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i2i Recharging Jobsheets

The recharge process can be used by interactive customers who have an Operator or R&M account and use the the i2i module, This is an additional module and is not part of the core product. Please note, your r2c contract may affect this as well as user role permissions.

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Introduction

The Recharge option allows costs incurred outside of the agreed service scope to be billed back to the client

R&M Providers can:

Create a recharge jobsheet and invoice for their customer to recover costs related to workshop repairs, damages, and other non-contractual expenses.

Operator can:

Create a recharge jobsheet and invoice to a depot that is read-only or not using the r2c platform. This enables cost tracking for internal records and accountability.

User Configuration – In order to authorise and approve requests. Users must have the authorisation role allocated and an authorisation limit must also be configured on the organisation page. This can be done by an Administrator.

See the Organisation – Managing Op Users guide for more details. on updating user roles.

Step by Step

R&M Initiate the Recharge Process

These steps are initiated when a request from a workshop is received for costs outside the agreement. These costs can then be sent back to the Operator for approval before commencing.

To see the steps taken to create a recharge click or swipe through the 10 steps below.

Tasks that fall under existing agreements should not be recharged — these tasks will remain on the Master Jobsheet

Step 2 - The ‘Bill to’ column will now display the recharge icon. A ‘Recharge Jobsheet’ button will appear. Click ‘Recharge’ to switch to the recharge jobsheet view.

Step 3 - The current view, Master or Recharge, is highlighted blue.

Step 4- Here you can update the costs by applying the required markup, discount, or other adjustments. Click ‘Save and Close’ when you’re finished.

Step 5: Tick the relevant worklines and click the ‘Request Authorisation’ button.

Step 6 - Click ‘Yes’ to confirm and send the request to the customer.

Step 7 - The icon will update to indicate that the item has been sent for authorisation. Once the customer responds, the icon will change to reflect the new status, and you will receive a notification.

Step 8 - Notifications appear in your inbox within the messaging area. Click the job number in the message to return to the relevant jobsheet.

Step 9 - On the jobsheet, click the ‘Recharge’ button to return to the recharge jobsheet view. Review the updated workline, customer comments will be visible in the workline notes.

Step 10 - Once customer approval has been received, click ‘Master’ to return to the master jobsheet view. Tick the relevant workline(s), then click ‘Authorise Tasks’. Confirm your action in the on-screen pop-up to complete the process.

Please note, to ensure all work is recharged as needed. It is best practice to invoice the recharge jobsheet only after the master has been completed and finalised.

Operator Recharge process

To see the steps taken to view and respond to a recharge click or swipe through the 10 steps below.

Step 1- From the dashboard click the ‘Authority Requests’ tile to view pending requests in the messaging area.

Step 2 – In the messages area, under the ‘pending authorisation’ tab you will see notifications of requests from the R&M provider. Click on a message, to expand and view the details.

Step 3 – To respond to an overall job, you can select the message using the tick box and then select a response e.g.. Approve.

Step 4 – To respond to individual worklines, click on the job number to open the individual jobsheet instead.

Step 5 – Once on the jobsheet, you can respond to individual items by ticking the check box and then clicking on the ‘Authorisation’ drop down menu.

Step 6 – Choose from the drop down to respond e.g. authorise or decline a cost.

Step 7 – The updated line status will be visible for both the operator and the R&M. This process can be repeated for any costs requested. Comments can also be added when responding to request e.g. when using the ‘in Query’ option.

Authorisation Officers at both R&M and Operator accounts are able to respond to requests for approval with a range of responses e.g. items can be marked as ‘In Query’ to add comments and request clarification prior to approval.

Operator Recharge process for Operating Depots

To see the steps taken to create a recharge where items need to be recharged back to a depot location. Depots can also be third party locations that you work closely with, where assets are assigned.

Click or swipe through the 8 steps below.

Step 1 - Click the ‘Bill to’ icon, on the relevant workline then click the recharge arrow to mark it for recharge.

Step 3 - The current view is highlighted in blue. Click ‘Edit’ on the workline to modify the costs.

Step 5- Once the Master jobsheet has been completed, the recharge can be marked as invoiced.

Step 6 – In the pop-op box you can add the Invoice number and the PO number if provided. Once done, click ‘SAVE AND CLOSE’

Step 7 – These costs and Invoice PDF are for your r2c records. Since the depot is read only, they will not be able to interact or view this information on r2c. You can view the pdf using the pound symbol from the jobsheet header.

Please note, this process only applies when depots do not use r2c themselves and are set up as read-only placeholders. If a depot location is actively using r2c with the i2i module, the standard recharge process should be followed, allowing authorisation requests to be managed directly within the platform.

Technical Info & Self Help

How can I remove a recharge request?

If you need to undo a recharged line, you can simple click the ‘bill to’ icon again to reverse the request.

How does the jobsheet view differ per account type?

Operator View

Operator users can view the workline descriptions on the Master but do not have visibility of the associated costs managed by the R&M provider.

The Recharge view displays the costs that have been passed back to the Operator for review and internal tracking.

R&M View

R&M users can view both the workline descriptions and associated costs on the Master and Recharge jobsheets.

The Master shows the costs billed from the workshop to the R&M provider.

The Recharge displays the costs passed from the R&M provider back to the Operator.