How do I deal with retail, internal, warranty & sales workshop jobs?
Contents
Summary
This article describes how to deal with different types of workshop jobs. There are four distinct types of job in the following categories; Retail, Internal, Warranty and Sales Jobs (which is a type of internal account but must be dealt with in a particular way).
More Information
 | Units: Unit is a general term used to cover all types of vehicle and machinery, including items such as motorcycles, scooters, cars, trucks, vans, caravans, motorhomes, boats, tractors, ATVs, agricultural equipment, wholegoods and construction equipment. |
 | Make sure you have read this article before going any further. This article has been written in such a way that it assumes you know how to create Jobs, Customers, Units and schedule work into the diary. |
Retail Work
Retail work is defined as a workshop job for which the owner will be paying, so you will receive actual money for it! Create the job card adding/creating the customer into the "Keeper Account:" field (this will fill in the "Invoice Account:" with the same account as the keeper), add/create the unit, add the job description and schedule the job into the appropriate day in the diary.
Internal Work
Internal work is defined as work done for the business for which revenue for the workshop will be derived but no money will change hands. The main example of this will be preparing bikes for display in the showroom, i.e. where there is no customer for the bikes yet. Create the job and make the "Keeper Account:" the customer account code and change the "Invoice Account:" to the appropriate internal account depending on the circumstances of the internal work to be done. A list of internal accounts can be obtained by typing the word 'Internal' into the "Invoice Account:" and pressing <Enter>.
| The internal account attributes should already have been set-up; charging costs, payment centres, cash sales flag etc. If you feel this area has not been addressed, please consult this article. |
Warranty Work
Warranty work is defined as work that would be covered by a warranty of some description, be it a manufacturer's warranty on a new bike, your own warranty on a used bike, or a third party warranty. Create the job and make the "Keeper Account:" to be the customer account code and change the "Invoice Account:" to the appropriate warranty account. A list of warranty accounts can be obtained by typing the word 'Warranty' into the "Invoice Account:" and pressing <Enter>.
| The warranty account attributes should already have been set-up; charging costs, payment centres, cash sales flag etc. If you feel this area has not been addressed, please consult this article. |
Sales Jobs (Internal Work)
Sales jobs (internal work) are defined as work to be done for the Sales department on a bike for which they have taken an order. There should be no need for a job to be created for a bike that has been sold - the system should create the jobs for you when the Sales department create a sales order for the bike that has been sold.
This is the work that comes from Sales Department for the sale of new and used units otherwise known as PDI or Preparation work.
Basic Background
This is a very brief background on how the process works, from the workshop's point of view:-
- When the Sales department print and accept a unit sales order, the system creates a workshop Internal Jobcard which details the customer, the unit, the due date, the unit extras and any special instructions from the Sales department.
- The jobcard that is created should contain everything you require to know from the Sales department about the sale, without having to rely on either word of mouth or pen and paper.
Procedure (Workshop Department)
- Every morning run the workshop report generator report "Sales Order Jobs To Be Booked" which details all the outstanding work required from Sales Department.
The report is located in " Workshop Workshop Job Reports Sales Orders To Be Booked".
- Open the Jobcard and check the Due Date on the job. Press <F5> for the Detailed Notes. This details any extras to be fitted and special instructions from the sales department that will influence how you schedule the job.
- Schedule the Job into an appropriate day, taking into account the Due Date on the Job card (which is telling you when the unit needs to be ready) and change the status of the job to either 'BI (Booked In)' or if there are parts required to be fitted 'NP (Not Picked)'.
- If parts are required you must ensure that the Parts department are dealing with this.
See also
- How do I create a warranty account?
- How do I create an internal account?
- How do I add parts to a workshop job?
- How do I add labour to a workshop job?
- Creating a new customer or supplier
- How do I create a workshop warranty job?
