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).

Make sure you have read Creating Workshop Jobs before going any further.

Retail Work

Create the job card adding/creating the customer into the "Keeper Acc" field (this will fill in the "Invoice Acc" with the same account as the keeper), add/create the vehicle, add the job description and schedule the job it into the appropriate day in the diary.

Internal Work

Create the job and make the "Keeper Acc" to be the customer account code and change the "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 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 the article How to set-up internal accounts.

Warranty Work

Create the job and make the "Keeper Acc" to be the customer account code and change the "Invoice Acc" to the appropriate warranty account. A list of warranty accounts can be obtained by typing the word Warranty into the "Invoice Acc" 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 the article How to set-up Warranty Accounts.

Sale Jobs (Internal Work)

This essentially means the work that comes from Sales 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 job card for the work required from the sales department, which helps manage this area of your business more efficiently.

Basic Background

This is a very brief background on how the process works, from the workshops point of view: -

• When the sales department print and accept a vehicle sales order; the system creates a workshop Internal Jobcard which details the customer, the vehicle, the due date, the vehicle 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 a pen and paper.

The 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 press <F5> for the detailed notes. This details the any extras to be fitted and special instructions from the sales department that will influence how you schedule the job.
• Schedule the Job into a appropriate day, taking into account the Due Date on the Job card (which is telling you when the vehicle 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.