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Creating New Entries

Creating New Entries

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Creating New Entries

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The Organiser allows you to create new entries for Jobs, Appointments, Holidays, Sickness and Tasks.

To Create a New Entry you can either select New (on the left menu) and then select the type of entry from the Tabs on the top, Or you can 'Double click' the Person (and  Time).

This will bring up an Organiser Add / Edit window. There are 4 tabs at the tops of this window for different Types of Entry eg: Job, Appointment, Absence and Task. By selecting one of these you will determine what kind of entry you are creating.

You would first normally select the Contact by entering the first few letters of their name and pressing enter (or click on the magnifying glass).

If it is a Job it will then show all Units that are linked to that Contact for easy selection. Or you can enter a Unit manually if it is not linked and it will automatically Link it. Alternatively you could enter the Unit first and it should automatically set the Linked Contact. The default default Job Template will also be selected (With a Job Code of: Default - If that Template exists). Note: You would normally set the Default Template with a generic type description such as Labour (Per Hour), the Labour to your standard labour rate, the Estimated Hours to your minimum or most common labour time (say 1 Hour), and ensure 'Fixed' is un-ticked so if you change the Invoiced Hours it will multiply the Labour Rate.  Or you could create or select another Job Template. Templates are great for saving typing as you can have a range of templates to cover your common Jobs with a detailed 'Story' and even automated parts. You can manually add specific requirements to the end of the 'Story'. See Job Templates for more information.

When the Details are completed select on of the Save options on the Left Menu.

 


Creating Jobs

Jobs are used for Repairs or Servicing work. See above for the basic creation method. Jobs can also be created in Sales / Recall / Jobs / New

Jobs can be linked to specific Units, Customers and Technicians. Once these jobs are completed and invoiced, they become part of the Unit History. You can also analyse work by Time, Technician, Job Type etc.

When you create a new Job you can also have the option to schedule a reminder to be sent to help prevent No Shows. Note it will only do this if a).The Job is booked more than 2 days in advance, b).The contact has had the Reminder option set to Email or SMS, c).The Notification details in Settings / System / Comms have been set.

The following table explains a bit more about the different fields in the Diary Edit screen:

Field Name

Description

Start/Finish

These fields determine the time and date that the job is booked in for.

This time frame is auto-adjusted when you select a Job Template.

Person

The staff member in charge of the job.

Drop it down to change it. You can also auto-select this by initially double-clicking in the relevant column on the diary screen.

Contact

The name record of the Unit owner.

Use the Spyglass to open the contacts screen. There you can select a name from your database, or create a new one. Click Return to add the name record to the job.

Unit Reg/Ref

Use this field to select the specific Unit you will be working on.

Click the Spyglass and use the search features to find the Unit, or create a new one. If the selected Contact has Units allocated to them, they will be added to the job automatically. You can then use the arrows next to the Reg/Ref field to scroll through them.

Job Template

By selecting a job template, you can quickly input the time, labour rate, details and description for common jobs. See the Job Templates topic for more information.

Mileage/KM/Hrs

The name of this field is determined by the Units Type Code. See the Types topic for more information.

Estimated Hrs

The amount of time estimated to finish the job. Use decimals to define half hours, for example 1.5 for one and a half hours.

Rate/Labour

The amount you are charging for labour on the job. Use the Tax Inclusive tick box to display inclusive/exclusive price.

Fixed Price/Hourly

Determines if the labour rate is charged at a hourly rate, or as a fixed price. When fixed price is set, the labour cost will not change, regardless of time spent on the job.

Tax Rate

Select the tax rate applicable to the job.

Description

A short description of the job required.

Details

A more detailed and specific description of the job required.

Required By

Add a date/time that the job needs to be completed by.

Notes

Used for any additional notes you may have.

Priority

Change the urgency of the job.

This setting is colour coded on the diary screen. Urgent is pink, Critical is Red.

Job Type

Change the type of job to Warranty or Trade if applicable.

If you use a WARRANTY job template, the type will automatically be changed to Warranty.

Job Status

Use this to confirm if a job is available to work on, held for later or ready to be invoiced.

This status is displayed for the Sales team to check if a job is complete.

Parts Status


Print Label

Print a barcode label with the job number, contact name, mobile phone number, unit details and job description.

You can print it every time you save the job, just tick the box and click save & print/no print.

Print Parts Request

Print a parts request form.

The engineer can write the parts they need on this form, then present it to the parts team for them to order the correct parts for the job.

Stripped/New Parts Location

If any parts are stripped from the Unit, or new parts have been assigned, specify the location they are being stored.

Printer settings

Specify the printer, job card design and number of copies for printing a Job Card. You can set the default in Settings / Workstation / Print Options

Send message

Send a message to the engineer in charge at a specific time/date. Write the message in the Message field.