Recreating Open Work Orders for Work in Progress (WIP)

The following process will be followed when recreating service repair orders for open WIP prior to the arrival of your RIMSS trainer.

Any repair order that was in an open status was not extracted from your previous system and will require recreation in RIMSS.

Navigation: CRM>Find>Customer Console

See screenshot for proper navigation:

The customer console provides a tremendous amount of customer related information. There are two data-entry fields on this page: Phone # and Caller ID Name.

Other data fields will populate from this information.

The phone number associated with the customer may be entered in the phone # field using a 7 or 10-digit format without dashes or spaces.

The caller ID name field allows a customer record to be located using only a partial name. (i.e.: John W. Smith may be initially searched using only a last name and then narrowing the search from the results populated.)

Entering only the first part of the test customer's name allowed the Customer Console to populate with all related information. Clicking on the "wholegoods" tab within the console will allow all customer-owned wholegoods to be viewed. In the example below, "Alamo" was entered and allowed the "Alamo Landscape" account information to populate the customer console screen and tabs.

The desired wholegood may be found by simply viewing the list or by using the highlighted header line to limit the information seen on the screen.

Right click the desired wholegood record to create a new repair order document.

1. Initiation Date will be the date the original repair order was created
2. Internal memo will reference the original document that is now being recreated (i.e.: #12345)
3. Printed memo will match the Internal Memo field and will reference the original document being recreated
4. Service Writer name is required based upon the company's internal preferences and will be selected from a drop-down menu when required.
5. Service Type is used based upon the company's internal preferences and will be selected from a drop-down menu will required.
6. Hours In will be taken from the hour reading of the unit being serviced. The requirement for Hours In and Hours Out is based upon the company's internal preferences.
7. The Service Issues tab will navigate to the area of the repair order where the complaint, cause, and correction will be entered.

Add New Service Issue or Add Standard Service Issue will allow entry of the complaint, cause, and correction information.

1. Select service issue type: Customer, Warranty, or Internal (Internal job types are typically only used for dealer-owned equipment such as the company forklift or truck.)
2. If the warranty provider requires a customer-paid deductible, enter the appropriate amount.
3. If choosing a warranty type job, then select the appropriate warranty customer from the warranty customer drop-down.
4. If shop supplies will not be calculated for this repair order (many manufacturers refuse to pay for shop supplies), select to "ignore on misc. shop charge calculations".
5. Enter the description (complaint), cause, and fix (correction)

1. Click on the "Labor" tab of the repair order
2. Click "Add New Labor"
3. Select appropriate service issue for apply this labor line
4. Select the technician from the drop-down menu
5. Select the appropriate op code for this labor line
6. Enter the actual hours accrued by the technician
7. Enter the billable hours that will be charged to the customer

Will the repair order be left in an open status to be completed at a later time?

8. If repair order is not complete and the repair order will be left in an open status, click "save".
9. If a printed copy is needed: click: "print", "save and print".

Is the repair order complete?

9. Click on the "General" tab to view the repair order totals and match to the original document.

Clicking Save or Print, Save will allow the Document Number to be populated. This document may be printed and stapled to the front of the original document. The document number will be created following the save or print/save options. These open WIP repair orders will later be passed to the parts representative who will add all parts to the repair order.