Vehicle Workshop

This application runs a vehicle maintenance workshop from reception to delivery. Each vehicle receives a work order that moves through statuses and station routes while technicians, services, parts requests and inspections are recorded on it. It plugs into Inventory for parts issue and returns, Purchase for external services, Accounting for customer charges, vendor bills and closing entries, and Employees for technicians and custodians. Workshop staff, warehouse keepers, finance and managers each get their own group, and the result is a complete cost, warranty and profitability trail per vehicle and per contract.

1. 1

   Set up vehicles, brands and workshops

   In the configuration menus the administrator defines vehicle brands and models with their service intervals, workshops with their manager, warehouse and stock locations, and maintenance types. Each vehicle is then registered under Vehicles with plate, chassis, engine number, customer, body colour and opening odometer. The vehicle starts as a draft until it is confirmed, and identity and ownership changes are written to history tabs. This gives every later work order a reliable vehicle record.

   • Fill plate, chassis, engine number and customer
   • Use Confirm Vehicle, Cancel Vehicle or Reset to Draft
   • Review Identity History and Ownership History tabs
2. 2

   Receive the vehicle on a work order

   From Work Orders or the vehicle form (Create Work Order) the receptionist opens a new order and picks workshop, customer, vehicle, maintenance type and entry date and odometer. The system snapshots the plate, chassis and engine number and can require the entry odometer according to settings. A back order wizard links a repeat visit to an earlier order with a reason and note. The order appears on the kanban board coloured by age and lateness.

   • Pick workshop, vehicle, customer and type
   • Record entry date and odometer
   • Use the back order wizard for repeat visits
3. 3

   Inspect with checklists

   On the Inspections tab the technician creates an inspection, loads a checklist template with Reload Checklist and records a result for each line plus a diagnosis. Lines marked as blocking must be resolved before the inspection can be confirmed with Confirm Inspection. Only employees allowed as inspectors on the order can be chosen. The confirmed inspection stays linked to the order as evidence.

   • Load a checklist template
   • Mark blocking items and resolve them
   • Write the diagnosis and confirm
4. 4

   Move the order through stations

   Stations and station routes are defined per maintenance type with a sequence, responsible employee and expected hours. When the order runs, the current station is shown and the user receives and finishes each station, and the order can be blocked from becoming ready until all stations are done. The header buttons Receive, Inspect, Approve, Start, Ready and Deliver drive the status. Technicians with role, start, finish and hours are recorded on the Technicians tab.

   • Define stations, sequence and expected hours
   • Use Receive, Inspect, Approve, Start, Ready, Deliver
   • Log technicians with role and hours
5. 5

   Add services and request parts

   The Services tab holds order lines with product, quantity, execution type and supply source, including external vendor lines with vendor price and purchase order tracking. From a line the user can prepare a stock issue, and the Parts Requests tab creates requests that the warehouse issues, validates or cancels, with return of unused parts. Stock transfers are linked back to the order and printed as a stock issue slip. Warranty days and distance defined on products are applied to lines.

   • Choose execution type and supply source per line
   • Use Issue from Warehouse and Validate Issue
   • Return unused parts and print the slip
6. 6

   Handle outputs and equipment custody

   Maintenance Outputs record removed items such as old parts, classified for return to the customer, recycling or scrap, with transfers validated and a print slip. Equipment is kept in stores by category and issued to a work order, with submit, issue, refuse, return, write-off and reverse write-off actions and a move history. Settings can require equipment return and customer satisfaction before the order closes. Custodians and scrap rights come from dedicated groups.

   • Classify outputs: return, recycle or scrap
   • Issue equipment from a store to an order
   • Write off or reverse a write-off with a reason
7. 7

   Follow up with customers and preventive schedules

   After delivery a follow-up is scheduled from the order with due date, channel and responsible user. Alerts appear on My Follow-up Alerts with Seen and Snooze actions, escalate after a limit, and can also notify by email, activity, chatter or pop-up within working hours. Preventive schedules use distance and day intervals with odometer logs to flag vehicles that are due, and a scheduled job sends reminders. Recording a reply captures satisfaction and notes.

   • Schedule follow-up: date, channel, user
   • Use Done, Snooze, Back to Scheduled
   • Set intervals per vehicle model or type
8. 8

   Contracts, odometer and settlements

   With the contract feature enabled, a contract covers vehicles with value, price per kilometre and a settlement schedule driven by odometer readings. Users record readings through the odometer wizard, correct them with an audit trail, and repair inconsistencies from the consistency check. Confirm Contract, Settle Up To Today, Approve Eligible Settlements, Create Addendum and Terminate Contract manage its life, and vehicles can exit with an optional replacement. Contract statements and delegation letters are printed from their own forms.

   • Enable Contract maintenance in settings
   • Record and correct odometer readings
   • Approve settlements and print the contract statement
9. 9

   Quotations, estimates and vendor settlements

   Under the pricing feature the user drafts a quotation with lines for a customer and vehicle, sends, accepts or rejects it, then creates an estimate with an agreed value. The estimate tracks actual cost, customer charges, invoiced amount, remaining budget and overrun until Close posts the closing entry. Customer charges become invoices from the order, and external service costs are gathered in vendor settlements that create vendor bills. Each has a printable report.

   • Send, Accept, Reject, then Create Estimate
   • Close the estimate to post the closing entry
   • Create Vendor Bills from a vendor settlement
10. 10

    Analyse cost, profitability and technicians

    Every cost line on an order is stored with its category, coverage and value, and the vehicle form shows contract, customer, warranty and internal cost with revenue, margin and cost per distance. Wizards print the vehicle statement (with or without prices), the contract or estimate profit and loss, and the technician performance report that can be viewed, printed as PDF or exported to Excel. A manual cost wizard adds costs that come from no document. Dashboard tiles can be shown, coloured and relabelled.

    • Open Cost Analysis and Profitability Statement
    • Print vehicle statement with or without prices
    • Export technician performance to Excel

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