This will allow R.O. Writer users the ability to drive marketing by shop code from the number of miles driven on a vehicle as opposed to using the number of days to follow up. This would mean a customer driving 24,000 miles a year would receive 8 reminders a year to change his oil (assuming a 3000 mile interval), whereas a customer driving 15,000 miles a year would only receive 5 reminders.
Each shop code added for follow up can be set up differently. To add, edit or delete shop codes, click the Setup button in the Marketing module (see Marketing Setup).
After selecting the Shop Code and the Letter to Send, enter the number of days after Send Letter After to follow up by the number of days from the date the repair order was finalized or enter the number of miles to follow up by the number of miles driven.
The system will calculate approximate miles driven based on mileage intervals of multiple repair orders in history for that vehicle.
A new vehicle field for annual mileage will default to system calculated mileage based on history but in the case of a customer having insufficient history, will default to 12000 annual mileage or 1000 miles per month. This annual mileage field can be edited if you know the annual mileage and it is different from the default.
To edit the Annual Mileage, select Edit Vehicle from the repair order. Below is a vehicle with an Annual Mileage of 10950 which is an average monthly mileage of 912.5 and a daily mileage of 30. This vehicle will get a reminder every 3.3 months.
This vehicle is new to the shop and the Annual Mileage of 12000 is already entered. This vehicle will get a reminder in 3 months until sufficient history is built up.
To print the letters when they come due, click the Auto-Followup, Send Letters button in the Marketing module and click the Shop Codes tab.
To send letters based on average annual mileage other than the automatic follow up, click the Marketing button in the Marketing module. Select Use shop code criteria under General Options. Then click the Shop Code Criteria tab at the bottom.
Select Have or Have not had labor operation. Select the labor operation and select the Category only box if you want to search based on the labor category only regardless of operation. Select the option next to performed in the last X miles through date and enter the number of miles and the date if other than today’s date.
The system pulls customers and vehicles that have or have not had the selected job done and searches by using a customer’s average daily mileage.
Example: If you enter 3,000 miles. For a customer who drives an average of 34 miles per day, it would take them 88 days or about 3 months to drive 3,000 miles so the system will search history back 3 months from the through date to find if they have or have not had that job done.
For a customer who drives an average of 50 miles per day, it would take them 60 days or 2 months to drive 3,000 miles so the system will search history back 2 months from the through date to find if they have or have not had that job done.