(Contents)

Setup Service Sheets

The form and procedures detailed below are all related to setting up service sheets for Roadside Technician.

The first time service sheets are accessed, the header and line files are created.

What do you want to do?

Setup Service Sheets Main Form

This form is displayed when you click MS > X1 Aftersales Add-Ons > Service Sheets > Setup Service Sheets.  If there is more than one company setup, you must select the one you need.  The form contains the overall service sheet information.

Menu Bar:

Menu bar Action
File > Edit Enables editing of the current service sheet.
File > Save Saves any changes made to the service sheet.
File > Cancel Cancels any changes made to the service sheet.
File > Delete Deletes the current service sheet.
File > Exit Returns you to the Service Sheet Menu.
Create > New Sheet Creates a new service sheet.
Create > New Group Creates a new main group within a service sheet.
Create > New Item Creates a new item to go in a group within a service sheet.
Tools > Clone Displays the Clone Service Sheet Details form in order to clone the existing service sheet.
Tools > Resequence Displays the Re-Sequences Service Layer form that is used to re-sequence the service sheet groups.
Tools > Standard Texts Displays the Standard Texts Form that contains standard texts that can be used in the app.
Tools > Parameters Displays the Service Sheet Parameters form that is used to set up service sheet parameters.
Tools > Controls Displays the Service Sheet Controls form that is used to setup certificate numbers.
Help > Help Displays this help file in your default browser.

Left-Hand Side Tree Grid

The left-hand side of the Service Sheets form has a tree control that displays any existing service sheets.  They can be expended or collapsed to show any groups or items in the service sheets.  When an item is clicked on, the right-hand side of the form shows details of the item that is selected.

+: Expand Item.

-: Collapse item.

Service Sheet Group:

Serv Sheet Code:  The short service sheet code that will appear on the service sheet selection form in POS.  It is user-defined.

Serv Sheet Desc:  The service sheet description code.  This is user-defined.

Valid from Date:  The date the service sheet is valid from (start date).

Valid to Date:  The date the service sheet is valid to (end date).

Vehicle Information Group:

Franchise Code: The franchise code that the service sheet is related to.  This can be set to All Franchises so it can be selected for all franchises.

Model Code: The model code that the service sheet is related to.  This can be set to All Model Codes so it can be selected for all model codes

Service Model Code: The service model code that the service sheet is related to.  This can be set to Service Model Code so it can be selected for all model codes.

Sheet Information Group:

RTS Code: The unique RTS code for the service sheet.

These are setup in MS > Generic > Standard RTS Codes.

Certificate Required:  If selected, when the service sheet is completed in the App, a unique certificate is generated.

Note:  The next unique certificate number can be viewed on Service Sheet Controls

Frequency (Weeks):  The number of weeks a certificate is valid for.

FS Format: The format stationery used when printing a service sheet.

Single Column: If selected, the service sheet is printed with only one column, not 2.

Signature Required: If selected, either the technician or the customer or both can be selected.

Record Safety Notice: If selected and items on the service sheet are set to a fail condition code, a safety notice certificate number will be prompted for.

Include Parts: If selected, any added parts will be printed on the service sheet form.

Include Clockings:  If selected, any clockings will be printed on the service sheet form.

Add Additional Items:  If selected, the app user can add additional items to the service sheet.

Sheet Sub-Types Group

Service sheets can have sub-types defined as part of the main service sheet.

Type Code: The sub-type code for the sub-type sheet.

Description: The sub-type description for the sub-type sheet.

Condition Codes Group

Code: The unique condition code.  This is user-defined.

Description:  The unique condition description.  This is user-defined.

WIP: If selected, any associated part, menu or RTS code is added to the WIP.

Fix:  If selected, allows the app user to fix the item instead of generating a reminder advice.

Fail:  If any item on the service sheet is set to Failure, the failure flag on the service sheet header is set and a safety notice number will be prompted for, if this is set.

Notes:  If set, the app user is forced to add additional notes against the item.

Default:  If set, this item is set as the default condition code.

Service Sheet Item Form

This form is displayed on the right-hand side of the service sheet form when you click on a service sheet group or item.

Service Sheet Group

Serv Sheet Code:  The short service sheet code that will appear on the service sheet selection form in POS.  It is user-defined.

Serv Sheet Desc:  The service sheet description code.  This is user-defined.

Valid from Date:  The date the service sheet is valid from (start date).

Valid to Date:  The date the service sheet is valid to (end date).

Service Sheet Item Group

Parent Layer: If the item is linked directly to a service sheet, it will usually be a group within the service sheet, in which case it will not have condition codes.  If the item is linked to a group within a service sheet, it will be an item that the MT App user will have to select details on when using the service sheet.

Short Name:  The unique short code for the group or item.  This is user-defined.

Description:  The description for the group or item.  This is user-defined.

Response Type:  The service sheet response type.  One of:

Response Image:  If a text response is used, this is the maximum number of characters the app user can use.  If a numeric response is used, this is the format the number must in (maximum is -####.###).

Allow N/A:  If selected, the app user can select N/A on the service sheet.

Mobile Format: The format that is used if the app user sends the service sheet for printing.

Product Group

The product group is only available if a Condition Code response type is used.

Product Type:  The product type linked to the condition code.  One of:

Product Code: The menu, RTS code or part number that will be added to the WIP if the condition code was set to Add to WIP.

Clone Service Sheet Details Form

Select Tools > Clone from the Service Sheet Menu Bar to display this form. 

This form is used to clone service sheets so that similar service sheets do not have to be setup item by item as per the original service sheet.  However, any cloned service sheet still has to have a unique RTS code.

The buttons on this form are the standard Cancel and Clone buttons.

Clone Sheet Group

Source Sheet Code:  The source service sheet that will be cloned to a new service sheet.

Source Sheet Desc:  The source service sheet description that will be cloned to a new service sheet.

Cloned Sheet Code:  The new service sheet code.  This must be unique.

Cloned Sheet Desc:  The new service sheet description.  This should be unique, but can be the same as the original service sheet.

RTS Code:  The unique RTS code that will be used for the new service sheet.  All service sheets must have a unique RTS code.

Re-Sequence Service Layer Form

Select Tools > Resequence from the Service Sheet Menu Bar to display this form. 

These are used to change the sequence of groups or items in existing service sheets.

Buttons:

The buttons on this form are as follows:

Cancel: Returns you to the Setup Service Sheets form.

Save: Saves any changes made to the sequence of the group or items.

Refresh: If only 1 or 2 items have been selected, clicking Refresh changes the display to show the new sequence of the selected items.

Note:  The only other way to resequence items is to set the sequence for all of them.  Then they are automatically resequenced.

Reset Sequence: If only one or 2 items have been selected, but you realise the sequence is incorrect, click Reset to cancel the selection.

Layer Items Grid

Order:  This field is used to change the sequence of the items.  Click once to set an item to 1, twice to set it to 3, and so on until all items have been set.  Once the sequence of all items is set, the order will change automatically.

Item Short Code:  The group or item short code as it appears in the service sheet.

Item Description:  The group or item description as it appears in the service sheet.

Service Sheets Standard Texts Form

Select Tools > Standard Texts from the Service Sheet Menu Bar to display this form. 

These are setup to reduce the amount of typing the technicians needs to do on the RT App.  They can be selected and automatically added to the service sheet.

The buttons on this form are the standard Exit, New, Edit and Delete buttons.

Standard texts Grid

Service Sheet: The service sheet the standard text is linked to.  This can be specific to a specific service sheet or allocated to any.

Sheet Item:  The service sheet item that the standard text is linked to.  This can be to a specific sheet item or allocated to any.

Franchise Code:  The franchise code that the standard text is linked to.  This can be to a specific franchise or allocated to any.

Model:  The model that the standard text is linked to.  This can be to a specific model or allocated to any.

Service Group:  The service group the standard text is linked to.  This can be to a specific group or allocated to any.

Service Sheet Parameters Form

Select Tools > Parameters from the Service Sheet Menu Bar to display this form. 

These are used to setup text RTS codes, printers and email details for service sheets

The buttons on this form are the standard Cancel and Save buttons.

POS Company Code: The POS company the parameters are setup for.

Standard texts Grid

Text RTS Code: The RTS code that is used when text lines to the WIP.

Dummy Printer:  This is a dummy printer used to prevent printing when using the RT App.

POS Printer:  The printer to use when printing service sheets from Point of Sale.

Fax Printer:  The forms fax queue printer used when faxing the service sheet.

Email Printer:  The email queue printer used when sending the sheet via email.

Email Receipt:  If selected, an email receipt will be sent to the POS operator.

Priority to Delete Sheets:  The priority required to delete service sheets from the system.

Priority to Amend Sheets:  The priority required to amend service sheets on the system.

Prepopulate Email:  If selected, the email to the customer is prepopulated.

Service Sheets Control Form

Select Tools > Controls from the Service Sheet Menu Bar to display this form. 

These are used to set the last certificate number that was allocated to a service sheet. 

The buttons on this form are the standard Cancel and Save buttons.

POS Company Code: The POS company the parameters are setup for.

Controls Group

Last Certificate Number: The last number that was allocated to a service sheet.  The following number will be allocated to a service sheet if Certificate Required is selected.

Create a New Service Sheet

New service sheets can be set up per customer requirements.

To create a new service sheet:

  1. MS > X1 Aftersales Add-Ons > Service Sheets > Setup Service Sheets.

    The Setup Service Sheets form is displayed.

  2. Click New Sheet.

    The right-hand side of the form is opened for editing with all fields blank.

  3. Enter the following basic service sheet information:

    • A unique service sheet code (uppercase and a maximum of 10 characters).
    • A description for the service sheet (short but descriptive).
    • The date the service sheet is valid from.

    • The date the service sheet is valid to.

  4. Select the following vehicle information:

    These fields can be left as all for the 3 selections (or a combination of information and all).

    • Franchise code
    • Model code

    • Service model code

  5. Enter the following overall sheet information:

    • RTS Code - Each service sheet must have a unique RTS code (as setup in standard RTS codes).
    • Certificate Required - If selected, a unique certificate number will be allocated to the service sheet when it is completed.
    • Frequency - The number of weeks the certificate is valid for.
    • FS Format - The format stationery to use when printing the service sheet.
    • Signature Required - Select whether the customer and/or technician's signatures are required on completion of the service sheet.
    • Record Safety Notice - Select if any items are set to fail condition code, a safety notice certificate number must be prompted for.
    • Add Additional Items - Select whether the app user can add additional items to the service sheet.
    • Include Parts - Select if any added parts must be printed on the service sheet form.

    • Include Clockings - Select if all clockings should be printed on the service sheet form.

  6. Right-click on the Sheet Sub-Type grid to add a service sheet sub-type.

  7. Click Add to add a new sub-type.

  8. Enter the sub-type code and description.

  9. Click Confirm.

  10. Right-click on the Condition Codes grid.

  11. Click Add to add a new condition code.

  12. Enter the condition type code and description.

  13. Select the Add to WIP field if any associated parts, menu's or RTS codes must be added to the WIP if this condition code is used.

  14. Select the Failure Condition field if any condition code on the service sheet is set as a failure and a safety notice number must be prompted for.

  15. Select the Force Notes Entry field if the app user must add additional notes against the item.

  16. Enter the number of follow-up days to create reminder notices in the Follow-up Days field.

  17. Select the Prompt to Fix field if the app user is allowed to fix the item instead of generating a reminder notice.

  18. Select the Set to Default field to set the default condition code.

  19. Repeat steps 10-18 to create as many condition codes as necessary.

Create a New Group

New groups can be created within service sheets to group items together.

To create a new group:

  1. MS > X1 Aftersales Add-Ons > Service Sheets > Setup Service Sheets.

    The Setup Service Sheets form is displayed.

  2. Select a service sheet.

    Note: You can insert sub-groups into main groups in service sheets. However, this can make the service sheet too complicated.

  3. Click New Group.

    The New Group form is displayed.

  4. Enter the group short name.  It should be in uppercase, but no more than 10 characters.

    Note: The Parent Layer is automatically displayed and is not editable. It is selected from the service sheet (or group) you originally selected to add the group to.

  5. Enter the group description.  This is what will be displayed on the service sheet, so it must be descriptive, not generic.

  6. Select whether the user can select N/A for the entire service sheet group.

  7. Enter the format stationery format code that must be used when printing the service sheet.

  8. Select whether a forced page break should be done before printing the service sheet.

  9. Click Save to save the group.

Create a New Service Sheet Item

New groups can be created within service sheets to group items together.

To create a new group:

  1. MS > X1 Aftersales Add-Ons > Service Sheets > Setup Service Sheets.

    The Setup Service Sheets form is displayed.

  2. Select a service sheet or group.

    Note: You can insert items directly into service sheets if they are short.  However, if there are multiple items, it is better to divide them into groups to make it easier for the app technician to use.

  3. Click New Item.

    The New Item form is displayed.

  4. Enter the item short name.  It should be in uppercase, but no more than 10 characters.

    Note: The Parent Layer is automatically displayed and is not editable. It is selected from the service sheet (or group) you originally selected to add the item to.

  5. Enter the item description.  This is what will be displayed on the service sheet, so it must be descriptive, not generic.

  6. Select the service sheet item response type. One of:

  7. Enter the service sheet item response image. If a text response is used, this is the maximum number of characters the app user can use.  If a numeric response is used, this is the format the number must in (maximum is -####.###).

  8. Select whether the app technician can select N/A on the service sheet item.

  9. Enter the format that is used if the app user sends the service sheet for printing.

  10. If the Response Type is set to Condition code, select the product type.  One of:

  11. If a product type has been selected, select the menu, RTS code or part number.  This will be added to the WIP if the condition code was set to Add to WIP.

  12. Click Save to save the item.