General Workorder Information

The workorder is the primary communication between your shop, and your client.  It not only provides the details of the work   performed, and parts used, but it also conveys an image of the professionalism of your facility.

Scribbled, messy workorders do not display a progressive image, while computer generated invoices, with comprehensive service descriptions, will provide ample evidence that your operation emphasizes quality.

The workorder may have two parts - an estimate, and the final invoice.  In addition, workorders that do not contain labor may be invoiced as "Counter Sales".  Information for the service technicians may be provided as a Worksheet, which includes information not appropriate for the client, plus the details of parts and labor to be included in the service.Workorder basic principles

The Workorder screen is controlled by multiple tabs across the top, and by control buttons which activate pop up windows with additional functions.  Clicking on a tab will display the underlying information specific to the workorder you have placed the edit mode from the initial Workorder screen.

The General tab allows you to specify information on the vehicle being serviced, the client who owns the vehicle, the date and mileage at the time of service, and other data specific to this job.

You will want to read the sections on The Workorder Development Screen, Client and Vehicle Data, and Header Information for specific guidance on the individual fields.  Here are some helpful hints, though, which will get you started quickly.

•        You will want to first select the Edit Vehicle  button to select, or add, a specific vehicle and client to this workorder.  If it is a returning vehicle, enter the license.  When the vehicle is shown on the list, and highlighted, press the Exit button.  You will be asked if you want to use that vehicle and the answer is yes.  The system will then add all of the vehicle and client data to the workorder.  You may also use the screens to add a new vehicle and attach it to a new, or existing, client.

•        Once a vehicle and client have been added to the workorder, if you want to see the full list of phone numbers simply press the  Phones button.  A pop-up screen will display all of the information.

•        Be sure to enter in the odometer reading at this time, and the due out date and time.

•        If you start this workorder as an estimate, all data you enter will be in estimate mode.  The chapter on Converting an Estimate is important to understand the simple steps to changing the workorder into a billing invoice.

•        It is important to use the Save button after entering data.

•        Do you want to return the parts to the client ?  If you do not know, you are "better safe than sorry" and you should check the box so the technicians keep the parts with the vehicle until the client has picked it up after the service is complete.

•        Make a visual body check and place any thing you see of concern in the Vehicle Notes.

•        Be sure to note anything the client says regarding concerns in the Workorder Notes, even if you reached an agreement during the writing of the original estimate.

•        Written, and signed, estimates are a very wise business practice.