The Oil Group

Oil is a special part with specific fees and information. You can create one oil Parts Department Group to manage this information for oil parts departments at the same time. This is the oil group and it enables you to

Only one parts department group can be the oil group.

Creating the Oil Group

The oil group is a grouping of parts departments that contain oil parts. Before creating the oil group, you should check your parts departments to make sure they contain only the oil parts you want to manage in the oil group.

For example, you wouldn't want to manage windshield wipers the same way you manage oil. Therefore, it is a good idea to make sure that the departments you add to the oil group do not include windshield wipers.

To Create the Oil Group

Only one parts department group can be the oil group.

Complete these steps:

  1. In the Configuration module, click Configuration menu > Parts > Parts Department Groups.
  2. On the Departments Group window, either
    • Click the Add button to create a new parts department group.
    OR
    • Select an existing parts department group from the dropdown list.
  3. Select the Oil Group option.
    If you do not see the Oil Group option on the window, that means an oil group already exists.
  4. Add the departments that include the parts you want to add oil information to. These departments should include only oil products.
  5. The Department Groups window with the Oil Group box checked.

  6. You can set up the oil fees as necessary in Fee1 (and based on), Fee2 (and based on), or No Supply Fee.
  7. Click the Save button to save the oil group.

Adding Oil Information to Oil Group Parts

Oil information must be printed on customer invoices to comply with the vehicle engine oil labeling standards issued by the National Conference of Weights and Measures (NCWM). For the oil information to print on the customer invoice, you need to add oil information to oil parts. Any part without oil information is out of compliance with the NCWM standards.

NOTE: The phrases “vehicle engine oil labeling” and “oil label” have nothing to do with oil stickers. The NCWM standards indicate that oil used during service has to be labeled on the service documents.
“Label” refers to the information about the oil product (e.g., viscosity, brand name, engine service category, etc.) and not the plastic sticker you print and adhere to the inside of a windshield to notify the customer when their next oil change is due.

To Add Oil Information to Oil Parts

Complete these steps:

  1. Open the Inventory module and click the Inventory button > View/Add/Edit.
  2. Search for a part included in the oil group. The Oil box checked and grayed out on the General Information tab indicates that the part is in the oil group.

    The Oil box checked and grayed out on the General Information tab.

  3. Click Edit and the part activates.
  4. Click the Oil Information tab.
  5. Enter the required oil information in the following fields:
    • Viscosity Classification
    • Brand Name
    • Engine Service Category
    • Inactive/Obsolete Svc Category

    The Oil Information fields on the Oil Information tab in Inventory.

    NOTE: Only parts in an oil group display the oil information fields. The Oil Information tab appears for all parts but remains blank for non-oil group parts.

  1. Click Save to save the oil information to the part record.

Where Oil Information Appears in R.O. Writer

Oil information appears on the Edit Parts window of parts posted to tickets and Parts List window that appears when you search for parts.

On the Edit Parts Window

An Oil tab appears at the bottom of the Edit Parts window when you click the Oil Info button. When you click the Oil tab, the oil information for this part displays.

the oil information on the Oil tab of the part.

When you print the ticket and customer invoice, the oil information prints with the part.

On the Parts List Window

A line for oil information appears at the bottom of the Parts List window that appears from part searches throughout R.O. Writer. If an oil part is part of an oil group, the oil information fields display.

oil information for an oil part circled at the bottom of the parts list.

If the part is in the oil group but no information is entered, the fields are present but blank.

oil information blank for a non-oil part circled at the bottom of the parts list.

NOTE: Oil information does not appear on reports with the oil part.

Reviewing Parts Departments for Oil Parts

Before creating the oil group, R.O. Writer recommends that you review which parts are in the parts departments you want to include in the oil parts department group. The fastest way to do this is to run an Inventory List report by parts departments.

To Run an Inventory List Report for Parts Departments

Complete these steps:

  1. Open the Inventory module.
  2. Click the Reports button The Reports button in the toolbar..
  3. In the Inventory Reports list, select the Inventory List.
  4. In the Department dropdown list, select the parts department whose parts you want to review.

the Department dropdown list showing the oil department selected.

  1. Select the other options as applicable.
  2. Click Print.
  3. On the Printing Options window, select Screen and click OK. The print preview window opens displaying the parts in the selected parts department.
  4. At this point, you can
    • Click CTRL + F and search for parts that you may want to check on.

      The inventory list report for an oil department showing the find text window.

    • Print the list and review it thoroughly.

Running an Inventory List Report for the Parts in the Oil Group

If the oil group already exists, you can run an Inventory List report by the oil parts department group.

the Department Group dropdown list showing the oil department selected.

If you select a grouping in the Group On dropdown list, a subtotal appears for each grouping.

The inventory list report for the oil group.

Changing the Parts Department Group

The Oil Group option is active only on new parts department groups and only when there is no active oil group.

If you want to make another parts department group the oil group, you need to

Keep in mind, that a parts department can be in one and only one parts department group. You may need to modify other parts department groups to remove parts departments from them so that those departments become available to select for the new oil group.

Deleting the Oil Group

You cannot delete the oil group, but you can make it inactive in R. O. Writer by selecting Inactive on the Parts Department Group window.

After the oil group has been inactivated, the Oil Group option is active only for new parts department groups.

You cannot

Inactive Oil Group Parts

Inactivating the oil group has no impact on the parts in it.