We recently held a training webinar on our Workshop Module. Below are the answers to all questions asked during the webinar.
Q: Can I create an invoice for a percentage of the total invoice value, or use an insurance job where a warranty covers some parts?
A: Currently, the system only allows invoicing the full amount. However, you can add a memo line with a negative quantity representing the contribution amount, and then invoice that back to the customer. This will effectively cancel out the contribution portion.
Q: How can I invoice an insurance job without VAT?
A: For insurance claims, if the customer isn’t VAT registered, the insurance company, which is typically VAT registered, would cover the VAT amount.
Q: For an insurance job, can I split the cost of a part if insurance only covers a portion, like 50% of a tyre?
A: The system doesn’t allow partial invoicing for specific parts. You can, however, use a memo line with a negative quantity for the contribution and invoice that amount back to the customer, so the amounts balance out.
Q: Why doesn’t labour from an existing quote carry over when creating a new job card?
A: Since the hours haven’t actually been worked, the labour is just a quoted value. However, this quoted labour value is held against the labour budget on the WSJ, which can be cross-referenced with the actual time recorded on the job. The actual hours worked by the engineer will be recorded against the job card through your daily time sheet entry process or via the Gold Service application approval process.
Q: How do I create a budget override password?
A: You can create a password in System Management > Company Control Files > General > Passwords > WSJ Budget Override Password. If you do not have access to this section of Gold, then please consult with whomever manages your Gold system.
Q: How do flat rates affect reports?
A: Fixed price servicing doesn’t have an “override sales total” option. However, efficiency can still be recorded by adding a labour rate 12 line and adjusting only the hours. When invoicing, the labour value from the flat rate will be allocated as usual.
Q: If multiple engineers work on a job, how is the adjustment allocated?
A: The adjustment prorates based on each engineer’s total hours and the total labour value. To affect a specific engineer, manually add labour Rate 12 lines, setting the hours and values as needed. If the intention is to affect a particular engineer then this must be done manually by adding labour rate 12 lines using the relevant dates and engineers with either 0 hours and value or hours adjustments and values.
On insurance jobs is there a feature to allocate a customer contribution which also controls the VAT on the contribution?
A: You have control of the excess amount and who pays the VAT. If you are asking about a 50/50 type payment for a tyre as in one of the other questions raised then you could possibly add in a memo part with a negative quantity for the contribution, then invoice that back to the customer. The two would cancel each other out.
Q: In a split retail and warranty job, how is the job story handled for the warranty claim?
A: When invoicing the first part of a split job, the job story and descriptions are cleared. You can manually copy the story from the first invoice if needed.
On the budget on the job, will this show in the workshop app?
A: Currently budgets do not show in the service app or the portal. The budgets are a workshop management feature, the engineer doesn’t have visibility of job pricing and therefore doesn’t see the budget.
Q: Is the new job split function the same as the old one?
A: Yes, the split job function remains largely unchanged, but not all users may be aware of it.
