This document reviews the sections, buttons, and tabs that make up a service/repair order in the Parts and Service module. For a review of creating a new repair estimate or repair order, please visit the New Repair Estimate / New Repair Order article.
| New Repair Order | Flag Times |
| RO Layout | Other Tabs |
| Repair Type | Breakdown |
| Repair Info Tab | Buttons at the Bottom of the Service RO |
| Parts Tab |
RO Layout
Icons
Once you have opened an RO, the top of the service invoice will show a variety of icons.
Invoice Status
The small circle to the left indicates the ticket status. This color will change when the status changes and is dependent on the colors chosen for your business.
Invoice Notes
Choose the notes icon to open a screen where you can add or view notes entered for the invoice.
Print List
Selecting the print icon opens a screen where you can click over the RO document(s) you wish to print.
Parts Search
Choose the magnifying glass icon to open a part search screen. Search for the parts, select them to move them to the bottom window. then choose to add them to the invoice.
Deposits List
Choose the icon above to view the deposits made for this invoice.
Accounting Transactions
Selecting the calculator icon will open a window displaying the RO's accounting transactions.
Cash Out Info
Choose the archive icon to open the cash out information. On closed tickets, this will show information about the transaction(s) for this invoice.
Shop Supplies
Select the icon of three boxes to open a window about shop supplies. You can enter an override amount if your business has a pre-defined supplies percentage.
Modify Payable Date
Select the calendar icon to edit the payable date.
Alert
Choose the exclamation point icon to open a window where you can view, add or edit the alert for the service invoice.
History
Click the history button to view historical invoice information.
Customer Information Section
In the customer section, you will either search for an existing entity, add a new entity, or designate this as an Internal ticket.
To set this RO as an internal ticket and add the dealership customer as the customer entity, select the Apply Internal button in this section.
Click the Add button to search for an existing customer entity by selecting the magnifying glass next to entity field.
To add a new customer, select the New button in this section. You can also select this button after choosing an entity to update the entity information.
Ticket Info
The section at the top of the service invoice will show information about the invoice.
If the RO has a part on order, the PO number will show in the Cust PO # field.
If your business uses service tags, you can enter the number into the Service Tag # field.
You may check the Customer Waiting box to indicate that the customer is waiting during the service.
If this is a PDI invoice, you may check the box. This box may already be checked if it was created by a salesperson during a deal.
Dates Section
The dates section will automatically fill in the date and time that the invoice was created, but will update when specific things happen.
The Date Time In should remain as when the unit was first brought in for service.
If your business is set up to send notifications to customers when the RO is completed, the Notify Date Time will update when the program sends the message.
The Date Time Out will update to be when the unit leaves.
The Cashed Out Date updates to match the date that the invoice is cashed out.
The promised date and time automatically fill with the end of day time for the creation day. You can enter a new or different Date Time Promised.
Repair Lines
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 system.
Repair Type
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. A user can also have many different ticket types on one Service RO and it will still cash out properly.
Parts Table
The parts table allows for adding, removing, and pricing of parts to a specific repair line on the Service Invoice. The repair number column will display the repair line, to which the parts were added.
Cause and Correction
The “Cause and Correction” fields show below the repair lines so that any Service personnel can type in the detailed cause of the issue and what they did to fix the issue.
Vehicle Info
The vehicle for the repair order can be viewed or selected in the vehicle info section
Repair Info
If a dealership is using Flat Rate they can use the “Act.”, “Pay”, and “Bill” fields. Any Warranty Company information will be listed in the drop-down list for any Warranty type 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.
Flag Times
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.
Other Tabs
The Schedule tab will allow scheduling of an RO to a customer and will be placed as an appointment on the Dispatching Calendar.
The Parts Request tab allows communication between the Parts and Service departments so that the service mechanics can request parts from the Parts department to relieve from Inventory.
The Notes tab will allow a user to place internal comments on the RO.
The Approvals tab allows approval notes, whether for the customer or for a warranty repair.
Sublets will allow the recording of third party work on a unit from a dealership. This will also create a part called Sublet.
The Vehicles tab will show a brief overview of the vehicle information and also allows the user to pull up that vehicle’s profile by using the “View/Modify Unit” button.
The Vehicle Warranty Info tab will show when the warranty job type is selected. This tab shows information about the warranty or warranties sold with the unit or entered in the entity's vehicles tab.
Breakdown
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.
Buttons at the Bottom of the Service RO
- Order Parts is to place a part on the order list when you are out of that part.
- Discount is to enter a discount on the part or labor.
- Search Parts will open the Part Search window to search Master Inventory for a part.
- Price List will open the Price Book List.
- Canned Job will allow a user to place a canned job onto the RO. This will auto-populate the entire ticket including the parts. A user can add these and customize them to the system.
- Hours will allow a user 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.