Overview

Jobs can be processed in different ways depending on your industry and business preferences, this job workflow is for a customer/unit job with parts booked and time logged.


Stages

  1. Book In Job
  2. Booking Items \ Requesting Parts
  3. Marking Job as Available
  4. Job Management/Scheduling
  5. Logging Time
  6. Marking Job as Completed
  7. Marking Job as Approved
  8. Invoicing Job


1. Book In Job

We book in jobs through the Organiser, we have the option to choose when we want to book the job in for, or we can just create a new job and reschedule the job at a later time.


Choosing a time and staff member is best practise as it secures that time in the calendar.


Create Job & Set Contact

  1. Navigate to the Organiser by clicking the option on the top menu
  2. Click New on the side menu, or double click on a time slot in the calendar
  3. You will be presented with the entry form
  4. Start with entering the customer into the contact field



After entering the contact, EVOPOS will check to see if there any units linked to that contact, if there is 1 unit linked to the contact EVOPOS will automatically set this as the unit on the job card, if there are multiple units linked with the contact, EVOPOS will tell you how many units are linked, you will then have to choose the unit by clicking the search icon in the unit field.


Set Unit

  1. Click the search icon on the unit field
  2. This will display a list of units linked with that contact
  3. If the unit is not in the list, you can either create a new unit or select a unit from another contact if changed hands privately
  4. Clicking Return will select the unit for the job card



Set Template

Templates are a great way of pre-filling our job card for common jobs like services.


The default template should be your LABOUR PER HOUR, if it is a repair or diagnostic job you can leave it on this template and manually set the job details.


Set Statuses

If the unit has been dropped off you can manually set the job status to AVAILABLE.


If you know that you need to check for parts, you can also set the parts status to CHECK.



Auto Book Items/Parts

If you have chosen a job template that includes parts, EVOPOS will prompt you to book these parts when you save the job.

  1. Save job
  2. Confirm what items you want to book to the job
  3. Click OK


Job Reminders

A job reminder can be set when jobs are booked 24 hours in advance, this will remind the customer that their unit is booked in.


When saving the job EVOPOS will prompt you to schedule a job booked reminder.



2. Booking Items to the Job / Requesting Parts

Items can be booked to a Job at any stage, so you are able to book items to the job before the unit comes in, allowing it to be completed in the minimum of time. 


There are two ways to book items to the job, the main way is through the Sales screen, and the other way is on the job card itself. Booking items through the sales screen allows you to take advantage of price files where as through the job you can only choose though stock items.


Another option is for a staff member to request parts, these parts can then be approved and booked to the job.


Request Parts

  1. Open the Job
  2. Click the Request Parts option on the side menu
  3. Click the New option on the side menu
  4. Enter the part number you want request
  5. Confirm the quantity, price and description which are optional
  6. Click OK


Book Items through Sales

  1. Navigate to Sales by clicking the option on the top menu
  2. Enter the lines into the sales grid by searching, entering the part number or EPC
  3. Click the Finish option on the side menu
  4. Click the Book to Job option on the side menu
  5. Find the job you want to book the items too
  6. Click Save on the site menu


Book Items through the Job

  1. Open the Job
  2. Click the Items Booked option on the side menu
  3. Click the New option on the side menu
  4. Search for the item you want to book to the job
  5. Highlight the line and click OK
  6. Confirm the quantity, price and if to customer order
  7. Click OK


Job Bin Locations

You can set a bin location on each job card, this is a great way of tracking parts for a job.


3. Marking the Job as Available

When the customer brings the unit in, we can change the status to AVAILABLE and add any additional details from the customer. 


4. Job Management / Scheduling

The Organiser enables us to reschedule jobs and plan out each day, we can reschedule jobs in a few different ways.


Edit the Job

You can set the date and time you want to be booked in on from within the job.


Drag and Drop from grid in Day view

Drag the row from the grid onto a time slot in the diary


Drag and Drop in Week/Month Calendar views

Simply drag and drop the entry onto the day/staff member you want


5. Logging Time on the Job

Staff members can log time in two ways, they can log on and off the job as they start and finish work by using our Log Time form, or they can manually log the time they spent on the job.


Using Log Time

  1. Navigate to Log Time by clicking the option on the top menu
  2. Log onto the job by:
    1. Scanning the barcode on the job card
    2. Entering the job card number
    3. Double clicking the job in the grid

Manually Log Time

  1. Open the Job
  2. Click the Log Time option on the side menu
  3. Enter the Start Time and hours logged
  4. Click the Manual Log option


To learn more about logging time click here.


6. Mark Job Completed

The job should be marked as completed when the work has been completed, this will remove the job from the calendar and will no longer be a current job.


Edit the Job

Open the job and set the status to COMPLETED.


When Logging Off

After logging off a job or logging onto something else, the user will be prompted to update the job details, at this point the user can set the status to COMPLETED


7. Mark Job Approved

Once the job has been marked as COMPLETED, it can then be APPROVED by the workshop manager, this approval allows any staff member to invoice the job by knowing it has been APPROVED.


Approving the job also initiates notifying the customer that their unit is ready to be picked up, EVOPOS will prompt you to SMS or email the customer based on their preferences


Approving a job can be done by editing a job, however we suggest recalling the job into Sales so that the job is totaled up in an invoice format similar to what the customer will receive.


Recall a Job

  • Click the Invoice option on the side menu to recall the job into Sales.
  • Scan the barcode on the job card in the sales screen
  • Navigate to Sales\Recall\Jobs to find and recall the job.


8. Invoice Job

To invoice the job we need to recall the job into Sales.


If there are multiple jobs for the one customer, EVOPOS will prompt you to recall the other jobs for that customer.


Once the jobs are recalled into Sales, you can finish the sale and take payment by clicking the Finish option on the side menu.



Job Follow-up Reminders

You have the option to schedule a Follow-up message to be sent (SMS or Email) a certain time after the Job has been invoiced. This is dependent on the Contact 'Reminder' settings and the Notification settings in Settings / System / Comms.


Service Reminders

Evopos also has the option to automatically send Service Reminders. This only needs to be setup once via the Scheduler. For this to work the Job Codes for Service Templates need to start with 'SER'. Every day the schedule is run and will look for Services which were completed a set time ago (Normally 11 Months). It will also check that the service was not brought in early or already booked. This is dependent on the Contact 'Reminder' settings


Re-occurring Jobs

You can set Evopos up so that when you invoice one job another job can be automatically created a specified number of days away. These settings are set in Job Templates so you can have different templates with different periods and varying Job Templates.