Overview of the Complete RO Screen (Video)

Overview of the Complete RO Screen (Video)


Work order invoices can be entered and reviewed from the Complete RO screen.  This article provides a general overview of Complete RO.

Video Walkthrough

Click on the square at the bottom right-hand corner to view the video in full screen mode.

Complete RO:  Step-by-Step Overview

To access the Complete RO screen, open the Service menu and select Complete RO .

The Complete RO screen will open to the repair list.  Managers can filter the list by location (if your organization has multiple shop locations) and status.  The statuses are:

Ready to Submit :  Lists repair orders completed by technicians waiting to be reviewed and invoiced

Submitted :  This option only applies to organizations that are set up with approval levels, repairs are first submitted and approved by a manager before a higher level manager will invoice repairs.

Invoiced :  Repair orders that have been completed, approved, and invoiced.

Rejected :  Lists repair orders that have been voided.

The search field allows you to search for repair orders by the unit number, description, or repair order reference number.

The  Non-Repair Bill  and  Create New RO  links can be used to create bills for non-repair services and to create repair orders from scratch

The  Repair Summary  section shows a summary of the charges for the highlighted repair order along with buttons to return the repair order to the technician to revise or to invoice the repair.

Repairs that have been marked unit ready by a technician appear in your  Ready to Submit  list on the  Complete RO  screen.  To view and edit a repair order, select the  Ready to Submit  radio button and then click on the repair reference number.  You can also narrow down results using the  Search  field.

A pop up window displays repair order and unit details at the top, with labor details listed on the left hand side and parts on the right hand side.

Create New Repair Order

New repair orders can be created from scratch from the Complete RO screen, skipping over the service board check in process and technician repair order process.

  1. To create a repair order from a shop manager sign in, click on the  Create New RO  link on the Complete RO screen.

  2. If your organization has multiple shop locations, a location needs to be entered before searching for units.

  3. Matching units are listed after picking a location and entering 3 or more characters in the search unit field.  Click the  Select  button to start the repair order for a unit.

  4. After a unit has been selected, labour and parts may be added.  Start by clicking the  Add Labor  link to add work.

  5. Select the Service Programs, MOTOR, or VMRS tab to browse available activity icons, then click on an activity icon.

  6. Click on a green plus to add the labor to the repair order.

  7. The charge hours and hourly charge fields can be edited in the text fields.  To change the  Task  or  Service Reason  codes, click on the links.

    After all labor lines have been added, click  OK  at the bottom.

  8. To add parts, select a labor line on the left hand side and click on the Add Parts link.

  9. As you type in a part number, matching search results are automatically displayed. Click on the appropriate part number.

  10. Adjust the quantity, as needed, and click  Issue Part .

  11. The part will be added to the parts list.

    Note - in this example the part is highlighted in red because I've added a part with VMRS restrictions. This part is not normally associated with the PM A Service and it is red to warn me that I may be using the wrong labour activity for this part.

    Click  Close  when you are finished issuing parts.

  12. The repair order date, notes, and readings can be entered in the top section, prior to completing / invoicing the repair order.

  13. To edit surcharges or taxes, click on the dollar amount links.

    For surcharges, a pop up window will appear listing any existing surcharges that can be edited.  Adding a new surcharge can be done using the  Select Surcharge  link.

    Select the surcharge from the drop down list and click OK.

    Click  Close  at the bottom of the screen to return to the repair order.

    A similar pop-up window is displayed when editing taxes.  Click on the amount links to change the current tax or click the  Add Tax  link to add additional taxes.

  14. The following buttons are displayed at the bottom of repair orders:

    Close :  Saves any changes and closes the repair order window.
    Void :  Voids the repair order.
    Return to Technician :  Puts the repair order in the service board queue for a technician to work on.
    Cost Proof :  Opens a cost proof in a PDF file.
    Customer Poof :  Opens a customer proof in a PDF file.
    Invoice :  Completes and invoices the repair order and opens the invoice in a PDF file.

    Repair Invoice Example:

  15. Create Non Repair Bill

    Non repair bills allow you to invoice customers for miscellaneous work that is not covered by a repair order.  For example, towing fees, road call, and mileage fees might be billed in a separate non repair bill instead of being included on a repair order.

    Click on the  Non Repair Bill  link on the main  Complete RO  screen to begin.

    In the top section, the invoice date and customer are required fields.  Optionally, you can enter a customer PO number, description, and notes.  On the right hand side, add a revenue account for the non repair bill.

    Edit the description / notes and quantity, as needed, then enter a unit charge.  When complete, click the  Invoice  button.

    To create a PDF of the invoice for your customer, click  Print .

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