How do I deal with retail, internal, warranty & sales workshop jobs?

Summary

This article best describes how to deal with different types of workshop jobs. There are four types of jobs that we consider fall into different categories; Retail, Internal, Warranty and Sales Jobs (which is a type of internal account but must be dealt with in a particular way).

The below assumes you have read the articles on creating a workshop jobs and understand the basics of creating a workshop job and scheduling into the diary to an appropriate date and time.

Retail Work

When a new job card is created, it's default settings are set-up for retail jobs. All that is required is to, add the customer into the "Keeper Acc" & "Invoice Acc", the vehicle, the job description and schedule it into the diary.

Internal Work

Make the "Keeper Acc" the customer account code and change the Job "Invoice Acc" 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 Acc" and pressing <Enter>.

The internal accounts attributes should already of been set-up; charging costs, payment centres, cash sales flag etc. If you feel this area has not been addressed please consult the article How to set-up internal accounts.

Warranty Work

Make the "Keeper Acc" to the customer account code and change the Job "Invoice Acc" to the appropriate Warranty. A list of Warranty accounts can be obtained by typing the word Warranty into the "Invoice Acc" and pressing <Enter>.

The Warranty accounts attributes should already of been set-up; charging costs, payment centres, cash sales flag etc. If you feel this area has not been addressed please consult article How to set-up internal accounts.

Sale Jobs (Internal Work)

This essentially means the work that comes from Sale Department for the sale of new and used vehicles otherwise know as PDI work. The reason we class this separately from Internal work is because we have written specific functions into the programme to automatically create the PDI work from the sales department to help manage this area of your business more efficiently.

Basic Background

This automatic process works as follows.

When the sales department print and accept a vehicle sales order, the system created a workshop Internal Jobcard which details the customer, the vehicle, the due date, the vehicle extras and any special instructions from the sales.

The jobcard that is created, should contain everything you require to know from the sales department about the sale, without having to rely a pen and paper.

The procedure (Workshop Department)

• Every morning run the workshop report generator report Sales Order Job 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 press <F5> for the detailed notes. This details the extras to be fitted and any special instructions from the sales department that will influence your job scheduling.

If parts are required you must ensure that the parts department are dealing with this

• Schedule the Job into a appropriate day, taking into account the Due Date and change the status of the job to either BI(Booked In) or NP(Not Picked) if there is parts required.