The Autowork Online workshop management system allows you to easily create a professional printed invoice from an existing job card.
When a job has been completed, and payment collected from the customer, generating an invoice is a very simple, quick action. All details from the job card are transferred.
Please see the following video for more information on generating job cards.
Today I’m going to show you how to invoice a job in Autowork Online.
Firstly, select the Document menu, and then job search. By default, the screen will show every outstanding job, but this can be change with a variety of filters at the top, including the document number or VRM. We’re going to pick this job, so I’ll click the open button.
You’ll notice that there is an orange check in the status column, this signifies that there are parts out on order. This order came in today, so we’re going to receive it.
If you click the order/receive button, you’ll be able to see the order. First check that the supplier and quantity are correct, and then click the select box against the lines. Finally, when you’re sure everything on this screen is correct, click the receive button. The order will now be received into stock, updating the free stock correctly.
If you go back into the document screen, you will see that the tick is now green, showing that the order has been received.
Before you create the invoice, it will be necessary to check that the millage is correct. Just update the figure in the box, and then click the confirm button.
You may also want to add some advisory notes, there are several presets at the top, and these can be customised as you wish, and you can also enter arbitrary text in the bottom. So I’m going to add a note saying that the timing belt may need replacing in the next 5000 miles.
Once you’re happy with the document, simply click the invoice button. There are several options on this screen that you will need to update. Firstly is the vehicle on site checkbox, you will need to uncheck this to show that the vehicle has been booked out of your site. Also, you will need to select a payment method, I’m going to select a card in this case. When you’re happy with the contents of that screen, simply click pay. This will mark the job as complete and turn it into an invoice. The invoice will display, and you will also be able to email or fax it by filling out an email address or fax number and clicking the appropriate button.
