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<< Click to Display Table of Contents >> Simplified Work Order Form |
  
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<< Click to Display Table of Contents >> Simplified Work Order Form |
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This is the standard RO form. Although there are more buttons on the screen, area's on the screen are colored and segregated to help you find what you are looking for fast (at least that is the hope). And in the Setup there is a way to hide the tabs you do not need.
As you can see, the parts and labor both show on the same screen, as well as the customer, vehicle info, totals, and the editing buttons.
In order to fit all of this on the screen, we use tabs.
Note: For the Parts and Labor tabs, you can right click on the bottom check marks 
and the parts or labor tab will expand to full width.
It's a toggle, so you can turn it on or off... try it!
(Click here for More information about the Parts list)
Click here for more information on adding labor.
The Special Tab
Specials (sometimes called Other) items are for items that are not labor or parts. You can use this for just about anything, special taxes, discounts, disposal fee's, or anything else that you need. Some invoices show these items as other charges instead of special charges. Probably because we really didn't have a good name at the time. Don't worry though, you can always customize your invoice.
Click Here to learn more about Special Charges
Revise Estimate Tab
If you need to show your customers changes in estimates, this is the tab to use. Also, if you click on the 
button on the bottom of the screen and you have signature capture turned on, it will automatically create a revised estimate with a signature.
Click Here to learn more about Revised Estimates
Memo Tab
The memo prints on most RO's, so be careful what you say here.
The Notes Tab
The notes tab allows you to put unlimited notes for this RO. Each note will automatically have the Date and Time the note was added. These do not print on invoices, they are for shop use only.
Click Here to learn more about Notes and other features.
The Purchase Order Tab
You can create PO Items and View PO's from the RO screen.
Click Here to learn more about PO's from the RO Screen.
Selecting the default Tech
Notice there is a look-up button available for the tech. Click on it. It is highly recommended you use the look-up to add the techs, this way you have consistency for reports later on. If you select a tech in the RO, that tech will be added to labor, parts, and special items as you add them. You can also select a default tech in the company setup, so you don't have to worry about it at all, especially if you're the only tech. Techs are required so it's much easier this way.
If you select this icon in the RO, a list of pre-made packages containing Parts, Labor, and Other will be displayed. Once selected, those items will all add to the current RO.
If this is selected from the Point of Sale, only Parts will be added because the POS only sells parts.
At the top of the screen is the customer tab. From here you can see all current information about this customer. The vehicle # is the number that is assigned to the vehicle by the software (it is only relevant to the software).
Click on the Lookup or Add button on the left of the screen to select or add a vehicle or unit to be repaired. A vehicle/unit is not required for a work order or invoice, but it is usually what this program is used for.
The Unit / Tag# is for you to assign to the vehicle (not required). You can edit the odometer, it is stored in this work order.
There is more information in the other tabs, click on them to find out.
Once a unit/vehicle has been selected, you can edit the unit from the RO Screen by Clicking on the Unit/Vehicle Icon at the top. This icon may change depending on the type of business you have. If you have a motorcycle business, this might be a motorcycle.
If you edit the customer information, this work order will change (get the information from the customer record, only if you edit the customer from within this work order.
To do that, click on the customer Icon
which is located at the top of the screen along with other icons. To see what they do, simply hover your mouse above the icons... or, keep reading.
This icon brings up the check it screen. This is basically a to-do list that you will setup in the company setup area (once).
This information is attached to this particular work order / invoice. It can be printed out by clicking on the icon... on the main work order browse screen (the screen previous to this). 
The idea is to check the items you want your technician to check, then print out the list, then they can initial the items that were checked and make notes on paper... yes, paper!
The next Icon 
is for adding a package of items. These packages can contain parts, labor, and special items. You can make unlimited packages. They will get added, not replace items in a work order, so if you add the package twice, you will see 2 of each item.
At the top of the screen there are 5 Status 'lights'. Each one has a different meaning. You can make up your own meanings, but here is what we define them as. You can turn on one light for each WIP or Estimate. It is simply a status. This let's you select RO's with just that one status in the work order browse screen.
Dark Green: No Status
Blue: Waiting for an estimate or to be put in the shop.
Yellow: Waiting on parts.
Red: Being worked on.
Green: All done, good to go.
Not enough statuses...
You can select and add multiple status records in the company setup area. Then from the RO screen you can select one of your custom status descriptions.
Just click on the down arrow to select.
The Discount Calculator is reached by Pressing the almost hidden discount Button.
Drag your mouse cursor over the top of the Word Discount, and you'll see it is really a button.
Click on the up or down arrows to adjust the Discount Percentage. It will increment by the number on the right.. in this case 5 percentage points at a time.
Note: This discount will subtract from the subtotal, so does not take into account taxes. There is a discount you can apply to individual parts, and that discount lowers the total of that part, so also lowers the parts taxes.
Some Better Discount Buttons
Above is called by clicking on the 'Discount' Button by clicking on the word Discount on the right side of the RO screen. However, there are 4 other discount buttons that work even better than the discount above because they discount before taxes. They are based on a percentage discount for either Parts, Labor, Other. You can click on the 'Total Parts:', 'Total Labor:', or 'Total Other:' prompts (which are actually hidden buttons). If you wish to discount all 3 at once, click on the 'SubTotal:' button. Also, by simply hovering your mouse over any of these buttons, the Tip displayed will show you the real total, the discounted total, and the percentage of discount.
On most invoices, the discounts are added together with the general Discount to show a total. If you need an invoice that has individual discounts, let us know.
Repair Order Discounting
Edit RO Number
Many shops start their new year with a new RO Number. The program finds a new RO number automatically by internally going to the last (biggest) RO number available and adding 1. So the best way to change the starting RO# is to add a fake RO, change the number to a number -1 that you want to start with. So if you want to start with RO# 6400, add a new RO, Change the RO# to 6399 and save it. Then the next RO will start with 6400. Or, create a new real RO, change the number to 6400 in this case, then save it, then you can work on it as usual.
To change the number hold the Control key and right click on the Select Vehicle button. A new screen will display with the current RO. Change it and click OK, then be sure to save that RO by clicking on the Green Check button.
Edit Date Started
When you first create an RO, the Date Started or Date Created comes from the date on the computer. However, if you wish to change that date, Click on the Word 'Started' (top of the screen). It is actually a hidden button. You can then change the date started. This should only be used on uncompleted RO's.
Repair Order Total Costs
There is a hidden Button. Click on the words 'Grand Total:' and a screen will display the total costs for the RO, including the Profit.
Bottom Buttons
There are 3 buttons that may show up at the bottom of the RO screen.
This is available if you have a touchpad or a touchscreen for signatures setup in the company setup. See Signature Capture.
This is available if you turn on the UPC button in the setup. When depressed Digital wrench will search for a UPC code in the inventory. When not, it will search for a part number. You scan or type in the part number just above this button. See Work Order Parts
This is the schedule button. It has 2 functions. First, it will look in the calendar to see if there are any schedules for this work order. It will only display the first schedule it finds. It will not let you know if there is more than one schedule for this RO. You can go to the schedule Calendar to view all schedules for this RO.
Second, it will copy the RO# into the paste buffer. Then you can go to the schedule calendar and paste the RO# and filter or schedule this RO on the calendar. See Scheduler.
Split a Repair Order
See the Topic on Splitting a Repair Order