Difference between revisions of "How do I create technicians?"

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== Summary ==
 
== Summary ==
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This article explains how to create technicians in the workshop system and assign them the relevant amount of hours for the workshop diary. Once you have created one technician and the labour rates, you can then use this as a template and create other technicians by copying an existing one.
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This article explains how to create technicians in the workshop system and assign them the relevant amount of hours for the workshop diary.
  
 
== More Information ==
 
== More Information ==
 
Go to {{Menu|{{WS}}|Maintenance Options|Technicians Labour Rates|Add or Edit Labour Codes}}.
 
Go to {{Menu|{{WS}}|Maintenance Options|Technicians Labour Rates|Add or Edit Labour Codes}}.
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* At {{DataPrompt|Labour code:}}, type in the initials of the technician to be created. Press {{KeyPress|Enter}}.
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* Click {{Button|List}} to see your existing technician records.
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* If a suitable record exists, select a record to copy and click {{Button|Copy}} else click {{Button|Add}}.
  
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{{Note|text=The Labour code must be unique and cannot match any other Labour code or a Parts Stock Code!}}
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=== Technicians ===
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Regardless of the method of recording labour you are using, each technician will need a Labour Code to allow you to record their time spent on jobs.
  
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* This will take you down to the {{DataPrompt|User Code:}}. You may attach a labour code to a specific Platinum user. ''If you wish to do this, type in the Platinum user code of that user, else press {{KeyPress|Enter}} to skip this field.''
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* At {{DataPrompt|Labour code}}, enter a unique code to represent this technician e.g. their initials.
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* At {{DataPrompt|Labour Name:}}, type the full name of the technician being created. Press {{KeyPress|Enter}}.
 
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* At {{DataPrompt|Description:}}, enter in either {{DataValue|Y}} or {{DataValue|N}} which will dictate if the labour code is just used as a descriptive line on a job or be used in the ''"{{WS}} Real Time Labour Logging."''
 
  
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{{Note|text=Setting this to {{DataValue|Y}} means the Labour Code can not be used in the ''"{{WS}} Real Time Labour Logging"'' to record time against the Labour code.}}
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{{Warning|text=The Labour code must be unique and cannot match any other Labour code or a Parts Stock Code!}}
  
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* At {{DataPrompt|Sales Centre:}}, generally leave this blank unless advised otherwise by your accounts department. There is a system default that should not need to be changed here.  
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* At {{DataPrompt|Labour type}}, choose {{DataValue|Technician}}. See [[How do I create technicians?#Descriptive Lines|Descriptive Lines]] for more information on this option.
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* At {{DataPrompt|V.A.T. Rate:}}, again generally leave this at {{DataValue|0}}, and the system default will take care of things.  
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* Enter the technician's name.
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* At {{DataPrompt|Category:}}, yet another one to leave blank under most circumstances! There is a system default to handle this.  
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* If you intend to use Platinum Online to [[How do I record labour in the workshop using Platinum Online?|record labour]] each technician must also be created as a [[How do technicians connect to Platinum Online?|Platinum user]]. Enter their {{DataPrompt|User code}} if required.
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* At {{DataPrompt|Depot:}}, enter the depot code at which this technician works. If you do not have multiple sites then do not change the {{DataPrompt|Depot:}}.
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* {{DataPrompt|Sales Centre}} may be left blank unless advised otherwise by your accounts department. There is a system default for sales of labour that should not need to be overridden.
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* The {{DataPrompt|Primary Skill}} field is intended to be used as a way of linking the Technician to a particular Workshop Job upon job creation. Enter the Technicians Initials in the Primary Skill field and press {{KeyPress|S+F10}} to create the "skill" and give it a suitable description.
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* {{DataPrompt|V.A.T. Rate:}} may be left at {{DataValue|0 - No default}}. The system default will be applied. A VAT rate override can be specified on a customer record or against a specific labour rate e.g. MOT.
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* At {{DataPrompt|Available Hours:}}, enter the specific amount of hours the technician is contracted to work from {{DataPrompt|Sunday}} through to {{DataPrompt|Saturday}}. ''If he is not available on specific days during the week (e.g. Days Off) leave the available hours on that day set to {{DataValue|0}}.
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* {{DataPrompt|Category}} can also be left blank under most circumstances! Labour will be assigned the system default category {{DataValue|LAB}}.
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* At {{DataPrompt|Start Date:}}, enter the starting date of the technician.  
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* If you have multiple sites/depots, at {{DataPrompt|Depot}}, enter the code for the depot at which this technician works. Otherwise, leave it as the default.
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* At {{DataPrompt|Leaving Date:}}, use the {{KeyPress|Down arrow key}} to skip this field without filling it in.
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* The {{DataPrompt|Primary Skill}} field is intended to be used as a way of linking the Technician to a particular Workshop Job upon job creation.
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** Enter the Technician's initials in the Primary Skill field.
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== Labour Rates ==
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** Press {{KeyPress|S-F10}} and give it a suitable description. Then click {{Button|Done}} and {{Button|Accept}}.
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All that is left to be done is to assign labour rates to the technician to do this you will need to click [[How do I Create or Change Labour Rates?|HERE]].
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* At {{DataPrompt|Start Date}}, enter the starting date of the technician. Their code will be active immediately so this is just for your records.
 +
* {{DataPrompt|Leaving Date}} should only be completed when they leave your employment.
 +
* At {{DataPrompt|Available Hours}}, enter the default hours the technician usualy works each day.
 +
* Find out how to assign {{DataPrompt|Labour Rates}} [[How do I create or edit workshop labour rates?|here]].
 +
* Once you have filled out all this information, press {{Button|Done}} and then {{DataValue|Accept}} the changes.
  
 
== Adding Extra Technicians ==
 
== Adding Extra Technicians ==
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Once you have created one technician, you should create any others by copying the details from a suitable existing technician.  
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Once you have created one technician, you should create any others by copying the details from a suitable existing technician.
  
 
=== Copying technicians ===
 
=== Copying technicians ===
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* At {{DataPrompt|Labour code:}}, type in the initials of the technician to be created. Do '''NOT''' press {{KeyPress|Enter}}.
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On the {{Menu|Add or Edit Labour Codes}} window:
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* Press {{KeyPress|A+F1}} and {{KeyPress|Enter}}.
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* Press {{Button|List}} to list all the available technicians.
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* You will see a list of the existing technicians.
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* Highlight the technician on the list that you want to copy the details from and press {{Button|Copy}}.
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* Move the cursor to point at the suitable candidate for copying, and press {{KeyPress|Enter}}.  
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* A new window will popup asking you to enter a new labour code. Enter the code for the new technician here and press {{Button|OK}}.
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* Edit the appropriate fields so that this contains the new technician's details. Everything will be copied from the other technician, so make sure that you change the relevant fields !
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* You now have the ability to change any information for the new technician.
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* Press {{KeyPress|ESC}} and {{KeyPress|Enter}} to accept.
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* Once you have finished, press {{Button|Done}} and then {{DataValue|Accept}} the changes in the normal way.
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=== Descriptive Lines ===
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If you have chosen to record your technician's time taken against descriptive lines, see [[How do I record labour in the workshop?#Settings|this article]].
 +
You can create Descriptive Labour Codes for each type of work that you want to show to a customer, e.g. Electrical, Bodywork, Service etc. These would be more like Operation Codes that the technicians can carry out.
 +
 
 +
* At {{DataPrompt|Labour code:}}, enter a unique code to represent this type of work e.g. {{DataValue|LAB ELEC}}.
 +
{{Warning|text=The Labour code must be unique and cannot match any other Labour code or a Parts Stock Code!}}
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* At {{DataPrompt|Labour type:}}, choose {{DataValue|Description}}.
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* At {{DataPrompt|Labour Name:}}, type the full description for this code. This will print on the customer's invoice.
 +
* Leave the {{DataPrompt|User Code:}} blank.
 +
* You should generally leave {{DataPrompt|Sales Centre:}} blank unless advised otherwise by your accounts department. There is a system default that should not need to be overridden.
 +
* Again, generally leave {{DataPrompt|V.A.T. Rate:}} at {{DataValue|0 - No default}} and the system default will be used.
 +
* {{DataPrompt|Category:}} is yet another one to leave blank under most circumstances! There is also a system default at work here!
 +
* If you have multiple depots, at {{DataPrompt|Depot:}}, enter the code for the depot at which this descriptive line is to be used. Otherwise, leave it as the default.
 +
* Leave {{DataPrompt|Primary Skill}}, {{DataPrompt|Start Date:}}, {{DataPrompt|Leaving Date:}} and {{DataPrompt|Available hours}} blank.
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* Find out how to assign {{DataPrompt|Labour Rates}} [[How do I create or edit workshop labour rates?|here]].
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* Once you have filled out all this information, press {{Button|Done}} and then {{DataValue|Accept}} the changes.
  
 
== See also ==
 
== See also ==
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* [[How do I add labour to a workshop job?]]
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* [[How do I create or edit workshop labour rates?]]
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* [[Where do the workshop available hours come from?]]
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* [[What do I do if a technician is not available for work?]]
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* [[How do I schedule a technician for a workshop job?]]
 
* [[How do I make a technician leave?]]
 
* [[How do I make a technician leave?]]
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* [[From where do the Workshop available hours come?]]
 
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* [[What do I do if a technician is not available for work?]]
 
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* [[How do I add Labour to a Workshop Job?]]
 
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* [[How do I Create or Change Labour Rates?]]
 
  
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{{KB_Tags|Workshop, labour, technician, create, technicians, tech, techs, copy, copying, mechanic, Labourer}}
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{{KB_Tags|workshop, labour, technician, create, technicians, tech, techs, copy, copying, mechanic, labourer, descriptive, actual, chargeable, efficency, performance, booking, book}}
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{{FAQ}}{{KB_WS}}{{ZN_Admin}}
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{{FAQ}}{{How}}{{KB_WS}}{{ZN_Admin}}

Latest revision as of 05:29, 31 March 2022

Summary

This article explains how to create technicians in the workshop system and assign them the relevant amount of hours for the workshop diary.

More Information

Go to " Workshop Maintenance Options Technicians Labour Rates Add or Edit Labour Codes".

  • Click [List] to see your existing technician records.
  • If a suitable record exists, select a record to copy and click [Copy] else click [Add].

Technicians

Regardless of the method of recording labour you are using, each technician will need a Labour Code to allow you to record their time spent on jobs.

  • At "Labour code", enter a unique code to represent this technician e.g. their initials.
The Labour code must be unique and cannot match any other Labour code or a Parts Stock Code!
  • At "Labour type", choose 'Technician'. See Descriptive Lines for more information on this option.
  • Enter the technician's name.
  • If you intend to use Platinum Online to record labour each technician must also be created as a Platinum user. Enter their "User code" if required.
  • "Sales Centre" may be left blank unless advised otherwise by your accounts department. There is a system default for sales of labour that should not need to be overridden.
  • "V.A.T. Rate:" may be left at '0 - No default'. The system default will be applied. A VAT rate override can be specified on a customer record or against a specific labour rate e.g. MOT.
  • "Category" can also be left blank under most circumstances! Labour will be assigned the system default category 'LAB'.
  • If you have multiple sites/depots, at "Depot", enter the code for the depot at which this technician works. Otherwise, leave it as the default.
  • The "Primary Skill" field is intended to be used as a way of linking the Technician to a particular Workshop Job upon job creation.
    • Enter the Technician's initials in the Primary Skill field.
    • Press <Shift+F10> and give it a suitable description. Then click [Done] and [Accept].
  • At "Start Date", enter the starting date of the technician. Their code will be active immediately so this is just for your records.
  • "Leaving Date" should only be completed when they leave your employment.
  • At "Available Hours", enter the default hours the technician usualy works each day.
  • Find out how to assign "Labour Rates" here.
  • Once you have filled out all this information, press [Done] and then 'Accept' the changes.

Adding Extra Technicians

Once you have created one technician, you should create any others by copying the details from a suitable existing technician.

Copying technicians

On the " Add or Edit Labour Codes" window:

  • Press [List] to list all the available technicians.
  • Highlight the technician on the list that you want to copy the details from and press [Copy].
  • A new window will popup asking you to enter a new labour code. Enter the code for the new technician here and press [OK].
  • You now have the ability to change any information for the new technician.
  • Once you have finished, press [Done] and then 'Accept' the changes in the normal way.

Descriptive Lines

If you have chosen to record your technician's time taken against descriptive lines, see this article. You can create Descriptive Labour Codes for each type of work that you want to show to a customer, e.g. Electrical, Bodywork, Service etc. These would be more like Operation Codes that the technicians can carry out.

  • At "Labour code:", enter a unique code to represent this type of work e.g. 'LAB ELEC'.
The Labour code must be unique and cannot match any other Labour code or a Parts Stock Code!
  • At "Labour type:", choose 'Description'.
  • At "Labour Name:", type the full description for this code. This will print on the customer's invoice.
  • Leave the "User Code:" blank.
  • You should generally leave "Sales Centre:" blank unless advised otherwise by your accounts department. There is a system default that should not need to be overridden.
  • Again, generally leave "V.A.T. Rate:" at '0 - No default' and the system default will be used.
  • "Category:" is yet another one to leave blank under most circumstances! There is also a system default at work here!
  • If you have multiple depots, at "Depot:", enter the code for the depot at which this descriptive line is to be used. Otherwise, leave it as the default.
  • Leave "Primary Skill", "Start Date:", "Leaving Date:" and "Available hours" blank.
  • Find out how to assign "Labour Rates" here.
  • Once you have filled out all this information, press [Done] and then 'Accept' the changes.

See also


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Keywords AND Misspellings
workshop, labour, technician, create, technicians, tech, techs, copy, copying, mechanic, labourer, descriptive, actual, chargeable, efficency, performance, booking, book
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