One of the three primary transaction types on a customer order is a Service Job. This type of transaction allows you to process the sale of Parts, Labor, Kits, Sublets and Fees as part of service work. Service jobs are create for work on customer units or inventory units.
Permission control
To be able to work with this type of transaction the user will need to have the Service Job > create/modify permission enabled.
The Service Job tab
Service Jobs are a tab on a customer order which has 3 main parts to it: 1) a header 2) a sidebar and 3) the job contents.
The Service Job header
The header of the tab is found across the top and on the left side of it you are shown the status of the job, the type of job you are working with along with the overall status of the parts listed on the sale and if the unit has arrived.
The job status shows the current state of the service job. All jobs start off having a "New Job" status and progress their way through various "In Progress" status values to being "Job Complete" and finally "Invoiced". Some of the job status values can defined uniquely for your store which can be found in System Settings > Settings & Controls > Service Job Status.
The transaction type controls some of the functionality made available in the service job tab. There are 5 primary types of service jobs that can be processed: Customer pay, third-party, internally expensed, deal service and internal jobs on inventory units.
Customer Pay service jobs work with a customers unit and are ones which the customer themselves will be paying for when completed
Third-party service jobs work with either a customers unit or an inventory unit and are ones which are being billed to a third-party such as a warranty or insurance company
Internally expensed service jobs work with a customers unit but are being internally expensed instead of the customer paying for them such as a comeback or goodwill job
Deal service jobs are work being performed on behalf of a unit deal. A deal includes charges for some parts and labor and these items are fulfilled to the deal via a deal service job
Internal jobs are work being performed on a unit in inventory which when finalized become part of that unit in inventory
Job types are defined in System Settings > Accounting Integration > Transaction Type
The Parts status gives you an indication of the general state of all the parts listed on the service job. Are all of them in stock, do some need to be ordered, have required parts been ordered.
On the right hand side of the header is where you'll find general tab actions and tools. One for adding forms/attachments to the job and one for accessing available tools such as a delete action.
The Service Job sidebar
On left side you have a collapsible sidebar which contains all of the summary information and controls for the transaction.
Icons on the far left allow you to either expand/collapse the sidebar or to "pin it" so that the sidebar is always expanded.
The sidebar has four main groupings of information about the service job with the first being the transaction type grouping which allows you to see/change the type of service job you are working with. This grouping is expanded by default.
Next is the summary grouping which is where you will find the totals for the service job. By default it is shown to you in its collapsed state and only shows the overall total of the service job.
Using the chevron in the top right you can expand it to see not only a detailed breakdown of the total
But also any available controls for bulk discounting
Next is the details grouping which is expanded by default and this is where you can assign technicians to the job, input the units mileage, work with appointments, set when the unit is due to arrive and when it was promised to be completed, and the ability to indicate that the unit has arrived.
Lastly is the controls grouping which is expanded by default and this is where you can assign salespersons to the transaction, adjust how taxes are calculated or control how inventory is committed and special orders are handled.
Using the + icon you can select or deselect salespersons that are assigned to the service job.
The inventory and special order handling allows you to override the default behavior of the service job transaction.
The default behavior is to always commit any available inventory to the service job and to generate special orders for any where inventory is not available.
The "Commit only" option would be used in a scenario where you want to reserve the available inventory for the customer but you don't want to proceed with special ordering of unavailable parts until a later date.
The "Uncommitted" option would be used in a scenario where you don't have a firm commitment from the customer to move forward with the service job so you wouldn't want to commit the parts to the customer or proceed with special ordering any unavailable ones.
The Service Job contents - Overview
This is where you work with everything that makes up the contents of the service job which includes:
The unit being worked on
What actions are being performed, the Concern, Cause and Correction
The parts, labor, kits, fees, sublet and other products included as part of the job
The Service Job contents - Unit information
In this area you see all of the main information about the unit being serviced.
First it shows the type of unit it is
Below this is the main information about the unit which includes its Make, Model, Submodel, Year, Color, VIN/SN and Plate#
And below that are some actions that may be available for the unit such as
a Replace Unit, Access the units notes or to open the unit page in another browser tab.
On the right side of this unit information the primary image for the unit is shown and you can click on it to view all images on the unit record
The Service Job contents - Concern, Cause, Correction
In this area you provide the detailed description of the issue that was reported (the Concern), what was found to be the reason for the issue (the Cause) and what steps were taken to resolve the issue (the Correction).
Additional actions are provided here which allow you to rename the service job or to expand/collapse the concern/cause/correction.
The Service Job contents - Labor, Parts & Job Items
This is where you work with all of the individual items that make up the contents of the service job. These items can be Parts, Part Kits, Sublets, Fees, Kits and other products.
A search box is provided which allows you to find the items to be added to the transaction.
You can prefilter the search results by using the filter icon or starting your search with a slash character.
For each item you add to the sale you can indicate the quantity needed and override the price if your permissions allow this.
The line item status is automatically set based on the type of item added and for parts based on the quantity that is available.
Items can also be added to the transaction by importing a Pick List
Which will take you through the workflow for importing items from a list you've created.
Line item status actions
Additional actions may be available by clicking on the line item status icon
This includes overriding the amount of available inventory that is to be committed to this line item. As well as other actions that may be available such as: checking the available inventory at other stores or viewing other parts that may be related to the part on the line item.
Bulk actioning line items
To perform a bulk action on the line items each line item will have a checkbox you can select. Once at least one line item is selected these bulk actions are exposed at the bottom of the screen.
This allows you to either delete one or more line items at once or you can move them to another transaction either on the same customer order or a completely different one.
Select a Unit for the Service Job
When a service job is first added to a customer order, a Select Unit modal window appears. Use this window to find and assign a unit to the job.
By default all units owned by the customer are automatically listed from which you can select the unit from the service job. Search and Filter options are made available to make it easier to find the unit you want when there are a large number of units listed.
If the unit you are looking for does not already exist, the Create Unit button which will allow you to create the customers unit.
If you do not need an actual unit for the job, the No Unit button will allow you to proceed without an actual unit. Useful in a scenario where say a customer has only brought in a tire for you to change.
