1. Where Should Reception Work?

The My Mechanic job management dashboard is the Invoice screen.

It can be accessed through the Platform Debtors screen and the Point of Sale Module.

The POS for the Mechanic Module has a series of options all designed for the workshop.

But the main scree to use is the 'Invoicing' screen.

2. The Invoicing Screen

From the Invoicing screen you can perform many functions.

In the next section we will familiarise you with the many functions available.

Below we have split the screen into two sections to make it easier for you to see what each function does.

1. The Invoice Header containing the customer's details. Click on it to edit details
   1. Notice you can also send a text as long as you load the customer's mobile phone number
2. The vehicle details
3. Next WOF/SERVICE date
4. History of work done on the current vehicle
5. Job Notes. Click to edit
6. Billing items. Click on them to edit
7. Individually search through the current vehicle's previous invoices
   1. UL = un-link which allows you to search through all invoices
   2. Square = Return to starting invoice
   3. Left Arrows = Search towards latest invoice
   4. Right Arrow = Search towards oldest invoice
      1. You can also use 'mega Search' functions described next
8. Locate a specific invoice
   1. List Invoices lists all invoices
   2. Search a specific invoice number
   3. X Find a Rego Number <<<< most commonly used to start creating a new invoice by entering the rego of the customer's vehicle, this will show the last invoice, then use the 'This Vehicle' button to create a new invoice
9. Create an Invoice
   1. This Vehicle = the currently displayed vehicle
   2. New Customer = customer never had vehicle serviced by us before
   3. Existing Customer = Show list of existing vehicles and customers
   4. No Vehicle = No vehicle involved in this invoice
10. Job Management Selection Buttons
    1. You can place a vehicle invoice in one of six job management positions. See next screen. Selecting any button will move the invoice to the relevant job management section
11. Add an item to the invoice
    1. Keyword is the most commonly used method
    2. Item = Pick an item from the Product's Register
    3. Service = Pick a template of items to bill
12. Load supplier Invoices (See Loading Supplier Invoices)
    1. Buy In = Load item details from an invoice for the current job
    2. Y = Load item details for a specific Rego Number
    3. LC = Load a creditors invoice without assigning items against a customer's invoice
13. Pay/Print
    1. Pay + print = Receive a Payment
    2. Print = Just print the invoice
       1. If no items are billed against an invoice yet, a Job Card will be printed
14. Exit this screen
15. Next Section - List of jobs added by selecting the 'Job Management Buttons'. Select a job and it will display
16. Next Section - Click to remove the job from the Job Management. You can always add it again
17. Next Section - Special search functions to find a previous job
    1. This Vehicle - List all previous invoices for the currently displayed vehicle
    2. Lots of other search functions
18. Click to add 'Notes for Next Service'
19. Click to add 'Private Notes'
20. Time used on Job (Information that comes from the workshop "Time Management Module")
21. List of jobs finished (Information that comes from the workshop "Time Management Module")

3. How to Create a Job

Note: We do have a PDA module where you can load the vehicle into a phone system and it will create the job for you.

The most common starting point is to select one of the following buttons:

1. Find Rego - Customer comes in with vehicle, ask the rego number, load it here, and if it is in the system a new job can be created
2. This Vehicle - You have already found a previous invoice for the vehicle and would like to create a new invoice
3. New Customer - They are a new customer
4. Existing Customer - You know them and want to search for their vehicle
5. No Vehicle - Create an invoice where a vehicle is not involved. For example; someone wants to buy a battery

Once you activate one of these options you will be guided through the new invoice creation process.

Important

• Avoid Cash Sales. They are statistically messy
• Always get a name, mobile, and email address. This way bills and reminders can be sent

4. Loading Supplier Invoices

Rules:

1. Use the Rego Number as the order number
   1. Suggestion: Get one invoice for each different customer's job
2. When you receive the packing slip/invoice from the supplier
   1. Use one of the following buttons to load the details of the item into the
      Customer's invoice and the Supplier's 'Bills to Pay' (Creditors) ledger
3. Watch out for freight. Always bill it and add margin.

1. Buy In =    Load item details from an invoice to the current job
2. Y =           Load item details for a specific Rego Number
3. LC =         Load a creditors invoice without assigning items against a customer's invoice

When using the above method:

1. Reduce paperwork handling
2. Speed up invoice processing
3. Customer is billed correctly for parts
4. Supplier's Invoices are loaded into the Creditor's Module

Example Buy In

1. The due date is calculated based on the Supplier's Trading terms as set up inside the suppliers database entry.
   1. If you load the invoices immediately on receipt, the dates will usually be correct
2. Add the details of the item being billed to the customer
   1. If you tick 'Margin', the Cost will be used to add x% margin as the sale price
   2. If you leave it unticked, you can enter an actual value
   3. If you have already quoted the part, remove the quoted part entry from the invoice and use this method of entry
3. If more than one job is covered by the supplier's invoice (avoid doing this), you can split the 'Re-bill' between multiple invoices
   1. If there are multiple items being re-billed for the same invoice, you can leave the 'Invoice Number' blank
4. If you want to just charge a fixed price for the item, then enter the Charge (excluding tax), and leave Margin unticked

When you have completed the processing of the Invoice, write in the top right of the supplier's invoice the customer invoice number you have allocated to.

In the example below, we have added a battery to the current invoice by using the 'Buy In' button.

5. Creditors' Ledger

By using the 'Buy In - Y - LC" buttons, we have also added the supplier's invoice into the Creditors' ledger.

You can edit this entry by selecting it with your mouse.

Requires Approval

Although the entry is in the Creditors' Ledger it is not flagged as 'Approved for Payment' yet.

When the supplier sends a statement and your entries agree with the statement, you tick the approval button.

Either approve the balance or enter the amount you approve of.

NOTE: If you delete the creditors invoice from the creditors ledger, it does not remove the customer billed items. To do this you would need to go back to the customer's invoice and edit to suit.

6. Billing Items to An Invoice

There are three main things to bill against an invoice:

1. Suppliers items that we do not stock - Use the 'Buy In' functions
2. Stock Items we have loaded into our Products Register (See below)
3. Labour

NOTE: Stock Items and Labour need to be added to the 'Products Register'

The buttons; Item - Service - Key Word can be used to bill Stock Items and Labour

Item Button

1. If you know the code, enter it here and press the 'Enter' key
2. If you don't know the code, select 'Cancel' and use the background list
3. Key Word is the easiest way to find things
4. Select the item

Service Button

Add items to the 'Product Register' and then build services (Templates)

Templates can be found in the Products Register.

Key Word

By far the easiest way to bill stock items and labour.

We get 113 matches.

Just add more detail about what you are looking for. Here we add 3/4 and select 'OK" (Just press the enter key)

This narrows the search down and we can select what we want to bill.

Item Billing Dialog

The important information is:

No Reqd = How many did the job take?

Cost = What did the item cost us each?

Actual RRP = How much are we selling each item for?

Notes: 

To move from field to field in a dialog, use your 'Tab' button.

To execute the highlighted button, press the 'Enter' key

To cancel a dialog box, press the 'Esc' key.

7. Product Register

The Product Register is where you can store Stocked Items and Labour.

Please review this training

http://soeasy.freshdesk.com/en/support/solutions/articles/4000138258-session-4-products-register-basics