The dashboard shows open work orders and estimates. Using the statuses, work orders can clearly show where they are in the process. The promised time feature allows work orders to be set with the time they are expected to be completed. Work orders that missed that time are turned red, while work orders that are within an hour are yellow. Work orders with a time set and have more than an hour are green.
When creating a new ticket, the type can be set to either Work Order or Estimate. Work orders can also be assigned a technician, have the status set, and the promised time added. Customers can be searched by customer first name, last name, business name, or phone number along with any combination of those fields. If a customer is selected, the vehicles that belong to that customer are displayed. Customers can also be found by first searching for a vehicle and then selecting the customer that owns that vehicle.
With a customer and vehicle selected, line items can be added to the ticket. Line items can include fees, discounts, labor, stock and outside purchase parts & tires. As many line items can be added to the ticket as needed. The fields available for the line item are dynamic based on the item type. Tires include a DOT Number field, and parts & tires include a vendor. Stock items can be added which will track inventory. Customer notes can also be added to the ticket, which will print out on the customer's copy.
Selecing a ticket from the dashboard allows the ticket to be edited. Line items can be added and removed, as well as the ticket details can be changed, all of which are similar to the creation of the ticket. In addition, the customer and vehicle can now be edited to fix any mistakes when adding a customer or vehicle. The vehicle history is available from the edit ticket page and the current mileage can be added to track the work done on the vehicle over time.
Additionally, the work order edit page introduces new buttons. Saving and printing buttons allow unlimited edits to the work order, and printing and re-printing the work order as many times as needed. The invoice button is also added that will close out the work order.
When selecting the stock part or stock tire line item type, the stock part modal opens that lists all stocked part numbers. This allows easy selection of a stock part, and will also track inventory. Selecting a part will populate all fields on the work order including the cost, retail price, part number, description, and vendor. It also reserves the quantity from stock to avoid overselling. The in stock column shows the number of items on hand minus the number of items already on work orders.
Invoicing a work order brings up the payment form. One or more payment methods can be added with the amount split between them. The profit margin is displayed along with a color-coded Close Ticket button. A red button indicates the work order is losing money. Yellow buttons are for orders that are 30% or less profit, but no lower than 0%. Green buttons are for the orders that are greater than 30% in margin. When the work order is closed, stock parts and tires on the ticket will be removed from inventory.
With work orders reserving inventory and invoiced orders reducing it, vendor invoices are a way to restock parts. Adding a vendor invoice increases the stock level for each part on the invoice and calculates the new average cost per part. This helps ensure the margin calculation during work order invoicing is correct and eliminates the mistakes caused by employees manually calculating the cost and typing it in. The invoices can also be pulled back in reports to show accounts payable to quickly cross check any statements you receive from the vendor.
The reports page shows serveral different kinds of reports, including the posted totals by invoice report. This report breaks down how much sales were for a particular time period and shows the amount taken in by each payment method along with averages and totals of sales category, cost, and taxes, in addition to payments made by customers with terms extended to them.
The summary and totals for payments also shows the list of invoices included in each payment method to quickly pull up any of the invoices. This can be used to spot check invoices or catch invoices that may have been entered incorrectly. With the total sales and the total account payments, this report can assist in determining what the day's bank deposit should be.