Service RO

Introduction: This page covers starting a new service ticket and the items that make up a service/repair order in the Parts and Service module.

This page explains how to:

  1. (402) New Repair Order
  2. RO Layout
  3. Repair Type
  4. Repair Info
  5. Flag Times
  6. Other Tabs
  7. Parts Section of the Service Invoice
  8. Buttons at the Bottom of the Service RO
  9. Breakdown
  10. Warranty Ticket on the Service RO

(402) New Repair Order

To begin a new Service RO, select number (402) New Repair Order.


This will open a new window where a Service RO can be started.

RO Layout

The RO Header, you will add an Entity, or apply a ticket type to an Internal ticket as well.

There can be as many repair lines as desired on one ticket.

In the Complaint field, the issue that is wrong with the unit will be typed in here. If a user would like to use a Repair Code, they can select it from the Browse button in that field which will populate everything in the top portion of the RO. These repair codes can be created and customized in the system.

 

Repair Type

The Repair Type field allows for differentiating the ways that a ticket can be cashed out. Examples are Retail, Internal, Warranty, Extended Warranty, Policy Charge, etc. A user can also have many different ticket types on one Service RO and it will still cash out properly.

 

Repair Info

The Repair Info tab will have the “Cause and Correction” fields so that any Service personnel can type in the detailed cause of the issue and what they did to fix the issue.

If a dealership is using Flat Rate they can use the “Act.”, “Pay”, and “Bill” fields, and the Vehicle Information will also be listed.

Any Warranty Company information will be listed in the drop-down list for any Warranty jobs. The Warranty companies can be added and customized in the system by the user. The breakdown of any Labor Rates, Billable, Payable, and Discounts will also be listed.

 

Flag Times

If a dealership has mechanics clock in and out of jobs, they can use the Flag Times tab. This will allow the mechanic to clock-in to a job and it will mark the Repair Status as “In Process.” Once the mechanic clocks out, the status can be marked as “Completed.” The clock in and out function will also record the mechanic’s beginning and ending times and dates, and give the total amount of hours clocked in.

 

Other Tabs

  1. The Schedule tab will allow scheduling of an RO to a customer and will be placed as an appointment on the Dispatching Calendar.

 

  1. The Parts Request tab allows communication between the Parts and Service departments so that the service mechanics can request parts from the Parts department to relieve from Inventory.
  2. The Notes tab will allow a user to place internal comments on the RO.
  3. The Approvals tab is for special pricing of items.
  4. Sublets will allow the recording of third party work on a unit from a dealership.  This will also create a part called Sublet.
  5. The Vehicles tab will show a brief overview of the vehicle information and also allows the user to pull up that vehicle’s profile by using the “View/Modify Unit” button

Parts Section of the Service Invoice
The lower section of a Service Invoice (Repair Order) displays the parts section and allows for adding, removing, and pricing of parts to a specific repair line on the Service Invoice.  The repair number column will display the repair line, to which the parts were added.

 

Buttons at the Bottom of the Service RO

Order Parts” is to place a part on the order list when you are out of that part.

Discount” is to enter a discount on the part or labor.

Search Parts” will open the Part Search window to search Master Inventory for a part.

Price List” will open the Price Book List.

Canned Job” will allow a user to place a canned job onto the RO. This will auto-populate the entire ticket including the parts. A user can add these and customize them to the system.

Hours” will allow a user to see the current status of the mechanics and the hours they have accrued on the repair lines.

Supplies” will allow a user to charge Shop Supplies onto a Service RO.

Deposit” will allow a user to take a deposit on the Service RO.

 

Breakdown

The breakdown section has new additions in the Service RO due to the different types of tickets types that can be on one RO. It reveals the total amount due for each ticket type. Examples are Customer Pay, Warranty, and Internal.

 

Warranty Ticket on the Service RO

If there is a Warranty Ticket on the Service RO, they will appear in the Warranty Clerk category, where it will remain until the dealership receives payment from the warranty company. Once they receive payment, the user can open the RO, select the repair that the warranty is on, and check off submitted. This will remove it from the Warranty Clerk list, informing the system that payment has been received.