Jobs are used for any labour work carried out by staff or sub contractors, each job card represents a portion of labour, if multiple labour components are used, then multiple job cards are created.
For example a customer might book their unit in for a service, repair work and warranty work, which would result in 3 job cards, this allows you to have different labour rates, assigned staff and estimated time for each job card. When it comes to invoicing each job card is recalled onto the one invoice.
How to Guide
This article is to outline the different job properties, if you want to be guided through the job workflow, check out this article: Job Workflow
Our job statuses are key for identifying what stage the job is at, these statuses are colour coded to catch the eye and as a quick reference.
The parts status enables users to see what stage the parts are at in relation to being ordered or requested.
BOOKED - Job has been booked into the diary but is not available to work on
AVAILABLE - Unit has been dropped off or picked up and is available to work on
IN PROGRESS - Job has commenced work, this is automatically updated by either logging on or booking parts
HOLD - Job is manually set to HOLD if job is waiting on an outside entity for an extended period
COMPLETED - Job is manually set to completed when the staff member has completed the work
APPROVED - The job is finally set to approved when the service manager has checked the job and is ready for invoicing
CHECK - Job/Unit needs to be checked to identiy what parts are needed
REQUESTED - Parts have been requested by a user and need to be approved
TO ORDER - Parts have been customer ordered for job but need to be placed on a purchase order
ON ORDER - Parts have been added and the purchase order has been placed
OK - Parts have been supplied, received etc
Customer & Unit
When creating a job card you will want to assign it to a customer and unit, allowing you to track who and what the job card is for.
The customer and unit details will be displayed where ever you view the in EVOPOS and when the job card is printed.
Job templates enable you to store details of common jobs like services and warranty recalls.
You can set the estimated time, labour rate, description, details and more on each job template.
Templates can also store item information for parts and consumables, enabling you to automatically book items to the job when the template is used.
Files allow you to store additional printable documentation against a job template, this might be manufacturer or internal documentation.
The labour cost is set for each staff member in Settings\Operators\Pay\Avg Hourly Cost
This is used only used for reporting purposes.
Items - Parts/Consumables/Charges
A key function is being able to book items to a job card, these items will display on the job card and are recalled when the job is recalled, enabling you to invoice the labour and items at the same time.
Items can be customer ordered for a job card, which will automatically update the jobs parts status, allowing you to know what stage the job is at in regards to parts.
The status of each item booked to the job is displayed so you can see what parts are on order and what has been supplied.
You can also book non stock items to a job card, this could be for workshop consumables, sub contracted labour or fees for tyre disposal etc.
Our log time feature allows users to record their time spent on the job, this can be entered as the start and finish work on the job, or by manually entering the time spent on the job.
The log time feature can also record time not spent on jobs, there are a number of pre-defined internal tasks that the user can log on to, these are counted are non productive time, enabling EVOPOS to produce productivity.
Files & Images
The EVOPOS file manager and image library is linked with job cards, enabling you to store files and images against a job card, they are also linked with the unit so they can be easily looked up in the future.
Job Types & Priority
Additional properties for job type and priority enable you to organiser jobs for reporting and workflow purposes.
Job Booked Reminders
When you create a new Job you can also have the option to schedule a reminder to be sent to help prevent No Shows.
The system will prompt for this when:
- The Job is booked more than 2 days in advance
- The contact has had the Reminder option set to Email or SMS
- The Notification details in Settings / System / Comms have been set.
You are able to easily set SMS and email reminders for units, click here for more info.
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.
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.
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.
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.
By selecting a job template, you can quickly input the time, labour rate, details and description for common jobs. See the Job Templates for more information.
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.
The amount you are charging for labour on the job. Use the Tax Inclusive tick box to display inclusive/exclusive price.
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.
Select the tax rate applicable to the job.
A short description of the job required.
A more detailed and specific description of the job required.
Add a date/time that the job needs to be completed by.
Used for any additional notes you may have.
Change the urgency of the job.
This setting is colour coded on the diary screen. Urgent is pink, Critical is Red.
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.
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.
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.
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 a message to the engineer in charge at a specific time/date. Write the message in the Message field.