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New Repair Estimate / New Repair Order

  • Updated

While every dealership's process may vary, this article provides a basic walkthrough for the people who create and manage service invoice documents.

Pre-Diagnostic

Post-Diagnostic

Post Customer Approval

Pre-Diagnostic

Start the Repair Order

  1. Open the Parts & Service module.
  2. Click the New Repair Estimate or New Repair Order quick link on the left side of the screen. This will open the service invoice window.
  3. In the customer section, you can choose the Add button to add an existing customer, or the New button to begin adding a new customer to the repair order. If this is an internal ticket, you can choose the button to apply internal in the customer section.

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IMPORTANT: You must add a repair before you can choose a vehicle.

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  1. Enter the repair information. There are three ways to add repairs:
    • You may choose the repair/job type and type the complaint into the repair table.
    • You may choose a repair code, select the repair type, and optionally type additional information into the complaint field in the repair table.
    • You may add a canned job by selecting the Canned Jobs button.
  1. Verify the job type for each repair. Job types are set up by your dealership and may include:
  • Retail / Customer Pay
  • Wholesale
  • Factory Warranty
  • Internal / Dealership
  • Policy Charge
  • Extended Warranty
  1. Optionally, you may add parts for the job by using the parts table below. There are several ways to add parts:
    • You may type a part number into the Part Number field.
    • You may click the ellipsis button to open a search window to locate the part.
    • You may enter a full or partial description of the part into the Description field to open a search window to locate the part.
    • You may click the Parts Kit button to add a parts kit to the table.
  1. Optionally, you may enter the cause or correction into the fields on the Repair Info tab below the parts table. This information is usually completed by the mechanic.

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  1. Below the cause and correction section is the labor time summary section. To assign a mechanic to a single job, choose the Add Mechanic button in the repair info tab. To assign one or more jobs to a mechanic, select the Apply Mechanic to Jobs button, found under the job list above. You can then add the mechanic and choose which jobs to assign.

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  1. To the right of the cause and correction, select the vehicle for the jobs in the Vehicle Info section. If the customer selected has a unit entered in their CRM profile's vehicles tab, the unit will show in the Unit Selection dropdown.

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  1. You can change which vehicle is selected by using the dropdown. If the customer doesn’t have a vehicle entered on their profile, you may open the CRM profile by clicking the Modify Customer button (in the header section) or by selecting the Vehicle Information tab and clicking the view entity button. In CRM, open the customer record and enter the vehicle information into the Vehicles tab. Save and close the entity profile to return to the RO. You can then choose the vehicle from the dropdown.
  2. Click the A button next to the unit selection to assign i he vehicle to all repairs at once.

At this point, the RO is ready for your mechanic to perform their diagnosis, add the needed parts to the RO or as parts requests, enter any updates to the cause and correction, and recommend new timing based on their diagnostic. 

Post-Diagnostic

After the mechanic has performed their diagnostic, but before work has begun.

Add Parts to Invoice

If your mechanics have added parts as requests, you can open the RO and select the Parts Requests tab. This will show either the requested part number or the information that the mechanic entered about the parts needed. These steps are sometimes performed by the parts department.

  1. Open the repair order.
  2. Select the Parts Requests tab.
  3. Validate the part numbers. You may need to research the parts at this time to ensure that the correct part number is applied.
  4. Update the status of the requested parts.

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  1. If there is not a blank row in the parts table, you may need to choose the Add Part button in the lower right. This will add a new, blank row to the parts table.

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  1. Type the Part Number into the blank line to add it to the RO. Enter the repair number for each part as you add it to the list. If you aren't sure of the part number, you can click the ellipsis button [...] to open a part search window to select a part and add it to the quote.
  2. Update the quantity sold for the invoice.
  3. Enter the same quantity into the relieved quantity after the part has been taken off your shelf.

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  1. View all parts for all jobs by selecting the Show All Parts button at the bottom right of the parts section. You will need to update the quantity sold and the quantity relieved for each part on the invoice.
  2. If a required part is not on hand, you may need to have your parts department order it. Choose the Order Parts button.
    • This will open a window where you can choose which parts to order and whether you want to add the parts to the order list for your parts department or place the parts immediately on an order.
    • Choosing to place the part on order will open the purchase order to allow you to place the order immediately.

Update Estimated Hours and Billing Hours

  1. Click over a job in the job list at the top of the invoice, then choose the Repair Info tab to locate the mechanic grid for the job in the Labor Time Summary section. 

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  1. Verify that the Billable Hours are accurate.
  2. Optionally, you can enter the Efficiency Hours (Eff). This is used in reporting to track mechanic efficiency.
  3. The Actual Hours will fill with the time that the mechanic clocks in and out of the job.
  4. Optionally, you may enter the Payable Hours. Depending on your dealership setup, the payable hours may fill automatically.

Note: If you wish to use the repair code pricing or hours, the Use Flat Rate Pricing box must be checked.

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  1. If a repair code was used to add the job line, the Repair Code section may be filled out to use a flat billable and payable dollar amount.
  2. If a repair code was used to add the job line, the Repair Code section may be filled out to use a flat billable and payable number of hours.

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  1. In the Breakdown section, verify the Labor Rate.
  2. Repeat steps 12-19 for each job on the repair order.

Enter Customer Approval

  1. Open the repair order.
  2. Select the Approvals tab.

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  1. Click the Add Approval button to add a new, blank line to the approvals table.
  2. Enter the approved Parts Total amount. This will automatically update the Approved Total.
  3. Enter the approved Labor Total amount. This will automatically update the Approved Total.
  4. Enter the approver's name into the Approved By column.
  5. Click the Approved circle.

Now that the work is approved, the mechanic can complete the work.

Post Customer Approval

Cash Out the Invoice

Select the Cash Out button at the bottom of the invoice window. This will move you to the sales register screen to take payment.

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Single Payment Method

  1. Select the payment method by clicking over the applicable icon.
  2. Enter the payment amount. If this is the only source of payment, you can click the dollar sign to have MotilityAnywhere fill in the entire amount.
  3. Choose the Print button at the bottom of the screen. This will open a new tab on your browser and show a copy of the receipt.
  4. Click the printer icon in the upper left to print.

Multiple Payment Methods

    1. Select the payment method by clicking over the applicable icon.
    2. Enter the payment amount. You can collapse this section by clicking the small arrow to the right of the payment amount shown at the top of the payment method section.
    3. Choose the Add Payment button in the lower right. This will add a new payment method section.
    4. Select the payment method by clicking over the applicable icon.
    5. Enter the payment amount. If this is the last source of payment, you can click the dollar sign to have MotilityAnywhere fill in the entire remaining amount. Otherwise, you may follow steps 3-6 to continue adding payment methods.
    6. Choose the Print button at the bottom of the screen. This will open a new tab on your browser and show a copy of the receipt.
    7. Click the printer icon in the upper left to print.

Possible Additional Steps

There may be additional steps in your repair order process. You can find details about these steps by selecting from the links below:

Split an Invoice

Schedule Jobs

Take a Deposit

Upload or View Documents

Discount Parts or Services

Sublet Work

 

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