Knowledge

A Repair Job is used to create repair requests associated with devices and customers. Here’s how:

Step 1. Go to Repair Jobs menu > Click New 

Step 2. The system will redirect to the Create New Repair Job page, fill in the required details:

• Job Tracking Number: A 12-digit number automatically generated. It will be used for searching in the Tracking Page.
• Appointment Date: Select the scheduled date and time for the repair appointment
• Estimated Completion Date: Select the estimated date and time for completing the repair job.
• Repair Job ID: The ID of the repair job, automatically generated based on the Prefix Setting.

• Repair Job Name: Enter the name of the repair job.
• Appointment Type: Select the type of appointment, such as:
  • Maintenance
  • Fault Inspection
  • Emergency Repair
• Customer: Select a customer from the list. Note: the employee must have View (Global) permissions for the Customers menu. In case the customer is not available in the system, you can create it directly in the "Create New Repair Job" form by clicking the Create new option.
• Device: Displays a list of devices belonging to the selected customer. Select a suitable device. If no customer is selected, the dropdown list in the Device field is empty. In case the device is not available in the system, you can create it directly in the "Create New Repair Job" form by clicking the Create new option.
• Repair Location: Select one of the repair branches. The branch list is pulled from the Branches menu. If the workshop has only one branch, ensure its address is created in the Branches menu.
• Billing Type: Select the appropriate billing type. Options are predefined in Settings > Category with Use for set to Billing Type.
• Delivery Type: Select the appropriate delivery type. Options are predefined in Settings > Category with Use for set to Delivery Type.
• Collection Type: Select the appropriate collection type. Options are predefined in Settings > Category with Use for set to Collection Type.
• Mechanic: Select the mechanic to assign to this repair job. Mechanics are created in the Mechanics menu.
• Status: Select the appropriate status for the Repair Job. These statuses are predefined in the module.
• Reference #: Enter a reference number if applicable.
• Discount Type: Select the appropriate discount type. Options include:
  • No Discount
  • Before Tax
  • After Tax
• Issue Description: Enter a description of the issue that needs repair or maintenance. The mechanic can read this description to better understand the repair requirements.
• Job Description: Enter a description for the repair job.
• Additional Description: Enter any additional information if needed.
• Terms & Conditions: These are the terms and conditions of the repair job. You can predefine this content in Settings > General Settings > Repair Job’s Terms & Conditions.

Step 3. Add Labour Products and Parts to the Repair Job

Labour Product

To add Labor Products to repair job: Click the to display the list of Labor Products. By default, the list displays Labour Products based on the selected Appointment Type. This is because when creating an Appointment Type, you can assign specific Labour Products to it.

Select the required Labour Product, adjust the Estimated Hours if needed, and click to add it to the Repair Job. You can add multiple Labour Products to a single Repair Job.

Once a Labour Product is successfully added, it will be hidden from the Select Labour Products popup. However, you can search for it again using its Code or Name to add it to the Repair Job again.

Parts:

When a Labour Product is added, its associated Parts are automatically added to the Repair Job. This is because when creating a Labour Product, you can predefine the required Parts and their quantities.

You can add additional Parts if needed by clicking→ Search for the Part by name → Adjust the quantity → Click to add it to the Repair Job

Explanation of Calculated Fields

Labour Product:

• Unit Price: The service price of the Labour Product, defined when creating the Labour Product. You can adjust this price in the Repair Job.

• Sub Total: The service cost. There are two calculation methods:
  • If the Labour Product has a Rate Type of Labour Rate (Hour(s)): Sub Total = Unit Price × Estimated Hours × Quantity
    
  • If the Labour Product has a Rate Type of Fixed Price: Sub Total = Unit Price x Quantity
• Estimated Labour Sub Total = Sub total of all Labour Product
• Estimated Labour Total: The total estimated cost, including tax and discount.
• Estimated Labour Total = Estimated Labour Sub Total + Total Tax - Total Discount

Parts:

• Unit Price: Retrieved from the item.
• Estimated Qty: The estimated quantity of Parts to be used.
• Actual Qty: The actual quantity of Parts used.
• Sub total = Unit Price x Actual Qty
• Estimated Part Sub Total = Sub total of all Part Sub
• Estimated Part Total = Estimated Part Sub Total + Total Tax - Total Discount

Repair Job Total:

• Estimated Sub total = Estimated Labour Sub Total + Estimated Part Sub Total 
• Total tax = Total tax of labour + Total tax of part
• Discount = Total discount of labour + Total discount of part
• Estimated Total = Estimated Labour Total + Estimated Part Total

Step 4. Click Save to save the Repair Job