Creating Service WIP (Service Job Cards)

Creating Service WIP

Service WIP (Work In Progress) jobs are used for service and repair work that requires a customer and vehicle.

Accessing Service WIP

Navigate to: Point of Sale / Point of Sale / Service

Or use the route: /dms/pos/service

Creating a New Service WIP

Step 1: Load Customer and Vehicle

1. Click the Customer search box (ellipsis button)
2. Customer Word Search screen appears
3. Enter registration number or customer name and click Search
4. If customer found, select from list and click OK
5. If customer not found, create new customer record
6. Highlight vehicle listed under Vehicles
7. If vehicle not found, create new vehicle record
8. Select OK to load customer and vehicle to WIP

Step 2: Adding Labour Lines

Add labour codes/RTS codes to the WIP:

• Select labour code from library
• Or enter custom labour description
• Set duration (hours/minutes)
• System calculates cost = duration × hourly rate (pre-VAT)
• Labour lines appear on WIP grid

Step 3: Adding Parts

Add parts required for the job:

• Use New Product field with part entry methods
• Direct part number entry or word search
• Part details form pre-populates from stock
• Set order status (V, S, W, or I)

Step 4: Adding Notes

Add story/note lines to WIP for internal reference:

• Customer instructions
• Special requirements
• Previous work notes

Step 5: Save WIP

Save the WIP to close it, or load to workshop to begin work.

Job Numbering

When you create a Service WIP, the system automatically assigns a job number:

• 5-digit job numbers starting at 10001
• Auto-increment from 10001 to 70000
• When reaching 70000, archive old jobs and restart numbering

Vehicle Check-In

Before work can start, the vehicle must be checked in:

1. Open the WIP (job)
2. Click Load button on toolbar
3. Select Check In/Out option
4. Click "Take possession of vehicle"
5. Enter current mileage (start mileage)
6. Click OK to complete check-in

Requirements:

• Vehicle must be checked-in before work can start
• Required for technicians to clock on to job
• Check-in date/time recorded
• Start mileage recorded and stored

Loading Job to Workshop

To begin work on the job:

1. Load job to workshop (if using Workshop Loading)
2. Assign technician to job
3. Job status changes to "B" (Booked) when loaded

Completing Service Job

Prior to invoicing, ensure:

• Labour line status must be C (Complete)
• Time taken cannot be zero
• Technician must be populated
• Can be populated automatically via clocking or manually via timesheet

Invoicing Service WIP

To invoice a Service WIP:

• Labour line status must be C (Complete) to invoice
• Part line progress code must be P or X to invoice
• Generate invoice with all completed items
• VAT calculated at invoice generation