From this form, you can obtain workshop availability time for a general enquiry and make a booking for a customer with a loan vehicle, or arrange a collection and delivery.
Note: The help files for the Loan Vehicle Diary and Loan Vehicle bookings should be read first before making any bookings for Loan vehicles.
Tip: To make a booking for a customer, a WIP needs to be created with the relevant RTS lines added.
What do you want to do?
This form is displayed when you do one of the following:
Click the Load button in the This Job group on the Workshop Launch Control form when in a WIP (Load tasks when?).
Click the Load button in the Planning group outside of a WIP (Actual load hours).
Menu Bar and Toolbar:
| Menu bar | Toolbar | Action |
|---|---|---|
| File > Exit |  |
Returns you to the Service Point-of-Sale Form. |
| Technicians > Technicians |  |
Activates and display the Technicians clocking function / screen. |
| Jobs > Jobs |  |
Activate and display the Jobs function / screen. |
| Activity > Activity | Activate and display the Activity function / screen. | |
| Load > Load |  |
Displays the Workshop load screen displaying workshop availability time for a general enquiry and make a booking for a customer with a loan vehicle, or arrange a collection and delivery. |
| Number > Numbers |  |
Activate and display the Technicians availability function / screen. |
| Links > Loan Vehicle |  |
Displays the Loan Vehicle Diary. |
| Links > Display capacity hours | Enhance the Actual load (hours) group by adding capacity hours rows to the list of skill types (Vertical side) of the displayed grid. | |
| Links > Legend |  |
Displays the Legend clarification. |
| Links > Holiday planner | Displays the Holiday planner. Holiday planner. | |
| Reports > Reports | Displays a list of the available workshop loading reports. | |
| Help > Help |  |
Displays this help topic in a web browser. |
Actual load (Hours) Group:
The Actual load group displays the Skill types (Vertical) that are to be used for loading work and the date range (Horizontal) that has been set.
Capacity hours (If installed)
Tip: The Capacity hours will be displayed at the bottom of Actual load (hours) group if the workshop loading parameter Display capacity hours is set. If the parameter is not set you can still view the capacity hours by selecting Display capacity hours from the Links menu, the grid will be displayed whilst you are in workshop loading.
CAPACITY: Total hours from the resource calendars for that day.
ASSIGNED: Total number of assigned hours for that day.
UNASSIGNED: Total number of unassigned hours for that day.
REMAINING: Capacity hours plus (Hours Remaining for day) minus (Assigned and Unassigned hours).
Note: The Remaining hours will take into account the current time of day and reduce the hours remaining as this makes more sense when booking work. This can therefore be a negative value if you have work still to complete.
Loan Vehicles and Collections (If installed)
The loan vehicles and collections grid is displayed when the workshop loading parameter Loan vehicles & collections is set.
Tip: The right-click quick booking menu options are also available on the date header grid just like the load form grid. The date headers will also highlight in blue when you search for WIPs.
The Loan Vehicles and Collections grid displays all your loan vehicles in their respective loan car group and the total amount of Collection and Deliveries available to book out.
Collect: Total number of units booked for collection for the day.
Delivery: Total number of units booked for delivery for the day.
Customer waiting: Total number of units booked customer waiting hours for that day.
Actual Load Group:
The colour coding will identify whether there is sufficient capacity to carry out different types of work required on any of the future days.
Colours
Description
Light blue (This Wip) Shown only when the form is accessed from within a WIP and indicates the date on which the task or tasks will be started.
White (No load) There is no load for the skill on that day.
Green (0 to 80%) The loading for the skill on that day is below the maximum value set in the Aim to load %age field on the WL System Parameters.
Yellow (80 to 100%) The loading for the skill on that day is between the Aim to load %age and 100% of the available hours.
Red( Over 100%) The loading for the skill on that day is more than 100% of the available hours.
Black (No capacity) Shown only when the form is accessed from within a WIP. No loading is available for the skill on that day.
Grey Shown only when the form is accessed without a WIP and indicates the dates which are unavailable, for example bank holidays and Sundays.
Note: The percentage hours are set by the WL system parameter Aim to load %age.
Push Buttons:
Hours - Actual load (hours): Changes the display in the grid so that each field shows the Actual loading in hours.
% age - Actual load (%age): Changes the display in the grid so that each field shows the Actual loading as a percentage.
Graph (If installed): Displays the Capacity hours for each skill and the Assigned and Unassigned hours already booked.
Capacity Group:
The capacity group contains Buttons that can be utilised to refresh the information within the Actual load (hours) grid.
Push Buttons:
Hours: Changes the display in the grid so that each field shows the Remaining loading in hours (Shift hours plus Availability on Resource record).
Adjusted: Changes the display in the grid so that each field shows the Remaining loading in hours (Shift hours plus Efficiency from Tech ability).
Headcount: Changes the display in the grid so that each field shows the number of Technicians with the corresponding skill.
Note: Technicians with multiple skills will be duplicated in each category. Any Secondary skills linked to technicians will also be highlighted.
Tip: Click a number field to display the Names form relating to that date.
When?: After viewing the Capacity grids to determine the required loading date, click this button to return to the Load tasks when? Grid.
%age left - Remaining hours (%age): Changes the display in the grid to show the remaining capacity hours left to load in the workshop as a percentage.
Tip: You can set the %age left to be your default display when selecting Load from the Workshop Launch Control form if you set your Default screen to be Capacity Hours (%age) on your Operator file.
When the %age left is set the Actual load legend changes to start at 100% down to 0% and will not go into a negative value. If over-booked the percentage remaining will show as zero.
Range Group:
The range group contains Buttons that can be utilised to refresh the information within the Actual load (hours) grid based upon date range parameters .
Radio Buttons:
Short: Changes the grid display in line with the Short range field in the WL System Parameters.
Long: Changes the grid display in line with the Long range field in the WL System Parameters.
Calendar Group:
The calendar represents the date on the Actual load grid. If you select a date the load grid will move accordingly putting the date at the beginning of the grid. The calendar is linked to the Range group and will only display the correct amount of days in the short range and the long range according to the parameter. The calendar will always default to today's date when selecting the Load grid within workshop loading.
Shifts (If installed)
Select the required shift from the drop-down menu.
Tip: Selecting a shift from the drop-down and moving between Workshop Loading forms will keep the shift selected.
Teams (If installed)
Select the required team from the drop-down menu.
Note: This will depend on what you have set in the Teams field in your Operator details. If it is set to blank then All teams will be available. If it is set to one team then that team will be defaulted in and you will get the option to view all the teams. If you have more than one team then the default will be All my teams with the option to view all the teams or each individual team.
Create your WIP in Point-of-Sale as normal and then click the Workshop launch control icon.
Click the Load button.
Select the Collect and/or Deliver column headings and these will highlight in blue.
Continue and book the WIP into Workshop loading as normal and save the WIP. The collection and delivery have been booked.
The description text Collection/Delivery booking is displayed on the WIP under the New product field. This is displayed regardless of what is booked.
Tip: When you re-load the WIP and a collection and/or a delivery has been booked, the program will highlight the Collect and Deliver headings in cyan just like the date on the Load grid.
To remove a collection or delivery booking, load up the WIP, go back into Workshop Loading and un-select either or both of the Collect and Deliver headings, then save the WIP.
When moving jobs within Workshop Loading you will get a message about bringing the dates into line as normal. If any job has a collection and delivery booked the program will move the dates of these too, depending on how you answer the prompt. No leaves the collection and delivery booking on the original date, Yes moves the collection and delivery to the new date.
Note: A collection and Delivery can be added to the WIP at any time so long as the customer dates are supplied. A message is displayed if no dates are set when making a booking.
Tip: You can over-book on collections and deliveries once you have reached zero in the Loan Vehicles and Collections grid. These will be displayed as zero but with a red background.
The loan vehicle groups are controlled and displayed from your User access control in CRM. When a booking is made and the customer has a Courtesy car group set up in their customer record, the grid will highlight the group that the customer is entitled to in the colour grey. When all the loan vehicles have been booked out for a particular day then the right-click options to allocate a car will become unavailable.
Tip: The Loan Vehicles and Collections grid works with the Range buttons and the calendar in exactly the same way as the Load form.
This form is displayed when you select Links > Legend
Loan Vehicle Legend group
Colours |
Description |
| White - Vehicle(s) available | There are vehicles available to assign to the job. |
| Red - All cars booked | There are no vehicles available to assign to the job. |
Push Button:
Close - Return back to the main Workshop loading form.
Clicking the Date header within the Actual hours or Loan Vehicle groups opens the Day Form and then load to a specific technician or leave the job as Unassigned.
Right clicking the Date header within the Actual hours or Loan Vehicle groups displays a list of available options.
Clicking the Load work assigned option loads the work from the WIP to the selected day and displays the technician the work has been booked to and at what time.
Note: If the job rolls over to the next day the End of shift form is displayed and you have to book the work manually as normal.
Right clicking the Date header within the Actual hours or Loan Vehicle groups displays a list of available options.
Clicking the Load work assigned and allocate car option loads the work for the day selected, and displays who the work has been booked to, at what time, and the loan vehicle registration number.
Note: If the job rolls over to the next day the End of shift form is displayed and you have to book the work manually as normal.
Right clicking the Date header within the Actual hours or Loan Vehicle groups displays a list of available options.
Clicking the Load work unassigned option Loads the work for the day selected into the unassigned jobs.
Right clicking the Date header within the Actual hours or Loan Vehicle groups displays a list of available options.
Clicking the Load work unassigned and allocate car option Loads the work for the day selected into the unassigned jobs and displays the loan vehicle registration number that has been booked.
Right clicking the Date header within the Actual hours or Loan Vehicle groups displays a list of available options.
Clicking the Allocate car for day option is to be used when the work has already been loaded into Workshop Loading and the loan vehicle is booked afterwards. This will display the loan vehicle registration number that has been booked.
Note: When you select a day on either grid header and the job rolls over to another day, the loan vehicle booking will not do the same. It will only book the vehicle out for the day you selected.
Right clicking the Date header within the Actual hours or Loan Vehicle groups displays a list of available options.
Clicking the Load work unassigned to shift option displays the Shift form listing for selection the available shifts.
This form is displayed when you select Workshop > Load > Load > Right click grid heading > Load work unassigned to shift.
Shift group
Description |
| Early Shift |
| Late Shift |
| Evening Shift |
Push Buttons:
OK - Assign the selected Shift to the job.
Close - Return back to the main Workshop loading form.
Right clicking the Date header within the Actual hours or Loan Vehicle groups displays a list of available options.
Clicking the Load work unassigned to team option displays the Team form listing for selection the available teams.
This form is displayed when you select Workshop > Load > Load > Right click grid heading > Load work unassigned to team.
Team group
Description |
| Service Team |
| Recall Team |
| Body Team |
Push Buttons:
OK - Assign the selected Team to the job.
Close - Return back to the main Workshop loading form.