PI Client Integration with Audatex

This document discusses the setup and configuration process of the PI Client when the Audatex Estimating System (ADXE) is being used by your shop.

Installing the Pi Client

In order to install the Pi Client and configure it to integrate with ADXE you will first need to determine which computer(s) it needs to be installed on in your shop. In order to do this, please answer these questions:

  1. If you have the Disconnected (i.e. DVD) version of ADXE installed then these instructions should be carried out on the same computer that ADXE is installed on.
  2. If you are using the Web version of ADXE then you should nominate a computer that will always be used when performing exports from ADXE to PartsTrader and when importing data into ADXE from PartsTrader. These instructions should be performed on that computer.

Note: The user must have administrative privileges on the machine that the Pi Client is being installed on.

Note 2: If the Pi Client has been previously installed on other computers in your shop then you should uninstall it from those machines except for ones where it is integrating with another Estimatic system other than ADXE. In that case you should disable Audatex integration on those Pi Clients.

If you are unsure which is correct for your shop, please consult your system administrator, IT person, or you can contact Audatex technical support before proceeding - http://www.audatex.us/product.asp?PageID=zTechnical

Installing the Pi Client

Note: The user must have administrative privileges on the machine that the Pi Client is being installed on.

  1. Download the Pi Client from http://piclient.partstrader.us.com/setup.exe
  2. Once the Setup.exe file has finished downloading then run it.
    • If an old version of the Pi Client has been installed on the computer then you don't need to uninstall it.
    • If there is antivirus software installed on the computer then it may warn you that it thinks that the Pi Client is a threat. In this case you will need to tell it to allow the Pi Client to run.
    • If you have firewall software installed on the computer then it may prompt you whether to allow the Pi Client to access the network or internet. In this case you will need to choose to allow network/internet access.
  3. Once installation has completed successfully you will need to configure the Pi Client to point to the Audatex Import and Export folders.

Installing the Pi Client

  1. To configure the Pi Client open up the Home Screen by double-clicking on the Pi Client icon in your taskbar (this is the set of icons next to the system clock).
  2. The PI Client Configuration and Setup home screen will appear:
  3. Next, click the Configure link next to Audatex. The Audatex configuration wizard will appear.
  4. The PI Client will ask you which version of ADXE you are using, the web version or standalone version.
  5. Choose “Yes” to continue.
  6. The PI Client will now ask you if you are using the new “PartsTrader Export” feature of ADXE, choose “Yes”.
  7. Based on these configurations, the PI Client will automatically detect the appropriate setup paths for ADXE
  8. Once you have finished click the ‘Done’ button.
  9. The Pi Client should now display the folders that you selected in the Home Screen.
  10. Click “Close” to close the Pi Client configuration screen.

ADXE Configuration Instructions - Disconnected Version

  1. To configure the Pi Client open up the Home Screen by double-clicking on the Pi Client icon in your taskbar (this is the set of icons next to the system clock).
  2. The PI Client Configuration and Setup home screen will appear.
  3. Next, click the Configure link next to Audatex. The Audatex configuration wizard will appear.
  4. If you have the disconnected version of the ADXE installed, the PI Client will detect this automatically.
  5. The PI Client will now ask if you are using the new “PartsTrader Export” feature of ADXE. If you are unsure if you are able to use this, please review the section below: Am I using the PartsTrader Export Feature?
  6. We are assuming you will be using this feature. Choose “Yes” to continue.
  7. Based on these configurations, the PI Client will automatically detect the appropriate setup paths for ADXE.
  8. Once you have finished click the ‘Done’ button.
  9. The Pi Client should now display the folders that you selected in the Home Screen.
  10. Click “Close” to close the Pi Client configuration screen.

Am I using the PartsTrader Export Feature?

Version 6.0.8 of ADXE contains a new feature called PartsTrader Export. This feature exports data using the CIECA BMS format, rather than the CIECA EMS format. You will know you are able to use this new feature by logging into ADXE, and looking for the following link:

When using this feature the export files are exported to a standard location, which can’t be changed. When using the Web version of ADXE the files are saved to the user’s local machine. When using the Disconnected (DVD) version of ADXE the files are saved to the machine where ADXE is installed.

Importing estimates into PartsTrader

Now that we’ve set up the PI Client, we should test that it is sending the data to PartsTrader properly.

  1. Wait until your shop is next assigned a Vehicle Damage Assignment by State Farm.
  2. You complete the estimate from the assignment, and then export the estimate to EMS format.
  3. The PI Client picks up the EMS files and creates a new job within PartsTrader with the parts from the estimate.
  4. In order to ensure your first estimate has been uploaded into PartsTrader do the following:
    • Log in to PartsTrader. Your PartsTrader account will need to have company administrator rights. Navigate to https://my.partstrader.us.com/ and log in with your PartsTrader credentials.
    • Once logged in, navigate to Profile
    • Under the My Company tab, choose Registered PI Clients
    • Once the Registered PI Clients screen appears, you should see that your installed PI Client for the host machine is showing in the list, and shows that an estimate has been uploaded.

Information that is imported

In order to support the quoting and ordering process in PartsTrader, the following information is imported by the PI Client:

  • Vehicle Information including VIN, License details, Make, Model, Year, Owner Name
  • Damage Information including Point of Impact and Total Loss Indicator
  • Insurance details including Claim Number and Insurance Company
  • Part Information

Importing estimates into PartsTrader from ADXE

Workflow

The standard workflow that will utilise the Export to Estimate function is:

  1. A PartsTrader job has been created for an estimate via the Import to PartsTrader function.
  2. Your shop uses the standard quote request or direct order workflows to determine which supplier(s) will supply the parts, which parts will be supplied, and the prices for the parts.
  3. Your shop orders the parts from step 2.
  4. Your shop uses the Export to Estimate function to export the suppliers’ part information from step 3 back to the estimate.
  5. When you reopen the estimate in ADXE you will be prompted to accept the part updates into the estimate. You will need to accept all of the part updates, at which point the parts list on the estimate will be updated to reflect the information in PartsTrader.

Information that is exported

Information is exported for all parts that have pricing information at the time that the Export to Estimate action is performed. The most up-to-date pricing information is exported, so if price X was quoted for a part during the quoting process and the supplier changed the price to Y during the ordering process, then price Y will be exported.

The pricing data that is exported depends on the type of part being supplied:

  • For recycled parts the Sell Price is exported.
  • For all other parts the List Price is exported.

The following other data is exported from PartsTrader to the Estimatic applications:

  • Part Number
  • Part Description
  • Supplier Information (Name, Address, and Phone Number)

Availability

Export to Estimate functionality is only available for PartsTrader jobs that meet the following criteria:

  • The job must have been created from an estimate.
  • The job must have at least one part with pricing information supplied via either a Quote or an Order.
  • The job can’t have been deleted or withdrawn.

Accessing the Export to Estimate function

In situations where it is available, the Export to Estimate function can be accessed from the following screens:

Job Summary

All Parts

Review Selections by Part

This is the second step in the Quote Selection process. When the Export to Estimate action link is clicked on this page the selections will be saved and then the data will be exported to the estimate.

Limitations

There is a limitation in ADXE whereby it will not update or remove any parts on the estimate if they are exported from PartsTrader to ADXE more than once. This means, for example, that if you exported a job from PartsTrader to ADXE after the Quote Selection phase and the supplier changes the price on a part during the ordering phase, then if you export the job to ADXE after the ordering phase the new price will not be reflected in ADXE.

The workarounds for this problem are:

  1. For Audatex estimates only use the Export to Estimate function after the job’s orders have been confirmed.
  2. If the job’s data is updated in PartsTrader after an Export to Estimate has been performed then you must manually update the estimate (via ADXE) to reflect the data in PartsTrader.