Knowledge

An Inspection is where we check the condition of a device based on a specific template. This template is created in the Inspection Template Setting. An inspection can be related to a repair job or can be independent. To create an inspection, follow these steps:

Step 1. Go to Settings → Prefix → Configure the prefix for inspections.

Step 2. If the inspection is related to a repair job:

Go to the Repair Job Details → Click Create Inspection.

If the inspection is independent:

Go to the Inspections menu → Click New.

Step 3. A popup titled Add Inspection will appear. Fill in the required details:

• Inspection Number: automatically generated based on the Prefix Setting. 
• Inspection Type: Select an available type. These types are created in Settings > Categories with the type set to Inspection. 
• Repair Job: If the inspection is related to a repair job, select the appropriate repair job. If you select a repair job, the Customer and Device fields are automatically filled with the corresponding data.
• Customer: select a customer. In case the customer is not available in the system, you can create it directly in the "Add Inspection" form by clicking the Create new option.
• Device: Displays a list of devices belonging to the selected customer. You need to choose a device to be inspected. In case the device is not available in the system, you can create it directly in the "Add Inspection" form by clicking the Create new option.
• Inspection Template: Select a template suitable for your purpose. Templates are predefined in Settings → Inspection Templates.
• Person in Charge: Select the person responsible for the inspection. The list is pulled from the Mechanics menu.
• Start Date: Select the start date of the inspection.
• Due Date: Select the completion date of the inspection.
• Interval: Set the inspection interval (e.g., monthly, every 6 months, yearly). Intervals are predefined in Settings → Intervals.
• Next Inspection Date: Automatically calculated based on the Start Date and Interval. For example, if the Start Date is 14-03-2025 and the Interval is Weekly, the Next Inspection Date will be 21-03-2025.
• Next Inspection Alert: Set the number of days to send a reminder notification to the customer before the next inspection.
• Due Date Alert ( Days Before): Set the number of days to send a warning notification to employees before the due date if the inspection is not completed.
• Visible to Customer: If enabled, the customer can view the inspection on the Customer Portal.
• Description: Enter a description for the inspection.
• Attachment: Attach relevant files to the inspection. Multiple files can be uploaded.

Change status to In Progress

Step 6. Click to execute the inspection

Step 7. The system will redirect to the Inspection Form. Based on the predefined checklists, you will inspect each component of the device and fill in the corresponding information then select Good or Repair

Good: The component is functioning well and does not require repair or replacement.

Repair: The component is damaged and requires repair or replacement. For the part that needs to be repaired, add the labor product and part needed by clicking on and

When clicked , a “Select Labour Products” popup appears allowing you to select the labour product you need to use. This list shows all available labour products.

When clicked , a “Selected Parts” popup appears and allows you to select the parts you need to use for repair purposes.

All parts and labour products will be displayed below the form

Or you can also click  to add other labour products and parts.

Note: After filling out a form, remember to click Save, then move on to the next form.

After filling out all forms, click Close

Step 8. We will enter Inspection form detail by click

Step 9. Now you need to contact the customer to confirm the repairs and ask the customer if they want to fix it right away. Each checklist line that needs to be fixed will display the Reject and Approve buttons.

If the customer agrees to the repair, click Approve. The labor products and parts related to the accepted checklist will be added to the customer's invoice.

If the customer refuses to repair, click Reject. The labor products and parts related to the rejected checklist will not be added to the customer's invoice.

If the customer rejects or agrees to all the changes in the inspection, you can press the Reject or Approve button at the top.

Step 10. After approving the checklists in inspection → click the Create invoice button to create an invoice.

In case you are enabling the Inventory module, if the Create invoice button is disabled, it means that the approved parts do not have enough quantity to use. You need to add inventory and then return to this inspection to create an invoice.

Or you can click create invoice in inspection detail.

After creating invoice successfully, invoice number will be displayed at the top in inspection detail.

And if the inspection above is related to a repair job, that invoice will also appear in the repair job