The Reconditioning Invoice / Repair Order program is where you process your reconditioning repair orders and invoices.

The reconditioning invoice is very similar to that of the Invoice / Repair Order except that you are adding costs to an Reconditioned Item instead of an rego.

You can create a Job Card, Invoice, Credit or Quotation and view history. Work hours for the mechanic can be added. Comments for work required or work done can be added or viewed.

Header Area

Billing Name and Billing Code - Select customer name. If you are reconditioning an item and putting it into stock, you may bill the customer to an internal account. If you do not have an internal account, create on in the Debtor Master File.

Reconditioned Item - A reconditioned item code must be created in the Stock Master File with the Reconditioned option ticked in the Stock Options tab. If a new reconditioned item is added, you will not be able to see the Reconditioned Item in the invoice screen until you press CTRL + ALT + R on the reconditioned item drop down list, or if you exit out of Autosoft5 and log back in.

Serial # / Dec - The engine/item serial number or description.

Ref - Reference Number

Job # - Job Number

AC Type - Account Type such as cash, etc.

Type - Choose between Booking or RO, Invoice, Credit or Quote.

Advisor - Search for the sales person.

Invoice Status - This tells you the status of the reconditioning invoice, open or closed. A Job Card/Invoice if Open can be recalled and added to.

Date Posted - Today's date is the default. You can back date an invoice to a previous month as long as the month is not closed. You must take considerable care if you do this. If its a Debtor and the statements have been posted you will need to send another statement to include this invoice. Also your P & L, Balance Sheet and other reports will have changed values so they will need reprinting. You are also able to forward date invoices, values for these will be picked up in the period they are posted to.

Note: Always use Ctrl + D to change date. If you accidentally post an invoice to an incorrect period it can make finding it very difficult.

Drop Off Time - Time when the vehicle was dropped off to the shop.

Pick Up and Date - Time and date when the vehicle is expected to be picked up.

Buttons:

History - Click this to show all transactions done to the vehicle

Add Customer -  If you wish to add customer

Job/Parts Tab

Item - Search for the job code or part number, enter quantity and price. At Unit Price you can press Alt + D and enter a percentage discount off the unit price.

If you know the start of the Job Code or Part Number enter it and carry out a normal search i.e. press F8 and F7.  If you want to search further press F4 and the selection list will show.

Sale Type defaults to Retail, click on Sale Type>> to select a different sale type i.e. Trade, Fleet, Internal, Warranty etc, see Workshop Sale Type for more information.

NOTE: You can only add a reconditioned item into stock if you use the sale type of Internal.

Parts not on file can be added to the Invoice by typing the complete part number and pressing Tab. A box, Add Item will show, answer Yes to Add a Part to the Stock File.  Add ALL details in the Add New Product box. The part will be transferred to the stock master file as a buy in i.e. the Buy In box will be ticked in the Stock Master File. 

Buttons:

GST Minus - Subtracts the GST amount from the Selling Price.

Calc Markup - Applies the markup percentage to the cost price into the selling price field.

To sell a Part from the Pricing file, type the whole part number and press Tab, a box saying "This item belongs to the pricing file, do you want to make it a stock line" answer Yes. The part will be transferred to the stock master file as a buy in i.e. the Buy In box will be ticked in the Stock Master File. 

Note: If the whole part number is typed and Tab is pressed a search will be made of the stock file, pricing file and part numbers in the Barcodes tab in the Stock Master file.

Quick Entry of Parts, Jobs & Sublets

To add costs to Parts and Sublets (as explained below) the Allow Stock Cost Changes check box must be ticked. To do this, go to Utilities menu, System File then Workshop tab and tick the Allow Stock Cost Changes box.

Parts

If you have Workshop software only (you do not run a parts business), but carry a range of fast moving parts for workshop use you may wish to use a simpler parts system for parts you buy in for specific jobs. This can be achieved by adding a generic part number i.e. NPN (No Part Number) to the Stock Master File with no selling price, cost or description.

To sell a NPN part, at Item>> type NPN, add a Description (you may want to add the part number in the description in case the part comes back for credit) and the Selling Price (excludes GST). Once the part is completely entered highlight the Part Number (NPN) and go to the Invoice Analysis tab (at the bottom of the screen) and enter the cost of the part (excluding GST) in Item Cost. The Sales Report will now reflect this cost in the analysis of sales and GP.

By using the NPN number in the workshop invoice it saves time entering each part through the Creditor invoice.

Note: If NPN parts costs entered into workshop invoices are not entered with the same values through the Creditor invoice then GL Stock will not match your Actual stock holding.

Job Code

To save time if you do not have a Job Code setup for a particular job you can setup a Sundry job code i.e. ZZZJOB in the Job Codes master file. This job code will be setup without; description, prices or comments. Details such as cost and comments are added when adding the job code in the Invoice/Job Card as Parts above.

Sublet

Add all of your popular Sublet jobs as Jobs in the Job Code master file with selling prices costs etc. A Sundry sublet Job Code can also be setup for jobs that you do not have a job code for i.e. SUBZZZ, cost can be added from the Invoice Analysis tab as explained in parts above, this saves you adding a new sublet job code each time.

GST will automatically be entered into the GST field as each part and job is added to the invoice.

Desc - Item's description

Sale Type -Choose among sale type options set up on your system

Mech - Mechanic Hours

Qty - Numbers of hours consumed by the mechanic for labor or number of invoiced items for parts.

Unit Price - Mechanic;s labor cost per hour or unit price per item

Amount - Total amount for a particular part or labor

Allocated - Tick this if the line is part of the invoiced item

Status

The status of a workshop invoice is automatically changed as it goes through the invoicing process or manually by clicking on the drop down menu.

1 Booked In - When a Booking or RO is saved.

2 Work In Progress - When the Job Card is printed.

3 Awaiting Parts - Changed manually when a job is awaiting parts.

4 Completed - When an invoice is finalised.

5 Customer Notified - When an SMS is sent or changed manually when a customer is notified.

6 Completed - Awaiting Finalise - The "Print & Close" button has been pressed and waiting to be finalise.

7 Completed - Finalised - When an invoice is finalised using the "Print & Close" button.

Allocated - This field is linked to the Workshop Part Allocation option in the Parts menu. It will show if parts that have been ordered into the workshop from a parts department within the same business has been allocated to that particular job.

SOH - The Stock on Hand of the highlighted item, the Average cost and mark-up percentage.

Send Invoice Via:

Select between Printer, Email and Rax for the action that will occur when the invoice is finalised.

Show - Gives you the option to choose what is to be shown on the invoice

Item Sequence - Allows you to modify the order of sequence of parts or labour as shown on the invoice

Freight - Editable field for the related freight costs.

NOTE: A GST amount will automatically be added to the Total GST from the freight amount.

Total GST - Total amount of GST added

Invoice Buttons

Recall Invoice - Lists all records of transactions made by the selected Debtor.  You can select different transaction types: Workshop Transactions, Quotes and Saved Invoices by clicking the drop down list. Select the record and click OK.

Preview - Opens a Invoice Print Option box enabling you to choose to preview the invoice to the screen, print to printer, email or fax.  Choose your option using the drop down list and click OK.

PML Lookup - To Check PML

Abort Invoice - If you do not wish to continue with the RO or invoice click on Abort Invoice button to cancel the invoice.

Print Job Card - Click this to print the Job Card. After the Job Card prints it is saved to recall later. You can add further jobs and parts as many times as you like as the job progresses. This Job Card is now classed as Work In Progress (WIP) and can be reprinted or viewed whenever required.

Alternate Items - If a part has an Alternate item Alternate Items button will become active.  Click on Alternate Items to view.

Unlock - Unlocks a locked invoice, enabling you to make changes to an invoice.

Print & Close -  This a pre-finalisation step that allows you to print invoices in preparation for the customer approval without finalising the invoice. The invoice cannot be edited until the Unlock button is pressed. You are required to finalise the invoice once the customer is satisfied with the invoice.

NOTE: This option must be enabled in the Utilities menu, System Setup, System File, Workshop tab. Tick "Enable Print & Close Button".

NOTE: The highest level of security should be applied to this option. Use Autosoft security to hide or grey out this option for those users who should not have access.

Job Centre - Opens the Job Centre.

Save Invoice - Saves the invoice or RO to be recalled at a later stage

Pay Now - Gives you the option to pay for the invoice immediately and do not need to process the payment though Debtor receipts.

Print Pick Slip - If you need to print pick slip.

Finalise - When recalling a Job Card or Invoice it must show Invoice in the Type field to finalise.  Add any further Jobs and Parts on the invoice and click on Finalise, the invoice will print.  At this stage all transactions are automatically processed into the various accounts and stock is adjusted accordingly with parts sold.

Note: Once you have finalised an Invoice you cannot go back and change it.

If the invoice is a Cash Sale the Point of Sale Payment box will appear. Enter amounts in the correct payment field(s) and click OK. 

Quick Keys: Pressing ALT  + 1 (Puts the invoice total in Cash, ALT + 2 Puts the invoice total in EFTPOS etc)

Other Info

Discount Value - Discount deducted from the invoice

Internal - Internal Value

Warranty - Warranty amount

Discount Reason - notes on discount offered

Invoice Total - Total amount of invoice

Mech Hours - Total Mechanic hours

Notes Tab

RO Notes - Any comments entered here will print on the Job Card for the Mechanic. Comments could be telling the mechanic that the client has requested that certain areas want checking and reported. i.e. Check tyre wear.

Invoice Notes / Work Required - This is a comment for the Invoice for future work required i.e. check brakes in 5000km. These comments print at the end of the invoice under Work Required/Comments. General comments can also be added here.

RO Item Notes / Invoice Item Notes - When a Job Code is setup in Job Codes you are able to write RO Notes (Job Card) and Invoice Notes, these comments appear in this tab. The comments are there for time saving when booking out Jobs. The comments can be altered to suit this particular job. Any changes made here will not change the original comments in the Job Code Master File. The comments print on the Job Card or Invoice telling the mechanic what to do and the customer what you have done.

Stock Details Tab

Stock details from the Stock Master File on the part that is currently highlighted on the invoice.

Invoice Analysis Tab

This area gives a "snapshot" of sales and GP on this Invoice/Job Card. The analysis is broken up into; Parts, Jobs, Consumables and Sublets with Sales, Cost of Sale and GP values shown.

Work Hours Tab

If you want to manually add mechanic hours.

Code - Mechanic Code

Name - Mechanic Name

Date -  Date job was done

Begin Time - Time the job was started

End Time - Time the job ended

Hours -  Numbers of Hours

Note - Added info

Hours are added by selecting the Job in the Invoice or Job Card and highlighting it with the cursor. Click on the Work Hours tab at bottom of screen, at Code search for the mechanics code who carried out the work and press the TAB key twice. At Begin and End Times enter the Begin and End times that the mechanic worked on the job. i.e. 11 and 13.30 (11am to 1.30pm), note a 24 hour clock is used. The hours it takes are worked out automatically and entered in Total Hours, repeat the above for each job.

Reports can be printed to give analysis of mechanics work hours. If there is a Cost Per Hour for labour entered into the Mechanic Master File the Invoice Analysis tab will now reflect this.

Note: 100 minute clock can be set in the Utilities>System Set-up>System file, Workshop tab by ticking the 100 minute clock tick box.

Queries Tab

There are a range of queries in the Query tab inc:

• Alternate Items
• Customer Contact Details
• Customer to Item Sales
• Stock Orders For Invoice

Options Tab

Order Number - If the customer quotes an order number enter it here. If GST is not to be charged on the invoice enters a number here and GST will not be charged on the invoice.

GST Exempt Number - Enter an exempt number to make the invoice GST exempt. This need to be entered in before any items is added to the invoice.

Work Order # - Work order Number of the Invoice

Message - The invoice message that will print out that is set up in the messages program.

Debtor Type - Can select a Debtor Type if any selections are entered in the Debtor Type Setup.

Print Options

Print RRP/Unit Prices - Tick this if you want to print the RRP/Unit Prices on the invoice.

Do Not Print Labour Prices - Tick this if you do not want to print labour prices on the invoice.

Don't Print Part Numbers - Tick this if you do not want to print part numbers on the invoice.

Don't Print Owner Details - Does not print owner details on the invoice.

Print Labour Hours - Tick this if you want labour hours to be printed on the invoice.

Print Section Subtotals - Tick this if you want to print subtotals on the invoice.

Don't Print Prices (Totals Only) - Only prints the total on the invoice.

Don't Print Any Part's Details - Exclude any part details upon printing

Pick Slip Options

Picker - Specify the picker here

Pick Time - Enter pick time scheduled

Set Time Now - Click this once picker and pick time has been entered

Tick Boxes

Filed - This option is used for Dealer Franchise reports.  Tick this if you get the items out of stock instead of purchase orders.

Item price Includes GST - subtracts the GST from the item price when entering the item in the invoice.

Buttons

SMS Customer - Opens the Send SMS program to SMS your customer that the vehicle is ready for pick up.

List Orders - Lists the stock order details the for this invoice.

Note: In the system file, if you tick "Don't close invoice if orders outstanding", you will not be able to finalise the invoice until the stock order for the item is processed.

List Orders - Lists the stock order details the for this invoice.

Copy Transaction - Copies all the invoice items onto a new invoice. Use this feature if a mistake is made on an invoice to credit the entire transaction back, then copy it again and amend the invoice, ensure it is correct, and re-process it.

Credit This Transaction - Copies all the invoice items onto a new credit invoice. Use this feature if a mistake is made on an invoice to credit the entire transaction back, then copy it again and amend the invoice, ensure it is correct, and re-process it.

Change Post Date - Only active when a closed invoice has been recalled, this allows the Post Date to be edited on a closed transaction.Print Pick Slip

Print Pick Slip - Click this to print pick slip

Messaging Tab

The Messaging tab displays your email, fax and SMS messages for the invoice. Type in your customised message or click on the Update Messages button to bring in the system default message to alter.  You can add the customers email or fax number to send the invoice to.

SMS Customer - button which allows you to automatically send the SMS to the debtor from within the invoice.

Print Extra Forms - link to the Forms to Print option in the Job Code Maintenance.

Pictures Tab

The pictures that appear in the Stock Master File on the Pictures tab are able to be viewed in this tab of the workshop invoice.

Dismantling Tab

If this item is a dismantling item, you can select the stock number of the item.

Select Stock Number - Click this button to bring up a selection list of the stock numbers for the part. Select the stock number and click OK.