Creating workshop jobs

Summary

This article explains how to create jobs in the Workshop system.

More Information

The purpose of workshop job card is to store information about the customer, vehicle and work to be carried out. It controls the workshop loading, time management, the parts and labour, produces an invoice and takes payment.

All vehicles that are booked into the workshop for retail work, warranty work, internal work, insurance work, goodwill and so forth should have a workshop job created.

A job should be created when a booking is taken, so an entry should be made on the system while the customer is on the phone or on the premises so that as much information can be taken and stored immediately.

To Create The Job

Go to "Workshop" -> "Workshop Diary".

• This will show the "Workshop Diary" and have today's date highlighted.
• To create a New Job on today's date, click [Add].
• To create a New Job on a Future date you can either:
  • Click on [>] or press <F1> to advance 1 Day.
  • Click on [>>] or press <F2> to advance 1 Week.
  • Click on [>>>] or press <F3> to advance 1 Month.
• Once on the correct date, click [Add] to create a new job.

The System will automatically create the Job number, this stops duplicate job numbers being created.

The Job Card

A blank Job Properties screen will appear, waiting for you to fill in the details of the various parts of the job.

Account

• At the "Keeper:", type in part of the surname of the vehicle owner and press <Enter>. You will see a list of possible choices. Pick the correct one from the list or click [Add] to create a new account if the one that you want is not shown. The keeper should always be the person who drives or rides the vehicle. The only time that this could be left blank is for internal jobs done for the sales department for demonstrators or showroom prep.
• If the customer has more than one vehicle, pressing <F2> here will display the customer's vehicles.
• The "Invoice Account:" shows who is paying for the job. It will default to the keeper, but for internal and warranty jobs, this should be changed to the relevant internal or warranty account code.

See How do I Find a Customer? if you don't know the account codes.

Vehicle

• At the "Vehicle:" enter in the vehicle stock number, or if you are unsure of the Stock Number, press <Ctrl+F1> to search. See Creating Workshop Vehicles if the vehicle is not on the system. For internal jobs, you should be given the stock number of the vehicle to work on, and should refuse to carry out any work without a stock number.

If the vehicle and customer have already had work done, then when you select the Keeper, the vehicle will automatically be filled in.

Job Details

If you have a suitable Standard Job, load it now and then continue as below.

• At the "Description:" type the description for this job. This will be the items that need doing on this bike, e.g. Full Service, MOT, Change Brake Pads and so on. This will appear on the workshop job card. If you do not have enough space, it is possible to add more description to a workshop job.
• The "Status:" will default to 'BI'(Booked In). This can be changed by typing in a different status code.
• At the "Reference:", enter the job reference. On a retail job, there probably won't be anything to put here, but on a warranty job, the manufacturer's warranty reference is helpful.
• The "Depot:" will default to the depot for your current site. If you are a multi-site operation, this distinguishes your jobs from another site's jobs.
• At the "Rate:" you may have rates set up for internal work or warranty work for specific manufacturers. This enables you to set the unit cost and retail price of labour for a specific type of job without setting up that rate for each of your labour codes. This will be done here.

Schedule

• At the "Received:" enter the date the Job was taken on. This date will default to the user date.
• At the "Started:" enter the date the Job is to be started. This date will default to the user date or if you entered here from "Workshop Diary", the date you have selected in the Diary.
• At the "Due:" enter the date the Job is due for completion. This date will get set to the start day if no date is entered.
• At the "Hours:" enter an estimate of the time in hours it should take to complete this job.

Essentially this is all that is needed to be done to create a workshop job, unless you wish to allocate a particular Technician/Primary Skill to the job, in which case, refer to the section below.

• Press <Esc>.
• At "Confirm Changes" prompt Screen, click [Accept] to save changes to the job that you have just completed and return back to the Workshop Diary Screen.

See Platinum Dates for tips on entering dates.

Adding a particular Technician/Skill to a Job

Occasionally, you may want to assign a particular Technician/Skill to a job so that you can see who is doing what from the Diary Screen. The following explains how this can be achieved.

• Once you have a Workshop Job open, click the [Schedule] button, or you can press <F4> to amend the time allocation for the job.
• In the Job Schedule window that opens, click [Add] and enter the Technicians Initials (preferred) or a Skill Code, eg MOT etc. Press <F1/Shift-F1> to scroll through a list of available skills if you wish. If the one you want does not exist, then you can create it from here, however you MUST assign that skill to a Technician, otherwise the Diary Screen will show an error on any day that you assign that Skill Code to.

See also

• How do I print a job card?
• How do I add more description to a Workshop Job?
• How do I Create a Standard Workshop job?
• How do I add Parts to a Workshop Job?
• How do I add Labour to a Workshop Job?
• How do I Order Parts for a Workshop Job?
• How do I Create a Insurance Workshop Job?

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Keywords AND Misspellings

workshop jobcard, description, Create, Jobs