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Job Templates

Job Templates

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Job Templates

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Job templates are designed to speed up the process of booking in jobs.

Job Templates enable you to set a default Job Description, Details ('Story'), Estimated Hours, Labour rate (or Fixed price) and even specify associated parts and consumables.

This saves you having to re-type this information every time you book in a new job. Just select the relevant job template for it. You can always add or over-write any of the details if necessary

To create, edit or delete your job templates, go to Organiser and click Templates. You can click New to create a new template, or Edit to change the details of an existing one, or click Delete to remove it from the list.

You can also edit, create and select Job Templates when creating Jobs

The DEFAULT job template should be set as default when creating Jobs. To change to another template enter the first few characters and press enter (or click the Spyglass). This will take you to the Template browse screen where you can select the Template required (or edit if required).

When you have selected it, click OK and the details of the template will be added to the new job.

Field Name

Description

Job Code

Similar to a part number. Try to keep this short and meaningful. For example, you could use SER-1ST-SUPERBIKE for a first service for superbikes, and SER-10K-SCOOTER for a 10,000 service for scooters. With this type of format, all the services will be grouped together in the template list, making them easier to find and use in mail shots. See below for Special Job Codes

Description

Description is printed on the final invoice (Job Code is not). For Example, SER-1ST could have a description of First Service.

Details

The Details field is also printed on the invoice. This is used to describe the work that would be carried out in the job. Customers are normally happier with a comprehensive 'Story' of the work being done. As this is also printed on the final Invoice the wording is best compiled as though the work has been done. You would also add any extras done and any new work recommended.

Estimated Time

A rough estimate of the time allocated to the job. 1.0 equals one hour. 0.5 equals half an hour. 0.25 equals 15 minutes.

Labour/Rate

What you charge for the job on an hourly or fixed price basis.

Fixed Price

Use this to switch the Labour/Rate field to a fixed price, or an hourly price.

Tax Inclusive

Use this to switch the Labour/Rate field to an inclusive or exclusive figure.

Tax Rate

Set the tax rate for the template.

Job Skill Level

Specify the skill level required by your engineers to complete the work.

What to show on invoice

Select whether the hours, description and job details appear on the invoice or not.

Items to book to Job

You can now specify stock items that can be booked to Jobs when a template is selected. If the item has no model selected it will prompt to book to the job no matter what model is selected. If the item has a model selected it will prompt to add if the model matches. This way we can have one template for say a 10k service, we can have items such as Sundries that could apply to all models and items that relate to the model for things like Filters and Plugs.

 

Special Job Codes

There are some special Job Codes which can be used to set Defaults and to automate some procedures.

Job Code

Function

DEFAULT

Default Template - The default template is the default template when you create a new job. This would normally be set up with your default labour rate,  Fixed un-ticked, and a Description such as 'Labour (Per hour)' that would be used if a different template was not selected. If this does not come up as default, ensure you have a Job Template with a code of: 'DEFAULT'

WARRANTY

Warranty - When you select a Job Template with a code starting with 'WARRANTY', then job is automatically flagged as warranty work. This is useful if you want to produce reports which accurately display warranty costs.

SAFE or HIRESAFE

Safety Checks - If the Job Template Code starts with either of these then the Last Safety Check date in Unit Main Details is automatically updated.

SER or HIRESER

Services - If the Job Template Code starts with either of these then the Last Service date in Unit Main Details is automatically updated. This code is also used in the Scheduler for automated reminders. You can also use it in Contacts / Comms for marketing etc.

#11:22

Re-Occurring Jobs - If you want to automatically create a new Job when a Job is invoiced you can add a 'Re-occurring Code' eg: #11:22 (where 11 is a Job Template ID and 22 is the number of days to the date it should be booked in). You can put this at the end of the Job Code or the Job Description. When Invoicing a Job with this code, a new Job with specified template ID will be created the specified number of days after being Invoiced. For example: #28:365 will create a new Job with a Template ID of 28 and a job date 365 days after the Invoice Date.

Note: If you use this code in the Job Description, it can make it easier to add or edit the Code on the fly.



 

Automatic Reminders - To automatically send a Reminder for the next work, normally a Service Reminder see Notifications.

Creating Jobs using Templates - See Creating Jobs