E. Workshop Repairs Records

(CMS_Sales.exe)

Return to Index or go to next page. (Appendix A)



E1 Introduction

After installing the program, work through the 'Cash Register Operator Training' as this is just a special sales program. It keeps records of all your repair history. You can look up what you have done in previous work. (This only uses a 80 column printer or A4 page)

The workshop record are on the main menu under “Jobs”. The following items have been added to the stock training file.

Bar-Code

A58

Z37

BKR5EYA

Misc

O

L

Item

Filter Air

Filter Oil

Spark Plug NGK

Special Parts

Oil

Labour

Tax

1

1

1

1

1

1

Stock Type

P

P

P

X

P

X

Dept.

N

N

N

N

O

L

Min

0

0

0

0

0

0

Max

1

1

4

0

0

0

Fractions

No

No

No

No

Yes

Yes

Unit





L

Hr

Price 1

31.15

15.35

5.75

0

3.00

40.00

Added

1

1

1

0

0

0

Cost

18.05

8.55

3.95

0

0

40

From

repc

repc

repc

?

repc

self

Note:

E2 Main Job Menu

  1. Current Jobs. Select the current job and enter more details.

  2. New Jobs. A reminder that you start a new job on a customer window. You need to create a new customer or use an old customer to click on the “Add New Job” button .

  3. All Jobs. Use this to look up details of existing jobs

  4. Compress File. After job records are deleted and repeat work is done, the file has to be compressed at regular intervals

E3 Example

It is assumed that you have worked through section B4: Cash Register Operator Training as it will make several reference to it. It assumes that you have logon as a user.
GST. This example is done using the GST is included in the price. The program can be set to have GST Added to the price. See section F4.

Overview: The following example is for an automotive repair shop. A customer bring in a car for regular service. This example will help show the relationship between the various menu items.(do not type anything until section E4.1. A new customer called Peter White brings in a Toyota Corolla for service and oil change at 9:00 am. Create a new customer as in section B4.5 and enter the details. At 11:00 am. you finish the work and enter the details into the computer by selecting 'Current Job'. At 5:00 pm. Bill comes to your workshop to pick up his car and pay you. Select 'Current Job' , 'Payment'. Two weeks later Bill comes back for repairs. Since all this details are now on the computer select 'All Jobs', 'Repeat'.

E4 New Work

Work through this section:

  1. Logon as in section B4.1

  2. Create a new customer as in section B4.5.1 and B4.5.2 but using Peter White. Now fill in the name (Peter White), address and telephone number. (Supply your own information). Use the tab key or mouse to move to the next box.

  3. Click the “New ID” button, and the “Add New Job” button.

  4. Now enter the registration number plate for the job ID, i.e. ACD123. (Auto mechanics can use registration number plates but other may have to put a job ID on the repaired item) and click OK.

  5. Enter the make and model i.e. Toyota Corolla. You may enter the model and engine number if required. Click OK. This window closes.

  6. Now menu select “Jobs”, “Current Jobs”

  7. On the “Job” Menu” , select “Current Job”. This brings up the “Select Job Window”, mouse click on the required job to highlight it. Now click on the “Show/Enter” button.

  8. This brings up the “Current Job: Details” windows and allows you to fill in various information after you click on the “Edit” button.

  9. There are two lines for comments. Type Pick up at 5pm.

  10. Move to the Fault(and work) enter box. Now type in the required work to be done, i.e. 50,000km service.

  11. Move to the Odometer enter box and type in 50236. If this box is left blank it is not printed on the tax invoice.

  12. Enter the estimated cost if required

  13. The date in the promised box may be changed if necessary.

  14. Now click on the “Save” button.

  15. You will enter the work details later so click on the “Leave/Close” button.

  16. Later versions will allow you to print a copy for the customer and another for the workshop.

  17. After completing the work menu select “Jobs”, “Current Jobs” and select the required job as in 6 and 7.

  18. Now enter the details of the work done. Click on the “Work details” button.

  19. Move to the comment enter box to enter description of work. Type Change oil, filters and plugs and click on the “Put Comment” button. (Do not press enter!)

  20. Type L for labour, and move to the “Number” box and then type 1.5 for the number of hours. Now press enter or click “OK” button

  21. Repeat for oil 'O' and enter 18.00 the selling price.

  22. Now repeat for the filters, type in Z37, Repeat for A58.

  23. With the sparks plugs we could type in code 4 or 6 times, but we use the number box instead. Type in 'BKR5EYA' and then type '4'.

  24. Hidden Comments: Comments can be put into the job file for your record but will not be printed on the customer tax invoice by prefixing the comment with an explanation mark. (!) Type !A hidden comment. When you view the work history these comments will be visible.

  25. Click on the “End” button.

  26. You now Leave or close this window and come back to it when the customer comes in to pay. Payment is done by clicking on the Payment button and following the same procedure as per Cash Register Operator Training.

E5 Repeat work

The Customer from the previous example come back some weeks later with same car to have a repair done. You know the job ID (registration number ACD123)

  1. Menu select “Jobs”, “All Jobs”. This brings up the “Find Job Window”.

  2. Find the correct existing job in a similar manner as for finding the customer in section 4.5.1. (Click the mouse on the correct job or type the letters of the of the job to highlight it)

  3. Click on the “Repeat Job” button and close the windows.

  4. From the “Current Job” menu select the job from the “Select Current Job” window (E4.6 & E4.7) and click on the “Show/Edit” button.

  5. Now enter the details of the work done. Click on the “Work details” button. (E4.18)

  6. Move to the comment enter box to enter description of work. Type 'Replace RHS Headlight' and click on the “Put Comment” button. (Do not press enter!)

  7. Type 'Misc', followed by 25.50 (selling price). Now put to enter a comment as in step 6. 'Sealed beam headlight'

  1. Type 'L' for labour costs.

  2. Exit and print the customer docket as per previous example.

Get your supervisor to check your work in the 'End of Day' in the CMS_Man.exe program. The total sales are $201.14.

E6 Viewing Work Records .

To view current jobs in progress do steps E4.6 E4.7.

To view work histories do steps do steps E5.1 E5.2 and click on the “Details/Edit” button.

To view work done for a given customer, find the customer using steps in section B4.5.1 and B4.5.2. Click on the “Details/Edit” button and on the “Customer Details” window click on the “show” button next to the required job identification.

E.7 Changing Owner

You can change the ownership of the car, appliance to which you do work on. To do this you need to understand the file set up. The program stores the customer information in a file called CUSTOMER.DBF and the work done on the item (car appliance etc) in a file called JOB.DBF. You have used these files in this section automatically. There are 2 links between the customer and job file. These are created automatically when you create a new job on the computer The customer file has one or more links or relations to the job file so that you can find the job. The job file has a single link or relation to the Customer so that you can find the customer or owner. If you change them you have manually set up the link.




E.7.1 To change the owner:

Note: You need to do both changes.
The customer can have jobs that are not in the job file but can be on a paper system before you started using this program.
The job needs to have a customer (owner) so that it can be printed with the tax invoice.

E.8 Customer ID

Automatically put in by the computer. It consist of the first three letters of the surname plus a two digit number. For Smith this may be Smi01, Smi02 etc. You may have up to 99 Smiths in your customer records. (This sometimes makes random codes)

E.9 Job ID

This may be any letters or numbers to identify the job. with motor cars it can be the registration number. For other items such as a washing machine you may need to write a job identification number on the back. These ID have to be unique. The program checks new ID as they are entered. The Job ID is 8 keyboard characters long.