selling in the dealership.* *For example are you a bike dealer – set this to "Bike". The same goes for the type of vehicle you mostly deal with.*
Default Stock Status	In most cases the default for this will be "Normal". This is the standard setting that, when the Stock Details screen is committed via the OK button, causes the automated journal process in the background to create the journal entries for the vehicle. The other options as a standard would be set far less often. For example "Pending" might be used as a majority or "Consigned". It depends on the type of business and how the dealership buys and sells.
Enable Debtors Monitoring	This relates to the actual monitoring of debtors within parts and service. If the debtor has outstanding debts relating to either parts or service and they are outside their Debtor's limit then the system will display a warning and then require a manager's password to continue.
Debtors Terms Start from 1^st Next Month	*Debtors are the people who owe you money. You can set the global setting for all debtors here.* *NOTE: If this is not set then debtors will owe money based on the date of the invoice sent out.*
Enable Authorised Creditor Payments?	*Authorised creditors are used by mangers to authorise admin staff to pay authorised creditors they have authorised for payment.*
Enable LCT Input Credit (for Brokers)?	*Allows company to use Luxury car tax.*
*Prospect Client Details Require Profile Information ( i.e Referral Source & Buyer Info)*	When this is checked, and a client is given a Type of "Prospect" then UBS Eclipse will check that both the Referral client field and the Buyer Field has been entered. Within the Client's Client Details Screen. *If one or both have not been entered then a warning message box will display as follows.* *NOTE: These warnings only display if the client has a Type set to "Prospect".*
Are you running multiple companies (that use Eclipse)	*Tick this if you run multiple companies that are using Eclipse.*
Are you a RewardsOne Dealership	*Allows the company to use RewardsOne.*
*Enable Optional Features in vehicle Details.*	*Enables optional feature tab in the vehicle lookup screen.*
*Enable Purchase Orders*	*Allows the company to use Purchase orders.*
Enable "No Post" Stock Status	*This is included so that within the Stock Details screen, under the status option you can have the option of "No Post" for bringing a vehicle into stock. From this:* *To this:* The reason you would have such an option in the Status field box is for those times where you have organised a deal with a dealership down the road to purchase a vehicle on behalf of a client. In fact you will at no time be the supplier of the vehicle. Whilst you do have the vehicle you are not and never will purchase that vehicle and as such should never have it within your accounting system. With this option ticked you can enter the details of the vehicle into stock and also sell it but the vehicle purchase and sale will never impact on your books. After selling the vehicle for the purchase price you would then organise to provide the client with an invoice JUST FOR THE SERVICE of finding the vehicle.
Enable Police Book Reminder when exiting Rego Wizard	*If ticked this reminds the user if they would like to print the police book before exiting.*
Enable Client FollowUp Reminders	*If ticked this reminds the user of FollowUp Reminders.*
Prompt to Record Mail Merge in Client Communication	*This Prompts to record mail Merge in client communication when using mail merge.*

*Background Colour*
Background Colour	*This is the colour of the background of Eclipse without any windows displaying. Its default setting is light blue however it can be any colour you want.*

Photos/Documents Tab – Functions

Allow Attached Documents	*Check this option so documents specific to a vehicle can be saved to this location. It must be network directory path.* When a document is saved via the vehicle it is not saved into the database but instead it is saved to the Attached Document Path. You would use this option to save special documentation relating to the vehicle – it might be a special fact sheet or something along those lines.
Attached Document Path	*Should you be running an MSDE/SQL database then you NEED to have this path entered.* *This path is the path where all documents attached via the vehicle are saved to.* *NOTE: This path should be entered using the browse option "My Network Places".*
Vehicle Picture Path	*This is the path where all photos added to Eclipse are saved. By default it is in a photo directory in the Eclipse directory that resides on Programs Files.* *NOTE: If you want to change this path then make sure it is entered by browsing via "My Network Places".*
*Photo Resize Options (Frame)* Part of the process of entering in a vehicle is to take digital photos of the vehicle and then save them via Eclipse. Eclipse does not take a perfect copy of the picture but instead optimises the picture quality for the internet. The copy of the picture taken on the digital camera will be placed in the directory at the end of the path entered here.
JPEG Compression	JPEG is the format the picture has been formatted in. JPEG files can be compressed to reduce the file size. Once a JPEG has been compressed it cannot be undone. JPEG pictures of vehicles added into Eclipse are automatically compressed and resized when saved.
*Image Width (pixels)*	*You can set the physical size of the image in pixels here. You can amend the width of the picture using the slide bar.*

Auto Update Tab – Functions

Shared Folder for Program Updates

Enter a path here to the updates folder.

When ever you start Eclipse it looks in this directory and checks to see if a new update has been copied to the updates folder. If it finds there is a new update then it show a message box stating that there is a new update and would you like to update?

NOTE: Before updating ANY computer start and complete a BACKUP.

This path must be a network path. If it is not a network path the following message box displays.

To select a network directory here a number of things need to be identified.

Does a folder exist for the updates on the intended computer? If it doesn't then it first has to be created. Create the folder on the same computer as the database – usually the server.

NOTE: This folder must be set as shared. To share this folder right click on it and click on Sharing and Security. Click on the radio button Share This folder. The folder should now display with a hand underneath it. This is the folder you will be creating a path to.
What is the computer name? When you browse through network neighbourhood you need to know what the name of the computer is so that you can pick that computer and then the shared update folder on it. To find the name of the computer you need to go to the Computer's control panel, then to the option System (Classic View) or Performance & maintenance/System (Category View). Click on the tab Computer Name and not the name of the computer.
Click on the three dot lookup button and the following screen will display. You must click on the option of My Network Places to access the network.
Once you have clicked on My Network Places the folder expands. Follow the links as shown below to get to the list of computers.
Expand the computer that you have selected. This will display the shared folders available including the Updates directory. Select the updates directory.

Stock Upload (Tab)

Include Client Details (sold vehicles)	When a vehicle is uploaded it is first uploaded to Ultimate Business Systems. Whilst there are a number of sites on the internet that don't require the sold vehicle client details there are those companies that the dealership wants to market to on the dealerships behalf after the sale has completed. Based on the agreement between Ultimate Business Systems, the dealership and the third party for which the dealership wants the client details to go to, Ultimate Business Systems will send through the client details as part of the service to the dealership.
*Required (Frame)* These are check boxes identifying what details you require to be sent up to the various internet sites you have agreements with. If a vehicle is to be sent and it is missing the information that is checked here it will be rejected and the vehicle will be displayed on a report so the missing information can be added.
Build Year	*If you want the build Year to display check this box.*
Asking Price	*If you want the Asking Price to display check this box.*
Colour	*If you want the Colour to display check this box.*
VIN	*If you want the VIN to display check this box.*
Engine Number	*If you want the Engine Number to display check this box.*
Rego Number	*If you want the Rego Number to display check this box.*
Rego Expiry	*If you want the Rego Expiry to display check this box.*
*Odometer*	*If you want the Odometer to display check this box.*

*Internet Stock Upload (Frame)* The option of uploading stock requires the addition of a username and a password supplied by Ultimate Business Systems. We operate like traffic police and manage the disbursement of all vehicle details to the various internet sites nominated by the Dealership. All the Dealership needs to do is enter the User name and Password into these two fields and check the option Enable Automatic Stock Upload. Once this has been done then all that's needed is to go to System/Vehicle Upload Status and click on the button Re Load. This will then start the process. Once the initial upload has taken place it will say that "Upload is Idle".
User ID	*Enter the User ID as supplied to you by Ultimate Business Systems.*
Password	*Enter the Password also supplied to you by Ultimate Business Systems here.*

Internet Passwords Tab – Functions

*REVS (Frame)* REVS stands for Register of Encumbered Vehicles. Any vehicle on this register has had a Financial "Lean" placed on it. If a vehicle has a Lean or financial instrument registered on it and the vehicle is then sold to another person while that Lean still exists then the finance company can repossess the vehicle. Dealerships are required to sell vehicles that are not encumbered (don't have a Lean on it). It therefore becomes very important to be able to check whether the vehicle is encumbered. *REVS is the Queensland database and Eclipse can, when the ID and password are supplied access and obtain certificates.* Obtaining a REVS certificate is easy once the User ID and password have been entered. While you are in the stock look up screen highlight a vehicle and then click on the REVS button at the bottom of the screen. This will bring up the REVS window and from there you can choose what you want. *Ultimate Business Systems are REVS brokers. This means that they are capable of managing the REVS check for the Dealership. It's done via the Eclipse software and the Ultimate main server.*
User ID	*Enter the User ID as supplied to you by Ultimate Business Systems.*
Password	*Enter the Password also supplied to you by Ultimate Business Systems here.*
*VSR (Frame)* As with REVS this is also a connection, this time, into the VicRoads database and for the same reason. Dealerships must supply a vehicle unencumbered by law. Part of the process for a Dealership that has purchased a vehicle from another Dealership will be to wait until it has been taken off the Vehicle Securities Register (VSR) in order to pay for it. This then checks to make sure the vehicle is free of any finance. *In order to use the facility in Eclipse the Dealership must have organised an account from VicRoads. Once an account has been organised VicRoads will send the Dealership a username and licence.*
User ID	*Enter the User Name provided by VicRoads to the dealership here.*
Password	*Enter the Password provided by VicRoads to the dealership here.*
*Dealers On Line (Frame)* *Dealers On Line is owned and operated by Ultimate Business Systems. It is a Dealers only site in that only Dealers can access it.* The site contains all the vehicles of over 90% of the Victorian wholesalers. The fact is that it's a lot easier to manage the sourcing and purchasing of vehicles if you don't have to travel to the wholesaler to do the deal. For just a dollar a search you can search all vehicles in the database and receive details on that vehicle. For a closer look visit: *www.dealersonline.com.au* *Those dealerships that currently don't or aren't using Dealers On Line and would like to learn more about this invaluable tool should contact Ultimate Business Systems on (03) 9479 3209*
User ID	*Enter the User ID as supplied to you by Ultimate Business Systems.*
*Password*	*Enter the Password also supplied to you by Ultimate Business Systems here.*

Floorplan / Bailment Tab – Functions

Eclipse handles all forms of floorplan.
Essentially floorplan for used vehicles is where the dealership purchases a vehicle and then sends off an invoice to a finance company which then places an agreed amount of money back into the dealership's bank account. The agreed amount might just be a percentage of the purchase price say 80%.
For new vehicles it's basically the same however an agreement might also be between the manufacturer, the finance company and the dealership. In this case the vehicle might turn up at the dealership but there is no changing of monies. Instead the manufacture is paid directly by the finance company and the full amount as it is a new vehicle. The vehicle is then sold at some future date and the finance company is paid via the Floorplan Payments menu option.

Do you use Floorplan?	*This turns on Floorplan in Eclipse.*
Do you use More than One Floorplan Company?	*If you have two or more floorplan companies then this option needs to be ticked.* *You might have two or more floorplan companies if you are running more than one franchise.*
Do not Automatically Bail NEW stock	*In some cases dealerships like to outright purchase new vehicles and the bail them selectively. Check this option if this is the case.*
Automatically Bail all stock of type NEW when brought into stock	*The finance company pays the manufacturer for the vehicle and when the vehicle is sold the dealership then pays the finance company.* *Check this option if there is an agreement for automatic bailing of new vehicles with the manufacturer.*
Automatically Bail stock of type NEW when bought into stock only for:	*This is a selective option for those dealerships that differentiate between stock classes and the method of bailment associated with them.* *Choose this option if you are selling different vehicle classes and bailing them. For example caravans and boats and you are running two different floorplan finance companies.*
Stock Class	*If you checked the previous radio button then you also have to choose the stock class that you automatically bail the vehicles for. Select the stock class here.*
Your Floorplan Finance Company (Frame)	*You have a choice of 6 floorplan companies as well as a generic finance company option.* You will need to add the finance company or companies to your client file first. Using the three dot lookup button will take you to the client lookup screen where you can first add them and the select the new addition via the Select button.
*Are Tax Invoices Issues for Vehicle Floorplan*	*In some circumstances Tax invoices are not issued for a vehicle floorplan. It depends on the finance company and the agreement the dealership has with them.* In the situation where this option is checked and the dealership is floor planning a used vehicle a non tax invoice is sent to the finance company. The finance company then deposits an agreed amount into the dealership's bank account. When this amount is banked in Eclipse via the Deposits/New Banking/Floorplan tab in the New Banking screen, the total amount is debited or added to the bank account and an equal and opposite amount is credited to the floorplan account. THERE IS NO GST INVOLVED. If this was not checked then, when entering the banking for this floorplan amount it would be via a Tax Invoice. The total amount would be banked into the bank account but the EX GST amount would be credited to the floorplan account and the GST component would be credited to the GST Input Account.

Finance Parameters Tab – Functions

This tab contains fields that can be used to display repayment scenarios on the window sheet that sits in the side window of the vehicle on the lot. This information can be used to calculate the repayments when using the vehicle's entered sale price.
NOTE: Contact Ultimate Business Systems if you require to purchase a new Silent Salesmen form that includes this option.

Sales Tab – Functions

*Standard Costs (Frame)*
Default Warranty Prov.	Enter the amount you want to add to each new vehicle you purchase. The reason you would add a warranty amount is for those times the car comes back to you after being sold and you are liable for the repairs. Enter the amount you want to have as a Warranty provision. This amount is used ONLY as an amount to adjust profit in the Finalisation screen. If you require this amount to be allocated within the ledger then there is the option to post warranty. To do this you must go to the menu option Accounting and then Options. There is a check box there for the purpose of posting the warranty. After checking this box every time you enter a new vehicle and a warranty is added for the vehicle then that warranty will also be added to the warranty provision account in Liabilities. This warranty can be adjusted within the Vehicle's Vehicle Details screen on the Cost Tab. Simply enter the warranty that you would like to have associated with the vehicle rather than the one that is set in the Maintenance/System Options/Sales tab section. *The other place you can adjust the warranty is on the finalisation screen.*
Min Sales Commission	*Enter an amount here you would like as a minimum for all you sales staff who have sold a vehicle DESPITE whether they made a profit or a loss.* *NOTE: This amount is NOT added onto the commission a salesperson gets. It merely indicates the MINIMUM amount of commission they get.*
Include calc for Buyers Commission	*Check this option if you have special buyers for the vehicles you get in.* *In some dealerships they have special buyers who purchase vehicles for the dealership to sell. In these situations the buyer lives or dies by the price he pays for a vehicle.* Checking this option adds the buyer onto the finalisation screen. Naturally the buyer must also have a commission percentage entered within their Staff Maintenance screen. This commission can be overridden within the Finalisation screen. *As a standard setting the Salesperson's commission is calculated BEFORE Buyers commission.*
Calc Byers Comm after incl Sellers Comm.	In some dealerships they would like the salesperson to receive a commission AFTER the buyer. Check this box if your dealership requires the buyers commission to be received before the seller's commission.
Calc Sellers Comm after incl Buyers Comm	*As a default this is checked. The buyer will receive his commission calculated AFTER the seller has been allocated his commission.*
*Sales Options (Frame)*
Include Sale Extras Profit in Commission?	In some dealerships a lot of the profit comes from the sale extras attached to the sale. Things like wheels or bull bars etc add to the sale and the bottom line of the dealership. If this is checked then all sales extras for a vehicle sale also get a commission percentage and are also open to being adjusted.
Enable Aftercare Services?	*Checking this box will enable Aftercare to be available. This adds a new button to the bottom of the Sales Lookup screen.* Aftercare is about the addition of various products and services attached to the original sale of the vehicle. In a lot of Dealerships/Franchises the person who sold the vehicle will pass the client on to an aftercare specialist who would then outline the list of products including warranties etc that can be included as part of the sale. *Clicking on the Aftercare button will bring up a new screen for the purpose of adding new sales extras but with a different sales person entered.* This is exactly the same as adding a sales extra except you have the option of selecting the sales person. This way one sales person can sell the vehicle and the second sales person can sell the After Products with each sales person receiving their commissions.
Request REVS at time of Sale?	This is for Queensland Dealerships. All Queensland sales are required to supply a REVS certificate at the time the sale is completed. Checking this option causes a REVS certificate to be requested at the time of the sale.
Use Referral Commissions?	*This will enable the Referral Commissions process and all the associate tabs in Eclipse.* *Referral Commissions refer to the commission paid for successful leads.* If a firm or bank or somebody can consistently supply good leads that result in sold vehicles then it's likely the referee may require to be paid for all successful leads. This functionality deals with referrers and the commissions that are paid to them. *Once this check box is checked then two things are enabled. The first is the Commissions tab on the Client Details screen.* *The other is the addition of a referrer field in the finalisation screen.* Only if a referrer has been added to a prospect client and that client ultimately ends up purchasing a vehicle will the finalisation screen display the Referrer. Only when a Referrer appears in this field can it be edited. In fact the main reason for editing a referrer would be to change the value of that referrers default referral commission.
*Stamp Duty / Transfer Fees (Frame)*
Stamp Duty Collection Authority	All states have their government bodies (Road Authorities) that manage the collection of stamp duty and transfer fees. For Queensland it is Queensland transport. For Victoria it is VicRoads. For New South Wales it is the RTA. No matter what state the dealership resides in the Road Authority for that state must exist within the Client file. If they don't exist then they need to be created. In some cases these clients may already be in the system but be identified with a Type of "Government" or "Organisation". Select the Road Authority here.
Stamp Duty is Direct Debited	*This refers to the situation where the dealership is direct debiting the Stamp Duty. Checking this option will place all Stamp Duties into the Creditors account instead of the Fees account.* *NOTE: Leave this unchecked when you are paying these once a week.*
Transfer Fee Collection Authority	Again this is the client who collects the Transfer fee for the sale of a vehicle. It used to be that it was the Office Of State Revenue that collected the Stamp duty and VicRoads for the transfer fees but now they are one and the same.
Transfer Fee is Direct Debited	*Again if the Transfer Fee is being direct debited then the transfer fee will be placed in Creditors rather than the State Authority account.* *NOTE: Leave this unchecked when you are paying these once a week.*
*Customised Sale Contract Layout Filename*	Some dealerships require their own customised contract layouts. The Layout will be an RPX file and will be constructed by Ultimate Business Systems. This file must be placed in the Eclipse directory under Program Files. *Enter the name of the custom contract that was saved in the Eclipse directory.* *NOTE: Make sure you have entered the file extension of ".RPX" as well.*

Quotes

Enable Sales Quotes

This enables sales quotes in Eclipse to be used for quotes for vehicles.

Cost Codes Tab - Functions

Roadworthy / Safety Certificate (Frame)

This only applies to dealerships that reside in Victoria

Cost Code	When you set up the cost codes you would have identified a number of costs that occur in the dealership on a regular basis. For Victoria, to sell a vehicle you need to supply the person purchasing the vehicle an RWC – Road Worthy Certificate. By selecting the cost code here the next time you want to update an RWC (or buy it) via the Paperwork screen, the first screen that displays is the "Add Cost" screen with the cost code details already loaded. This provides you the ability to quickly add the cost of the RWC. Once the cost has been taken care of the RWC details screen displays. Using this functionality can increase the speed in which the RWC is added to the vehicle and the cost at the same time.
*QVWN Warranty (Frame)*
Sales Extra Codes	*These are any codes associated with Australian Warranty Network.* You can have multiple cost codes here and all they need to be is comma separated for example "QVWN1,QVWN2,QVWN3". In this example each Sales Extra code here denotes the number of years the client is taking the warranty out for. The form is generic but the sales extras would be set so as to change for the year being selected and also take care of the correct cost for that length of warranty. So, if you sell Queensland Warranty network products you can create Sales Extras for each of the products that you sell and enter each Sales Extra code into this field with a comma separating them. So whenever you sell a Warranty via one of these Sales Extra codes the QVWN form on the paperwork for Queensland will become enabled.
*REVS (Frame)* *For those Dealerships that reside in Queensland only.*
Cost Code	This works the same way as the Victorian example above. Enter the cost code here that is used specifically to add the REVS cost to the vehicle. When you use the Update button on the Paperwork screen (Highlight any sold vehicle in Sales lookup and click on the paperwork button) the Cost code you selected here will display automatically in the Add Cost screen. *If you don't want to add REVS costs then simply cancel it and the Update Roadworthy/ Road Safety certificate screen displays.* *The fact that the cost screen comes up first simply provides you an opportunity to add the cost of the REVS at the time of adding it to the vehicle.*
*Sales Extra Code*

Control Clients Tab - Functions

Australian Taxation Office

Currently there is only one Control Client that needs to be identified – Australian Taxation Office.

This is usually selected at the time the database is installed but if not then the Australian Taxation Office needs to be created as a client and then selected here. It's for the purpose of having a Creditor/Debtor for the Payment/Receipt of GST.

Registration Processing Tab - Functions

*Options (Frame)* *In Queensland, Eclipse can work with two other packages, DAIS and RegoEasy.* DAIS is a standalone program that is the interface to the TRAILS main frame computer at Queensland Transport. DAIS uses the UBS Eclipse Database and specifically the stock and client tables to manage the registration process.
Electronically via DAIS (QLD only)	*Click this radio button and Eclipse will direct the user to use the DAIS system whenever they try to use the REGO icon or the Registration options off the Manage menu option.*
Electronically via RegoEasy (QLD only)	*This software also manages registrations on line. Checking this option and Eclipse will direct the user to use the RegoEasy software.*
Manual Forms	*In states other than Queensland the process is manual and paperwork has to be created and sent off the respective Authority.*
*Indicate ITCE Claim on Acquisition Paperwork (QLD only)*	*This is exactly what it says. By checking this check option the paperwork will indicate an Input Tax Credit Entitlement ITCE.*

CTP Agency Details Tab – Functions

This is for Queensland only and becomes accessible when the state selected off the General Details tab is set to QLD.
As part of the process of managing registrations you need to enter your agency number with the appropriate CTP Agent in the box provided.
Second, you need to select the actual client who is the agent as entered in the clients screen.

*CTP Agency Details Frame)*
Your Agency Number	*There is a list of Agencies. For each agent there is a text entry box to enter in the Agency Number for that agent.*
*Link to Company in Client File*	Next to the Agency Number and for the Agent you have, use the three dot look up button to select the Client from the Client Look up screen. If the client is not currently in the list then that client will need to be created.

Warranty Tab – Functions

The warranty fields here relate to functionality that requires input from Ultimate Business Systems to load in the various classes of Warranties. However the three fields that are on this tab relate the Warranty Client that the warranties are purchased off and the Income and Cost accounts to determine the gross profit for the sale of warranty.
Only by creating a list of warranties within the database will an extra tab appear on the sales screen. Once the different types of warranties have been entered the person selling the vehicle can click on the Warranty tab and then select the appropriate warranty sold to the client.

*Warranty Settings (Frame)*
Warranty Client ID	*Enter the client who is your provider of warranties here.*
Default Sale Account	*Create or select an account to accumulate the sales of warranties here.*
*Default COS account*	*Create or select an account to accumulate the COS of warranties here.*

Security Permission

Eclipse has the functionality to manage full security for a dealership. Once security is enabled the staff role allocated will take on that roles associated security. From there security roles can be modified for a user via the Permissions button.

Turning on Security

Security can be enabled via the Maintenance menu/System Options and then via the General Settings Tab.

How Roles Work

When you set up your staff members in Staff Maintenance you would also have added all the roles the staff members do. This might be for administration or selling or both. Those roles you added in now become permission roles when security is enabled. The staff member who has a permission role of Sales will be enabled to just buy and sell a vehicle but not to post or finalise the sale. If that sales person was also assigned a role of administration then they would have full access to the system and their name would appear in the buyer/seller drop down boxes when adding a vehicle or selling a vehicle.
NOTE: Before turning on security make sure all the roles for staff have been accurately entered and that there is at least one person who has a role of Administrator. Once Security is turned on these roles become the user's permissions.
The Hierarchy of Security

The main screen for Security Permissions highlights the four levels that make up the security system in Eclipse.

This is how it works. Features are added to Tasks. Then Tasks are added to Roles and Roles are then added to a User.
There is already a standard set of Roles available to be added to Users. However, if a user is required to have EXTRA or LESS permission within a standard role then a new role must be constructed that either includes extra tasks or denies extra tasks.
In most cases there will be no need to modify a user's role.

Adjusting Roles For Users

In those rare cases where you want a staff member to have either more functionality or less functionality then that user will require a NEW role to be created and then added to the user with the old role having been removed first.
It depends on the type of changes to a user that drives the way a security role is modified. The main question to ask first is, is the role change required just a reduction or increase in Tasks? If so then do the following:

Click on Roles.

Highlight the role that you want the user's role to be based on. E.g. SALES.

Type in a new name for the role – for example SALES_CUSTOM and click copy. This new role will display in the list with the Edit button highlighted in blue to the right.

Click on the Edit button and the following screen displays.

Now you can add or remove tasks that you want. Click OK to save these new changes.

Now, once the new Role has been created based on the old role, add it on to the user.

NOTE: There are times where the staff member only needs permissions to one menu item or icon. This is much harder and you should contact Ultimate Business Systems for support.

Vehicle Franchises

This is where you can add your Franchises.