This document reviews starting a new service ticket and the items that make up a service/repair order in the Parts and Service module.
|(402) New Repair Order||Other Tabs|
|RO Layout||Parts Section of the Service Invoice|
|Repair Type||Buttons at the Bottom of the Service RO|
|Flag Times||Warranty Ticket on the Service RO|
(402) New Repair Order
To begin a new Service RO, select number (402) New Repair Order. This will open a new window where a Service RO can be started.
The RO Header, you will add an Entity, or apply a ticket type to an Internal ticket as well.
There can be as many repair lines as desired on one ticket.
In the Complaint field, the issue that is wrong with the unit will be typed in here. If a user would like to use a Repair Code, they can select it from the Browse button in that field which will populate everything in the top portion of the RO. These repair codes can be created and customized in the repair code list.
The Repair Type field allows for differentiating the ways that a ticket can be cashed out. Examples are Retail, Internal, Warranty, Extended Warranty, Policy Charge, etc. You can have many different repair types on one Service RO and it will still cash out properly.
The Repair Info tab will have the “Cause and Correction” fields so that any service personnel can type in the detailed cause of the issue and what they did to fix the issue.
If a dealership is using Flat Rate they can use the “Act.”, “Pay”, and “Bill” fields, and the Vehicle Information will also be listed.
Any Warranty Company information will be listed in the drop-down list for any Warranty jobs. The Warranty companies can be added and customized in the system by the user. The breakdown of any Labor Rates, Billable, Payable, and Discounts will also be listed.
If you wish to apply a warranty company to all repairs on the invoice, there is a shortcut under the Tools menu in the upper left of the screen. This will open a window to choose the warranty company and type.
If a dealership has mechanics clock in and out of jobs, they can use the Flag Times tab. This will allow the mechanic to clock in to a job and it will mark the Repair Status as “In Process.” Once the mechanic clocks out, the status can be marked as “Completed.” The clock in and out function will also record the mechanic’s beginning and ending times and dates, and give the total amount of hours clocked in.
The Schedule tab will allow scheduling of an RO to a customer and will be placed as an appointment on the Dispatching Calendar for mechanics.
The Parts Request tab allows communication between the Parts and Service departments so that the mechanics can request parts from the parts department to relieve from Inventory. These show in the parts requests screen.
The Notes tab will allow a user to place internal comments on the RO.
The Approvals tab is for special pricing of items.
Sublets will allow the recording of third party work on a unit from a dealership. This will also create a part called Sublet. For detailed information, please see the sublet procedures article.
The Vehicles tab will show a brief overview of the vehicle information. This section also has buttons to allow you to pull up that vehicle’s profile by using the “View/Modify Unit” button.
Parts Section of the Service Invoice
The lower section of a Service Invoice (Repair Order) displays the parts section and allows adding, removing, and updating pricing of parts assigned to a specific repair line. The repair number column will display the repair line selected above. When highlighted, parts you add will be assigned to that repair.
Buttons at the Bottom of the Service RO
- Order Parts is used to place a part on the order list when you are out of that part.
- Discount is to enter a percentage discount for parts, labor, or both.
- Search Parts will open the Part Search window to search your Master Inventory for a part.
- Price List will open the Price Book List.
- Canned Job will allow a user to add a canned job to the RO. This will auto-populate the entire ticket including the parts. Canned jobs are created in the canned jobs list.
- Hours will allow you to see the current status of the mechanics and the hours they have accrued on the repair lines.
- Supplies will allow a user to charge Shop Supplies onto a Service RO.
- Deposit will allow a user to take a deposit on the Service RO.
The breakdown section in the lower right of the screen has new additions in the Service RO due to the different types of tickets types that can be on one RO. It reveals the total amount due for each ticket type. Examples are Customer Pay, Warranty, and Internal.
Warranty Ticket on the Service RO
If there is a Warranty Ticket on the Service RO, they will appear in the Warranty Clerk category, where it will remain until the dealership receives payment from the warranty company. Once they receive payment, the user can open the RO, select the repair that the warranty is on, and check off submitted. This will remove it from the Warranty Clerk list, informing the system that payment has been received.