webSAM by Auxo

How to add parts and labour to your jobs..

So you've created a booking and started a job, now it's time to add some parts and labour, so you can clearly see your margin and your workshop capacity and maybe a text describing the work you've completed for the customer.

To get started, find the job you want to add these charges to by going to your Work In Progress listing and click the job to open it up...

Add Text

In our experience, customers respond better to the costs involved in a repair job when the amount of work that went into the job is clear. However you don't need to spend copious amounts of time writing a new detailed story for every job you do, instead, it's worth maintaining a library of pre-written stories to add to jobs, saving you time while giving the customer a clear indication of the effort that has gone into their vehicle.

To add text to the job, that will print on the customer's invoice, click the + icon in the Invoice Postings section and select Text

On the following window, you can either type in a unique story, or by clicking the Library Text button at the bottom of the window, you can select from your pre-written stories:

If you do add text from the Library Text list, you can still edit the text that will be added to this specific invoice, and when you're done click Save and the text will be added to the job.

Add Parts

With the job opened up on screen, to start adding parts click the + icon in the Invoice Postings section and select Parts

This will open up the Parts list to select the product you wish to add to the job - just type the name or part number into the search box and the list will narrow down as you type...

TIP: When adding parts, if you do not find the part in your part list you can click the Order Part button shown on the part list if you would like to create an order for the new part:

When you find the product you're after, you can either double-click it in the list, or single-click to highlight it, then click the 'Select' button, which will take you to the quantity and pricing section:

As you see on the screenshot above, warnings will display if you attempt to sell the part for less than the cost price, and if the stock levels in SAM indicate you have insufficient stock. When you're done, click 'Save' and the item will be added to the Job.

Adding Labour

Just like adding parts except that you select Labour after clicking + icon in the Invoice Postings section, then you will see the screen below...

If your technicians have been using time-clocking, then you'll have some of these fields filled out already, but you probably should have a quick check, just in case you need to write up or down the labour time...etc.

If you're not using time-clocking, simply select the Technician and the appropriate Labour Category and fill in the duration worked into the Time fields. You can apply a discount if appropriate, and adding a Comment is optional. Comments will replace the description in the Details field of the job - by default, this is just 'Labour' followed by the technician's name.

Typically, this doesn't impact the customer's invoice where all labour charges will simply be totalled on the Technician Fee field at the bottom of the invoice.

After you've added all the labour, you're probably finished with the job, so you can change the Job Status to Completed.

Now that you've finished the job, you probably want to:

• invoice the customer, OR
• process their payment

? Need more help? 

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