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<< Click to Display Table of Contents >> Navigation: MLS 2026 Installation and System Setup > System Information Setup > Validation Lists |
The following Validation Lists are available within MLS 2026. These lists help standardize data entry throughout the system and improve consistency for reporting, searching, marketing, scheduling, and accounting operations.
Although the system includes a default labor rate, additional labor rate schedules may be created using this list.
Different rates may be appropriate for:
•Fleet accounts
•Warranty work
•Wholesale clients
•Specialty services
•Premium or emergency services
Each entry includes:
•A code
•Description
•Labor rate
Using labor rate schedules allows MLS 2026 to automatically apply the correct pricing structure where appropriate.
Client Codes allow you to group customers by a common characteristic.
One of the most common uses is tracking:
•Referral sources
•Advertising effectiveness
•Marketing campaigns
Examples might include:
•WEB
•RADIO
•REFERRAL
•HOA
•DEALER
Codes may contain letters and/or numbers.
These codes become extremely valuable when reviewing marketing performance and determining where advertising dollars are most effective.
The City list standardizes community names used throughout the system.
Using a list:
•Speeds data entry
•Prevents spelling inconsistencies
•Improves reporting accuracy
•Enhances marketing selections
The list can be edited manually and will also learn new cities automatically as they are entered into Client and Vendor records.
The County list allows you to maintain standardized county names for reporting, taxation, and regional analysis purposes.
The Zipcode list allows you to store local zip codes along with descriptive information.
This improves accuracy when operators may not remember the exact postal code.
Examples:
•92688-0000 — Rancho Santa Margarita
•92677-0000 — Laguna Niguel
•92705-0000 — Santa Ana North
Using descriptions helps operators select the correct area quickly.
If only a five-digit zip code is known, use zeros for the final four digits to maintain formatting consistency.
The Appointment Scheduler uses the Assign list for routing appointments.
Assignments may represent:
•Individual technicians
•Service advisors
•Service bays
•Departments
•Work areas
Examples:
•TECH1
•Alignment
•Electrical
•Quick Service
You may use employee names, service areas, or a combination of both.
MLS 2026 includes a comprehensive Vehicle list containing:
•Makes
•Models
•Sub-models
This allows quick and accurate vehicle selection during data entry.
When editing a vehicle:
1.Select the Year
2.Select the Make
3.Select the Model
4.Select the Sub-model
This process improves consistency and helps prevent incorrect vehicle descriptions.
Manufacturers should be assigned to inventory parts whenever possible.
Using the Manufacturer list:
•Speeds inventory entry
•Standardizes manufacturer names
•Improves reporting
•Prevents inconsistent abbreviations
The system will also automatically learn new manufacturer names as inventory is entered.
Sort Codes allow you to categorize inventory into groups meaningful to your business.
Examples:
•BRAKE
•ELECT
•SUSP
•ENGINE
Certain reports can then isolate inventory based on Sort Codes.
Each entry includes:
•Code
•Description
Departments divide work into operational or accounting categories.
Examples:
•M — Mechanical
•E — Electrical
•B — Body
•P — Paint
Departments are especially important when using the General Ledger because separate accounting accounts may be tied to each department.
When enabling Departments, the system will request:
•Parts sales account
•Labor sales account
•Sublet sales account
Carefully plan your department structure before implementation.
The Color list standardizes vehicle color descriptions.
Examples:
•White
•Silver
•Dark Blue
•Pearl Red
This list connects directly to the Vehicle editor lookup.
Many shops track which Service Writer handled a workorder.
The Writers list provides the lookup values used on the Workorder General screen.
This information can later be used for:
•Productivity analysis
•Commission calculations
•Performance reporting
MLS 2026 supports multiple sales tax rates.
Always include:
•A 0.00% non-taxable rate
Additional rates may reflect:
•Different jurisdictions
•Specialty taxation rules
•Out-of-area services
Enter values as percentages, such as:
•8.75
•7.25
•0.00
Provide descriptions that clearly identify the proper usage.
Labor Glossary entries use System codes to organize services into major operational areas.
Examples:
•Engine
•Electrical
•Suspension
•HVAC
These codes improve lookup speed and organization.
Groups further organize Labor Glossary entries within a System category.
Examples:
•Charging System
•Fuel Injection
•Front Suspension
Using Systems and Groups together makes labor lookups much faster and easier.
Categories provide additional filtering options for Labor Glossary entries.
Examples might include:
•Domestic
•European
•Diesel
•Hybrid
•Fleet
You may organize these however best fits your business operation.
Source identifies the origin or condition of a part.
Examples:
•New
•Used
•Rebuilt
•Aftermarket
•OEM
This information may be used on workorders and inventory reporting.
The Messenger list contains users for the MasterLink Message Center (MMC).
Each employee who will send or receive messages should have an entry in this list.
Client Status codes allow you to identify special client classifications.
Examples:
•Active
•Inactive
•Seasonal
•Fleet
•VIP
•Warranty
•Payment Concern
These codes may assist with:
•Marketing selections
•Reporting
•Credit decisions
•Service prioritization
Carefully designed Validation Lists help MLS 2026 function as a highly organized and efficient business management system.