New Repair Orders

A repair order is a record of the parts and labor operations that were actually used in repairing a customer’s vehicle. The repair order becomes the customer’s receipt and record for the services performed. It is also your shop’s historical record of the services performed.

Normally, you would start by creating an estimate and then convert it to a repair order. However, you can start with a repair order if you need to.

Creating a New Repair Order

Complete these steps:

1. Click the New RO button in the main toolbar .

2. You are prompted to search for and select the customer and the customer’s vehicle.
   • If the system finds the right customer and vehicle, select both.
   • If the system does not find the right customer,
     • Click the New Customer button on the Customer List. and enter the new customer and then the vehicle.
     • Try searching for the vehicle. If the system finds the vehicle, select it and the customer associated with the vehicle and the vehicle are added to the repair order automatically.

3. The system checks the current open repair orders. You are notified if a repair order is already open for the selected customer and vehicle.

4. At this point, R.O. Writer may prompt you to enter information such as
   • Service writer, profit center, or purchase order number depending on the R.O. Options settings in Configuration.
   • Mileage depending on the Mileage Options settings in Configuration.
5. The repair order window opens to the Parts/Labor Tab, which displays the selected customer and vehicle.
6. The following information appears in the title bar:

7. Add the labor and parts from the toolbar. There are many options:

• Adding Labor Operations (often include parts)
• Adding Smart Jobs (often include parts)
• Adding Smart eJobs in Smart eCat (includes parts)
• Adding Parts
• Adding Parts Kits

Use Smart eCat, Smart eJob, and Smart eOrderto look up parts in your inventory and from online suppliers, order parts, and add the labor at the same time.

8. Complete the Ticket Tab Windows as necessary.

TIP! You enter most of the information on the Service Requests Tab and Parts/Labor Tab.

Printing Repair Orders

The format of printed estimates is determined by the Form Types selected for repair orders.

Complete these steps:

1. Click the Print RO(O) button in the toolbar. The print window opens.
2. Select your print options and click OK. The estimate prints.

Deleting Repair Orders

You cannot delete a repair order. To remove it from the Work in Progress (WIP) Window, you can void it by changing its Status to void.

Voiding a repair order removes all parts and labor detail to make sure your reporting is accurate but keeps the total dollar amounts. The repair order number cannot be assigned to a new repair order but is shown as voided in History.

Complete these steps:

1. Click the Other Information Tab.
2. Click the Change Status button.
3. Select Void from the dropdown list.
4. Click OK.
5. The repair order is voided.

Scheduling Appointments

You can schedule appointments from an open repair order in both scheduling tools in R.O. Writer:

• In Scheduler: see Scheduling Appointments from Estimates or Repair Orders.
• In Calendar: see Scheduling from Estimates and Repair Orders.