Service Module

Service Module provides complete management of service activity. The module contains records of appointments for repairs, repairs orders management, reports regarding the productivity of the labor force, client management, history of operations per vehicles, invoicing management, management of workmanship operations catalogues, etc.

The module is connected with Parts module in order to allow a real-time stock check, reservations and parts consumption.

Product functions

• Module configuration - includes the possibility of defining profiles for clients and their vehicles. It defines the repair codes, time norms, departments within the service division, sheets for employees within service division as well as other parameters;
• Selects the clients with the help of a configurable filter;
• Accomplishes programming for service activities;
• It creates multiple types of repair contracts: Service, Parts, Guarantee, Accommodating, Internal, Action, Offer (other types can also be configured);
• It offers complex work methods: percentage, value, quantity;
• It calculates and prints the Estimates;
• It allows the addition/deletion/modification in the contract of spare parts from the spare parts list in any stage of the contract;
• It allows the addition/deletion/modification in the contract of repair operations from the repair operations list in any stage of the contract;
• It allows the addition/deletion/modification of "extended lines", as a flexible support for covering the services carried out by delegating another company as well as the special situations occurring in the evolution of a contract;
• Facilitates simultaneous operation in three directions on the same contract - Importer/Client/Internal;
• It allows simultaneous operation with different prices on the three directions, according to the previously established price regulations;
• It allows invoicing depending upon multiple payment directions: Importer, Client, Internal;
• It allows invoicing of multiple contracts on a set of contracts resulted after the application of the selection filter;
• It allows for complex compensation of payments in case of partially paid for and cancelled invoices;
• It allows for issuing multiple advance payment invoices;
• It selects the contracts with the help of a configurable filter - selection of the searched contract characteristics is made by selecting the following: Client, Chassis serial number, Registration number, Date, Type, Operator, Status;
• It allows selection of special exchange rates when invoicing workmanship and parts;
• It allows accurate calculations when invoicing (correction of errors occurring when rounding - in case of contracts expressed in foreign currency);
• It compensates the exchange rate variations between the advanced payment(s) and the final invoice (in case of contracts expressed in foreign currency);
• It offers the possibility of multiple cancellations for the same client;
• It allows for partial or total cancellation of the invoices afferent to the contract (advanced invoice, final invoice);
• It permits cloning a contract - generation of a new contract starting from a similar previous contract, copying the spare parts and the repair operations;
• It allows for granting discounts: per client, for spare parts, for repair operations, per contract, per individual lines of spare parts and/or workmanship operations as well as global correction factor of the contract;
• It generates the repair contract diagram - all information regarding the contract are centralized (information regarding the vehicle, repair operations, spare parts, reservations for spare parts, ordered spare parts, various lines, circulation documents, checking sheets, invoices);
• Facilitates launching orders for parts lines which do not have enough available for reservations;
• It offers the possibility to control from the parts module, to the NIR, the allotment of quantities per contracts in waiting queue (preferential or automatic);
• It permits the creation of a dual reservation method, at choice: automatically according to specification or editable by the user through the friendly visual interface;
• It allows for the records of item handing over regarding a service contract by handing over notes, their correction as well as the possibility to cancel the respective reservation;
• It checks the work time of the mechanics for the carried out works, it calculates the productivity of the mechanic, team, service workshop;
• It creates and maintains the vehicle data sheet, containing all information afferent to the respective vehicle (technical data, owners, repairs history, income obtained from it);
• Maintains the vehicle repairs history - a report containing all operations carried out for a selected vehicle (including used parts);
• It creates a history of the most important actions performed on the contract (users, date, actions);
• It offers information regarding the client balance;
• It presents a payment method by cashier's office or bank (payment order). In case of payment order, the system has the possibility to operate with payment orders in waiting queue or cashed payment order, reflecting as such in reports and windows;
• Keeps records of open invoices.

Reports

• Analysis of output and productivity - presents information upon the output and productivity of an entire department or a particular employee in a selected month;
• General presence protocol - a general register of checking sheets of the service employees;
• Ideal - real comparison depending upon the orders - it presents information regarding the difference between theoretical work times and the real ones;
• Presence inspection - information regarding the intervals for clocking sheets and the type of the checked activity;
• Acceptance inspection - information regarding the status of contracts grouped per acceptance operators;
• Open invoices list - status of open invoices - invoice value, amount paid for and rest of payment;
• Transfer register - a complex report displaying the following information: number of working days compared to the number of effectively worked days, number of repaired vehicles classified per brand and compartments, workmanship value and parts invoiced per each brand;
• Service Report - information regarding the invoiced contracts: workmanship/parts compared to the payment directions or by compartments, as well as the contracts status;
• Advance list - information regarding the advance invoices: value without VAT, value with VAT;
• Invoiced workmanship - synthetic report - period of time invoiced per each mechanic;
• Invoiced workmanship - analytical report - period of time invoiced per each mechanic (detailed);
• Ordered spare parts in waiting queue - information regarding the status of the ordered spare parts;
• Generated income client/vehicle - information regarding the parts value, workmanship and various lines generated by a client/vehicle;
• Ordered spare parts in waiting queue - information regarding the ordered spare parts (contract number, part code, part description, stock information);
• Contracts with not invoiced results - information regarding the status of contracts not invoiced;
• Central register of issued invoice list - it displays information regarding the issued invoices: invoice number, date, client, value (net, with VAT, total), advance, contract (for which the invoice was issued) as well as the lines in the invoice. The invoice status can be visualized - paid for (in whole or partially) or not paid for; cashing operations can also be done.

Interactions

• Service Module operates only together with Parts module and these two can be purchased on a separate basis. However, their real value can only be benefited from in case of integration of the Financial Module, allowing the Accounting Module to overtake and process automatically all information to and from Spare Parts and Service modules.

Service Module