This topic contains details of the procedures that are performed to action and complete a WIP.
See also: Standard RTS Codes.
What do you want to do?
See also:
This form is displayed when you click the 
icon on the on the Point-of-Sale form. The form provides access to the options that are available to complete the WIP.
Note: Depending on the status of the WIP lines, some of the buttons on this form may be dimmed and therefore unavailable to you.
If the Printer options in System Utilities > Management Menu for your Point of sale company have been set up a new drop-down menu displays the following options.
Note: These menu options are displayed only if KPrint is used and the Compatibility mode is set to an F in the Printer details for the Printer.
Print direct: This is the standard option to print a document directly to the printer when selecting the button.
Print preview: The print preview function enables you to preview a document before actually printing it. This will be possible when the KPrint form viewer is installed on your PC.
Note: The print preview option is not available on the Print or Credit buttons.
Email: This option enables you to send the document as an attachment to an Email.
Fax: This option enables you to send the document to a Fax machine.
The menu options above are displayed on the following buttons:
Print - The Print preview option is not enabled
Proforma
Estimate-Print
Picking Slip
Job Card
Requisition
Notification
Print credit note - The Print preview option is not enabled
The form is split into nine groups:
In this group box the current value of a potential invoice is displayed. It excludes Held items (lines at invoice status H). The value of the document is broken down into the following values:
Tip: If you have a foreign currency account on the WIP, the Goods, VAT and Total values display the base value and the base currency code if you place your mouse pointer over the values.
Goods: Total value of the document excluding VAT
VAT: Total value of VAT at the current rate
Total: Total value of the document including VAT
Margin: Calculated Gross Profit percentage (GP%) margin on the document
Below the Document value group box are the following:
Update demand: This box is normally selected, and updates the demand history for any parts on the WIP to be invoiced. The box is enabled when there is at least one part on the WIP that is invoiceable, and can be unticked if required. The ability to update demand is also available at part line level.
Cancel whole WIP: This button is enabled only if all the parts and labour lines on the WIP are at one of the following statuses M (Memo), P (Pick), F (Forward order), 1 (Lost sale on stock), 2 (Lost sale on value) or D (Deleted). It enables you to cancel all parts or labour lines at these statuses. When you cancel a WIP, you are prompted to give a reason for the lost sale.
Print: Click to print a parts or service invoice. An invoice may be produced only if there is at least one line at an appropriate status on the WIP. It is recommended that you check the document values on the form before printing a document. The printing of an invoice generates a WIP number, if one is not yet allocated to this transaction.
Complete Service Code/Mileage:
When a Customer and Vehicle exist on the WIP and you click the Print button you are offered the Complete Service Code/Mileage form to update the service history of the vehicle.
Service: This is a split field. In the first field, enter a service code to indicate the work to be carried out on the vehicle under the service. When you enter a service code, a description of the work is automatically put into the second field. You can amend this description if required, and it is not overwritten if a different service code is entered on the tab.
Buttons:
More: Displays the Service Codes form, which enables you to enter up to three service codes for the work carried out on the vehicle. You cannot enter the same service code twice.
Note: This button is displayed only if the POS parameter Multiple service codes is set appropriately.
Tip: A list of valid service codes is available from the drop-down menu.
Mileage: The fields in this group box display the vehicle's mileage. On the Current tab of the CRM vehicle record, there is a field called Display mileage as in the Miscellaneous group box. The setting of this field determines whether the odometer reading is in hours, kilometre's or miles.
Note: The fields displayed in this group box depend on the setting of the 2nd mileage required field on the Labour tab of the Flags-Priorities POS parameters.
Previous: The mileage the last time the vehicle was serviced.
In/Current: Either an In or Current field is displayed in this group box, depending on the setting of the 2nd mileage required POS parameter. This is the mileage at the time the vehicle was booked in.
Out/Other: Either an Out or Other field is displayed in this group box, depending on the setting of the 2nd mileage required POS parameter. This is the mileage at the time the vehicle was booked out. The Other field is displayed in the event that you are required to road test vehicles, and record the additional mileage incurred.
Buttons:
Whether or not the OK button is enabled depends on the Current tab of the CRM vehicle record, Display mileage as in the Miscellaneous group box.
Warning: If this is set to None the OK button will be available to select even if no mileage is entered and you will be able to print the invoice. The Cancel button returns you to the Action form.
Note: If the Link Part/Lab in W/S box is ticked on the Labour tab of the Flags-Priorities POS parameters, and there are parts on the WIP that are not linked to labour lines via menu codes, a Tag Valuation form is displayed on invoicing, warning that the tags do not reconcile. You must assign menu codes to parts before you can invoice the WIP.
Pro-Forma: This button produces a document similar to an invoice but with no document number. This is not a final VAT tax-point invoice.
Contribution: This button is visible only in Service Point-of-Sale. It gives you access to a total contributions facility that allows you to raise certain charge and credit entries on the WIP so that insurance excess payments, goodwill contributions and betterment adjustments can be dealt with in a straightforward way. It also provides the ability to reverse the VAT charged on an invoice so that it may be recharged as a separate item where this is necessary. In this way, using the normal split invoice facilities, these lines can be selectively invoiced to customer accounts so that charges are correctly allocated.
Raise contact: If a CRM customer is attached to the WIP and text is entered on the Notes tab of the WIP, this check box is enabled when the
Also in the Invoice group box is a grid that contains a summary of the WIP lines. In this grid, the following information is recorded:
Memo lines: The total number of lines on the WIP at M (Memo) status
Held lines: The total number of lines on the WIP at invoice status H (Held)
Uncompleted lines: The total number of uncompleted labour lines on the WIP (not including text lines). This field is populated for labour lines that fall into the following categories:
Note: In the WIP line summary grid the system highlights lines that are still at Memo, Held and Uncompleted status in Red to indicate which lines need attention when invoicing a WIP.
The menu flag is not G (which is set when lines are linked by menu codes)
The progress status of the line is C, a technician is identified but no time taken is entered
The invoice status of the line is anything other than I, D or X
Remaining lines on a menu are not invoiceable
Print: Generates an estimate or quotation. Whenever an estimate is produced, the WIP retention is set to the number of days determined within the SO system parameters. The system generates a WIP number if one has not previously been allocated to this transaction, and also creates a CRM contact record for the customer attached to the WIP. The contact type used for Point-of-Sale estimates is determined by the Estimate contact code field on the Printing tab of the Flags-Priorities POS parameters. Typically the number of days for which a quoted price is held firm is 60 days.
File: This button acts essentially in the same way as the Print button. The WIP is retained according to the Estimate retention in the SO system parameters, a CRM contact record for the customer attached to the WIP is created, but the document is prevented from being printed.
Warning: When the File option is used, no document is archived, and therefore it is not possible to print the File estimate from either the CRM record or using the re-print facility within Point-of-Sale.
Labour: This button is enabled if the Suppress documents field in the terminal details record is not set to C (Clockings), the WIP is assigned more than one labour line, and is not a display-only WIP. It displays the progress of tasks on the WIP, from where you can also display the clock history summary and detail. For further details of Workshop Loading, see Point-of-Sale Integration with Workshop Loading.
Note: The status of the individual lines on the WIP determines whether the buttons in this group box are enabled.
Picking Slip: Enables you to produce a picking slip. Parts lines must be at status P in order to print a picking slip.
Job Card: Enables you to produce a job card. This button is only enabled if the Suppress documents field in the terminal details record is not set to J, the invoice status is I, and the status of the labour line is not set to D (Deleted).
Note: A warning message is displayed when you print a job card if more than one job card has already been printed for the WIP.
Note: If the Choose job card language box is ticked on the Printing tab of the Flags-Priorities POS parameters, you are prompted to select a language when you print a job card in Point-of-Sale. You can also select a language for the job card using the Refresh option on the Tools menu in Point-of-Sale. This facility is currently used only in Belgium and Switzerland.
Scan Job Card(s): Enables you to scan job cards, using a scanner attached to the PC or network, which are then stored in the document archive as a specific type. The job cards can then be retrieved from the Document archive menu options from the Service history icon in a WIP in Point-of-Sale and from the Vehicle record in the Vehicle history tab at any time.
Note: When printing the Job Card it is possible for the VHC report to be printed at the same time, this is achieved by switching on the POS parameters > Other Details Tab > Print VHC Report.
Requisition: Enables you to produce a requisition. Parts lines must be at status P in order to produce a requisition. Alternatively, a Delivery note button may be displayed instead. This is dependent on the Decarding option field on the Options tab of the WIP. This field is used in conjunction with a field called Delivery acc types on the Main tab of the POS parameters, which identifies account types that use a delivery note format. If an account is selected with a delivery account type, the system automatically sets the Decarding option field to Delivery note, changes the Requisition button to a Delivery note button, and uses the delivery note format to print.
Note: If the progress status is X and not invoiced, it is possible to reverse parts using the ! status.
Notification: This button concerns customer deposits, and is enabled only if lines exist on the WIP at either R or P status.
It is possible to generate a financial credit for a previously invoiced transaction. Either a full or partial credit may be generated depending on the circumstances of the transaction concerned.
Full: If a WIP is invoiced to the wrong customer account number in error, the system provides a mechanism to credit the full document value, and re-invoice a different customer without having to re-enter all the product details again.
Partial: Where not all of the lines on a WIP are to be credited, it is possible to toggle the invoice status of each product line on the WIP between X (invoiced) and C (to credit) in order to produce a partial credit.
Note: The Transfer group box is displayed only for Parts terminals.
In the stock file, there are nine stock locations available in which parts may be kept. Under circumstances controlled by the following parameters and settings, it may be possible to transfer parts between locations using the facilities offered by the Point-of-Sale system:
Note: No financial postings are made by this transaction.
A location is identified in the Sell from field on the SO Controls tab of the POS operators record
The transfer of the document is not suppressed by the Suppress documents field in the terminal details record
There are no labour lines on the WIP
You have a priority equal to or greater than the priority specified in the Stock transfer priority field on the Parts 1 tab of the Flags-Priorities POS parameters
Source: Location from which you are transferring the parts.
Destination: Location to which the parts are to be transferred.
Transfer: Transfers the parts to the selected location.
This group box is displayed only if the facility to record cash receipts is activated for this Point-of-Sale installation. It allows multi payments to be recorded against a WIP. These may either be cash payments, deposits or cash allocations.
Note: The cash posting facility is enabled if the Cash posting allowed field on the Sales Ledger account is set to I and the Allow cash field on the Miscellaneous tab of the Flags-Priorities parameters is not set to N.
For each document, a summary of the payment details is displayed:
Gross: The total value of the document including VAT.
Paid: The total amount of cash paid to date.
Owing: The total amount of cash outstanding.
Buttons
Payment: Enables you to enter payment details and to review totals paid and totals owing. When you enter the payment details, you can also elect for the payment to be either held or processed directly through to the accounts.
In the Payment group box is a table known as the till box. In the till box, you can record multi payments against a WIP. These may either be cash payments, deposits or cash allocations. For each payment, the following details are displayed:
Tip: To enter or amend a payment, click the Payment button or click a payment line to be amended in the till box.
Amount: Amount of cash paid.
Cash type: Nominal Ledger cash payment type that indicates how the payment was made.
Reference 1: For cash payments or deposits, this is normally the cheque or guarantee number. For cash allocations, this is the invoice number.
Reference 2: For cash payments, deposits and cash allocations, this is normally the initials of the user.
S: A code that indicates the current status of the payment:
I: Awaiting Posting
X : Posted
Note: For a WIP to close down, any payments that are present in the till box should have a status of X allocated against them. Any payments at status H will keep the WIP open until the payment has been invoiced.
A: A code that indicates either the action taken against the payment or the action to be taken:
A: Allocated
P: Posted
I: Awaiting Posting
N: Awaiting Notification
What do you want to do?
See also:
To raise a parts invoice:
Access the Point-of-Sale WIP, load the customer and account information.
Input the required order number, the route or carriage codes and whatever text is appropriate for this transaction.
In the New product group box, enter the part number if known, or click the Ellipsis button [...] to search for a part.
The Part Details form is displayed.
Edit the Order quantity, Selling price and Discount percent fields as appropriate for this transaction, and make any further changes to the default information as required.
Change the part status to P if necessary, and click the OK button to load the part onto the WIP.
Click the icon.
The Action form is displayed.
Check the values in the Document value group box.
Click Print in the INVOICE group box to generate a WIP number.
The WIP number is displayed in a dialog box.
Click OK to proceed and print the document.
The ability to sell in a foreign currency to a correctly configured customer account is standard within the Point-of-Sale system. Whenever a customer account is loaded onto the WIP, the currency code applicable to that account is visible on the Account tab on the WIP. Alongside this code, the current exchange rate between the customer currency and the base system currency is also shown. This rate is normally maintained in the Nominal Ledger module but may be edited within the WIP should this be necessary. If the rate is changed, it only affects the current transaction and does not affect other foreign currency transactions in other modules.
Note: If the currency on the account is different from the base currency, you can edit the exchange rate on Parts terminals only, if you have a priority equal to or greater than the priority specified in the Exch. rate edit priority field on the Header tab of the Flags-Priorities POS parameters.
If foreign currency invoicing is likely to take place as part of normal Point-of-Sale activity, the relevant stationery formats must be modified in order to show the appropriate foreign currency and exchange rate detail on the customer documentation.
See also:
If a customer returns parts for credit, a credit note should be raised. This has the effect of crediting the Sales Ledger account originally invoiced and crediting the parts back into stock. The procedure to return goods into stock is similar to the procedure to generate an invoice, except that the issue quantities are negative. This has the effect of raising a negative value invoice (credit) to the selected customer account and adjusting the stock quantities accordingly. It is possible to attach a credit to a previous invoice for cross-reference purposes, and ensures that giving credit twice for the same part is avoided.
This system handles partial and possible multiple credits in respect of previous multiple quantities on a single issue line so that the credit attachment may be performed multiple times, up to the limit of the original issue quantity on the line. Whatever credits are tied to the original invoices in this way are subsequently cross-referenced and are visible in this window whenever this part and account combination is displayed again.
To raise a credit (for goods returned to stock):
Access the Point-of-Sale WIP, load the customer and account information.
Input the required order number (for example the original order number or invoice number), the route or carriage codes and whatever text is appropriate for this transaction.
In the New product group box, enter the Part number if known, or click the Ellipsis button [...] to search for a part.
The Part Details form is displayed.
Edit the Order quantity, Selling price and Discount percent fields as appropriate for this transaction, and make any further changes to the default information as required.
Note: Ensure that the issue quantity is negative and reflects the quantity of the part that is being returned to stock.
In the Main group box, click the button labelled with the customer's account number.
The system searches down the parts logfile and then down the archive file for all invoiced transactions for this part to this customer account. If a vehicle is attached to the WIP, a match against that vehicle takes precedence over the match against the account. Matches are displayed in a window and this allows a mechanism to attach credits to previous invoices.
Select the document against which the credit is to be offset and click OK.
The system attaches the credit and advises that this has been successfully performed with the message:
Credit successfully attached to selected line
Click OK.
Change the part status to P if necessary and, if the parts are to be received into a stock location other than the Main location, this can be amended by selecting the appropriate location from the drop-down menu.
Click OK.
The Order References form is displayed.
Select the appropriate Credit reason code to be attached to this transaction, and click OK to load the part onto the WIP.
Click the icon.
The Action form is displayed.
Check the Total in the Document value group box.
If a refund of cash is to be recorded on the WIP, click the Payment button and edit the cash details in the Payment group box as necessary, ensuring that the value is negative (preceded by a minus sign).
Click OK to return to the Action form.
Click the Print button in the INVOICE group box to generate a WIP number.
The WIP number is displayed in a dialog box.
Click the OK button to proceed and print the document.
If the credit process requires the refund of cash taken as part of the original transaction, this can be done, before producing any document, by clicking the Payment button or selecting the next available payment line in the Payment group box of the Action form. This invokes the Payment Detail form, into which details of the refund may be recorded: the refund amount which must be a negative value, the current date (this defaults to today's date) and whatever reference text needs to be recorded. For full details of the credit routine, see Raising a Credit (Goods Returned to Stock).
See also:
If goods are invoiced to the wrong customer account number in error, the system provides a mechanism to credit the document value, and re-invoice a different customer without having to re-enter all the product details again.
To raise a credit (invoice reversal to be recharged):
Re-access the original Point-of-Sale WIP.
Check that the account number is still the same as that originally charged.
Tip: This can be checked via the document archive. For example, if a part is loaded onto the WIP, display the part, and click the button labelled with the account number in the Main group of the Part Details form. Alternatively, if labour is loaded onto the WIP, and a vehicle is attached, display the labour operation, and click the button labelled with the registration number in the Main group box of the Labour Details form.
In the Order number field or in the text box on the Notes tab of the WIP, enter the number of the original invoice for future reference.
Note: The last document number is recorded on the Account tab of the WIP below the Currency group box.
Click the icon.
The Action form is displayed.
Click the Full button in the Credit note group box.
A Print credit note button is displayed.
Click the Print credit note button.
A list of credit reasons is displayed.
Select the appropriate Credit reason and click OK to proceed.
The credit note is produced.
Click the 
icon to re-access the WIP, and select the correct customer and account.
Click the icon.
The Action form is displayed.
Check the Total in the Document value group box.
Note: It may be that the new customer has a different level of discount from that of the original customer and this is recalculated automatically by the system if the Recalc on load and Recalc on change fields are ticked.
If the receipt of cash is to be recorded on the WIP, enter the cash details into the Payment group box.
Click the Print button in the INVOICE group box to print the document.
The invoice status of the lines is reset to I, and the items may now be re-invoiced to another account.
Where not all of the lines on a WIP are to be credited, it is possible to toggle the invoice status of each product line on the WIP between X (Invoiced) and C (Credit). In this way you can selectively change the invoice status of only those lines that need to be credited. When the required lines have been changed to invoice status C, you can proceed to action the WIP in the normal way. This creates a credit for only those lines on the WIP that are set to status C.
To raise a partial credit:
Access the Point-of-Sale WIP.
For each product line that you want to credit, single right-click the Invoice status column.
The invoice status is changed from X to C and the following message is displayed:
Return this part to stock Yes No
Do one of the following:
Click the No button if you do not want to return the part to stock
Click the Yes button if you want to return the part to stock
Two results are possible:
If you clicked the No button, you are returned to the WIP.
If you clicked the Yes button, a list of credit reasons is displayed. Select a Credit reason. A negative value line is credited for each line on the WIP set to status C.
Click the icon.
The Action form is displayed.
In the Credit note group box, click the Partial button to produce a credit note.
You can now re-invoice the WIP.
The system is able to produce estimates for both Parts and Service transactions. Estimates can either be printed to a printer or merely actioned to hold the WIP on file for a pre-determined number of days. In both cases a CRM contact record is created. Estimates printed use the Invoice printer but are headed either Estimate or Quotation depending on the Estimate or Quote field on the Document Titles Page 1 tab of the POS parameters which controls this text. An invoice number is not allocated to this document. Estimates have no financial implications within the system and, because the WIP lines are at status M, do not affect any stock quantities or allocations.
Note: Unlike the Print option, if the File option is used for an Estimate, no document is printed or archived and therefore a re-print of the estimate (at that time) is not available.
Tip: When a customer agrees to have the work done as per the estimate, it is possible to convert the estimate into a job card. This is done by converting the part lines on the estimate from M status to P status by right-clicking the P column header on the WIP and selecting the option Convert part lines from estimate.
To raise an estimate:
Create a Point-of-Sale WIP in the normal way, ensuring that the correct customer, vehicle and account information is loaded. This ensures that the estimate is priced accurately according to the discount structure applicable to the customer account.
Set all the relevant product line statuses to M for Memorandum.
Tip: It is possible to set all parts lines to status M and print the estimate in one go. See step 4b.
When all the product lines are created, click the icon.
The Action form is displayed.
In the Estimate group box, do one of the following:
To print an estimate to the currently selected printer, click the Print button and select the Print estimate option.
To set the parts lines to status M and print the estimate to the currently selected printer, click the Print button and select the Convert parts lines to M option.
To action the WIP as an estimate suppressing both the print and creation of an archive copy, click the File button.
A WIP number is generated and displayed in a dialog box.
Click the OK button to continue.
The Followup Details form is displayed.
Select the Grade of contact applicable to this activity.
Note: The selection determines the date on which this estimate should be followed-up with the customer. Depending on the configuration of the CRM system, a reminder to this effect (contact sheet) may be printed out as part of the CRM module day end procedures.
Click the OK button to continue.
When the parts department issue parts or materials to Workshop jobs, there is no need to create a WIP because this is already done by the Service or Bodyshop department as part of their vehicle booking or reception activities. All that is required is for the parts to be added to that existing WIP and requisitioned.
The requisition document (also sometimes referred to as the delivery order) is normally attached to the workshop job card for future reference. In some dealerships, the requisition is printed on two part paper that allows one copy to be attached to the job card and the other to be signed by the recipient and retained by the parts department as confirmation of issue. The action of printing a requisition de-cards the affected stock and makes financial postings into the Work-in-Progress account.
To issue parts to workshop or bodyshop jobs:
Access the Point-of-Sale WIP record number specified by the service department, and enter the parts required onto the WIP in the normal way.
When all the required lines are added to the WIP, click the button.
The Action form is displayed.
In the Other documents group box, click the Requisition button.
A requisition document is generated.
Attach the requisition to the workshop job card for future reference.
Tip: If you have a two-part requisition, you may want to attach a copy to the job card and have the other part signed by the recipient to be retained by the parts department as confirmation of issue.
The action of printing a requisition de-cards the affected stock and makes financial postings into the Work-in-Progress account.
Note: Although at this stage it is possible to produce an invoice for the parts issued, you must not do this.
Should the workshop want to return a part already issued to a job, it is necessary to credit the WIP with the returned parts and ensure that parts stock is incremented accordingly. This can be achieved in two ways - by setting a negative issue quantity against parts or by setting the status to ! (an exclamation mark). Both methods create parts logfile entries to provide an audit of the movement back into stock. The second method has an advantage over the first, in that the lines are deleted from the WIP by the system. This means that they will not appear on any further documents. When negative quantity lines are put onto the WIP (method 1), they still require invoicing at the end of the job and, although the two entries effectively cancel each other out, it can look untidy on the eventual invoice.
To return a part issued to an uninvoiced job from the workshop (method 1):
Re-access the original Point-of-Sale WIP.
Enter the part numbers that are to be returned and set a negative issue quantity.
Click the icon.
The Action form is displayed.
In the Other documents group box, click the Requisition button.
A requisition document is generated. The production of a requisition re-cards the stock and credits the Work-in-Progress account with the credited parts value.
To return a part issued to a job from the workshop (method 2):
The second option is to use the reverse issue status on the parts lines to be returned.
Re-access the Point-of-Sale WIP.
Double-click the line number of the part that is to be returned.
The Part Details form is displayed. The cursor is automatically positioned on the status which is set to X.
Change the status to ! and click OK.
Click the 
icon.
The original parts issue is reversed and the lines affected are set to status D for Deleted.
The system is capable of producing picking slips to be used by warehouse staff to identify the location of the parts required within the stock shelves.
The entries on the picking slips may be sorted into bin location sequence if required. This is controlled by the Picking Slip sort options field on the Printing tab of the Flags-Priorities POS parameters.
Note that if additional parts are added to a WIP, they will not appear on the picking slip in location sequence. Furthermore, it is possible to prevent the part numbers originally printed from appearing on subsequent picking slips. This is controlled by the Single picking note field on the Printing tab of the Flags-Priorities POS parameters.
To produce a picking slip:
Raise or edit a WIP in the normal way, ensuring that the correct customer and account information is loaded.
Add the required product lines and, when all the necessary parts are added, click the icon.
The Action form is displayed.
Click the Picking Slip button in the Other documents group box.
If a WIP number does not already exist, a WIP number is allocated and displayed in a dialog box.
Click OK to continue.
The document is produced for all the parts that are at status P only.
What do you want to do?
See also: Vehicles Awaiting Preparation
To raise a job card:
Access the Point-of-Sale WIP, load the customer, vehicle and account information.
Input the required order number, codes and whatever text is appropriate for this transaction.
Click the New product Ellipsis [...] button and input the required operation or menu using the search method.
Edit the labour operation fields for this transaction within the Labour Details form, and make any further changes to the default information as required.
When complete, click the icon.
The Action form is displayed.
Click the Job Card button in the Other documents group box to continue.
Note: A warning message is displayed when you print a job card if more than one job card has already been printed for the WIP.
Note: If the Choose job card language box is ticked on the Printing tab of the Flags-Priorities POS parameters, you are prompted to select a language when you print a job card in Point-of-Sale. You can also select a language for the job card via the Refresh option on the Tools menu in Point-of-Sale. This facility is currently only used in Belgium and Switzerland.
A WIP number is generated and displayed in a dialog box.
Click OK to proceed and print the document.
See also:
To raise a service invoice:
As a service invoice is normally raised from an existing job card, access the existing Point-of-Sale WIP.
If not already done, input the required order number, codes and whatever text is appropriate for this transaction, and update the vehicle information if necessary.
At this point, it may be necessary for additional labour lines to be created if work was carried out on the vehicle which was not originally included on the WIP.
Note: In some service operations it is usual to update the WIP during the day whenever any additional work is identified and approved. However, in other workshops, the additional work is merely written onto the job card by the technician and the WIP is updated later as part of the invoice process.
It may be the practice of the workshop to raise additional labour lines on which to charge oils or fuels that are not managed through the parts department. The addition of consumables onto the job can be achieved by using the Consumables option on the Tools menu provided for this purpose on the WIP.
For each labour line on the WIP, do the following:
Tip: To edit a labour line, double-click the Line field of the operation to display the Labour Details form.
Edit the Description and update the existing text, if required, with additional information about the work carried out or any other information that the customer should be made aware of.
In the Main group box, change the Time allowed if it is decided to charge a different time to that which was originally defaulted. Remember that the customer charge is this allowed time multiplied by the labour rate per hour.
In the Workshop group box, enter the actual Time taken, the Mechanic number to indicate who carried out the work, change the warranty or payment code and the hourly cost (sale code), if required (this is not normally required).
Edit other information as required.
When the labour details are completed, change the status of the line (normally C) to signify that the line is complete, and click OK to proceed.
Tip: Another method to change the labour lines to C status exists which, for routine entries, may be the quicker and more convenient method. To change the status, double-click the Progress status field on the WIP. The Labour Details form is displayed with the line status already at C. The method used to set labour lines to a completed status is an operator preference.
If the work detailed on any labour line originally entered onto the WIP is not needed or for some other reason was not carried out, set the status of the labour line to D (Delete) as long as no Time taken value is entered against the line.
When all the labour lines on the WIP are completed, click the icon.
The Action form is displayed.
Check the document total in the Document value group box.
Click the Print button in the INVOICE group box to continue.
Note: If the Print button is disabled at this point, there are a number of possible causes. Check first that a valid service code for the work carried out is entered on the Vehicle tab of the WIP. Check also that vehicle in and out mileages are input on the Vehicle tab of the WIP. If the account has a mandatory order number requirement, this must also be entered before attempting to invoice the WIP.
A WIP number is allocated and displayed in a dialog box.
Note: If the Link Part/Lab in W/S field is ticked on the Labour tab of the Flags-Priorities POS parameters, and there are parts on the WIP that are not linked to labour lines via menu codes, a Tag Valuation form is displayed on invoicing, warning that the tags do not reconcile. You must assign menu codes to parts before you can invoice the WIP.
Click OK to proceed.
The Complete Service Code/Mileage form is displayed.
Complete the Service and Mileage details, and click OK.
You may get one of the following results:
If the vehicle is flagged as commercial on the CRM record, you are prompted to select any applicable Operation types (Service, MOT, Inspection, Tacho service or Tacho recalibration), and enter a date for the next operation.
If a service code is entered on the WIP that updates the service date, you are prompted for the next service date. Complete the Next service date and click OK to update the vehicle record.
If a service code is entered on the WIP that updates the MOT, you are prompted to enter the new MOT expiry date.
If you are prompted for a New MOT expiry date, enter the expiry date, and click OK.
The MOT Report form is displayed.
To update the MOT log, complete MOT Report and click OK.
The system checks that the serial number of the test is not already on file. If it is, the following message is displayed: MOT certificate number already exists and returns you back to the Serial no of test field to correct it.
If you do not want to update the MOT log, click the Cancel button.
When all the necessary details are entered, the invoice is printed, and the WIP is saved into the appropriate files.
Whenever work is done on a vehicle, the possibility arises that the costs arising from that work may need to be shared between multiple accounts.
A typical example would be when a relatively new vehicle comes in for service and work is also carried out during that visit that is covered under warranty. In this situation the customer may be required to pay the chargeable elements of the routine service and the manufacturer would be charged with the warranty portion of the repair.
In some workshops it was the practice to open multiple job cards for circumstances such as these. However, within the Point-of-Sale invoicing process there are extremely flexible mechanisms to allow multiple invoices to be generated from within a single WIP.
For both administrative and practical reasons and to reduce the possibility that parts are put onto the wrong job, it is suggested that a single WIP is opened for all the repair activities that are to take place. The costs are then allocated to the different accounts as part of the normal invoice process.
Even though only one WIP is generated, a new service history line is produced for each invoice or credit produced from that WIP. Each history entry shares a common WIP number but the text against each line can be changed as appropriate making the history summary more meaningful.
See also:
To split invoices:
Raise a single WIP for all the repair activities that are to take place.
Complete all the lines that are to be invoiced, and enter the necessary customer details.
When you complete a line, the invoice status is automatically set to I (Invoice).
If there are any lines that you do not want to invoice now, hold the lines to exclude them from invoicing pending further action.
Tip: To hold a line, double-click the I status column of the product on the WIP. By double-clicking this field, the invoice status of each line can be toggled between I (Invoice) and H (Hold). When you toggle a line between these statuses, the financial values displayed at the bottom of the form are updated accordingly.
Decide which lines are not to be invoiced to the account currently displayed on the WIP, and change the status of each of them to H (Hold).
Note: When a line status is changed, any line sharing a common warranty or payment code is also changed in unison.
When all the lines not to be invoiced are at status H, click the icon.
The Action form is displayed.
Click the Print button in the INVOICE group box.
The invoice is produced for lines on the WIP at status I only, to the account on the WIP, and the WIP is saved.
If a subsequent invoice is to be produced, re-access the WIP.
Tip: Click the icon to load the partially invoiced WIP.
Change the account to be charged with the next group of product lines.
Tip: To search for an account, click the Account code field Ellipsis button [...] on the Account tab of the WIP.
When the new account is selected, a dialog box is displayed asking whether to Overwrite customer details with account name and address.
Do one of the following:
Click the Yes button to overwrite the customer information with the new account information.
Click the No button to retain the customer name and address information, and write the new account information into the Account tab on the WIP.
Note: The answer to this question is usually No because, even though the account paying for the repairs has changed, the customer information remains the same.
Lines that were invoiced are now at status X and those previously held are still at status H.
Decide which lines, if any, are to remain held and then toggle the status of the lines that are to be invoiced back to I.
When all the lines to be invoiced are at status I, click the icon.
The second invoice is produced for lines on the WIP at status I only, to the account on the WIP.