User’s Guide

Mitchell GlassMate ®

Auto glass software

User’s Guide
GlassMate User’s Guide Version 5.2
Copyright © 2006 Mitchell International, Inc. All rights reserved.
Printed in the United States of America.
Mitchell International, Inc.
9889 Willow Creek Road
P.O. Box 26260
San Diego, CA 92196-0260
Mitchell is a registered trademark, and GlassMate and eGlassClaim are
trademarks of Mitchell International, Inc. QuickBooks is a registered
trademark of the Intuit Corp.
All product names are trademarks or registered trademarks of their respective
companies.
Although the information contained within this product has been obtained from
sources generally believed to be reliable, no warranty (expressed or implied)
can be made as to its accuracy or completeness, nor is any responsibility
assumed by Mitchell International, Inc. or anyone connected with it, for loss or
damages suffered through reliance on any information contained in this
product. SPECIFICALLY, NO WARRANTY OF MERCHANTABILITY,
FITNESS FOR A PARTICULAR PURPOSE, OR ANY OTHER WARRANTY IS
MADE OR TO BE IMPLIED WITH RESPECT TO THIS PRODUCT AND ITS
CONTENTS. In no event will Mitchell International, Inc. be liable for any
damages, direct or indirect, consequential or compensatory, including, without
limitation, lost profits, for any representations, breaches, or defaults arising out
of the use of this product. Customer agrees to indemnify Mitchell International,
Inc. and hold it harmless against all claims and damages, including, without
limitation, reasonable attorney’s fees arising out of the use of this product,
unless such claims or damages result from the infringement of any copyright
or other proprietary right of any third party.
Information in this document is subject to change without notice and does not
represent a commitment on the part of Mitchell International, Inc.
 Contents
Chapter 1: Getting Started
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
About This Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Customer Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Activating GlassMate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Setting Up Company Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Setting Up Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Adding Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Modifying User Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Deleting a User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Chapter 2: Customizing the System

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Price Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Setting Up Price Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Tax Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Setting up Tax Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Setting Up Agents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Add/Modify Agents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Entering Part Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Setting Up Companies/Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Adding / Modifying Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Exporting Company / Customer Lists . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Entering Default Disclaimers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
NAGS Service Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Entering Global Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Adding, Modifying, and Using Global Parts . . . . . . . . . . . . . . . . . . . . . .19
Setting Up Print Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Contents

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Chapter 3: Working with GlassMate

Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
GlassMate Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
List Box Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Title Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Creating Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Bill To Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Vehicle Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Quote Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Customer Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Price Profile Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Repair & Adhesives Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Tax/Disclaimer Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Document Notes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Creating Work Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Creating Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Invoice Not Paid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Paid Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Opening Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Quick Open . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Open . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Show Current Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Deleting Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Archiving Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Importing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Obtaining Quick Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Quick Quotes by Part Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Quick Quotes by Vehicle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Chapter 4: Communications
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
EDI Activation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

ii GlassMate Installation Guide

 Contents

Sending and Receiving EDI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Submitting Invoices for Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Perform EDI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
Viewing Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
Viewing Acknowledgements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
Viewing Authorizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54
Interfacing to the eGlassClaim System. . . . . . . . . . . . . . . . . . . . . . . . . .54
Managing eGlassClaim Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Using the GLAXIS Capability. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Working with GLAXIS Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
GlassMate & GLAXIS Auditing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56
Requesting Part Authorization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57
Submitting GLAXIS Assignments for Payment. . . . . . . . . . . . . . . . . . . .58
Performing Loss Notices With GLAXIS . . . . . . . . . . . . . . . . . . . . . . . . .58
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Chapter 5: GlassMate Special Features

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Using GlassMate with QuickBooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Setting up QuickBooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
Exporting Invoices and Customer Lists . . . . . . . . . . . . . . . . . . . . . . . . .62
A Stand-Alone Workstation in a Multiuser Environment . . . . . . . . . . . . 63
eGlassClaim . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Chapter 6: GlassMate Reports

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
General Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Sales Tax Liability Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68
Price Profile List Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68
Tax Profile List Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
Invoice List Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
Job Schedule List Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Sales Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Glass Sales History Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72
Part Sales History Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73
Performance Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
CSR Sales Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74

Contents iii
Contents

Sales Rep Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Installer Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Chapter 7: Database Utility

Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Using the Single-User Database Utility. . . . . . . . . . . . . . . . . . . . . . . . . . 77
Compact. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Repair. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Backing Up and Restoring Data for Multiusers. . . . . . . . . . . . . . . . . . . . 78
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

iv GlassMate Installation Guide


Introduction
Welcome to the GlassMate® system. GlassMate
allows you to obtain all automotive glass
information for a specific vehicle through a
comprehensive database. You can use this
information to complete invoices and submit them
to insurance processing companies.
This chapter contains instructions for logging on
to the system and setting up and maintaining user
permissions.
About This Document
This guide contains information on how to use the
GlassMate application. You can also find
information on configuring and using GlassMate
in the online help system. See the GlassMate What’s
New and Installation Guide for instructions on
installing GlassMate.
Getting Started
If this is the first time GlassMate has been installed
on your computer, you will automatically receive
two weeks of use without requiring activation. If
GlassMate was previously installed, or the two-
week free period has ended, you will be presented
with a screen requesting an activation key. (See
“Activating GlassMate” on page 2.)
Chapter 1
Getting Started
Customer Service
Please refer to GlassMate's online help system
before calling Customer Service. Telephone
support is available Monday through Friday 7:00
AM to 4:00 PM Pacific time. Choose the “General
Customer Service” menu selection when calling
with questions about installing, configuring,
using, or troubleshooting GlassMate.
Phone: (800) 551-4012
Fax: (858) 653-5447
E-mail: NAGS@Mitchell.com
Web site: http://www.NAGS.com
First time users will be presented with a short setup
wizard that will enable you to quickly enter the
most critical information into GlassMate.
Although you may Cancel the wizard at any time
and simply start using the software, completing
each of the screens will enhance the value of the
GlassMate software and can prevent having
Getting Started
incomplete information on quotes, work orders,
and invoices.
Although the wizard screens are self-explanatory,
referring to the relevant sections of this User’s
Guide while you complete them may provide you
with a better understanding of the information
you are providing to the system.
Activating GlassMate
If you are a new user, or your subscription has
expired, you will need to activate GlassMate before
you can use the application.
To activate GlassMate
1 Log on to GlassMate.
2 On the System Info menu, click Activation.
3 Call Customer Service at (800) 551-4012 and
select the General Customer Service option.
4 Type in the Activation Key, provided by the
customer service representative, and click
Apply. The GlassMate Install Options fields
populate with the options selected during
installation.
5 Click Done to close the GlassMate Activation
dialog box.
The GlassMate Activation dialog box contains the
following fields:
GlassMate Activation Fields
Serial Number The serial number for this
installation.
2 GlassMate User’s Guide
GlassMate Activation Fields
Activation The key provided by Customer
Key Service to activate GlassMate.
GlassMate Install Options (read only)
Installation Single or multiuser.
Type
QuickBooks Allows you to use QuickBook taxes
Interface if QuickBooks is installed on your
system.
Expiration The date the application expires.
Date
Pricing Indicates whether you are receiving
Regions U.S. or Canadian pricing.
Setting Up Company Information
Before you begin generating quotes, work orders,
and invoices, you should enter your company
information into GlassMate. This information
prints at the top of documents and will also be
used for setting up your EDI, if desired.
If you have more than one location, GlassMate
allows you to manage multiple locations from a
single computer. You can then assign a location to
each document you create, so that the printed
document accurate represents the location where
service was performed. This feature does not
support different EDI information for each
location; all EDI uses the information provided for
the main corporate location.

To enter your company information
1 On the System Info menu, click Company Info.
The Retail Locations dialog box appears.
If you have only one location entered in
GlassMate, it will be listed as both the primary
and the default location. The primary location
means that this is the main office or corporate
office for your company, and is used for EDI. It
usually is the primary location associated with
your account at Mitchell International.
2 Select the primary/default location and click
Modify. The Company Information dialog box
appears.
3 Make the appropriate changes to the
information displayed, then click OK.
Chapter 1: Getting Started
Getting Started
Note: Your primary location includes more
information than just an address and phone
number. On this dialog box, always make sure
your Federal Tax ID and Customer ID (your
Mitchell account number) are entered. These
are used to establish your EDI connection
and property route electronic invoices.
New or Multiple Locations
New locations can be added at any time.
To add a new location
1 On the System Info menu, click Company Info.
2 On the Retail Locations dialog box, click Add.
3 In the Company Information dialog box, enter
the new location information, then click OK.
If you have multiple locations, you can choose
which location is the default for all new
documents.
To set a default location
1 On the System Info menu, click Company Info.
2 In the Retail Locations dialog box, select a
location and click Set Default.
Closed Locations
If you close a location, you can remove it from the
list of available locations. Closed locations are not
available for new documents, but documents that
were created with the location while it was open
remain associated to the closed location.
To indicate a closed location
1 On the System Info menu, click Company Info.
2 In the Retail Locations dialog box, select the
closed location and click Close.
Note: Closed locations do not appear in the
Retail Locations screen unless you select the
Display Closed Locations check box.
3
Getting Started
Changing a Location’s Address
If one of your locations moves to another address,
you can choose to either close the old location and
create a new one, or simply change the address for
the location that moved. If you change the address,
all documents associated with that location will
show the new address on printed documents.
Assigning Locations
To assign a location to a document, select the
location from the Bill To tab, as discussed in
Chapter 3, “Bill To Tab” on page 28.
Setting Up Users
User Access is a feature that allows you to manage
GlassMate user accounts. You can add and modify
user information from the Users Information
screen, as well as identifying user types and
applying security levels. You have the option of
requiring users to log into the system with a User
ID and Password.
If you require user logins, you can access the Users
Information screen by selecting User Access from
the System Info menu. If you do not require logins,
the Users Information screen is not available.
The Users Information screen displays a list of
current users, their login information, access
levels, and user types.
4 GlassMate User’s Guide
Bypass Login Procedure
The Bypass Login Procedure option is selected by
default, allowing users to start GlassMate without
providing login information. If this option is not
selected, the GlassMate login screen will appear
when users start the program, and each user must
be provided with a User ID and Password. See
“Adding Users” on page 4 for information about
setting up users.
To require logins
1 On the System Info menu, click User Access.
2 Clear Bypass Login Procedure.
3 Click OK.
4 When prompted, click Yes to confirm that you
want to require logins.
If logins are required, the Users Information screen
opens when you select User Access from the
System Info menu.
To allow access without login
By default, users can access GlassMate without
providing login information. Use this procedure if
you have configured the program to require login
and want to restore the default condition.
1 On the System Info menu, click User Access.
2 Select Bypass Login Procedure.
3 Click Done.
4 When prompted, click Yes to confirm that you
want to allow unlimited access to GlassMate.
When you bypass the login procedure, the Modify
User screen appears when you select User Access
from the System Info menu.
Adding Users
The Add User screen is accessible from the Users
Information screen. To add new users to
GlassMate, you must set up login information,
specify access level, and identify user type.
GlassMate has the following security access levels:
 Getting Started

• Manager To add a new GlassMate user

Complete access to GlassMate features. 1 On the System Info menu, click Users Access.
• Employee 2 On the Users Information dialog box, click
Limited access (cannot modify profiles and Add. The Add User dialog box appears.
other application settings.)
• Lookup Only
Can only create quotes and look up prices.
Cannot access any previously saved documents
or access any other system information.
• No Access
No access to GlassMate. This level is used for
employees who do not use GlassMate, but need
to be identified as a user type.
There are three different user types:
• Installer
This user installs glass, and may be a CSR or
Sales Rep.
• CSR (Customer Service Representative)
This user is a customer service representative. 3 Assign an Access Type. Select one of these
access types:
• Sales Rep.
• Manager
This user is a sales representative.
• Employee
These user types populate the Customer tab with
• No Access (cannot be assigned a password)
the current user’s information when working in a
document. You can also run Performance reports 4 Type a new User ID and Password. Retype the
for each user type. Password for verification.
5 Type the user's Last Name.
6 Type the user's First Name.
7 Assign a User Type. Select any combination of
these user types:
• Installer
• CSR
• Sales Rep.
8 Click OK to close the Add User dialog box.
9 Click Done to close the Users Information
dialog box.

Chapter 1: Getting Started 5

Summary

Modifying User Information 3 Click Modify.

4 On the Modify User screen, modify the user's
The Modify User screen allows you to modify an
existing user. information as needed. Whenever you modify a
user you must change his or her password.
5 Click OK.

Deleting a User
If you have Manager permissions, you can delete a
GlassMate user.

To delete a user
1 On the System Info menu, click Users Access.

Any field on the Modify User screen can be 2 On the Users Information screen, select the user
modified with the exception of the User ID field. that you want to delete.
3 Click Delete. The selected user is removed from
To modify a user the database.
1 On the System Info menu, click Users Access. 4 Click OK.
2 On the Users Information screen, select the user
that you want to modify.

Summary
This chapter described how to log on to GlassMate,
how to set up and maintain user information and
access levels, and how to add and maintain
company and location information.

6 GlassMate User’s Guide

 Chapter 2
Customizing the System

Overview
GlassMate contains many features that you can • Agent Lists
customize to quickly create quotes and invoices. • Part Notes
You can also create global profiles and lists, such as • Customer Lists
price and tax profiles or agent and customer lists,
• Default Disclaimers
minimizing data entry requirements.
• NAGS Service Parts
This chapter describes how to set up and customize
• Global (User-Defined) Parts
the following GlassMate features:
• Print Options
• Price Profiles
• Tax Profiles

Price Profiles
GlassMate allows you to set up predetermined
price profiles that you can then apply to specific
documents and companies or customers. This
expedites data entry.
The Pricing Profiles screen displays a list of all
existing Price Profiles and their effective dates.
From this screen you can create a new price profile,
modify or delete an existing profile, or copy an
existing price profile's information into a new
profile based on the existing one. You can also
specify the default price profile to use when
creating documents.

You can access the Pricing Profiles screen by select- Pricing Profiles Buttons
ing Price Profiles from the System Info menu.
New Opens the Price Profile
Information screen, so you can
create a new price profile.
Modify Opens the Price Profile
Information screen, so you can
modify an existing price profile.
Price Profiles

8 Enter any adhesive pricing and discounts.

Pricing Profiles Buttons
Copy Allows you to copy an existing
profile's information, so you can
quickly modify the necessary
information without having to
completely recreate the new
profile.
Delete Removes a price profile from the
system.
Set as Default Allows you to select a specific price
profile as the default profile. The
default profile will be used to
calculate document totals if you do
not assign a different pricing
profile when creating a new
document.
Setting Up Price Profiles
A price profile consists of completing the following
four areas on the Price Profile Information screen:
• Name
• Price Profile
• Repair & Adhesives
• Special Pricing
To create a new price profile
1 On the System Info menu click Price Profiles.
2 On the Pricing Profiles screen, click New.
3 On the Name tab of the Price Profile
Information screen, type the Profile Name.
4 Type the Profile Effective Date, or select it from
the calendar. Open the calendar by clicking the
arrow.
5 Click the Price Profile tab. Apply labor rates
and discounts and markups to part categories.
6 Click the Repair & Adhesives tab. Type
Windshield Repair pricing for Mobile and In
Shop repairs.
7 Indicate whether you want to calculate
windshield repairs as Material or Labor.
9 Click the Special Pricing tab. Click Add Part to
add any parts with special pricing. Click Save to
save the part.
10 Click OK on the Price Profile Information
screen.
11 Click Done on the Pricing Profiles screen.
To modify a price profile
1 On the System Info menu, click Price Profiles.
2 On the Pricing Profiles screen, select the price
profile that you want to modify and click
Modify.
3 On the Price Profile Information screen,
modify the price profile information on any of
the available tabs as needed.
4 Click OK on the Price Profile Information
screen.
5 Click Done on the Pricing Profiles screen.
To copy a price profile
1 On the System Info menu, click Price Profiles.
2 On the Pricing Profiles screen, select the price
profile that you want to copy and click Copy.
3 On the Name tab of the Price Profile
Information screen, type a unique Profile
Name.
4 Modify information on any of the available tabs
as needed.
5 Click OK on the Price Profile Information
screen.
6 Click Done on the Pricing Profiles screen.
To delete a price profile
1 On the System Info menu, click Price Profiles.
2 On the Pricing Profiles screen, select the price
profile that you want to delete and click Delete.
3 When prompted, click Yes to confirm deletion
of the profile.
4 Click Done on the Pricing Profiles screen.

8 GlassMate User’s Guide


To set a price profile as the default
1 On the System Info menu, click Price Profiles.
2 On the Pricing Profiles screen, select the price
profile that you want to set as the default and
click Set as Default.
3 Click Done on the Pricing Profiles screen.
Name Tab
The Name tab allows you to set the profile name
and its effective date. This date defaults to the day
you created the profile and can be modified at any
time.
Price Profile
The Price Profile tab allows you to determine labor
rates, and discounts and markups to apply to
specific part categories.
The Price Profile tab contains the following fields:
Price Profile Fields
Labor Rates
Glass Type The four standard types of glass are
predefined in this group and are not
modifiable: Windshield, Back Glass,
Tempered, and OEM.
Chapter 2: Customizing the System
Price Profiles
Price Profile Fields(continued)
Rate The base labor rate in dollars per
hour.
Labor Type The labor rate type: Flat or Hourly.
Max Hrs. The maximum repair hours allowed
for the selected rate.
Charge Displays the alternate labor rate (if
one exists) to be used in calculating
additional repair time for the selected
glass type. The alternate labor rate
entered in the Charge field is only
used if the document repair hours are
greater than the maximum repair
hours (Max Hrs.) entered for the
selected glass type.
Alternate The alternate labor rate type: Flat or
Labor Rate Hourly.
Base + Alt If the Base + Alt option is selected,
and the document repair hours
exceeds the maximum repair hours
(Max Hrs.), the result of the base
labor rate calculation and the
alternate labor calculation is added
together for total labor amount for
the selected glass type.
Discounts & Markups
Glass Type & Lists the four standard types of glass
Hardware for foreign and domestic vehicles and
the associated hardware necessary to
complete the repair. These types are
predefined in the program and
cannot be changed.
Discount/ The value used to calculate a
Markup % Discount or Markup for a selected
glass type, expressed as a percentage.
Type Indicates whether a selected glass
type or hardware option will have an
associated Discount or Markup when
calculating document totals.
9
Price Profiles

Labor Price Profiles 5 Change the second Type column to Hourly.

The three most prevalent methods for pricing This example shows the screen for a $40 base labor
labor on glass replacements are: rate plus a $25 hourly labor rate.
• Flat labor
• Straight hourly labor
• Base labor plus hourly labor
The following paragraphs describe each of these
methods. Repair & Adhesives
To apply flat labor rates The Repair & Adhesives tab allows you to enter or
1 At the Price Profiles tab, for each appropriate
change windshield and adhesive information for
the current price profile.
glass type, enter the flat labor rate into the Rate
column.
2 Change the Type column to Flat. No other
changes are needed.
This example shows the screen for a $50 flat labor
rate.

The Repair & Adhesives tab contains the following

To apply straight hourly labor rates
1 At the Price Profiles tab, for each appropriate
glass type, enter the hourly labor rate into the
Rate column.
2 Change the Type column to Hourly. No other
changes are needed.
This example shows the screen for a $35 hourly
labor rate.
To apply base labor plus hourly labor rates
1 At the Price Profiles tab, for each appropriate
glass type, enter the base labor rate into the Rate
column.
2 Change the first Type column to Flat.
3 Leave the Max Hrs. column at 0.
4 In the Charge column, enter the hourly rate.
fields:
Repair & Adhesives Fields
Windshield Repair
Mobile GlassMate allows you to enter (or
Repair change) separate windshield repair
prices for mobile repairs. You can
enter up to 4 different prices, based
on the number of repairs performed.
In Shop GlassMate allows you to enter (or
Repair change) separate windshield repair
prices for in-shop repairs. You can
enter as many as 4 different prices,
based on the number of repairs
performed.
Calculate You can select whether to calculate
Repairs As the repair dollars as Material or
Labor costs.

10 GlassMate User’s Guide


Repair & Adhesives Fields
Adhesives
Adhesive The name/description of the
Description adhesive.
Quantity The quantity of adhesive to which a
price or discount will be applied.
Price Price of the adhesive when added to a
document. This field is available for
modification only when the type for
the selected adhesive is set to Price.
Type Price or Discount.
Discount
The discount percentage to be
applied to the List Price of selected
adhesive. This field is available for
modification only if the selected Type
field is set to Discount.
Special Pricing
The Special Pricing tab allows you to enter any
special pricing agreed upon between trading
partners.
For example, if a glass shop and dealership agree to
a special price and/or labor rate for a particular
glass part, the glass shop can log the agreed upon
prices into GlassMate by its NAGS part number.
When creating a document for the dealership, the
shop can select the part from the Special Pricing
tab to ensure proper pricing for the dealership.
You can add, modify, and delete parts from the
Special Pricing tab.
Chapter 2: Customizing the System
Price Profiles
To add parts
1 On the System Info menu, select Price Profiles.
2 On the Pricing Profiles screen, do one of the
following:
• Click Add to add a new part
• Select an existing price profile and click Modify
to modify an existing part.
3 On the Price Profile Information screen, select
the Special Pricing tab.
4 Click Add Part. The Enter Special Price Part
dialog box appears.
5 Type the Part Number and then click Find to
verify that the part number is in the GlassMate
database.
6 Type the Net Price, or a Discount or Markup
price for the part number.
7 Click Save.
To delete parts
1 On the Special Pricing tab, select a part.
2 Click Delete Part.
The Special Pricing tab includes the following fields:
Special Pricing Fields
Part # The NAGS standard part number.
Price The price you entered for the part.
Discount/ Percentage discount or markup for
Markup this part. Both Price and Discount/
Markup cannot be applied to the
same part. When one option is
selected the other is not available.
Add Part Opens Enter Special Price Part dialog
box, so you can assign a special price
to a NAGS standard part number.
Modify Part Opens the Enter Special Price Part
dialog box, so you can modify an
existing special price for a NAGS
standard part number.
Delete Part Allows you to delete a special price
for a part.
11
Tax Profiles
Tax Profiles
The Tax Rate Profiles screen allows you to define
and set up various global tax profiles for different
tax situations. You can also change, copy, and
delete existing profiles from this screen. A default
tax profile can be designated to apply to all newly
created documents, except those assigned to a
company or customer that already has an
associated tax profile. The tax profile for an
individual document can be modified on the Tax/
Disclaimer tab.
You can access the Tax Rate Profiles screen by
selecting Tax Profiles from the System Info menu.
From this screen, you can create a new tax profile,
or modify or delete an existing tax profile. You also
have the option of copying an existing tax profile's
information into a new profile. From there, you
can simply modify the necessary information
without having to create the new profile from
scratch.
The Set as Default button allows you to set a
default tax profile to use when you create
documents.
Tax Rate Profiles Buttons
New Opens the Tax Rates screen, so you
can create a new tax rate profile.
Modify Opens the Tax Rates screen, so you
can modify an existing tax rate
profile.
12
Tax Rate Profiles Buttons
Copy Allows you to copy an existing
profile's information, so you can
quickly modify the necessary
information without having to
completely recreate the new profile.
Delete Removes a tax profile from the
system.
Set as Allows you to select a specific tax
Default profile as the default profile. The
default profile will be used to
calculate document totals if a tax rate
profile is not manually assigned
when creating a new document.
Setting up Tax Profiles
Creating a tax profile consists of creating tax rates
on the Tax Rates screen.
The Tax Rates screen allows you to create and
maintain up to four different taxes to be defined
for each profile. You can then apply those custom
tax rates to materials and/or labor.
To add a new tax profile
1 On the System Info menu, click Tax Profiles.
2 On the Tax Rate Profiles screen, click New.
3 On the Tax Rates screen, type the Tax Profile
Name.
4 Select Use QuickBook Taxes if the tax will use
QuickBooks.
GlassMate User’s Guide

5 Type the name of the tax, or select the name of
the tax from the list if you are using
Quickbooks.
6 Type the Tax Rate.
7 If you want to apply a tax to material, select Tax
Material.
8 If you want to apply a tax to labor, select Tax
Labor.
9 Click OK on the Tax Rates screen.
10 Click Done on the Tax Rate Profiles screen.
To modify a tax profile
1 On the System Info menu, click Tax Profiles.
2 On the Tax Rate Profiles screen, select the tax
profile that you want to change and click
Modify.
3 On the Tax Rates screen, change the settings as
necessary.
4 Click OK on the Tax Rates screen.
5 Click Done on the Tax Rate Profiles screen.
To copy a tax rate
1 On the System Info menu, click Tax Profiles.
2 On the Tax Rate Profiles screen, select the tax
profile that you want to copy and click Copy.
3 Type a unique Tax Profile Name for this tax
profile and change the settings as necessary.
4 Click OK on the Tax Rates screen.
5 Click Done on the Tax Rate Profiles screen.
Setting Up Agents
GlassMate allows you to establish and maintain a
list of agents that you can then associate with
insurance companies. This is accomplished
through the Agent List screen.
Chapter 2: Customizing the System
Setting Up Agents
To delete a tax rate
1 On the System Info menu, click Tax Profiles.
2 On the Tax Rate Profiles screen, select the tax
profile that you want to delete and click Delete.
3 When prompted, click Yes to confirm that the
profile should be deleted.
4 Click OK on the Tax Rate Profiles screen.
To set a tax profile as the default
1 On the System Info menu, click Tax Profiles.
2 On the Tax Rate Profiles screen, select the tax
profile that you wish to set as the default and
click Set as Default.
3 Click Done on the Tax Rate Profiles screen.
The Tax Rates screen contains the following fields:
Tax Rates Fields
Tax Profile The name of the tax profile.
Name
Use Select this check box to use
QuickBooks QuickBooks to calculate and apply
Taxes taxes. See “Summary” on page 47.
Name The name of the tax, which reflects
the purpose for the tax.
Tax Rate The tax rate (percentage) that is
applied to a document to calculate
total value.
Tax Material? Directs the system to tax materials
when calculating total value.
Tax Labor? Directs the system to tax labor time
when calculating total value.
13
Setting Up Agents

You can access the Agent List screen by selecting
Agent List on the System Info menu.
The Add Insurance and Remove Insurance buttons
displaying on the Add/Modify Agent screen allow
you to associate the current agent with a selected
insurance company. When you click Add
Insurance, the Insurance Selection screen displays
a list of insurance companies created when you
add/modify customers.

To add a new agent

1 On the System Info menu, click Agent List.
2 On the Agent List screen, click New.
You can add agents to your Company/Customer 3 On the Add/Modify Agent screen, type the
accounts only when your company type is an agent's information in the Agent Information
insurance company. group box.
Agent List 4 To associate the agent with an insurance
Buttons company, click Add Insurance.
New Opens the Add/Modify Agent 5 On the Insurance Selection screen, select the
screen, so you can create a new insurance company and region from the lists,
agent. and click OK.
Modify Opens the Add/Modify Agent 6 Click OK on the Insurance Selection screen.
screen, so you can modify an 7 Click OK on the Add/Modify Agent screen.
existing agent.
8 Click Done on the Agent List screen.
Copy Allows you to copy an existing
agent's information, so that you To modify an agent
can quickly create a new agent 1 On the System Info menu, click Agent List.
based on an existing one. 2 On the Agent List screen, select the agent that
Delete Removes an agent from the system. you want to change and click Modify.
3 On the Add/Modify Agent screen, modify the
agent information as necessary.
Add/Modify Agents
4 Click OK on the Add/Modify Agent screen.
The Add/Modify Agent screen allows you to add
5 Click Done on the Agent List screen.
agent information and then associate agents with
insurance companies. To copy an agent
1 On the System Info menu, click Agent List.
2 On the Agent List screen, select the agent that
you want to copy and click Copy.
3 On the Add/Modify Agent screen, modify the
agent information as necessary.
4 Click OK on the Add/Modify Agent screen.
5 Click Done on the Agent List screen.

14 GlassMate User’s Guide

 Entering Part Notes

To delete an agent 3 When prompted, click Yes to confirm that the

1 On the System Info menu, click Agent List. agent should be deleted.
2 On the Agent List screen, select the agent that 4 Click Done.
you want to delete and click Delete.

Entering Part Notes

The Parts Notes screen lets you to enter notes
about specific glass part numbers. These notes will
then be displayed when you select the glass part on
the Quote tab while creating your document.
When a part contains a note, a Note icon will
appear next to the part number in the tree diagram
on the Quote tab.
You can access the Parts Notes screen by clicking
Parts Notes on the System Info menu.
To delete a parts note
1 On the System Info menu, click Parts Notes.
2 On the Parts Notes screen, type the part
number in the NAGS Part Number field.
3 Select an existing note in the Part Note text area.
4 Click Remove Note.
5 Click Done.
The Parts Notes screen contains the following
fields:

Parts Notes
Fields
NAGS Part Allows you to type the NAGS part
Number number to which the note will be
added.
Find Locates the part in the GlassMate
database.
Part Note Displays any existing notes for the
part, and allows you to type a note
for the specified part.
To add or modify a parts note
Save Note Saves the note.
1 On the System Info menu, click Parts Notes.
2 On the Parts Notes screen, type the part Remove Note Removes the note.
number in the NAGS Part Number field.
3 Click Find.
4 Type a new note or select an existing note in the
Part Note text area.
5 Click Save Note.
6 Click Done.

Chapter 2: Customizing the System 15

Setting Up Companies/Customers
Setting Up Companies/Customers
The Company/Customer Address List screen
allows you to maintain a list of customers that you
frequently do business with, by storing their
relevant header and billing information in the
GlassMate database. You may assign or define a
price profile and a tax profile for each customer.
Then, when a customer is selected for a current
document, all general company, price profile, and
tax profile information will automatically be
applied to that document. You can change a
company's profile information on a current
document on the Bill To tab.
You can access the Company/Customer Address
List screen by selecting Customer List from the
System Info menu.
Company/Customer Address List Buttons
New Opens the Add/Modify Customer
screen, so you can create a new
customer record.
Modify Opens the Add/Modify Customer
screen, so you can modify an
existing customer record.
Copy Allows you to copy an existing
customer's information, so you can
quickly create a new customer
record based on an existing one.
Delete Removes a customer from the list.
Export Exports customer/company
address list in comma- or tab-
delimited format for use with other
applications.
16
Adding / Modifying Customers
The Add/Modify Customer screen allows you to
add customer information and then associate
customers with agents.
The Add Agent and Remove Agent buttons allow
you to associate the current customer with a
selected agent if the customer's company type is
insurance company. When you click Add Agent,
the Agent Selection screen displays a list of
available agents.
To add a new customer
1 On the System Info menu, click Agent List.
2 On the Company/Customer Address List
screen, click New.
3 On the Add/Modify Customer screen, type or
select the customer's general information.
4 To associate the customer with an agent, click
Add Agent. To access the Assigned Agents
section of the screen, you may need to click
View Agents.
5 On the Agent Selection screen, select the agent.
6 Select the Region from the list.
7 Click OK on the Agent Selection screen.
8 Click OK on the Add/Modify Customer screen.
9 Click Done on the Company/Customer Address
List screen.
GlassMate User’s Guide
 Entering Default Disclaimers

To modify a customer 3 When prompted, click Yes to confirm that the

1 On the System Info menu, click Customer List. customer should be removed.
2 On the Company/Customer Address List 4 Click Done.
screen, select the customer that you want to
modify and click Modify. Exporting Company / Customer
3 On the Add/Modify Customer screen, modify Lists
the customer information as necessary.
You can export GlassMate company and customer
4 Click OK on the Add/Modify Customer screen.
lists in either
5 Click Done on the Company/Customer Address tab-delimited or comma-delimited format for use
List screen. with other applications.

To copy a customer To export a company or customer list

1 On the System Info menu, click Customer List.
2 On the Company/Customer Address List
screen, select the customer that you want to
copy and click Copy.
3 On the Add/Modify Customer screen, modify
the customer information as necessary.
4 Click OK on the Add/Modify Customer screen.
5 Click Done on the Company/Customer Address
List screen.
To delete a customer
1 On the System Info menu, click Customer List.
2 On the Company/Customer Address List
screen, select the company or customer that you
want to remove and click Delete.
1 On the System Info menu, click Customer List.
2 On the Company/Customer Address List
screen, click Export.
3 On the Export Address List screen, browse to
the location in which you wish to save the
exported list.
4 Enter the File Name for the list.
5 Select the option button to indicate whether
you want to export the list in tab-delimited
(.txt) or comma-delimited (.csv) format.
6 Click Save.

Entering Default Disclaimers

The Default Disclaimers screen allows you to enter
default disclaimers for each type of GlassMate
document. These disclaimers will then appear on
the quote, work order, or invoice if you setup your
print options to display disclaimer.
You can also select a method of applying and
updating disclaimers for work orders and invoices.
You can access the Disclaimers screen by selecting
Default Disclaimers on the System Info menu.

Chapter 2: Customizing the System 17

NAGS Service Parts
Disclaimers can be applied to work orders or
invoices as follows:
• Auto Update
When this option is selected, the current
document disclaimer is automatically updated
to the Default Work Order/Invoice Disclaimer.
NAGS Service Parts
The GlassMate database contains information on
all current NAGS parts, including Service Parts
that may not represent a piece of glass, hardware,
adhesive, etc.You can modify the Net Price and
Labor Amount for all NAGS Service Parts.
You can access the NAGS Service Parts screen by
selecting NAGS Service Parts on the System Info
menu.
Entering Global Parts
The GlassMate database contains information on
all current NAGS parts. However, there may be
times when you need to add non-NAGS, user-
defined parts to an invoice. User-defined parts
include such commonly used non-NAGS items as
cleaners, materials, etc.
18
• Prompt before Updating
When this option is selected, the Disclaimer
Verification dialog box displays, allowing you to
either keep the existing disclaimer or update the
disclaimer to apply to the current document.
• Never Update
When this option is selected, the existing
disclaimer becomes the current document's
disclaimer.
To modify a NAGS service part
1 On the System Info menu, click NAGS Service
Parts.
2 On the NAGS Service Parts screen, select the
part or service that you want to modify and
click Modify. The Document Line screen
appears. See “Quote Tab” on page 33 for more
information on how to use the Document Line
screen.
3 On the Document Line screen, you can modify
the Net Price and Total Labor Amount fields.
4 Click OK on the Document Line screen.The
modified dollar amount(s) will appear on the
Defined Parts list.
5 Click Done on the NAGS Service Parts screen.
First, the user-defined parts must be added
globally to the GlassMate database. Then, they can
be added to documents using the User Defined
node of the tree on the Quote tab.
GlassMate User’s Guide

To access the Global Defined Parts screen, click
Global Parts on the System Info menu.
The Defined Parts list contains the following
column headers:
• Part
Displays the part number.
• Description
Displays the description.
• List Price
Displays the list price.
• Net Price
Displays the net price.
• Labor
Displays the labor amount in dollars to charge
for the part.
Adding, Modifying, and
Using Global Parts
Use the Global Defined Parts screen to add and
modify user-defined parts after you have added
user-defined parts.
When adding user-defined parts, it is important to
specify both Part Type and Parent Part (for non-
glass parts only). If an invoice contains only NAGS
parts, GlassMate can determine both part type and
parent-child relationship between parts, and
organize line items accordingly. It is unable to
make the same determinations with user-defined
parts unless you provide the information. Failure
to do so increases the likelihood of rejection by
EDI trading partners.
Chapter 2: Customizing the System
Entering Global Parts
To add a global user-defined part
1 On the System Info menu, click Global Parts.
2 On the Global Defined Parts screen, click Add.
3 On the Document Line screen, enter the
following information for the user-defined
part:
• Quantity
• Part/Service No. (required)
• Description
• Part Type (required; select from drop-down
menu choices: Windshield, Back Glass,
Tempered Glass, OEM Glass, Adhesive,
Hardware, or Other)
• Parent Part
Note: Glass parts can be parent parts, but do
not have parents. You may enter non-glass
parts without specifying a parent although
failure to associate child parts, such as
adhesives, with the parent glass part may
result in rejection of an invoice. To change the
parent association of a child part, you must
first delete the part, then add it again, using
the correct parent association. A user-defined
glass part can be specified as the parent of a
NAGS part.
• List Price
• Net Price
• Adjustment (Markup)
• Total Labor Amount
4 Click OK. The user-defined part number
appears in the Defined Parts list on the Global
Defined Parts screen.
5 Click Done.
To modify a global user-defined part
1 On the System Info menu, click Global Parts.
2 On the Global Defined Parts screen, select the
part/service that you want to change and click
Modify. The Document Line screen appears.
3 On the Document Line screen, modify any of
the following:
• Quantity
19
Setting Up Print Options

• Part/Service No. (required) 4 Click Done.

• Description
To add a user-defined part to a document
• List Price
1 On the Quote tab, expand the User Defined
• Net Price
part type on the tree diagram by clicking the
• Total Labor Amount plus sign (+).
4 Click OK. The user-defined part number 2 Double-click the user-defined part you want to
appears in the Defined Parts list on the Global add.
Defined Parts screen.
3 On the Document Line screen, make changes in
5 Click Done.
the following fields, if necessary:
To delete a global user-defined part • Quantity
1 On the System Info menu, click Global Parts. • Part/Service No. (cannot be blank)
• Description
2 On the Global Defined Parts screen, select the
part/service that you want to delete and click • Part Parent
Delete. • List Price
3 When prompted, click Yes to confirm that the • Net Price
part should be deleted. • Total Labor Amount
4 Click OK.

Setting Up Print Options

The Print Options screen allows you to select the Each tab displays specific information that can be
items to include on the printout for each selected to display on the printout for each
document type. document type.
You can open the Print Options screen by selecting
To select print options
Print Options on the System Info menu.
1 On the System Info menu, click Print Options.
2 On the Print Options screen, click the tab for
the document type whose print options you
want to set.
3 Select the check box for each type of
information that you want to include on that
document type's printout. Only the
information selected will appear on the
printout.
The Print Options screen consists of the following
tabs
• Quotes
• Work Orders
• Invoices
• Deductibles

20 GlassMate User’s Guide

 Summary

Summary
This chapter described how to customize your
system by setting up profiles, lists, and print
options.

Chapter 2: Customizing the System 21

 Chapter 3
Working with GlassMate

Overview
After you enter a quote or receive an assignment in
GlassMate, you can convert it to a work order. You
can then convert the work order to an invoice,
which you can ultimately submit for payment.
This chapter contains information on using
GlassMate to efficiently complete quotes. It also
explains how to use the Quick Quotes feature.

GlassMate Features
GlassMate provides you with tools to assist you in
Toolbar Buttons
working with documents. These tools allow you to
easily navigate through the application and get New
documents ready to submit to trading partners. Creates a new document.
GlassMate include the following tools: Open
• Toolbar Opens the Document Selection screen,
• Menu so you can select an existing
assignment.
• List box display
• Title bar Quick Open
Allows you to open the document by
specifying the document number.
Toolbar
Show Assignments
The GlassMate toolbar displays at the top of the
Opens the Current Assignment screen,
screen and allows you to easily access a GlassMate
which displays all of the assignments
area through a simple click of a button.
currently in the system.
You may view the short description of each toolbar
Save
button in GlassMate by placing your mouse
Saves the current document.
pointer over the selected button.
You can also toggle the toolbar view by selecting Close
Toolbar on the View menu. When the toolbar is Closes the current document.
selected for viewing, the following buttons display:
GlassMate Features
Toolbar Buttons (continued)
Print
Prints the current document.
Print Preview
Displays the current document showing
how it will appear when printed.
Print (Ded)
Prints the current deductible invoice.
Print Preview (Ded)
Print preview the current deductible
invoice.
To Work Order
Converts the document into a work
order.
To Invoice
Converts the document into an invoice.
Set Invoice As Paid
Marks the invoice as paid.
Send Invoices
Opens the Send Invoices screen, so you
can send invoices to trading partners
electronically.
Quick Quote by Vehicle
Opens the Quick Quote by Vehicle
Results screen, so you can search for
parts in the GlassMate database by
vehicle type.
Quick Quote by Parts
Opens the Quick Quotes screen, so you
can search for parts in the GlassMate
database by part number.
Help
Opens this GlassMate online help
system.
Menus
The GlassMate menus contain the following
options.
24
File Menu
The File menu allows you to create new documents
and manage existing documents. You have the
following options:
File Menu
New Creates a new document. If the
Document current document has been
modified, you will be prompted to
save the document prior to creating
a new one.
Quick Open Allows you to open the document
by specifying the document
number.
Open Opens the Document Selection
screen with more advanced options
for locations and from which you
can select a specific document.
Show Opens the Current Assignments
Assignments screen, which displays all of the
assignments currently in the
system.
Close Closes the current document.
Save Saves the current document. A
document can only be saved if
there a valid vehicle, at least one
part selected, and either a customer
or company name has been
entered.
Delete Opens the Document Delete
screen, allowing you to remove a
document from GlassMate.
Archive Opens the Document Archive
screen, allowing you to archive
documents to a file.
Import Opens the Document Import
screen, allowing you to import
archived documents back into
GlassMate.
GlassMate User’s Guide
 GlassMate Features

File Menu (continued) Document Menu (continued)

Print Setup Opens the Windows Print dialog Add Opens the Laminated Safety Glass
box, so you can setup your printer Laminated screen. This option is not available
and print options. Safety Glass if the part was assigned by
eGlassClaim.
Print Preview Displays a print preview of the
current document. Modify Line Allows you to edit a part line in a
quote. This option is only available
Print Prints the current document.
in the Quote tab when a part is
Print Preview Displays a print preview of the selected. This menu option is
(Ded) current deductible invoice. unavailable if the currently opened
invoice was assigned by GlassMate.
Print (Ded) Prints the current deductible
invoice. Delete Line Removes the selected part number
from the quote. This option is only
Print Reports Opens the GlassMate Reports
available in the Quote tab when a
screen, so you can setup and print
part is selected.
GlassMate reports.
Authorize For Glaxis Assignments, opens the
Multi User (If installed.) Allows a Multi User
Part Part Authorization screen. (See
Client Client to disconnect from the
Chapter 5.)
server and operate as a Stand-alone
workstation. Convert to Changes the current document to a
Work Order Work Order.
Exit Closes the GlassMate program.
Convert to Changes the document to an
View Menu Invoice invoice.
The View menu allows you to switch between the Set Invoice Marks the document as paid.
GlassMate tabs. as Paid

Document Menu System Info Menu

The Document menu allows you to modify
document line items. It also allows you to change
the status of a document. You have the following
options:
Document Menu
Add Line Adds a selected parts line to a
quote. This option is only available
in the Quote tab when a part is
selected.
Add User Allows you to add non-NAGS part
Defined Part to a quote. This option is not
available if the part was assigned by
eGlassClaim.
The System Info menu allows you to control the
various profiles and lists within GlassMate, which
allows you to speed up the quote workflow process.
Note: You must have communications set up to
use the options on this menu. See your system
administrator for more information.
The System Info menu contains the following
options:
System Info
Company Opens the Company Information
Info screen, allowing you to enter
company information, such as name,
address, and contact information.

Chapter 3: Working with GlassMate 25

GlassMate Features
System Info (continued)
User Opens the Users Information screen,
Access so you can set security levels for
GlassMate users.
Activation Opens the GlassMate Activation
screen, so you can activate GlassMate
on another workstation when
installing or updating the
application.
Customer Opens the Company/Customer
List Address List screen, so you can
manage your current customers.
Price Opens the Price Profiles screen, so
Profiles you can setup, modify, or remove
global price profiles.
Tax Profiles Opens the Tax Rates Profiles screen,
so you can enter global tax rates.
Agent List Opens the Agent List screen, so you
can maintain a master list of agents.
Parts Notes Opens the Parts Notes screen, so you
can enter global notes.
Default Opens the Disclaimers screen, so you
Disclaimers can enter disclaimers for quotes,
work orders, and invoices.
Nags Opens the NAGS Service Parts
Service screen, so you can modify part
Parts information (as needed) for service
parts.
Global Parts Opens the Global Defined Parts
screen, so you can maintain a global
database of non-NAGS parts.
Print Opens the Print Options screen, so
Options you can determine how you want the
printed GlassMate reports to look.
Utilities Menu
The Utilities menu allows you to obtain quick
quotes by part number or vehicle type. You have
the following options:
26
Utilities
Quick Opens the Quick Quotes screen, so
Quotes you can search the GlassMate
by Part database for a part number.
Quick Opens the Quick Quotes by Vehicle
Quotes Results screen, so you can search the
by Vehicle GlassMate database by vehicle type.
Communication Menu
The Communication menu allows you to activate
the GlassMate communications component so you
can send invoices electronically to trading
partners. See Chapter 4, “Communications‚" on
page 49 for more detailed information.
Note: You must have communications setup to
use the options on this menu. See your system
administrator for more information.
Communication
Send Invoices Opens the Send_Invoices screen, so
you can send invoices electronically
to Trading Partners.
Note: Invoices can only be
submitted to eGlassClaim if they
were received as assignments from
eGlassClaim.
Receive EDI Retrieves EDI information into
GlassMate. This information may
include: Acknowledgments,
Trading Partners, Federal Tax IDs,
and Assignments.
View Logs Opens the View Communications
Logs screen, so you can view and
print the communications
transactions of a specific invoice.
Enable/ Makes the current workstation the
Disable Comm communications PC.
PC
Note: This option is only available
to users with Manager access and
multiuser setup.
GlassMate User’s Guide

Communication (continued)
Receive Retrieves any electronic
Assignments assignments from participating
trading partners.
Transmit Sends any pending authorizations
Authorizations to and checks to see if any
authorization responses have been
received.
QuickBooks Menu
The QuickBooks menu allows you to set up
GlassMate to work with QuickBooks and to export
invoices from GlassMate to QuickBooks.
QuickBooks
Setup Opens the QuickBooks Setup
Wizard, which guides you through
the process of setting up GlassMate
and QuickBooks to work together.
Export Opens the Export Invoices to
QuickBooks screen, which is used
to export invoices to QuickBooks.
Creating Quotes
You can create three types of documents in
GlassMate: Quotes, Work Orders, and Invoices. In
addition, you may receive electronic assignments
from electronic trading partners such as
eGlassClaim and GLAXIS. Assignments are treated
just like quotes, except they carry additional rules
enforced by the electronic trading partners.
All documents begin as quotes or assignments. If
you receive a non-electronic assignment (such as a
fax or phone call), you simply construct it as a
quote.
Typically, a quote or assignment starts with the Bill
To tab. Here, you enter a company or customer's
billing information and insurance information,
when appropriate. You also select the EDI trading
partner and enter the dispatch, since this is part of
Chapter 3: Working with GlassMate
Creating Quotes
List Box Display
GlassMate remembers any adjustments that you
have made to the list box columns based your User
Login. These adjustments will remain intact until
you change them, even if you close the program
and re-open it.
You can right-click a grid heading and use either
the Ascending or the Descending shortcut menu to
sort any column in the list by ascending or
descending order.
Title Bar
The GlassMate title bar displays at the top of the
GlassMate screen and contains information about
the current document. The Red Car icon indicates
that you are currently working in a document. The
document type displays next to the icon, followed
by the document's number.
the billing process. Note that assignments always
pre-select the EDI information for you and this
information cannot be changed.
Quotes and assignments may be saved, converted
to work orders, or converted to invoices. Any of the
document types can be printed. The information
that is printed on each document type is controlled
by your selections on the System Info menu in
Print Options. See chapter 2 for more information
on setting up your print options.
To print a quote
After saving the information entered, do one of the
following:
• Click the Print button on the toolbar.
27
Creating Quotes
• From the File menu click Print. The Quote will
print to your default printer.
You can also print preview a quote.
Bill To Tab
The Bill To tab allows you to enter billing
information for individuals or companies. The
billing information includes general customer and
insurance information.
Customer Lookup
The Lookup button allows you to access the
Customer Lookup screen.
Selecting a company's billing information using
the Customer Lookup list allows you to quickly
populate the Bill To tab fields with pre-defined
price and tax profile information, based on the
selected customer account.You may select a
different price and/or tax profile to apply to the
current document from the Price Profile and Tax
Profile drop-down lists on the Bill To tab.
28
You can also add a new customer from the
Customer Lookup screen. The new customer
information will then be stored in the Customer
List.
Bill To Fields
Predefined Profiles
Account ID Select an account number from the
list. You can also search for a
customer account number using the
Lookup feature. This field is not
available if the current document was
assigned by eGlassClaim.
Lookup Opens the Add/Modify Customer
screen, allowing you to search for a
customer account. You can also
create a new customer account or
modify an existing account.
Pricing The price profile for the selected
customer. This information will be
applied to the current document and
can be modified. This field is not
available if the current document was
assigned by eGlassClaim.
Tax The tax profile for the selected
customer. This information will be
applied to the current document and
can be modified.
Retail Automatically populated by the
Location Default location on new documents.
Alternate locations can be selected by
clicking the down arrow and
choosing from the list.
Billing Information
Company/ Select Company or Person. This field
Person is not available if the current
document was assigned by
eGlassClaim.
Name The Company Name or the Person's
First and Last name. This field is not
available if the current document was
assigned by eGlassClaim.
GlassMate User’s Guide

Bill To Fields (continued)
Address The street, city, state, and Zip code of
the customer. This field is not
available if the current document was
assigned by eGlassClaim.
Phone The customer's phone number. This
field is disabled if the currently
opened document was assigned by
eGlassClaim.
Fax The customer's fax number. This
field is not available if the current
document was assigned by
eGlassClaim.
Contact The customer's contact information.
This field is not available if the
current document was assigned by
eGlassClaim.
Job Status Allows you to apply a job status to the
current document. Options include:
• Opened
The job has not been completed.
• Scheduled
If this option is selected, the
Scheduled Date and Time field
displays.·
• Complete
If this option is selected, the
Completed Date field displays.
The job schedule information
selected here is reflected in the Job
Schedule report.
Policy Information
Policy # Policy number on referral or dispatch
issued to you by eGlassClaim, Lynx,
Safelite, or Harmon. This field is not
available if the current document was
assigned by eGlassClaim.
Chapter 3: Working with GlassMate
Creating Quotes
Bill To Fields (continued)
Claim # The claim number on referral or
dispatch issued to you by
eGlassClaim, Lynx, Safelite, or
Harmon. This field is not available if
the current document was assigned
by eGlassClaim.
Deductible The insurance deductible amount.
You can select from a list of pre-
entered amounts, or enter a specific
amount.
This field is disabled if the currently
opened document was assigned by
eGlassClaim. The value is defaulted
to the deductible received during the
assignment. This amount may also
change depending on the parts added
to the assignment. This also depends
on the state where the vehicle is
insured. For example, Kentucky and
South Carolina do not charge a
deductible and therefore this value
will be set to 0. Meanwhile, Florida
does not allow deductible on
windshields and any parts used to
replace the windshield. Therefore,
the deductible may be different from
the actual deductible received in the
assignment. This field is not available
if the current document was assigned
by eGlassClaim.
Deductible This field can be used if you offer
Rebate customers a rebate or credit for all or
part of their deductible. This credit
appears on the Deductible Only
invoice printout, and will generate a
credit amount if the invoice is
exported using the optional
QuickBooks module. It does not
affect the invoice total amount.
Agent The Safelite, Lynx, or Harmon claim
representative. This field is not
available if the current document was
assigned by eGlassClaim.
29
Creating Quotes

Bill To Fields (continued) Bill To Fields (continued)

Region/ The area where the insurance agent is Loss Information
District located. This field is not available if Loss Date The date that the loss occurred. Enter
the current document was assigned
the date or select the down arrow to
by eGlassClaim.
display calendar and then click the
EDI Information desired date on the calendar. This
field is not available if the current
Electronic Select this option to send invoices
document was assigned by
Invoice electronically through EDI. When
eGlassClaim.
this option is selected, you must
select an option on the Send To drop- Loss Type Allows you to enter the loss type or
down list. This field is not available if select a loss type from a list. If you
the current document was assigned select a loss type from the list, the
by eGlassClaim or GLAXIS. Loss Code is automatically filled in.
Loss types include: Collision, road
Send To Allows you to select either Lynx,
debris, fire, other, rock, theft,
Safelite, or Harmon.
vandalism, and weather condition.
• Referral #, Dispatch #, or PO # This field is not available if the
The trading partner's unique current document was assigned by
identification number (Referral # eGlassClaim.
for Safelite, Dispatch # for Lynx,
and PO# for Harmon.)
Loss Code Allows you to enter a code for the loss
type. The Loss Code is automatically
• Program Id#
filled in if a predefined Loss Type is
This number is unique and
selected. This field is not available if
determined by the individual needs the current document was assigned
of the trading partner (for Safelite.) by eGlassClaim.
• Signed Invoice on File
Indicates whether or not the
customer's signature is on file (for
Vehicle Tab
Safelite.) The Vehicle tab allows you to select a vehicle when
This field is not available if the creating a document.
current document was assigned by
eGlassClaim.
Federal Tax This field displays as View Only and
ID was entered in the Company
Information screen when the
GlassMate communications feature
was setup on your system.
This field is not available when the
Electronic Invoice field is unchecked,
if the user has only one Federal Tax
ID, or if the current document was
assigned by eGlassClaim. You can select a vehicle by:
• Specifying the vehicle's year, make, model, and
body style.

30 GlassMate User’s Guide


• Entering a Vehicle Identification Number
(VIN) and then decoding the entry. (Decodes
1981 to present.)
• Entering vehicle information for a vehicle that
is not currently defined in the GlassMate
database. This method can only be used if the
desired vehicle in not defined in the GlassMate
database. However, when you use this method
you will not have access to any of the parts in
the NAGS database. You will have to define your
own parts.
• By searching for a specific vehicle by its Car
Reference #.
• By searching for a specific part, which displays
all vehicles containing the part. You can then
select the part that best describes the desired
vehicle.
After you have selected a vehicle, the vehicle
information will display as View Only in the
Selected Vehicle area of the Vehicle tab.
For documents that originated as assignments
from eGlassClaim or GLAXIS, many of the Vehicle
Tab controls are disabled. This is because those
assignment systems transmit the vehicle identifier
to GlassMate, and changing the vehicle will often
result in your invoice being rejected.
The Vehicle, User Def, CR #, and Part # buttons are
all disabled for electronic assignments when the
vehicle ID has been provided to GlassMate by the
trading partner.
You can, however, perform a VIN decode on
documents that were electronically assigned. This
allows you to validate that the vehicle on the
assignment matches the VIN of the customer
vehicle. If you perform a VIN Decode on an
electronic assignment and the VIN decodes to a
different vehicle, you will receive a warning and it
will be displayed as a non-decoded VIN. In most
cases, you should obtain a new assignment from
your trading partner if the VIN decode does not
match the assigned vehicle.
The bottom left corner of the Vehicle tab contains
Vehicle Diagram button. Click this button to view/
Chapter 3: Working with GlassMate
Creating Quotes
print a diagram of the selected vehicle. If a diagram
exists for the selected vehicle, it will appear.
Vehicle Fields
Pricing Regions
Pricing Displays the current pricing region.
Regions If you have licensed both the USA
and Canadian versions of GlassMate,
use this field to change the country.
Selected Vehicle
VIN Allows you to enter the VIN of the
vehicle. Click VIN Decode to validate
that the entered VIN is in the
GlassMate database.
CR# View Only. This is automatically
entered when a vehicle is selected.
For manually entered CR#s,
GlassMate will first validate and then
display the number in this field.
Allows you to view/print a diagram
of the selected vehicle. If a diagram
exists for the vehicle, it will appear.
Select Vehicle By
Displays the Vehicle Selection dialog
box, so you can manually select the
vehicle's year, make, model, and
body style.
Displays the VIN Decode dialog box,
so you can enter a Vehicle
Identification Number (VIN) to
decode. (Decodes 1981 to present.)
Displays the User-Defined Vehicle
dialog box, so you can enter vehicle
information for vehicles not
currently defined in the GlassMate
database. This method can only be
used if the desired vehicle in not
defined in the GlassMate database.
When you use this method, you will
not have access to any of the parts in
the NAGS database; you will have to
define your own parts.
31
Creating Quotes
Vehicle Fields (continued)
Displays the CR Lookup dialog box,
so you can search for a specific
vehicle by its Car Reference number.
Opens the Part Lookup dialog box,
which returns a list of vehicles that
use a particular part. You can select
the desired vehicle based on part
number.
Vehicle Information
License The vehicle's license number.
Odometer The vehicle's mileage.
Vehicle Location
In Shop If the job is in the body shop, select
this option. This option displays by
default.
Mobile If the job is mobile, select this option.
The following additional fields will
become active:
• Street
• Cross Street
• City
• Zip Code
• Map Reference #
• Pager
Manually Selecting a Vehicle
You can manually select a vehicle using the Vehicle
Selection dialog box. This dialog box is accessible
by clicking the Vehicle button on the Vehicle tab.
32
The Vehicle Selection dialog box contains a tree
diagram. You can expand the options on the tree
diagram by either double-clicking the year, make,
model, body style, and series/submodel (if
applicable), or by clicking +. You can click – to
collapse the expanded options.
The Vehicle Selection dialog box also contains and
Options button. This button allows you to search
for vehicles by Models or Makes and allows you to
select to display the Years in 4 or 2 digits.
To select a vehicle manually
1 On the Vehicle tab, click Vehicle. The Vehicle
Selection dialog box displays.
2 Click Options to open the Vehicle Options
dialog box and search for vehicles by either
Models or Makes, and display Years as either 4
digits or 2 digits.
3 Select a vehicle one of these two ways:
• On the tree diagram, select the vehicle's year,
make, model, body style, and series/submodel
(if applicable).
• Type the vehicle identification number in VIN.
The VIN will be decoded when you click the
Vin Decode button on the Vehicle tab.
4 Click OK.
Vehicle Selection Fields
VIN Allows you to enter a non-
decoded VIN. You can decode
the VIN by clicking the Vin
Decode button on the Vehicle
tab.
Opens the Vehicle Options
dialog box, so you can search for
vehicles by either Models or
Makes and display Years in 4 or 2
digits.
GlassMate User’s Guide

Entering a User-Defined Vehicle
You can enter a vehicle that is not defined in the
GlassMate database using the User Defined Vehicle
dialog box.This dialog box is accessible by clicking
the User Def. button on the Vehicle tab.
To enter a user-defined vehicle
1 On the Vehicle tab, click User Def. The User
Defined Vehicle dialog box displays.
2 Type the Year, Make, Model, and Body Style for
the vehicle.
3 Type the VIN, if available.
4 Click OK. Once a vehicle has been selected, the
system automatically displays the Quote tab.
Entering a Vehicle by Car Reference
Number
You can search for a specific vehicle by its Car
Reference number using the CR Lookup dialog
box.This dialog box is accessible by clicking the
CR# button on the Vehicle tab.
To select a vehicle by its CR number
1 On the Vehicle tab, click CR#. The CR Lookup
dialog box displays.
2 Type the CR # for the vehicle.
3 Click Search to validate the CR number in the
GlassMate database. If the CR number is valid,
the Quote tab displays.
Chapter 3: Working with GlassMate
Creating Quotes
Locating a Vehicle Type by Part Number
GlassMate allows you to search for a specific part
number using the Part Lookup dialog box. The
Part Lookup dialog box displays all vehicles
containing the specified part. You can then select
the part that best describes the desired vehicle.
The Search button allows you to verify that the part
exists in the GlassMate database. If the part is in the
database, the vehicles associated with that part will
display in the Vehicles Found list.
To find a vehicle by part number
1 On the Vehicle tab, click Part #. The Part
Lookup dialog box displays.
2 Type the part in the Part # field and click
Search.
3 Select the vehicle from the Vehicles Found list.
4 Click OK.
Quote Tab
The Quote tab displays immediately after a vehicle
has been selected and allows you to view, add and/
or select glass parts, adhesives, hardware, and
windshield repair items for the vehicle.
The Quote tab is divided into three distinct areas:
• Parts Tree Diagram
• Part Information
• Part Line
33
Creating Quotes
Parts Tree Diagram
On the upper left side of the Quote tab a Parts tree
diagram displays all of the part types found for the
currently selected vehicle. Similar to the tree
diagram on the Vehicle Selection dialog box, you
can expand a part type to view all associated base
parts for that type.
The base parts may be expanded by either double-
clicking the part type label, or by clicking to
display all parts in the NAGS database associated
with the base part. For glass parts, the color,
attachment and premium flags, OEM and
Interchange glass parts, adhesives, and hardware
parts display. Click to collapse close any expanded
areas on the Parts tree diagram.
Part Information
The Part Information area displays specific
information for the part selected on the tree
diagram. This information may include, price,
notes about the part, labor hours, weight, and
thickness.
The Parts tree diagram and Part Information area
are distinguished by a vertical scroll bar, which can
be moved in either direction to make the display
areas smaller or larger.
Part Line
The Part Line area is located on the lower portion
of the screen and lists all repair part lines for the
current document. The Part Line area consists of
eight columns that provide information about the
part and its associated costs.
To add a part line
On the Part Tree Diagram, do one of the following:
• Expand the part type to display the base part
number. From the Document menu click Add
Line.
• Expand the part type and double-click the base
part number.
• Expand the part type and on the base part
number, right-click to view the shortcut menu,
and click Add to Document.
34
To modify a part line
On the Quote tab, do one of the following:
• Select the part on the Part Line area, right-click
to display the shortcut menu, and click Modify
Line.The Document Line screen displays.
• Select the part on the Part Line area. On the
Document menu, click Modify Line. The
Document Line screen displays.
To delete a part line
On the Quote tab, do one of the following:
• Select the part on the Part Line area, right-click
to display the shortcut menu, and click Delete
Line.
• Select the part on the Part Line area. On the
Document menu, click Delete Line.
Laminated Safety Glass
When customers bring their vehicles to your shop
for glass repairs, they will usually have the option
of selecting laminated safety glass instead of
regular glass for most repairs.
The Laminated Safety Glass dialog box allows you
to select the glass color, thickness, and dimensions
and calculate the total cost of the laminated safety
glass invoice line.
You can access the Laminated Safety Glass dialog
box while working in the Quote tab by selecting
Laminated Safety Glass on the Document menu.
GlassMate User’s Guide

To add a laminated safety glass part
1 Select the Quote tab, open the Document menu
and click Add Laminated Safety Glass.
2 On the Laminated Safety Glass dialog box,
select the Glass Color.
3 Select the Glass Thickness.
4 Type or select the Glass Height.
5 Type or select the Glass Width.
6 Type the Per Lite Unit Charge.
7 Type the Quantity.
8 Click OK to return to the Quote tab. The
laminated safety part displays in the Part Line
area.
The Laminate Safety Glass dialog box contains the
following fields:
Laminated Safety Glass Fields
Glass Color Allows you to select the glass color:
Clear or Tinted.
Glass Allows you to select the glass
Thickness thickness: 0.030 Innerlayer (AS-1),
or.015 Innerlayer (AS-2).
Glass Dimensions (inches)
Height The glass height. This number will
be used with the width dimension
to calculate the area.GlassMate
offers pre-defined heights that you
can select from.
Width The glass width. This number will
be used with the height dimension
to calculate the area. GlassMate
offers pre-defined widths that you
can select from.
Area (sq. ft.) This is calculated based on the
height and width dimensions
entered.
Per Lite The labor amount for the current
Unit Charge region that is charged to each glass.
Chapter 3: Working with GlassMate
Creating Quotes
Laminated Safety Glass Fields (continued)
List Price Displays the calculated list price. A
base price is based on the selected
color and the thickness of the glass,
and then a Per Lite unit charge is
applied. This value is updated each
time the glass height, width, color,
or thickness is changed.
Disc/Markup Displays the discount or markup
(%) value based on the document's
Price Profile. This value is updated
each time the glass height, width,
color, or thickness is changed.
Net Price Displays the net price charged for
each piece of glass. This value is
calculated first by adding the Per
Lite unit charge to the list price,
and then applying the discount/
markup to the List Price. This value
is updated each time the glass
height, width, color, or thickness is
changed.
Quantity Enter the total number of pieces of
glass that were created. This
number is used to calculate the
total cost of the job. The default is
one.
Total Cost Displays the total amount that will
be charged for this job. The value is
calculated by Net Price by
Quantity.
Windshield Repair
The Windshield Repair Selection dialog box
provides a visual means of entering windshield
repairs for a selected document. To complete a
windshield repair line, you must select the location
of the repair, how the repair is calculated, and the
35
Creating Quotes
part number for the new windshield. In addition,
you must select the damage type and location of
the damage, using the visual depictions.
GlassMate includes the NAGS Repair Numbering
system. Although these part numbers are not
actually part of the NAGS database, they are
constructed directly from the information
contained in the database.
Each windshield repair is a 9-digit number made
up of the following:
The first two numbers designate the item as a
repair. Reversing the NAGS prefix creates the
repair prefix code. For example, a repair on a
DW01097 would be designated by WD01097.
Similarly, a repair on a FW02008 is designated by
WF02008.
The next five digits are the same as the actual
NAGS part number. Remember color codes,
attachment flags and premium flags are not
included in the Windshield Repair Numbering
System.
The eighth digit denotes the type of break that was
repaired, according to the following coding system:
• B = Bulls eye
• C = Combination break
• S = Star break
• K = Crack < 6 inches
• L = Crack > 6 inches
The final digit shows the location of the break.
36
To add a windshield repair
1 On the Part Tree diagram section of the Quote
tab, click Windshield Repair.
2 On the Windshield Repair Selection dialog box,
select the repair location.
3 Calculate the repair as either Material or Labor.
4 Select the base part number from the list, if
more than one is available for the selected
vehicle.
5 Select the image that represents how the glass is
broken from the Damage Type diagram.
6 Select the location of the glass break from the
Damage Location diagram.
7 Click Add Repair to add the repair line item to
the grid. You can add multiple windshield
repair lines.
8 Select Repair Credits if you want to make a
windshield repair credit. When you select this
option, all windshield repair amounts are
converted to credits.
9 Click Save Repairs to return to the Quote tab.
To delete a windshield repair line
1 On the Quote tab, select the windshield repair
part line that you wish to delete.
2 Do one of the following:
• Right-click to open the shortcut menu and click
Delete Line.
• On the Document menu, click Delete Line.
The Windshield Repair Selection dialog box
contains the following fields:
Windshield Repair Selection Fields
Repair Location
In Shop The repair is performed in the
shop.
Mobile The repair is performed on the job
site.
GlassMate User’s Guide
 Creating Quotes

that may be beneficial. This information is used

Windshield Repair Selection Fields
when creating customer invoices. If you expect
Calculate Repair As repeat business from this customer you may wish
Material
to add them to your Customer List.
Calculates the windshield repair
amount as material costs and
applies sales tax to the repair
amounts if the Tax Materials
option was selected in the tax
profile for the current document.
Modify the tax rate globally
(applies to all active documents) in
Tax Rate Profiles. Modify the tax
rate for the current document
through the Tax/Disclaimers tab.
Labor Calculates the windshield repair The Customer tab contains the following two
amount as labor for the current buttons to assist you when adding customer
region that is charged to each glass. information:
Base Part # Defaults to the windshield part • Use Billing Information
number only if one windshield is Copies the general information from the Bill To
associated with the current vehicle. tab to the Customer tab.
If more than one windshield is
• Lookup Customer
associated with the current vehicle,
Allows you to search for a customer in the
select the part number from the
GlassMate database and then select that
list.
customer to add to the Customer tab.
Damage Type Select a damage type from the
visual display of available damage To add customer information to a document
types. 1 On the Customer tab, do one of the following if
Damage
you prefer to use existing customer
Select a damage location from the
information:
Location visual display of the windshield.
• Click Use Billing Information to use customer
Adds the windshield repair information contained on the Bill To tab.
number to the grid. • Click Lookup Customer to open the Customer
Deletes the windshield repair Lookup screen. From here, you can select an
number from the grid. existing customer and click Select to add that
customer's information to the Customer tab.
Repair Credits If unselected, all windshield repair
amounts are processed as debits. If 2 If you are manually entering customer
selected, all windshield repair information, select if the customer is a
amounts are converted to credits. company or person.
3 Type the customer's name and address.
Customer Tab 4 Type the customer's phone number, fax
number, and e-mail address.
The Customer tab allows you to enter general
customer information, payment methods, general 5 If the customer's signature is on file, select
repair information, and any special instructions Customer Signature on File.

Chapter 3: Working with GlassMate 37

Creating Quotes
6 Type any special instructions associated with
the document in the Special Instructions text
area.
7 Select the customer's preferred payment
method. This can be either a credit card and
expiration date or a check number.
8 Type the shop information for the customer.
This includes providing the date that the
invoice was created, the CSR (customer service
representative), sales representative, and
installer.
9 Type any installation instructions associated
with the customer in the Install Instructions
text area.
The Customer tab contains the following fields:
Customer Fields
Customer Information
Allows you to use the customer
information provided in the Bill
To tab.
Opens the Customer Lookup
dialog box, so you can look up a
customer's information. You can
also add a customer from this
dialog box.
Company Select this option if the customer
is a company.
Person Select this option if the customer
is a person.
Address Allows you to enter the street
address, city, state, and Zip code
for this customer.
H. Phone Allows you to enter the home
phone number for this customer,
if this customer is a person.
W. Phone Allows you to enter a work
phone number for this customer.
Fax Allows you to enter a fax number
for this customer.
38
Customer Fields (continued)
Email Allows you to enter an e-mail
address for this customer.
Customer Select this option if a customer's
Signature on signature is on file. This option is
File commonly used to notify
insurance companies that the
customer's signature is on file.
Special Allows you to add notes to a
Instructions document. You can add up to
255 characters in the text box.
Notes print on Quotes, Work
Orders, and Invoices.
Payment Method
Credit Card Allows you to enter the credit
card type.
Expiration Date If you entered a credit card, this
is the expiration date on the
credit card used (mm/yy).
Check # Allows you to enter the check
number, if a check is the
preferred method of payment.
Shop Information
Create Date Displays the date the invoice was
created. You may enter or select a
different date on the drop-down
calendar. However, if you change
the date to a date prior to the
present release period, you will
receive prices that were effective
during that release while you are
in the current document.
CSR Allows you to select the customer
service representative assigned to
this job. This list was created in
the Users Information screen.
Sales Rep. Allows you to select the sales
representative assigned to this
job.This list was created in the
Users Information screen.
GlassMate User’s Guide

Customer Fields (continued)
Installer Allows you to select the installer
assigned to this job.This list was
created in the Users Information
screen.
Install Allows you to add notes intended
Instructions for the installer. This
information will print on Work
Orders and Invoices.
Price Profile Tab
When you create a new document, you can either
select a predefined price profile, or you can
manually enter price profile information on the
Price Profile tab. When you select a price profile, all
pricing information is copied to the document.
The Price Profile tab on the current document
allows you to modify labor rates and discounts/
markups - identical to the Price Profile tab
accessed when creating global price profiles. The
difference is that modifying any information on
the current document's Price Profile tab will only
affect the current document.
Chapter 3: Working with GlassMate
Creating Quotes
Repair & Adhesives Tab
The Repair & Adhesives tab allows you to enter or
change windshield repair and adhesive
information on the current document.
The Repair & Adhesives tab on the current
document allows you to modify windshield repair
and adhesive information - identical to the Repair
& Adhesives tab accessed when creating global
price profiles. The difference is that modifying any
information on the current document's Repair &
Adhesives tab will only affect the current
document.
Tax/Disclaimer Tab
The Tax/Disclaimer tab allows you to quickly view
and modify the tax rates associated with the
current document.
You can modify tax information for this document
at any time, without affecting the global tax profile.
The Tax/Disclaimer tab also displays the Quote,
Work Order, or Invoice disclaimer for the
appropriate document type.
39
Creating Work Orders

Document Notes Tab To enter document notes

1 On the Document Notes tab, type any notes for
The Document Notes tab allows you to view, add,
the current document in the Add/Modify/
modify, or remove notes for the selected
Remove text box.
document.
2 Click Add New Note.

To modify a document note

1 On the Document Notes tab, select the note to
be modified from the Current Notes list.
2 Modify the note in the Add/Modify/Remove
text box.
3 Click Modify Note.

To remove a document note

Notes display in the Document Notes list by the 1 On the Document Notes tab, select the note to
most recent date. All users can view existing notes, be removed from the Current Notes list.
and can add notes to existing documents. Users 2 Click Remove Note.
cannot modify the note(s) created by other users.

Creating Work Orders

A work order indicates that the work has been
approved and can proceed. You can save a work
order for reference at any time. You may also print
a work order. Work orders contain any
information entered on the Special and Install
Instructions text areas on the Customer tab.
Additionally, you can select some of the
information that displays on the Work Order
printout by choosing from the available list of print
options.
To print a work order
After saving the information entered, do one of the
following:
• On the File menu, click Print. The work order
will print to your default printer.
• Click the Print button on the toolbar.
You can preview a work order before printing.

To convert a quote to a work order

1 Do one of the following:
• On the Document menu, click Convert to Work
Order.
• On the toolbar, click the To Work Order
button.
2 When prompted, confirm that you want to
convert the quote to a work order.

40 GlassMate User’s Guide


Creating Invoices
GlassMate generates two types of invoices, Invoice
Not Paid and Invoice Paid. After an invoice is paid,
you cannot modify it or retransmit it
electronically.
Invoice Not Paid
Only Invoices Not Paid can be sent to your trading
partner through EDI. You can save an unpaid
invoice for reference at any time. You can also print
an invoice. Invoices contain any information
entered on the Special and Install Instructions text
areas on the Customer tab.
You can select some of the information that
displays on the invoice printout by choosing from
the available list of print options.
To convert a quote or work order to an invoice
Do one of the following:
• On the Document menu, click Convert To
Invoice.
• Click the To Invoice button on the toolbar.
To print an invoice
After saving the information entered, do one of the
following:
• On the File menu, click Print. The Invoice will
print to your default printer.
• Click the Print button on the toolbar.
You can preview an Invoice before printing.
Opening Documents
You can open a document in any of these ways:
• Quick Open
• Open
• Show Current Assignments
Chapter 3: Working with GlassMate
Creating Invoices
Paid Invoice
You can set an invoice to paid status. However,
once an invoice has been marked as paid it cannot
be transmitted electronically through EDI. Also,
once an invoice has been marked as paid you will
no longer be able to modify the invoice. We
recommend that you do not mark an invoice as
paid until you are completely sure that the invoice
is final.
To mark an invoice as paid
Do one of the following:
• From the Document menu click Set Invoice as
Paid.
• Click the Set Invoice as Paid button on the
toolbar.
When you mark an invoice as paid, the Mark
Invoice as Paid dialog box displays, requiring that
you enter the date that the invoice was paid. The
Paid Date displays on the Invoice printout.
Once an invoice is marked paid, its contents are
locked by GlassMate so that it cannot be
accidentally modified. Occasionally, you may find
that you need to return to a paid invoice and make
changes to the invoice. To do so, you can open the
paid invoice and set it back to Unpaid by following
these steps:
To set a paid invoice back to unpaid status
1 Open the paid invoice.
2 On the Document menu, click Set Invoice as
Paid.
Quick Open
If you know the document number that you want
to open, you can use the Quick Open feature.
41
Opening Documents
To open a document using Quick Open
Do one of the following:
• On the File menu, click Quick Open.
• Click the Quick Open button on the toolbar.
Open
The Document Selection screen allows you to open
documents that were saved in the GlassMate
database for edit and/or review.
To open a document
1 Do one of the following:
• On the File menu, click Open.
• Click the Open button on the toolbar.
2 On the Document Selection screen, select the
document that you want to open and click
Open.
3 If you want to first filter and/or sort the Current
Documents list, click the Modify Filter/Sort
Criteria button on the Document Selection
screen.
Modify Filter/Sort Criteria
The Sort and Filter dialog box allows you to define
specific filter criteria so that only documents that
match the specified criteria are retrieved.
You can access the Sort and Filter dialog box by
clicking the Modify Filter/Sort Criteria button on
the Document Selection, Document Delete, and
Document Archive screens. You can define filter
criteria by:
• Document Types
• Job Status
After these two filters have been determined, you
can apply them to further define the documents
that you want to retrieve.
• Date Window
• Date Range
• Document #
• Last Name
42
The retrieved documents can be sorted by
ascending or descending order with up to three
sorted fields.
To apply filters to sort through documents
1 On the Document Selection, Document
Archive, or Delete Document screen, click the
Modify Filter/Sort Criteria button.
2 On the Sort and Filter Dialog screen, select the
type of documents to display.
3 Select the Job Status.
4 In the Filter By group box select All Documents,
or choose one of the following options:
• Date Window: Last xx Days (select the days).
• Date Range: Select the Start and End dates on
the drop-down calendars).
• Document #: Select to display document
numbers by smallest to largest.
• Last Name: Enter the last name, or enter part of
the last name and select the appropriate search
matching option.
5 If you want to sort the result list, you can select
up to three sort fields from the lists in the Sort
By group box. Select either Ascending or
Descending to apply to each sort field selected.
6 Click OK. The Current Documents list displays
the documents based on the filters you selected.
Sort and Filter Dialog Fields
Types to Allows you to select the document
Display type to display on the Current
Documents list. Your options
include:
• All Documents
• Quotes
• Work Orders
• All Invoices
• Unpaid Invoices
• Paid Invoices
• Assignments
GlassMate User’s Guide

Sort and Filter Dialog Fields (continued)
Job Status Allows you to display the
document types based on job
status. Your options include:
• Any Status
• Opened
• Scheduled
• Completed
Filter By Note: Only one option in the Filter
By section can be selected at a time.
All Searches all of the documents in
Documents the GlassMate database and applies
the Types to Display and Job Status
filters.
Date Window After GlassMate locates documents
based on the Types to Display and
Job Status filters, you can select a
Start and End Date on the drop-
down calendar to limit the
documents to a specified date
range.
Document # After GlassMate locates documents
based on the Types to Display and
Job Status filters, you can choose to
display the range of resulting
document numbers from smallest
to largest.
Last Name After GlassMate locates documents
based on the Types to Display and
Job Status filters, you can search for
documents that contain the last
name or partial last name that you
entered in the text box.
Sort By
1st Sort Field Allows you to sort the documents
that display in the Current
Documents list by this field. You
can then determine if this field will
be sorted in ascending or
descending order.
Chapter 3: Working with GlassMate
Opening Documents
Sort and Filter Dialog Fields (continued)
2nd Sort Field This is the second field that the
documents displaying in the
Current Documents list will be
sorted by. You can then determine
if this field will be sorted in
ascending or descending order.
3rd Sort Field This is the third field that the
documents displaying in the
Current Documents list will be
sorted by. You can then determine
if this field will be sorted in
ascending or descending order.
Show Current Assignments
The Current Assignments screen allows you to
open an assignment document sent through
eGlassClaim from an insurance company.
As part of the “receive EDI” process, you can click
the View Assignments button on the Receive EDI
Results dialog box to open the Current
Assignments screen.
You can modify most vehicle, quote, and customer
information on an assignment. You cannot change
price profile and repair and adhesive information.
However, you can apply a different tax profile.
Assignments can be converted to work orders and
then invoices. However, before submitting an
assignment to an insurance company for payment,
you must first enter a VIN.
43
Deleting Documents
To view an assignment
1 Do one of the following:
• On the Communication menu, click Receive
EDI. On the Receive EDI Results dialog box,
click View Assignments.
Deleting Documents
The Document Delete screen allows you to delete
one or more documents from GlassMate.
The Document Delete screen contains a Modify
Filter/Sort Criteria button. This button displays
the Sort and Filter Dialog screen. This screen
functions the same way as in the Document
Selection and Document Archive screens.
Archiving Documents
The Document Archive screen allows you to store
one or more documents from GlassMate to an
archive file. All document types can be archived.
You can also archive multiple documents during
one archive session.
44
• Click the Show Assignments button on the
toolbar.
• On the File menu, click Show Assignments.
2 On the Current Assignments screen, select the
assignment that you want to open and click
Open.
Note: You cannot delete paid invoices.
To delete a document
1 On the File menu, click Delete.
2 On the Document Delete screen, select the
document that you want to delete and click
Delete.
• If you want to delete all of the documents
displayed in the Current Documents list, click
the Select All button and then click Delete.
• If you want to first filter and/or sort the Current
Documents list, click the Modify Filter/Sort
Criteria button on the Document Delete screen.
The Document Archive screen can be accessed by
clicking Archive on the File menu.
GlassMate User’s Guide

The Document Archive screen contains a Modify
Filter/Sort Criteria button. This button displays
the Sort and Filter Dialog screen. This screen
functions the same way as in the Document
Selection and Document Delete screens.
Archived documents can be imported back into
GlassMate. All archived documents have a .gma file
extension and are saved to the \GlassMate\Archive
folder by default.
To archive a document
1 On the File menu, click Archive.
2 On the Document Archive screen, select the
document(s) that you want to archive and click
Archive.
• If you want to archive all of the documents
displayed in the Current Documents list, click
the Select All button and then click Archive.
• If you want to first filter and/or sort the Current
Documents list, click the Modify Filter/Sort
Criteria button on the Document Archive
screen.
The Save As dialog box appears.
Importing Documents
The Document Import screen allows you to
import archived documents into the GlassMate
database. When you open the Document Import
screen, the Open dialog box first appears. This
dialog box displays with the Archive folder
selected, prompting you to select the archived
(.gma) file that you wish to import.
Chapter 3: Working with GlassMate
Importing Documents
3 On the Save As dialog box, type the name for
the .gma file and click Save. The Archive/
Import Result dialog box appears.
4 To view the Archive/Import Result log, click
View Log. The following information appears:
5 To hide the log information, click the Hide Log
button.
6 Click OK again to close the Archive/Import
Result dialog box.
The Document Import screen contains a Change
Archive File button. This button opens the Open
dialog box, so you can select additional archived
documents to import.
To import archived documents into GlassMate
1 On the File menu, click Import. The Open
dialog box appears.
2 Select the archived file that you want to import
and click Open.
3 To add another archived file, click the Change
Archive File button on the Document Import
screen and repeat step 2. You can repeat these
steps to add as many archived files to the
Current Documents list as needed.
45
Obtaining Quick Quotes
4 On the Document Import screen, select the
archived file(s) that you want to import and
click Import.
If you want to import all of the files displayed in
the Current Documents list, click the Select All
button and then click Import. The Archive/
Import Result dialog box displays.
Obtaining Quick Quotes
GlassMate’s Quick Quotes feature allows you to
quickly search the GlassMate database to obtain
part number pricing based on part numbers and/
or vehicle types.
Quick Quotes by Part Number
The Quick Quote by Part Number utility allows
any user to quickly obtain prices for specific part
numbers. The part number can be a NAGS or
OEM Glass part number, or a Manufacturer ID.
46
5 To view the Archive/Import Results log, click
View Log. The following information appears.
6 To hide the log information, click the Hide Log
button.
7 Click OK to close the Archive/Import Result
dialog box.
The Query Results panel displays the Part Detail,
List Price, Net Price, Labor Hours, Labor Total,
and Total based on the criteria you enter in the Part
#, Discount, and Labor Rates and Types fields.
To search for quick quotes by part number
1 On the Utilities menu, click Quick Quotes by
Parts.
2 On the Quick Quotes screen, type the part
number (this must be the complete base part
number) in the Part # field.
3 If necessary, type the Discount (or Markup) for
the part number.
4 If necessary, type the Labor Rate for the part
number.
5 Select if the labor rate is Hourly or Flat.
6 Click Search. The system searches for the
specified part number. The results appear in the
Query Results list. You can change the
Discount/Markup, Labor Rate, and Labor Type
for a selected part at any time once the part is
found in the GlassMate database.
GlassMate User’s Guide

7 When you have finished reviewing the part
information, click Done to close the Quick
Quotes screen.
Quick Quotes by Vehicle
To open the Quick Quotes by Vehicle Results
screen, select Quick Quotes by Vehicles on the
Utilities menu.
The Parts Found list displays the Type, Part Id,
Description, List Price, Net Price, Labor Hours,
Labor Total, and Total. A discount or markup may
be applied to the list price, and/or a labor rate or
flat labor charge (depending on the Labor Type)
may be applied to the Labor Total for any part line.
Summary
This chapter described how to use GlassMate to
efficiently create quotes, convert them to work
orders and to invoices. This chapter also described
how to use the Quick Quotes feature.
Chapter 3: Working with GlassMate
Summary
The Quick Quotes by Vehicle Results screen
contains a Select Vehicle button. Clicking this
button displays the Vehicle Selection dialog box,
allowing you to manually select a vehicle.
To search for quick quotes by vehicle
1 On the Utilities menu, click Quick Quotes by
Vehicle. The Quick Quotes by Vehicle Results
screen appears.
2 Type the Discount or Markup if applicable.
3 Type the Labor Rate for the part, if applicable.
4 Select if the labor rate is Hourly or Flat.
5 Click Select Vehicle to open the Select Vehicle
dialog box.
6 Select the Vehicle information from the tree
diagram (Year, Make, Model, and Body/Style)
and click OK. All parts found in the GlassMate
database for the selected vehicle appear in the
Parts Found list.
7 You can change the Discount/Markup, Labor
Rate, and Labor Type for a selected part at any
time once the part is found in the GlassMate
database.
8 When you have finished reviewing the part
information, click Done to close the Quick
Quotes by Vehicle Results screen.
47

Overview
The ability to send and receive electronic
communications between trading partners is one
of the most critical capabilities of the GlassMate
Software. This chapter describes how to set up and
manage your EDI (Electronic Data Interchange)
communications.
GlassMate maintains electronic communications
with a number of industry participants. The
features offered for each are dependent on the
participant.
The following list identifies the electronic
communications capabilities of the GlassMate
software and the partners supported for each:
• Receive Electronic Assignments
• GLAXIS Solutions* (Includes Lynx Services)
• eGlassClaim (Includes Traveler's/St. Paul
Insurance, The Premier of Massachusetts, and
Fireman's Fund Insurance)
Prerequisites
The following two preliminary setup steps are
required in order to activate the GlassMate
communications features.
• You must have an established internet
connection
You must already have your own Internet
service provider (ISP) and connection
Chapter 4
Communications
• Send Invoices and Receive
Acknowledgements
• Lynx Services
• Safelite Solutions
• Harmon Solutions (except for AAA Michigan)
• Teleglass
• eGlassClaim
• Perform Electronic Authorizations
• GLAXIS Solutions*
• Perform Electronic Notice of Loss
• GLAXIS Solutions*
*GLAXIS Connectivity is an additional module
offered for GlassMate that requires separate
purchase and activation. All other
communications are included in the base
GlassMate package.
established in order to communicate with the
Mitchell Glass EDI system. A high-speed,
always-on connection is recommended. If you
only connect to the internet periodically, you
should always ensure that you have connected
to the internet prior to any of the activities
described in this chapter.
EDI Activation
• You Must Activate EDI
In order to utilize any of the EDI features, you
must activate your EDI service. See the
following section for instructions on how to
perform this process.
EDI Activation
If you are using a multi-user version of GlassMate,
you should select a specific workstation for use as
a communication point. Users with Manager
access can activate or deactivate any workstation
by running GlassMate on the workstation, then
selecting one of two options from the
Communication menu: Enable Comm PC (to
enable communications for that workstation), or
Disable Comm PC (to disable). Once enabled, the
activation and EDI process can be conducted.
For the single user version, the Communication
menu is always available.
To activate EDI
1 On the Communication menu, click Perform
EDI. A message appears indicating that the
communication component has not been
activated.
2 Select Yes to proceed. (You may also select No
to cancel the process.)
3 The EDI Communication Initialization screen
appears.
50
GlassMate allows customers who have
purchased multiple GlassMate licenses to have
their EDI communications routed to individual
store locations. For those cases, you should
designate one location as the “Parent” shop. If
you have only one store location or only one
copy of GlassMate, your Parent shop is always
your single location, or the location where you
operate the GlassMate software.
4 In the Parent Information section, complete the
three required fields. Your Customer ID is your
Mitchell Glass Customer ID. In order to activate
EDI, your customer ID, phone number, and
ZIP code must match the information on file
for you at Mitchell. If you require assistance,
our customer service representatives can assist
you with ensuring that this information is
completed correctly.
5 In the Your Shop Information section, complete
all of the information for your shop. If you have
a single location or only use one copy of
GlassMate, this is the same as your Parent
information. If you have multiple locations,
each location will need to provide the three
Parent fields, then will complete their
individual shop information.
6 Once the form is completed, select OK and your
EDI activation information will be transmitted
to Mitchell. If communication activation is
successful, you will receive the following
message:
GlassMate User’s Guide

If you receive a message indicating that
communication did not activate successfully,
contact our Customer Service team at
Sending and Receiving EDI
GlassMate EDI functions much like the post office
does with mail. Invoices, authorization requests,
and activation information are “dropped off,”
while assignments, acknowledgements, and
authorization responses are “picked up.”
The Communication menu contains three
commands that transfer information between
your computer and your electronic trading
partners.
• Send Invoices
• Perform EDI
• GLAXIS Loss Notice
The Send Invoices and Perform EDI commands
are described below. The GLAXIS Loss Notice
command is described later in this chapter (see
“Performing Loss Notices With GLAXIS” on
page 58.)
Submitting Invoices for Payment
GlassMate enables you to transmit your invoices to
trading partners for payment using the Send
Invoices command.
After a document has been converted to an invoice
(see “Creating Invoices” on page 41), you can
submit the invoice electronically for payment. The
Communication component must be activated
before you can send invoices. (See “EDI
Activation” on page 50.)
Chapter 4: Communications
Sending and Receiving EDI
(800) 551-4012, Option 1, Monday through
Friday, from 7 AM to 4 PM Pacific.
To send invoices
1 On the Communications menu, click Send
Invoices. The Send Invoices dialog box appears.
By default, this screen displays all unsent
invoices that have been marked as “EDI”
invoices. GlassMate cannot send Quotes or
Work Orders for payment; documents must be
converted to invoices prior to submission.
2 The Send check box in the first column
indicates that the invoice will be sent in this
transmission. If invoices appear in the list that
you are not prepared to submit for payment,
click the check box to clear it prior to selecting
Send Invoices.
3 Invoices that originate from GLAXIS
assignments, but contain invoice line items that
require authorization, appear in the list but are
not automatically checked for you. If you have
received manual authorization or otherwise
wish to submit the invoice anyway, select the
Send check box for that invoice.
4 If you want to automatically execute a Perform
EDI after you send your invoices, select the
Perform EDI After Sending check box.
5 Once you have selected the invoices you wish to
submit, click Send Invoices.
51
Sending and Receiving EDI

Note: Some EDI Partners have specific

requirements for association of glass parts with
related parts on invoices. When an invoice
includes user-defined parts, GlassMate uses data
in the Parent Part and Part Type fields to
organize the parts on an invoice, reducing the
chance the invoice will be rejected. Before you
submit an invoice electronically, make sure that
you have included all required part type and
parent/child relationship information for user-
defined parts.

Perform EDI
The Perform EDI Command fulfills all
communications processes except for the sending
of invoices. When selected, it performs the
following processes:
• Transmits any unsent authorization requests to
GLAXIS (see “Using the GLAXIS Capability”
on page 55)
• Retrieves any waiting authorizations from
GLAXIS
• Receives all assignments from GLAXIS and
eGlassClaim
• Retrieves acknowledgements to previously
submitted invoices
• Determines if there are any changes to your
trading partner relationships
After sending and receiving this information,
GlassMate provides a convenient screen to assist
you with managing your EDI information.
The Activated Partners list shows all trading
partners with whom you have a trading
relationship. The De-activated Partners list shows
which partners are available in GlassMate, but are
not activated. To activate or deactivate a trading
partner, contact Customer Service at (800) 551-
4012, option 1.
The Assignments section shows how many
assignments were just received. You can view all of
your assignments (even those received in previous
sessions) by clicking View Assignments.
The Authorizations section shows how many
GLAXIS authorization requests were transmitted,
and how many responses were received. You can
see the details of your authorization requests by
clicking View Authorizations.
The Acknowledgements section shows how many
acknowledgements were just received. Typically,
you will only receive acknowledgements once per
day in a single batch.
Each of these screens (View Assignments, View
Authorizations, and View Acknowledgements) can
be accessed without performing the EDI transfer,
simply by selecting the corresponding menu item
from the Communication menu.

52 GlassMate User’s Guide


Viewing Assignments
If you select View Assignments from the
Communication menu or the Perform EDI dialog
box, the Current Assignments screen appears.
The Current Assignments screen shows all
assignments that have been received from GLAXIS
or eGlassClaim, but have not yet been converted to
a work order or an invoice. In many ways, they are
treated the same as a quote.
Assignments are typically sorted from the most
recently received to the least. You can sort the list
by any of the displayed columns by right-clicking
on the column heading, then selecting Sort
Ascending or Sort Descending.
You can open any assignment simply by selecting it
from the list and clicking OK.
Viewing Acknowledgements
Once you submit an invoice for payment, you will
typically receive an response acknowledgement
after a certain period of time. Invoices are
transmitted from the Mitchell Glass servers to
trading partners nightly, and acknowledgements
are received at the same time. Each trading partner
follows its own process and timing for responding
to submitted invoices. Although Mitchell Glass has
no ability to guarantee a response from any trading
partner, the following information may be helpful
to understanding what you might expect:
• For invoices submitted to Lynx Services,
Harmon, or to eGlassClaim,
acknowledgements typically appear within a
day or two after the invoice is submitted.
Chapter 4: Communications
Sending and Receiving EDI
• Invoices submitted to Safelite Solutions should
receive an acknowledgement the following day,
indicating that they have received the invoice.
Response time for whether the invoice will be
paid or has been rejected varies, but usually
occurs within five days.
• For invoices submitted to Teleglass, rejection
notifications are typically sent within a few days
of submission. Teleglass does not always send
notification of acceptance for invoices to be
paid, and should be contacted directly should
you not receive any acknowledgement for
submitted invoices.
To view and manage acknowledgements
1 On the Communications menu, click View
Acknowledgements. The View
Acknowledgements dialog box appears.
When using the View Acknowledgements
dialog box, a variety of tools are available to
help you better manage your responses.
2 Some invoice rejections are accompanied by
additional text describing the reason for the
rejection. View all accompanying text detail by
selecting the rejection and clicking View.
3 You can quickly open the invoice associated
with an acknowledgement by double-clicking
the invoice, or selecting it in the list and clicking
Open. Note that this will close the currently
open document.
4 Once you no longer need an acknowledgement,
you will probably want to remove it from the
list to prevent the list from growing too long.
Delete an acknowledgement by selecting it and
choosing Delete. Note that you can select
multiple acknowledgements at once and delete
them all at once in this manner.
53
Sending and Receiving EDI
5 Use the Select All and Unselect All buttons to
quickly select or unselect every
acknowledgement in the list. This can be
helpful if you want to delete all or most of your
acknowledgements, or mark them as paid (see
below).
6 When you receive acknowledgement that an
invoice has been accepted for payment, mark
that invoice as a paid invoice by selecting the
invoice and clicking Mark as Paid. As with the
Delete button, you can choose multiple
invoices at once to mark as paid.
GlassMate will also generate a printer report of all
of your acknowledgements. This is especially
helpful if you have a large number of
acknowledgements to review.
To print the acknowledgements list
• Click the Print button.
GlassMate prints all acknowledgements in the
list, regardless of what invoices are selected.
Viewing Authorizations
This functionality is specific to GLAXIS users and
is described fully in that section. See “Using the
GLAXIS Capability” on page 55.
Interfacing to the eGlassClaim
System
eGlassClaim is an internet-based claims
management system adopted by several insurance
carriers. For more information about the
eGlassClaim product itself, go to
www.eglassclaim.net, or contact Customer Service.
If you use eGlassClaim, and have accepted one or
more carrier agreements, you can receive your
eGlassClaim assignments into GlassMate. In order
to do this, you need to first establish a relationship
between your eGlassClaim account and your
GlassMate software.
54
To Activate eGlassClaim with GlassMate
1 Go to www.eGlassClaim.net.
2 Login in using your shop administrator login
and password.
3 Select the Relationships tab.
4 Select the Point of Sale link.
5 On the Available Point of Sale System menu,
choose GlassMate.
6 Enter your Customer ID number and click
Activate.
Activation usually takes less than 30 minutes
before you can start receiving your electronic
assignments from eGlassClaim.
To determine if you are activated for assignments
from eGlassClaim
1 Go to www.eGlassClaim.net.
2 Login in using your shop administrator login
and password
3 Select the Relationships tab.
4 Select the Point of Sale link.
5 A message indicating the status of your
activation appears.
6 Once you are identified as active, return to
GlassMate.
7 On the Communications menu select Perform
EDI. eGlassClaim now appears in the list of
active trading partners.
8 You will receive any eGlassClaim assignments
when you choose Receive Assignments from
the Communication Menu.
GlassMate User’s Guide

Managing eGlassClaim Assignments
Because eGlassClaim assignments originate in a
different system than GlassMate, there are a few
important differences between the way you
manage an eGlassClaim assignment compared to a
standard GlassMate document.
Most of the information on an eGlassClaim
assignment, such as customer and billing
information, is provided by the eGlassClaim
Using the GLAXIS Capability
GLAXIS has created an electronic hub that enables
participants to communicate directly and securely
with preferred business partners. GLAXIS
accomplishes this by connecting its customers
existing computer systems to those of their
preferred business partners. Customers maximize
their technology investment by connecting once to
GLAXIS and gaining connectivity to the
marketplace. GLAXIS connectivity helps to
automate the numerous, common tasks required
to obtain and complete jobs. GLAXIS links you to
the nation’s leading insurance companies, claims
managers, and industry suppliers.
Your computer must be connected to the Internet
to use the GLAXIS within GlassMate. Although
GLAXIS can be used with an intermittent or dial-
up connection, an ‘always-on’, high speed
connection is recommended for best results.
Working with GLAXIS
Assignments
GlassMate allows you to load GLAXIS assignments
electronically, creating a single document with all
of the necessary information. Assignments can be
viewed at any time by selecting View Assignments
on the Communications menu or by clicking on
the blue folder on the toolbar. Once you convert an
Chapter 4: Communications
Managing eGlassClaim Assignments
system and thus GlassMate will not let you modify
it. With your eGlassClaim assignments, you can
• Add parts to the invoice
• Maintain notes
• Perform other activities which do not affect the
original claim information or the invoice line
item totals.
assignment into a work order or an invoice, it no
longer appears in the Assignments dialog box.
To retrieve GLAXIS assignments
1 On the Communications menu, click Receive
Assignments.
After GlassMate has finished downloading
assignments, a message appears telling you how
many assignments were received.
2 Do one of the following:
• Click View Assignments to view downloaded
assignments
• Click Return to GlassMate to continue working
in GlassMate and view downloaded
assignments at a later time.
Note: If you are on a multiuser system and are
expecting an assignment, you may want to view
assignments even if GlassMate reports no
assignments. A user from another workstation
may have previously downloaded the
assignment.
To open an assignment
1 On the File menu, click Show Assignments to
open the Current Assignments list.
2 Click on the assignment line.
55
Using the GLAXIS Capability
3 Click Open.
The assignment opens in GlassMate, and you
can begin work on the document. For GLAXIS
assignments, a new tab appears after the Notes
tab. The GLAXIS tab displays additional
information about the assignment that does
not appear elsewhere in GlassMate.
4 If viewing a GLAXIS assignment, click the
GLAXIS tab.
This tab is divided into the following areas:
• Original Assignment Information:
Displays general information about the
dispatch, including the desired schedule time, if
provided by GLAXIS.
• Damage Information:
Displays what the damage glass is, and whether
it is a repair or a replace.
• Discounts:
Displays information about rates and discounts
for this assignment. When you build your
invoice, these discounts and rates are
automatically applied to invoice line items.
• Authorizations:
Displays all of the eligible authorizations for the
work assignment. Those authorizations that
can be received real-time are marked with an
asterisk (*). Authorizations are described in
more details below.
GlassMate & GLAXIS Auditing
One primary principle behind the interface
between GlassMate and GLAXIS is that GlassMate
56
can guide and inform you if you add parts to an
invoice that are inconsistent with the dispatch
received. The same is true for changing the pricing
in such a manner that would cause your invoice to
be rejected by the insurance carrier or third party
administrator.
For example, if the dispatch received indicates that
the work to be performed is a windshield
replacement, GlassMate marks any other glass,
such as a back window, as an invalid part if you add
it to an invoice. If you need to perform work that is
different from what is specified on the dispatch,
the carrier or third party administrator needs to
reissue the dispatch with the appropriate damage
information.
Many parts are appropriate to the work to be
performed, but still require authorization. An
example would be the use of OEM glass or OEM
moldings. As you build your invoice, GlassMate
provides the status of each part. Any part that is
not identified as ‘OK’ or ‘Authorized’ should be
authorized prior to submission, or else the
probability of rejection is significantly increased.
When you add a part to a GLAXIS assignment,
GlassMate indicates the authorization
requirement for that part and its status.
A part may have one of the following statuses:
Authorization status
OK This part is appropriate for the
invoice and the pricing matches the
agreed upon terms.
Invalid Part This part is inappropriate for this
assignment.
Exceeds You have entered a part net price
Amount that exceeds the agreed upon
amount.
Exceeds You have entered a labor amount
Labor that exceeds the agreed upon
amount.
Required Authorization is required for this
part.
GlassMate User’s Guide

Although you can request authorization for any
part, typically you will only authorize those parts
where authorization is ‘required’. If the assignment
does not contain the correct damage information,
or the pricing included with the assignment is
incorrect, you may need to request that the
assignment be resent by the third party
administrator.
The sample below shows what you may see for a
dispatch for a windshield replacement. The first
line is an OEM part that requires authorization.
The second line, the kit, is OK and requires no
authorization. The third line is for a tempered
(door) glass. Since this dispatch was for a
windshield only, this is an invalid part.
Requesting Part Authorization
Parts requiring authorization display ‘Required’ in
the Authorization column of the document.
To authorize parts
1 Select the part, and do one of the following:
• Right-click on the part, and choose Authorize
Part.
• On the Document menu, click Authorize Part.
The Part Authorization dialog box appears.
At the top of the Part Authorization dialog box,
the reason that the part requires authorization
Chapter 4: Communications
Using the GLAXIS Capability
appears. The following section, ‘Request’,
includes information that you would typically
provide when requesting authorization for a
part.
2 Choose a Reason Code. You must choose a
Reason Code for all authorizations.
3 Do one of the following:
• For parts where you are requesting that a
specific price or quantity be authorized,
provide the requested price and quantity in the
fields below the reason code.
• For those authorizations considered by
GLAXIS to be ‘online’ authorizations, no
description or explanation is necessary. These
are typically authorizations that can be given in
real-time without review by the third party
administrator or insurance carrier. For
authorizations that cannot be performed as
‘online’, the Reason Code selected must be
‘Electronic Request’.
• For those authorizations considered by
GLAXIS to be ‘electronic’ authorizations, you
must provide both a description of the
requested authorization and an explanation.
4 After you have provided the required
information, click Add & Send Authorization.
GlassMate transmits the authorization request
to GLAXIS. At this time, you may choose to
wait for the GLAXIS response or cancel waiting
and continue working in GlassMate.
If the requested authorization is ‘Online’, you will
typically receive a response within 10 to 20
seconds. For ‘Electronic’ authorizations, you will
receive a response indicating that the electronic
authorization request has been received and that
you will receive a final response within 24 hours. It
may be good practice to wait until you receive an
initial response from GLAXIS regardless of the
authorization type before returning to GlassMate.
You can get any pending authorizations issued by
GLAXIS by choosing Receive EDI on the
Communications menu.
57
Using the GLAXIS Capability

Submitting GLAXIS Assignments appears confirms the retail contact person

name and the electronic trading partner
for Payment (currently only GLAXIS is available).
You submit your GLAXIS invoices for payment in
the same manner as you do for all other trading
partners. Invoices that are ready for submission
appear in the dialog box.
GlassMate automatically selects GLAXIS invoices
for transmission if all parts are authorized or
acceptable for submission. GLAXIS invoices that
are awaiting part authorization or fail audit rules
appear in the list but are not selected for
transmission. You can send any invoice regardless
of authorization or audit status. However, it is
recommended that invoices pass the GLAXIS audit
in GlassMate and that all parts are authorized
before submitting an invoice for payment.
Following this practice reduces the frequency of 3 Fields marked with an asterisk (*) are required.
rejected invoices Complete all fields on the dialog box and click
Next to proceed to the Customer Information
dialog box.
Performing Loss Notices With
GLAXIS
If you have licensed the optional GLAXIS module
for GlassMate, you can perform electronic loss
notices for approved carriers.

To file an electronic loss notice with GLAXIS

1 On the Communications menu, select GLAXIS
Loss Notice.
2 The Electronic Loss Notification process steps
you through the series of dialog boxes required
to place a loss notice. The first dialog box that

4 Complete all fields on the dialog box and click

Next to proceed to the Vehicle Information
dialog box.
5 Choose one of the following of three ways to
select the vehicle that requires service:
• Click the Lookup... button to go to the
GlassMate Vehicle selection dialog box and
configure the vehicle with the Year/Make/
Model and Body Style.

58 GlassMate User’s Guide

 Summary

• Click the VIN Decode... button if you have the
VIN and want to decode it to get the exact
vehicle match.
• Click the User Defined... button to manually
enter all of the vehicle information. This
method is only recommended for vehicles that
are not present in the NAGS database.
6 Below the vehicle selection information is the
loss information. In this section, indicate if
there is only glass damage to the vehicle, and
what the cause of the loss was.
7 If the customer is filing the claim as a result of
action by a third party, select the appropriate
option from the list and enter the name and
data of the third party.
8 Once this dialog box is complete, click Next to
proceed to the Damage Information dialog box.
codes, choose the appropriate elements from
the corresponding lists. Using the Must Replace
option, indicate if you must replace the glass. If
you believe it can be repaired, click No.
10 After you have configured a damage element,
select Add to add it to the list of damage.
11 Once the list is complete, select Next to transmit
the complete loss notification to GLAXIS.
12 If coverage exists, GLAXIS will return a
complete list of vehicles, deductibles, and the
last four VIN digits. Select the appropriate
vehicle from the list, and, if you accept the
work, click Finish.

The final loss notice is transmitted through

GLAXIS and you will receive a message with
further instructions from them.

9 For each element of damage on the vehicle

glass, choose the appropriate damage location
(windshield, door, etc.). For those glass parts
that have side, position, or relative location

Summary
This chapter described how to use the GlassMate
Communications feature to send invoices
electronically for approval using Electronic Data
Interchange (EDI).

Chapter 4: Communications 59

GlassMate Special Features
Overview
This chapter contains information on special
features available with GlassMate.
The two features covered in this chapter are:
• Using GlassMate with QuickBooks
Using GlassMate with QuickBooks
If you have Intuit QuickBooks installed, GlassMate
allows you to use QuickBooks to calculate and
apply tax rates. You can then export your invoices
to QuickBooks.
If you are a new QuickBooks user, you must set up
your company, which includes creating a complete
Chart of Accounts and Items List (the Items List
must contain sales tax items). QuickBooks items
are for the services of items you buy and sell.
QuickBooks allows you to setup several categories
of items. Refer to your QuickBooks
documentation or online help for complete
instructions.
Setting up QuickBooks
You can set up QuickBooks to open from within
GlassMate using the QuickBooks Setup screen.
This screen is accessed by selecting Setup on the
QuickBooks menu.
Chapter 5
• Creating a Stand-Alone Workstation in a
Multiuser Environment
• Using the GLAXIS™ Capability
• Interfacing with eGlassClaim
Setting up the QuickBooks interface requires you
to complete procedures in both QuickBooks and
GlassMate. You must first export the Chart of
Accounts and Items List from QuickBooks to a
directory within the GlassMate program folder.
You must then import the folder information into
GlassMate before transferring information
between the two applications.
Taxes and tax items are setup in QuickBooks. Tax
items are part of the Items List that is exported to
GlassMate along with the Chart of Accounts. The
QuickBooks tax items appear in the current
document's Tax Profile tab and on the Tax Rates
screen, when accessing the global tax rate profile.
Using GlassMate with QuickBooks
To install the QuickBooks Interface
1 On the QuickBooks menu, click Setup.
2 On the QuickBooks Setup screen, click the
Launch Quickbooks button.
3 QuickBooks opens from within GlassMate.
Depending on the Quickbooks version you
have, do one of the following on the
QuickBooks main menu:
• From the File menu click Export.
• From the File menu, point to Utilities and then
click Export.
4 On the Export screen, select the Chart of
Accounts and then the Item List from the
available options.
5 Click OK.
6 On the Export dialog box, type c:\chart.IIF in
the File Name field.
7 Click Save. A message displays informing you
that the data has been exported successfully.
8 Click OK. The export file Chart.iif is created
and saved in the path C:\chart.IIF.
To import accounts
1 From the QuickBooks menu click Setup.
2 On the QuickBooks Setup screen, click the
Import Accounts button.
62
3 On the Open dialog box, type C:\chart.iif in the
File Name field.
4 Click Open to begin the import process. After
all information imports into GlassMate, you are
returned to the QuickBooks Setup screen.
5 Select the desired accounts receivable account
on the Accounts Receivable list.
6 Select the desired income account on the
Income Account list.
7 Select Mark QuickBooks Invoices to be printed,
if desired. When you select this option,
QuickBook invoices are flagged for printing.
You can view this check box in QuickBooks on
the Create Invoices dialog box. This dialog box
displays the invoice(s) originally created in
GlassMate.
Exporting Invoices and Customer
Lists
After the QuickBooks Chart of Accounts and Item
List have been properly set up and imported into
GlassMate, and the specific Account Receivable
and Income accounts have been selected, you can
begin to export invoices and customer lists into
QuickBooks.
You can export invoices and customer lists into
QuickBooks using the Export Invoices to
QuickBooks screen. This screen is accessed by
selecting Export on the QuickBooks menu.
To export Invoices and Customer Lists to
QuickBooks
1 From the QuickBooks menu click Export.
2 On the Export Invoices to QuickBooks screen,
you can filter the Mark Invoices to Export list by
Not Exported or Exported invoices.
3 If you want to export the customer list with the
selected invoices, select the Export Customer
List check box.
4 On the Mark Invoices to Export list, select the
invoices that you want to export and click
Export.
GlassMate User’s Guide
 A Stand-Alone Workstation in a Multiuser Environment
5 Click Close to close the Export Invoices to
QuickBooks screen. GlassMate writes an export
file in the QB subdirectory under the GlassMate
Installation directory.
The name of the export file is fixed by
GlassMate and is named QBOutput.iif.
(C:\glassmate\qb\QBOutput.iif). You must
import the QBOutput.IIF file into QuickBooks
now.
To import the QBOutput.IIF file into QuickBooks
1 Depending on the Quickbooks version you
have, do one of the following on the
QuickBooks main menu:
• On the File menu, click Import.
• On the File menu, point to Utilities and then
click Import.
2 On the Import dialog box, locate the QB
directory on your C:\ drive (under the
GlassMate Installation directory).
• For Single Users:
c:\Program Files\National Auto Glass
Specifications\GlassMate 4 Single
User\QBOutput.iif
• For Multiusers:
c:\Program Files\National Auto Glass
Specifications\ GlassMate 4
Client\QBOutput.IIF6. Click QBOutput.IIF
A Stand-Alone Workstation in a Multiuser Environment
If GlassMate was installed as a multiuser
application, any user can disconnect from the
server and function as a stand-alone workstation.
A stand-alone workstation is considered to be
OFFLINE from the network.
When in offline mode, all Communications and
Quickbooks features are disabled. When you
disconnect your workstation from the network, all
of your price profiles, tax profiles, customer lists,
and other important system information is
automatically downloaded to the workstation. If
Chapter 5: GlassMate Special Features
3 Click Open. The information is imported into
QuickBooks. When complete, a message
displays informing you that the data has been
imported.
4 Click OK. You can verify that the information
imported correctly by viewing the Customer
Register or the Customer Job List in
QuickBooks.
Export Invoices to QuickBooks Fields
Filter By
Note: Multiple selections are
allowed in the Filter By section.
Not Exported Displays invoices that have not
been exported to QuickBooks to
display in the Mark Invoices to
Export list.
Exported Displays invoices that have
already been transferred to
QuickBooks. Exporting an
invoice that has already been
exported causes QuickBooks to
generate a duplicate invoice.
Export Customer Exports the customer list with
List any selected invoices.
Exports the information to
QuickBooks.
you have a very large amount of this information,
it may take a few moments to complete the process
of taking the workstation off the network.
Once detached, you cannot add or modify system
information. However, it is a simple matter to
reconnect to the server to receive updates of price
and tax profiles, customer and agent lists, and
other information that may have been changed on
the server during the time the workstation was
offline.
63
eGlassClaim
To disconnect a multiuser client
1 From the File menu, point to Multi User Client,
and click Disconnect Multiuser Client.
2 You are reminded that any open document will
be closed and asked if you wish to proceed.
Click Yes.
3 A message appears, telling you the disconnect
was successful. Click OK.
A workstation can remain offline for 30 days
before you are prompted to go back online.
To reconnect to the server
1 From the File menu, point to Multi User Client,
and click Connect Multiuser Client.
2 You are reminded that any open document will
be closed and asked if you wish to proceed.
Click Yes.
Synchronize Documents
The Synchronize Documents function allows you
to upload quotes, work orders, and invoices that
you created while your workstation was offline,
synchronizing them with documents on the server.
eGlassClaim
If you use eGlassClaim, and would like to receive
GlassMate assignments from eGlassClaim, you
must first establish a relationship between your
GlassMate installation and eGlassClaim. If you
want to stop receiving assignments from
eGlassClaim, you must terminate the relationship.
If you are interested in becoming an eGlassClaim
user, contact Customer Service.
To activate eGlassClaim
1 Open Internet Explorer.
2 In the URL Address field, type
www.eglassclaim.net and log in using your
Admin User ID and Password.
3 On the Relationships tab, select Point of Sale.
64
Using the same modify and sort techniques that
are used for opening documents, you can choose
which documents from your workstation will be
uploaded to the server.
To synchronize your documents
1 From the File menu, point to Multi User Client,
and click Synchronize Documents. The
Synchronize Documents - Upload window
appears.
2 Click the Modify Filter/Sort Criteria button to
change the filter/sort criteria. (See “Modify
Filter/Sort Criteria” on page 42.)
Note: Please note that all documents
uploaded from your workstation will be
renumbered as they are uploaded to the
server to maintain the server’s document
numbering sequence.
4 On the Available Point of Sale System menu,
click eGlassClaim.
5 Type your POS-specific Shop ID and click
Activate.
If you don’t know your Shop ID, open
GlassMate. On the System Info menu, click
Company Info and use the number in the Shop
ID field.
The activation request may take up to 24 hours
to process.
6 To verify that the activation was successful, click
the Relationships tab and select the Point of
Sale option. You will be notified if activation
was successful. If activation was not successful,
check that you are using the correct POS-
Specific Shop ID and try to activate again,
GlassMate User’s Guide
 Summary

following the steps above. If you are still not
successful, contact Customer Service at (800)
551-4012 and select the Customer Service
option.
To terminate eGlassClaim
1 Open Internet Explorer.
2 In the URL Address field, type
www.eglassclaim.net and log in using your
Admin User ID and Password.
3 On the Relationship tab, click Terminate
Relationship.
4 Click OK. It may take up to 24 hours to receive
a termination reply.

Summary
This chapter described how to set up QuickBooks
taxes to facilitate the quote creation process and
how to create a stand-alone workstation in a
multiuser environment. It also described how to
interface with eGlassClaim.

Chapter 5: GlassMate Special Features 65

 Chapter 6
GlassMate Reports

Overview
This chapter contains information on how to run Calendar
and print GlassMate reports.
Some GlassMate reports require you to provide a
GlassMate consists of three categories of reports: date range prior to viewing or printing the report.
• General For any GlassMate reports that require you to
• Sales select a date range, click the Calendar button for
• Performance the From and To dates and select the date from the
Calendar.
To open GlassMate reports
1 On the File menu, point to Print, then click
Reports.
2 The GlassMate Reports dialog box appears.

To select a date on the Calendar

1 On the To and From date fields, click the
Calendar button. The Calendar displays. The
current date displays by default.
2 To change the month, select one from the list.
3 To change the year, select one from the list.
4 Click the date.
The GlassMate Reports dialog box consists of three
tabs to represent the GlassMate report categories. 5 Click Close.
Each tab consists of a list of buttons, representing
the GlassMate reports available for that category.
All GlassMate reports can either be sent directly to
your default printer or previewed prior to printing.
General Reports

General Reports
GlassMate General reports provide information • Tax Profile List
pertaining to your shop. This includes tax, price, • Invoice Lookup
invoice, and schedule information. • Job Schedule
The General tab of the GlassMate Reports dialog
box provides the following report options:
Sales Tax Liability Report
• Sales Tax Liability
• Price Profile List The Sales Tax Liability report displays a summary
of sales tax information for a date range.

Clicking the Sales Tax Liability button on the 3 To print the report, click the Print Report
General tab of the GlassMate Reports dialog box button.
opens the Sales Tax Liability Report dialog box. 4 To preview the report, click the Preview Report
button.
5 Click Close.

Price Profile List Report

To print a Sales Tax Liability report
1 On the GlassMate Reports dialog box, select the
General tab and click Sales Tax Liability.
2 On the Sales Tax Liability Report dialog box,
open the calendar and select From and To dates.
The Price Profile List report displays the price
profile that was set up as the default for your
documents.
Clicking the Price Profile List button on the
General tab on the GlassMate Reports dialog box
opens a preview of the Price Profile List report.

68 GlassMate User’s Guide

 General Reports

To print the Price Profile List report 2 To print the report, click the Print button.
1 On the GlassMate Reports dialog box, select the
General tab and click Price Profile List. A
preview of the report displays.

Chapter 6: GlassMate Reports 69

General Reports

Tax Profile List Report
The Tax Profile List report displays the tax rate
profile that was set up as the default for your
documents.
Clicking the Tax Profile List button on the General
tab on the GlassMate Reports dialog box opens a
preview of the Tax Profile List report.

To print the Tax Profile List report

1 On the GlassMate Reports dialog box, select the
General tab and click Tax Profile List. A preview
of the report displays.
2 To print the report, click the Print button.
Invoices Not Paid:
Invoice List Report
The Invoice List report allows you to print a list of
unpaid invoices or paid invoices and the total of
the resulting invoices.You can then apply a date
range and sort the resulting list by any of the
following options: Invoice Number, Customer
Name, or Claim Number.

70 GlassMate User’s Guide


Invoices Paid:
Clicking the Invoice Lookup button on the General
tab on the GlassMate Reports dialog box opens the
Invoice List Report dialog box.
To print an Invoice List report
1 On the GlassMate Reports dialog box, select the
General tab and click Invoice Lookup.
Chapter 6: GlassMate Reports
General Reports
2 On the Invoice List Report dialog box, select
Invoices Not Paid or Invoices Paid.
3 Open the calendar and select From and To
dates.
4 Select the primary sort field from the Sort By
list.
5 To preview the report, click the Preview Report
button.
6 To print the report, click the Print Report
button.
7 Click Close.
Job Schedule List Report
The Job Schedule report allows you to select open,
scheduled, or completed documents that have
been marked as scheduled on the Bill To tab. This
report is filtered by date range.
71
Sales Reports
Clicking the Job Schedule button on the General
tab on the GlassMate Reports dialog box opens the
Job Schedule Report dialog box.
Sales Reports
GlassMate Sales reports allow you to track
information pertaining to the sales history of glass
parts or NAGS service parts.
The Sales tab provides these report options:
• Glass Sales History
• Part Sales History
Clicking the Glass Sales History button on the
Sales tab on the GlassMate Reports dialog box
opens the Part Sales History dialog box.
72
To print a Job Schedule List report
1 On the GlassMate Reports dialog box, select the
General tab and click Job Schedule.
2 On the Job Schedule List Report dialog box,
select the document status from the list.
3 Open the calendar and select From and To
dates.
4 To preview the report, click the Preview Report
button.
5 To print the report, click the Print Report
button.
6 Click Close.
Glass Sales History Report
The Glass Sales History report displays a sales
report for glass part only sales based by date range.
GlassMate User’s Guide

To print a Glass Sales History report
1 On the GlassMate Reports dialog box select the
Sales tab and click Glass Only Sales.
2 On the Part Sales History Report dialog box,
select From and To dates from the Calendar.
3 To preview the report, click the Preview Report
button.
4 To print the report, click the Print Report
button.
Clicking the Part Sales History button on the Sales
tab on the GlassMate Reports dialog box opens the
Part Sales History dialog box.
Performance Reports
GlassMate Performance reports allow you to view
information pertaining to the total sales
performance of customer service representatives,
sales representatives, and installers.
Chapter 6: GlassMate Reports
Performance Reports
5 Click Close.
Part Sales History Report
The Part Sales History report displays a sales report
of all part sales by the date each part was last sold,
and the dollar value of total parts sold for each part
number. This report is based on the date range you
entered or selected on the Calendar on the Part
Sales History Report dialog box.
To print a Part Sales History report
1 On the GlassMate Reports dialog box select the
Sales tab and click Part Sales History.
2 On the Part Sales History Report dialog box,
select From and To dates from the Calendar.
3 To preview the report, click the Preview Report
button.
4 To print the report, click the Print Report
button.
5 Click Close.
The Performance tab provides the following report
options:
• CSR Sales
• Sales Rep.
• Installer
73
Performance Reports

CSR Sales Report

The CSR Sales report displays a summarized sales
performance for each CSR (customer service
representative) by invoices and total sales in dollars
for a specified date range.

Clicking the CSR Sales button on the Performance
tab on the GlassMate Reports dialog box opens the
CSR Sales Report dialog box.
To print a CSR Sales report
1 On the GlassMate Reports dialog box select the
Performance tab and click CSR Sales.
2 On the CSR Sales Report dialog box, select
From and To dates from the Calendar.
3 To preview the report, click the Preview Report
button.
4 To print the report, click the Print Report
button.
5 Click Close.

Sales Rep Report

The Sales Rep report displays a summarized sales
performance for each sales representative by
invoices and total sales in dollars for the selected
date range.

74 GlassMate User’s Guide

 Performance Reports

Clicking the Sales Rep. button on the Performance 3 To preview the report, click the Preview Report
tab on the GlassMate Reports dialog box opens the button.
Sales Rep Report dialog box. 4 To print the report, click the Print Report
button.
5 Click Close.

Installer Report
The Installer report displays the number of
installations performed by each installer by
number of repairs, number of replacements, and
average dollar value of each job for the selected
date range.
To print a Sales Rep report
1 On the GlassMate Reports dialog box select the
Performance tab and click Sales Rep.
2 On the Sales Rep. Sales Report dialog box, select
From and To dates from the Calendar.

Clicking the Installer button on the Performance 5 Click Close.

tab on the GlassMate Reports dialog box opens the
Installer Report dialog box.

To print an Installer report

1 On the GlassMate Reports dialog box select the
Performance tab and click Installer.
2 On the Installer Report dialog box, select From
and To dates from the Calendar.
3 To preview the report, click the Preview Report
button.
4 To print the report, click the Print Report
button.

Chapter 6: GlassMate Reports 75

Summary

Summary
This chapter described how to generate and print
GlassMate reports.

76 GlassMate User’s Guide

 Chapter 7
Database Utility

Overview
The GlassMate Database Utility is a separate This chapter describes how to access and utilize the
application that allows you to maintain the Database Utility.
GlassMate database and includes compacting and/
or repairing the database.

Using the Single-User Database Utility

The Database Utility contains the following Repair
options to maintain the GlassMate database:
The Repair utility optimizes performance while
• Compact
running GlassMate.
• Repair
To run the Compact utility
Compact 1 On the taskbar, click Start, point to Programs,
Mitchell International, GlassMate, and then
The Compact utility compresses the
click Database Utility.
GM_Invce.mdb file, where your data is stored.
This conserves storage on your hard drive. 2 Log on to the Database Utility with your
GlassMate User Id and Password.
To run the Compact utility
3 On the Database menu, click Repair.
1 On the taskbar, click Start, point to Programs,
Mitchell International, GlassMate, and then
click Database Utility.
2 Log on to the Database Utility with your
GlassMate User ID and Password.
3 On the Database menu, click Compact.
Backing Up and Restoring Data for Multiusers
Backing Up and Restoring Data for Multiusers
Mitchell provides a specific Backup and a Restore
utility for multiuser customers. Single user
installations do not have a backup option, but
backups can be created with third-party software.
To back up the GlassMate database (for
multiusers)
1 On the taskbar on the GlassMate server, click
Start, point to Programs, Mitchell
International, GlassMate, and then click
Database Utility.
2 On the Database menu, click Backup.
3 Click Continue. The GlassMate database
backup is stored on the \Nags_Backup
directory.
4 To restore your data (for multiusers):
5 On the taskbar on the GlassMate server, click
Start, point to Programs, Mitchell
International, GlassMate, and then click
Database Utility.
6 On the Database menu, click Restore.
7 On the Restore Invoice Backup dialog box,
select the database backup to restore. Backups
are listed by date.
8 Click Continue.
Summary
This chapter described how to access and run the
GlassMate Database Utility.
78
9 Type Yes on the Confirm Database Restore
dialog box.
Purging Backups
As you back up your data, the amount of disk space
required to store those back ups will increase. If
you have a number of older backups that you are
confident you no longer need, you can purge them
from your disk to make more space available. We
recommend only purging older backups when you
are confident that newer backups are available. For
example, if you back up your database every week,
at the end of the month you can likely purge the
first three weeks of the month.
To purge backups (for multiusers)
1 From the taskbar on the GlassMate server, click
Start, point to Programs, Mitchell
International, GlassMate, and then click
Database Utility.
2 On the Database menu, click Purge Backup.
3 On the Purge Invoice Database Backup dialog
box, select the database backup(s) to purge.
Backups are listed by date.
4 Click Continue.
5 Type Yes on the Confirm Purge of Backup
dialog box.
GlassMate User’s Guide