Server

  • Running FileMaker on a stand alone server, not with other Server running is most ideal
  • Restart the FileMaker server once a month.
  • Maintain at least one daily local backup and one cloud-based backup.

Workstation

  • Store ID for the first store in CheckIn is set to #100 -- do not change this setting! Additional Store ID numbers can be set as needed.
  • It's recommended to log out of CheckIn and quit out of FileMaker at each workstation at the end of the day. 
  • Each workstation needs to have its own name via the FileMaker Preferences under User Name
  • Each workstation will need to have a Printer and Credit Card Terminal set up, if needed
  • Each workstation will need to have the Barcode fonts installed.
  • To make CheckIn launch automatically for a workstation, under FileMaker Prefs select “At startup, open file”

Using CheckIn

  • When closing windows in CheckIn, use the "Close" button instead of the red close button in the macOS Title Bar.
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  • In CheckIn, an SRO and Invoice, or a Quote, Order and Invoice will share the same number. Purchase Orders have their own number. *(Do not delete an Invoice, it will also delete it's associated SRO)
  • When creating a GSX Repair in CheckIn, the Purchase Order does not need to be posted. This will happen automatically when the GSX Repair is created.
  • Do not track Serial Numbers for Service Parts.  Why complicate life and it's not necessary!
  • Due to Page Layout constraints, you will need to limit the number of line items on an Order or Invoice to 40 items or less for any Serial Numbers to print correctly.
  • Text Messages can be sent to customers as part of the SRO "Status" settings. A pop-up window will appear to confirm the message that's being sent, and the text of the message will also be added to the "Timeline." Note that text Message in CheckIn are only available for sending messages, not receiving replies, and there is no option to send an attachment.
  • Invoices need to be posted after each sale. Our businesses are "accrual based accounting," and because of this we need to run sales and tax reports bases on dates Invoices were posted, not the date of Invoice. (Payments can be made to posted invoices.) 
  • You have to issue credit before posting invoices.  If invoices are posted and you want to issue credit, you have to unpost the invoice then issue the credit.  You can then click the post date fix button on the invoice to adjust post date back to the original date.
  • Each Product in CheckIn must include a Department/Class entry.
  • Need to have at least one item on an invoice/sro/order/quote to print it. (Can use a Misc. product)
  • "Command 4" Bring up Main CheckIn Window 
  • "Command 1" to show time stamp for notes section 
  • Notes on invoices shows around 12 to 14 lines 
  • SRO T&Cs print on second page and best to have a double sided printer to save paper.
  • When quickly testing GSX access in an SRO, use the "Find My Device" feature (the small 'radar' icon at the right of the "Product Description" field). Serial Number information may be cached, and may not require a call to GSX to retrieve current information. "Find My Device" will always attempt to contact GSX.  
  • When you start adding other CheckIn users who need GSX access, you can, as an administrator create employees/users etc. via your account for them.  Just add their GSX account name and Tech ID for them  They will get a GSX Token while they are logged in with their account via any SROs gear icon at the bottom left or under the More button at the top.  
  • Texting Customers:  Only works for sending text not receiving and with no attachments and no need to fill out the Subject section. (You will need to setup an account with https://www.twilio.com and enter your credentials into CheckIn.)