This article will show how to process a Service Job

How to Process a Service Job

Scenario: An existing Customer - Jaxon Price - requires a service and new brake pad to be installed on his unit


  1. From the Blackpurl Header > click User-added image



           

  1. Click on the Select Customer section and then Select for an existing customer field

Please note that you MUST select a customer for all Service Jobs as Blackpurl will not allow you to do a Cash Sale on a Service Job.


The Select for an existing customer  functionality will allow you to search for the customer using keywords such as surname / first name / mobile number/email address

As you start typing your search keyword, the system will start listing the search results that match. In our example, we search for our customer Kristelle Dubois using his surname - Dubois - as the keyword

Once you see the required customer, click to select


If you do not see the required Customer then you will need to click on User-added image for the Create New Customer window to pop up for completion.

  1. After selecting your customer, select START A SERVICE OR REPAIR JOB


User-added image

The system will automatically open a Service Job 1 section with the status of New Job

You can change the name of the Service Job 1 section by clicking on that area and typing the new name
  1. Using the drop down arrow User-added imageopen up the Service Job 1 > Job Details section and add / complete the relevant information


A.  Customer Unit - what unit the Service Job  


User will need to select the relevant Customer Owned Unit or click on 

and then complete the Create Customer Owned Unit window



B.  Who is paying for the job? - User will need to select the correction option, such as:


  • Customer Pay - the customer is paying for the Service Job themselves


  • Third-Party Pay - a third party such as Insurance or warranty claims, is paying for the Service Job


  • Internal Expense - the dealership is wearing the cost of the Service Job


  • Quote - at this stage, the Service Job is only a quote 
For further information on this section, please review our article - Service Job - Understanding the options for "Who is paying for the job" (ie Third Party - Insurance & Warranty Claims)



C. Concern - the user can type in what concerns the customer has, etc

For example: 12000km service required


After the user has typed in the Concern, remember to press Enter to accept the text into that field



D. Cause - if there are any specific causes for the concern


For example:  The customer may have mentioned that they ran up the gutter 


After you have typed in your Cause, press Enter to accept the text into that field



E. Correction - what corrections may be required or what corrections have been completed


After you have typed in the Correction, press Enter to accept the text into that field



F.   Odometer readings - what is the odometer reading upon arrival at the dealership and upon departure?

  1. Using the drop-down arrow User-added imageopen up the Service Job 1 > Job details section and add what parts/labour/fees etc required for this service

Click into the Scan or search to add a part, labor, kit, fee or merchandise and either scan the parts barcode that you need for this service or search for the part etc

To search, select keywords such as Labor / Parts / Sublet / Kit / Fee codes. If you use a keyword it narrows down the search result

For example - we are required to add a Labor line for this Service Job. Select the Labor as your keyword

Now we have narrowed down the database to just search Labor


We now search for KLabor - as you start typing your search - Klab - the system will start listing the search results that match.
Click on your selection and it is added to the Job Detail screen
Add QTY NEEDED and change PRICE as required


  1. Using the same concept in Step 5 - search for Brake Pads use the keyword Parts:


Continue to add all items required for the Service Job

This would also be a good time to obtain Customer Approval for the work you are about to do on the Customer's unit.

Please review the follow article that will take you through the Customer Approval options - Service Jobs - Approval from Customer using Verbal / Printed or Digital Signature



7.  If the Service Job is ready to be worked on and the unit has been received  > change the status 

(as required) from the Service Job 1 header to READY TO START




You will need to continually update the status as it changes

If your dealership provides your Service Technicians with Service Worksheets, this would be a good time to print one out for them by clicking on User-added image > select the option to print the Service Worksheet.

  

  1. Once the Service Worksheet is returned by the technicians, start to finalise the Service Job

For example:


  • Type in any Notes for customer


  • Update the Odometer reading


  • Update any changes to the Labour Qty etc


  • Do you need to manually add technician time, click on Log Technician Time, and complete


  •  Add any attachments under the Documents section 


Please note the size limit of each image is restricted to 1.25MB.  Users can upload larger images but please be aware that they will be compressed to still fix the 1.25MB limit 


We are aware that the user can upload around 50 images 


  1. Once the status of the Service Job has been changed to Ready to Invoice, the job is now ready for Checkout.  
From the running balance in the Checkout section, the customer owes $377.31



Click on User-added image


If the Dealership wishes to introduce new Service Job Statuses, this article will assist - Service Job Statuses - Selecting and then Using / Ready to Invoice Enforcement


  1. In the Select what you want to Checkout section, it will indicate any items ie Service Job 1 that is available for checkout
Then click on the Choose A Payment Method > then type in the amount for that Payment Method > click on User-added image
 
  • You can process multiple Payment Methods > just choose your Payment Method and type in the amount payable by that payment method / then choose another Payment Method for the next payment until full amount of the Customer Order is complete


  • If there are multiple items for Checkout, the user can choose which items are being checked out



Once the Customer Order has been paid in full and the Balance Due area changes to GREEN
Click on  User-added image with the option to Print Invoice or Email Invoice to customer



  1. Once the Customer Order is finalised, no further changes can be made as the status is now CLOSED and a new Invoice History section has been added

If you need to reprint or re-email the Invoice, this is where you will need to return to


  1. Result:
  • The Customer Order will now be listed on the Customer Record under Service History



  • It will also be listed on the Customer Owned Unit Service History