N/A

Home » Guides » Adding Costs to a Jobsheet

Adding Costs to a Jobsheet

These steps for only applicable to interactive workshop accounts that have the i2i module enabled. Please note, your r2c contract may affect this as well as user role permissions.

How do I complete a bespoke sheet template?

Do vehicles automatically update to in service?

Do Inspections update the VOR status of a vehicle?

Why may a vehicle update to out of service?

Introduction

With the i2i module workshops can add costs to the jobsheet and send these for approval to the customer. Once the job is completed and approved, the jobsheet can then be invoiced. This allows all parties to track the process within the r2c portal in real-time.

Please note, this interaction is only possible when both the customer and the workshop have the i2i module add-on.

Step by Step

Jobsheet i2i

Stage 1: Add Costs to the jobsheet
Stage 2: Request Authorisation from the customer
Stage 3: Invoice the completed job

Stage 1

Adding Costs to a Job- To add cost to an inspection or service , click or swipe through the 7 steps below.

Step 1 - Start by opening an individual jobsheet and then clicking ‘edit’ to open up the work line.

First enter the time spent in hours for the inspection or service and then enter the labour cost per hour

Step 3 - You can also add parts to a task line to charge for anything not included within the initial labour cost. Click the Parts Tab and then Add Row.

Step 4 - Next, enter a description of the part used. You can also add a part code if needed. Then add the quantity used and unit price

Step 5 - This process can be repeated for additional parts, using the ADD NEW ROW button.

Costs for fluids and consumables can be added in the same way on their respective tabs. Once all costs have been added, click Save and close.

Step 8 - You can expand the work line using the grey arrow to see a breakdown of the costs

Adding costs to a defect line- When adding costs for a defect, it is good practice to use a repair line to the record the labour for the actual repair work rather than the defect on the vehicle.

Click or swipe through the 4 steps below.

Step 1 - Start by clicking the 'Add repair' button below the defect line and then search for a repair.

Step 2 - Click to select a repair from the list.

Step 3 - As before, enter the quantity and rate per hour and then use the parts, fluids and consumables tab if needed, Once all costs have been added, click Save and close.

Step 4 - Click Show Details to expand the line and view the costs that have been added. The defect line will remain at 0 value and the newly added repair line will show the costs.

Stage 2

Requesting Authorisation-Once costs have been added, the job can be sent for review to your customer.

Click or swipe through the 7 steps below.

Step 1 - To do this, click individual worklines or click ’SELECT ALL PENDING TASKS’ and then click ‘REQUEST AUTHORISATION and then choose REQUEST AUTHORISATION

Step 2 - Confirm to go ahead and send the request.

Step 3 - The FBS team can respond in a few ways which is shown by the authorization status icon.

Step 4 - if the customer is happy with the charges, the line will be approved and updated as Authorised.

Step 5 - If costs are declined or a line is marked as in query you can check if any comments have been added using the files/notes link

Step 6 - If this is the case, you can review the charges and leave a note if needed

Step 7 - To alert the customer of the updated information, select the worktime and then request authorization again.

Stage 3

Invoicing a completed Jobsheet – To invoice a job, click or swipe through the 3 steps below.

Step 1 - When a job is invoiced it cannot be amended so take care to make sure all items are up to date before proceeding. Once you are ready to proceed click the blue Invoice button.

Step 2 – In the pop-up box, you can check over and confirm the details. Invoice numbers and PO numbers will auto populate if these settings have been enabled. You can also enter any notes related to this specific invoice. Click SAVE AND CLOSE to create the invoice.

Step 3 – The jobsheet status has now been updated and the work lines can no longer be amended. The invoice can be downloaded using the blue pound symbol.

Invoicing multiple Jobsheets – On the ready to invoice screen you will see a list of jobs that are completed and authorized and so are ready to invoice. This list can be accessed from the jobsheets page or the i2i page.

To invoice multiple jobs from this page a click or swipe through the 3 steps below.

Step 1 - To invoice jobs in bulk rather than individually click the ‘ready to invoice’ heading. This is available on the jobsheet page and on the i2i module page from the header bar.

Step 2 – You can use the checkbox to select multiple jobs from the list, or the select all option to update all jobs at once. Once you have made your selection, click the ‘INVOICE SELECTED’ button to mark the jobs as invoiced.

Step 3 – The on screen pop up will confirm once the selection has been processed. Click OK to close this and continue.

Step 4 – you can also use the search bar to filter results by choosing a search option from the drop down list.

Step 5 – Enter a search term and click 'Search'

-Step 6 – The list will now show jobs matching the search term.

Technical Info & Self Help

Why don't I have an Invoice Button?

In order for the invoice button to become available the following criteria must be met:

The jobsheet must be completed, so all tasks must be complete or marked as cancelled if no longer needed,
All costs must be marked as authorised or declined. Costs cannot still be pending or in query etc.