Jobs – Commonly Asked Questions

This page contains a List of Commonly Asked Questions relating to Jobs

  • Quote – a job has been entered in and saved only. You can make changes to parts, pricing and can convert this into a Job Card or Invoice
  • Confirmed – a job that has been entered initially as a quote and the user has clicked confirm. Which is essentially approving the work to be done
  • In Progress – a mechanic has clocked on the job
  • Completed – a mechanic has worked on the job and completed it
  • Uncompleted – a Mechanic is still working on the job
  • Invoiced – Not Paid – The jobs has been invoiced but not paid yet
  • Paid – The Job has been invoiced and Paid
  • Cancelled – The job has been invoiced then cancelled
  • Posted – Paid – Job has been paid for and synced to MYOB or Xero
  • Posted – Invoice has not been paid but has been synced to MYOB or Xero
  • Click on ‘Sales/Jobs’
  • Select ‘Jobs’
  • Click ‘Create New’
  • Enter customer information and vehicle information if available
  • Enter part information and pricing if available. (You must have a minimum of 1 part attached)
  • Enter Notes if required
  • Click ‘Save’
  • To print Click the arrow on the ‘Repair order’ button and click ‘Print Quote’
  • To email the quote click on ‘Email Quote’ & make required changes and click ‘Send Email’
  • Click on ‘Sales/Jobs’
  • Select ‘Jobs’
  • Search for the quote
  • Click ‘Edit’ to make further changes if required
  • Click ‘Confirm’ to confirm the customer order and make further changes
  • Click ‘Invoice’ to finalise what is on the job at the time and create the invoice

You can print a job card at any time prior to the job being invoiced.

The job needs to be saved and confirmed to produce a job card.

Option 1 – Creating a new job
  • Click on ‘Sales/Jobs’
  • Select ‘Jobs’
  • Click ‘Create New’
  • Enter customer information and vehicle information if available
  • Enter part information and pricing if available. (You must have a minimum of 1 part attached)
  • Click ‘Save & Confirm’
  • Click ‘Job Card’
  • Click ‘Open’ or ‘Save’
  • Select ‘Print’ if required
Option 2 – Selecting an existing Job
  • Click on ‘Sales/Jobs’
  • Select ‘Jobs’
  • Search for the job and ensure it has been saved and confirmed
  • Click on ‘Job Card’
  • Click ‘Open’ or ‘Save’
  • Select ‘Print’ if required
  • How to email an invoice
  • Go to ‘Sales’/Jobs’
  • Select ‘Jobs’
  • Search for the Invoice that you want to email
  • Click the ‘Email Invoice’ button
  • Make changes to the email information if required
  • Click ‘Send Email’
  • Click on the ‘Sales/Jobs’ menu and click on ‘Jobs’
  • Search for the Job and click on it
  • Click ‘Cancel Invoice’
  • Click ‘Yes’
  • Make the required changes to the Job
  • Click either ‘Save’ or ‘Save & Invoice’ depending the status you want to leave the Job in.
  • Click on the ‘Sales/Jobs’ menu and click on ‘Jobs’
  • Search for the Job and click on it
  • Click ‘Cancel Job’
  • Click ‘Yes’
  • You will not be able to make any further changes to this Job
  • Click on the ‘Sales/Jobs’ menu and click on ‘Jobs’
  • Search for the quote
  • Once the quote is open, make further changes if required
  • Click ‘Invoice’
Quote

Once a Job has been saved it is considered a quote, click on the ‘print quote’ button and depending on your browser it will ask you to save or open the file.

Invoice

Once a Job has been saved and invoiced it is considered an invoice, click on the ‘Print Invoice’ button and depending on your browser it will ask you to save or open the file.

If you had spelt the name or address incorrectly on a job you can make changes to the job. Please note if you have created a job to the incorrect customer entirely you will need to cancel the invoice and recreate it.

  • Click on the ‘Sales/Jobs’ menu and click on ‘Jobs’
  • Search for the Job and click on it
  • Click on the ‘Customer’ tab
  • Click ‘Edit Details’
  • Make the required changes
  • Click ‘Save’

You can setup some customers to not include tax automatically via the customer setup screen

Option 1
  • Click on ‘Maintenance’
  • Click on ‘Customers’
  • Either create a new customer or select an existing customer
  • Tick ‘Tax Exempt’
  • Click ‘Save’
Option 2
  • Click on the ‘Sales/Jobs’ menu and click on ‘Jobs’
  • Click ‘Create New’
  • Enter customer information
  • Select the parts you need on the Job
  • In the column ‘Tax Type’ choose ‘No Tax’
  • Upon completion click ‘Save’ or ‘Save & Invoice’

The job doesn’t need to be invoiced for you to add a receipt. So a customer can pay a deposit for a big job prior to completion.

Option 1
  • Navigate to a Job
  • Click the ‘Add Receipt’ button
  • Enter receipt information
  • Either click create and print receipt or Create receipt if you don’t wish to print it out
Option 2
  • Click on the ‘Sales/Jobs’ menu and go to receipts
  • Click ‘Create New’
  • Select a customer
  • Enter the receipt information
  • Tick which invoices are being paid for, this will automatically total up the receipt amount
  • Click ‘Save’
Option 3
  • Click on the ‘Sales/Jobs’ menu and click on ‘Jobs’
  • Search for the Job
  • Click on the $ on the right hand side
  • Enter the receipt information
  • Click ‘Save’

This can be done at the time of saving the job or after the job has been saved.

  • Click on the ‘Sales/Jobs’ menu and click on ‘Jobs’
  • Search for the Job and click on it
  • Select ‘Email Invoice’
  • Enter the recipient information, this will get populated from the customer configuration screen but can be altered.
  • Make changes to the message if required
  • Click ‘Send Email’
Option 1
  • Go to ‘Maintenance’
  • Select ‘Vehicles’
  • Search for the vehicle and click on it
  • Click on the ‘History’ tab
Option 2
  • Go to ‘Sales’/Jobs’
  • Select ‘Jobs’
  • Search for a job that contains the vehicle and click on the job
  • Click on the ‘Vehicle History’ tab
  • How to create a credit to a customer
  • Click on the ‘Sales/Jobs’ menu and go to ‘Jobs’ (the same process can be followed for a Sale)
  • Click ‘Create New’
  • Enter in the customer information
  • Enter in the part you want to credit
  • In the total price enter in a minus amount for the credit amount
  • Click ‘Invoice’
  • When allocating receipts for payments for the invoices you will see
  • Positive and negative invoice listed, so you can allocate the money to pay for them

You cannot make changes to a Job, Sale, Receipt, Payment or Purchase order that has been exported to Xero or MYOB. You will need to create a negative transaction to offset it in Workshop Mate and re-export.

The status of the job must be either confirmed or invoiced to be able to notify a customer.

  • Go to ‘Sales/Jobs’
  • Search for the job
  • Click on the ‘Notify customer’ Arrow
  • Select to either send an ‘SMS’ or an ’email’
  • Make any required changes to the notification
  • Click ‘Send’
  • Go to ‘Settings’
  • Select ‘Customise Reports’
  • In the ‘Report Templates’ section select ‘Invoice Footer Template’
  • Enter the bank details and click ‘Save Changes’