How do I invoice a workshop job?
From Catalyst
Summary
This article explains how to invoice a Workshop job once it has been completed.
More Information
Once a Workshop Job has been created and all parts and Labour added, and the actual work is done the workshop needs to invoice the job. This will remove it from work in progress.
- Go to " Workshop Workshop Diary".
- Search for a job using <Ctrl+F1>. Enter in either the Job number, Customer Account or Vehicle Registration. Press <Enter> and then click [Search].
- This will show the results of the search on a new screen. Double click on the Job that you want to invoice.
- This will then highlight the job in the " Workshop Diary". Click [Edit] to go into that job.
Invoicing the Workshop Job
This will take you into the " Workshop Job Properties" screen, showing the details about the customer, vehicle and workshop job.
- Press <F6> or click [Invoice] at the top of the page. This will take you to the "Job Details" screen. This is the place where you would have added Parts and Labour originally when Creating the workshop job.
- Check over the parts added and the amount of labour charged. If these are all correct, press <F7> or click the [Invoice] at the bottom of the page.
- This will then display a "Account Details" screen, showing a summary of the customer's details and balance. Click on the [OK] button to proceed.
- This will then take you to the "Document Control" screen, that shows the amount to be invoiced.
 | If a Payment is to be taken then make sure that the "Payment :" is set to 'Y'. If the Customer is not paying now and will be paying later then set the "Payment :" to 'N'. Doing this will complete the Job but leave it Unpaid! |
- If this figure is correct then proceed by pressing <F7> or click the [Invoice] button.
| If anything is wrong, press <Esc>. Go back to the Job Details screen, amend the incorrect part or labour and continue with the steps above. |
- A "Vehicle Information" screen will appear requesting Service and MOT Due dates for the vehicle. Change the dates if necessary and then press <Esc>, and then click [Accept].
- You will be presented with a "Payments" screen asking how the Payment will be made by the customer. Select the payment method by which they are paying.
- If you want a separate receipt for the payment as well as an invoice, click the "Receipt Print?" prompt at the bottom of the screen and then click [Post].
- This will now send an invoice to the printer. A screen prompt will appear asking "Do you want to accept or ignore the document, or reprint the document?", check the invoice and if happy click on the [Accept].
- A Till payment screen may appear asking "Do you want to log this payment into the till?". Click the [Yes] button.
- This will take you back to the "Job Details" screen, press <Esc>, which take you back to the "Job Properties" screen. Note that the "Status :" will now be 'COM' for completed.
- Press <Esc> a screen prompt will appear asking "Do you want to accept or ignore any changes made?" click [Accept] taking you back to the "Workshop Diary".
See also
- How do I credit a workshop invoice?
- How do I create an insurance workshop job?
- How do I find unit sales order PDI/preparation jobs?
- How do I stop unit health check sheets from printing automatically?
- How do I stop the workshop advisory work report from printing automatically?
