The Job Card Entry program is used to enter the initial details of a repair job. A unique Job Number is allocated to each job and this number can be system defined or user defined. Whether or not a Quotation is required is recorded at the time of entering the job. More than one model can be defined for each job number.

The Job Card Entry program can be used for the recording and retrieval of the following:

Information on the last repair job
Labour, parts and other warranty costs
Customer details
Model details including serial number and place of purchase
Fault details
Technician responsible for the repair
Work stage done include the technician, time spent and parts used.

A text facility is also available for recording of customer and confidential comments.

Charges are automatically calculated if rates are established in the Default charges file

Job cards for previous jobs can be printed from here, if the model number and serial number combination match the model and serial number combination you are entering.

Customer Service centres must be defined as Customers on the Customer Masterfile with a valid CC-SV Classification code of internal service centre (IS).

Items that are not products, for example, labour/prepayment/repair charge/upgrade charge, are defined on Control File TMSWS/IF-DFTI. These items must also be set up on the Distribution Item Masterfile and identified as nonstock items.

Contents

1 Create a job
2 Print job card
3 Prepaid job
4 Multiple models on one job

Create a job

The first step in recording a unit in need of repair is to create a Job. The Job can be created at the counter when a member of the public hands in an unit for repair or Jobs can be created when a number of units are delivered by or collected from, an Agent or Retail Outlet. At this stage the Job status will be E for ENTERED.

If a Quote is required, the Service Type field of Quote is selected.

If a job entered exceeds the ceiling price entered for this job, a warning will display at the bottom of the screen. This is a warning only and you are allowed to continue. The option is available to change the job to a quotation by switching the Quote Required flag on the Model Details screen, to Y=Yes.

In the menu, expand Other Modules > Warranty & Service > Internal Jobs Processing and double-click WS Job Card Book-in. WSE001 Job Card Entry panel appears. The first panel is for entry of Customer details.

Field	Description
Service centre	A 10 character alphanumeric code by which a Service centre is uniquely identified. A service centre is defined on the Distribution’s Customer Masterfile, as service centres may also function as customers. Service Centres can be either External or Internal. External Service Centres are used in Warranty Claims. If it is an internal service centre, the Service Centre number can be defaulted for each user by setting up Control File TMSWS/USER-DFT. Defaulting the External service centre is not advisable, however it can be defaulted for each user by setting up Control File TMSWS/USER-DFT. Entry of the service centre is mandatory to access internal jobs and external claims. When entering the service centre the number is validated against Control File TMSDS/CC-SV. It must be a value of IS Internal service. If incorrect the message *Invalid Service Centre* displays. Search for valid Service Centres using DSI900 Customer Alpha Search.
Job number	The job number field will only display when booking in a Job if the user must enter the Job Number rather than the system automatically generating a number. If the system automatically generates a number, the number will be allocated at the end of the process. Control File TMSWS/GENJN determines whether Job Numbers are automatically generated or not. When the auto generate flag is Yes then the Number range file is used to allocate the job number. This Number file is used for both Internal Jobs and External Agents claims. The definition is by Company, (TMSDS/CN) Customer Branch (TMSDS/CM-BR), Customer (Database). The Number mapping is 2 alpha and 6 numeric. This is a system defined format. Entry of the job number is mandatory to access existing internal jobs and external claims. When maintaining the job, the job number entered is validated against the service centre entered previously. If incorrect the message “Service centre/Job number not found” displays. When creating a job for External Service centres (this is referred to as a claim) enter the Service agents job reference for both adding and maintaining a claim. This is a search field when looking for a specific job.
Customer number	The customer for whom this warranty/service job will be performed. If the customer is not known, then it is advisable to use a cash sales/miscellaneous customer number. The Service Centre number can also be used as a customer number when creating jobs for servicing internal jobs. Depending on the flag setting of Control File TMSWS/CSTS-ERR a warning message may display if the account selected is closed or stopped. Another condition on this Control File will prevent the job being opened for a closed or stopped account. Another condition on this Control File will prevent the job being closed for a closed or stopped account. Pending within Distribution module and the Warranty Claims for External Service Agents needs to have a definition to exclude service jobs from this process. This is a search field when looking for a specific job. Search for valid service centres using DSI900 Customer Alpha Search.
Customer name	The customer’s name is retrieved from the Customer Masterfile. This name can be overridden if a cash sales/miscellaneous customer number is used. This is a search field when looking for a specific job.
Address	There are six entry fields in which to record the customer’s address. This information is retrieved from the Customer Masterfile, but may be overridden if a cash sales/miscellaneous customer number is used. This is a search field when looking for a specific job.
Telephone number home	This optional entry field is used to record the home telephone number at which the customer can be contacted. This is a search field when looking for a specific job.
Telephone number work	This optional entry field is used to record the work telephone number at which the customer can be contacted. This is a search field when looking for a specific job.
Contact person	The name of the person you can contact with queries relating to the warranty/service job. This field is mainly used for jobs done through dealers. It is an information field only and is mainly used when the customer name is inadequate.
Order reference	This is a user defined job reference and can be used as a search field when looking for a specific job. The field can be optional or mandatory depending on the set up in Control File TMSWS/WSE001. A default reference can also be established in the Control File.
Tax exemption number	This optional entry field is used to record the tax exemption number for this customer. If a part number is entered, the price of the parts used will not include tax.
Service type	Service Type codes are established in Control File TMSWS/JB-SRVT. These Service Types are user defined and can have a maximum of up to 10 definitions. For a Service Type to be defaulted, in a new job, add the Field Name (SRVT) to Control File TMSWS/WSE001. Depending on which Service Type is selected here, the Date Required by field will be defaulted by taking the entry date and adding the number of days required as setup in the Service Type Control File. The Parts, Labour and Other Warranty fields plus the Quote required field will also default according the Service Type selected. To make this a mandatory entry and to default the various Y/N flags, establish the requirements in Control File TMSWS/WSE001.
Customer to pick up	This Yes/No flag determines whether or not the customer will pick up the model when the service or repair is completed. If the customer is to pick up the repaired item (Yes) a letter can be sent advising the customer that the job is complete. To make this a mandatory entry and to default the flag, establish this requirement in Control File TMSWS/WSE001. The job status R=Ready for collection is bypassed when N=No is selected in this field. Instead, the job status will change from I=In Progress to C=Complete.
Entered date	The date this job card was created. Defaults to today’s date and can be changed.
Date required by	The date by which the customer requires this warranty/service job to be completed. It is used to assist in prioritising jobs. Depending on the Service Type previously selected, this date will be defaulted to the Job entry date plus the “number of days required” as setup in the Service Type Control File TMSWS/JB-SRVT.
Ceiling price	The maximum amount of money that the customer is prepared to pay for the repair. This field is mainly used for non-warranty jobs that are being quoted. A warning message is given during Parts Issue or Quote Entry, if the ceiling price is exceeded; however you can still continue. The percentage is established in Control File TMSWS/QTE-PERC.
Field call flag	This Yes/No flag is used for informational purposes to indicate whether or not an on site visit is required. Set to Yes if a field call is required and the technician needs to visit the customer in regard to the repair. To make this a mandatory entry and default this flag, establish this requirement in Control File TMSWS/WSE001.

Enter the above information on the customer and click <Page down> to enter Fault and Model details.

Field	Description
Model number	This is the model number of the faulty model. All model numbers entered must be valid in the Model Masterfile, which stores product information that is necessary for the identification and classification of models. Search for valid Model Numbers using WSI905 Model Master Alpha Search.
Serial number	The model’s serial number is the product code that is provided by the manufacturer, which in combination with the model number uniquely identifies a particular product within a range of products, and within the Warranty Service system. These are established in the Serial number mapping file. Serial number validation can be bypassed in Control File TMSWS/WSE001 by flagging the field as optional. Serial number/model combinations that fall out of the warranty period can be recorded on Control File TMSWS/MOD-SER.
Repair quantity	The number of models that are under repair for this job number. This information is used for Warranty & Service reports to provide details on warranty repairs, inventory status, productivity and repair/sales analysis. Control File TMSWS/WSE001 determines whether an entry is mandatory or optional as well as a default quantity.
Date of purchase	The customer originally purchased the faulty model on this date. This optional entry field becomes a mandatory entry field when the job is a warranty job as it is used to determine whether or not the labour and/or parts fall within a warranty period. This is established in Control File TMSWS/WSE001 as well as a default date if required.
Country of purchase	The country in which the faulty model was purchased by the customer. Whether or not validation takes place on this field is determined by the setting in Control File TMSWS/WSE001. A default Country of purchase code can be setup in Control File TMSWS/WSE001. And whether or not an entry is mandatory can depend on whether the job is warranty or chargeable. If validation is to take place, like for a Warranty Job, the Country Codes must be established in Control File TMSWS/JB-CPUR.
Dealer/accessories	Most commonly, these fields are used for the name and address of the dealer where this faulty model was originally bought, or to list accessories that were left with the item that is to be repaired, or add the Revision level that is required for the unit being repaired. These are optional entry fields, which become mandatory via Control File TMSWS/WSE001 if required. The user defines what the fields are to be used for, as well as the field name to display on the screen, in Control File TMSWS/JB-TXT.
Fault code	Unlimited fault details are available. It is mandatory to record details of the fault. Fault Codes are also available for use. Fault Codes = Record type 2 in the Repair code definition. These are established in the Fault/Work code/Repair File. Multiple fault codes can be allocated to each job. To view all entered faults select Next pg Fault or Prev pg Fault. To default the first fault code, add this to Control File TMSWS/WSE001.
Fault details	Unlimited lines of fault details are available. It is mandatory to record details of the fault. The Fault description is displayed if a fault code has been selected.
Payment received	Records any payment made by the customer towards the repair. For instance a deposit can be made. A positive figure must be entered. The amount entered here will later be deducted from the final total for the repair. Note: that this does not produce any receipts or interface in the Accounts Receivable files.
Parts warranty	[library term=”parts-warranty”
Labour warranty	[library term=”labour-warranty”
Other warranty	This Y/N flag determines whether other charges are covered under warranty or are chargeable, for example freight charges. Whether information displays here is determined by the entry in the Service Type field on the previous screen. In the Service Type Control File, each Service Type is setup to indicate whether Parts, Labour and Other Charges are chargeable. If the flag is set to: Yes, the model is covered by other warranty. The cost of the repair entered is not chargeable to the customer. No, the model is not covered by other warranty. An extra charge to the customer can be entered or defaulted from Control File TMSWS/JB-CHRG. This flag can default according to the Service Type previously selected. In the Service Type Control File each Service Type is setup to indicate whether Parts, Labour and Other charges are chargeable. This field can be defaulted based on the Service Type previously selected. In the Service Type Control File TMSWS/JB-SRVT each Service Type is setup to indicate whether this flag is a Y or N.
Op	An option facility to view details of jobs previously done either for the customer or the model for which this new job is being created. By entering an option alongside one of the previous jobs displays, access is gained to the job details. The standard list of options available in the Job Card Entry and Maintenance functions can be used here. The list will be restricted according to the authorised access setup per user. A sample of options is: 1 = Customer detail 2=Model detail 3=Comments
Rework	This Y/N flag indicates whether or not this model has been repaired previously. A Yes flag indicates that this model has been repaired before and previous jobs will display. This flag is automatically set to Yes if the system finds previous work details for this particular model. (The system searches by model and serial number). Up to 4 jobs will be displayed showing the Service centre, job number, technician and repair code for each job.
S/c	Service Centres that previously repaired this model/serial number display if the Rework flag is Y. The last 4 repair jobs display in all the Job Card Entry and Maintenance processing options. The system checks the model and serial number combination and if this model has been serviced before, the relevant technician, service centre and job number codes are retrieved.
Tech	Technicians that last worked on this model/serial number display if the Rework flag is Y. The last 4 repair jobs display in all the Job Card Entry and Maintenance processing options.
J/n	Job Numbers of the last 4 repair jobs done on this model/serial number display if the Rework flag is Yes. The last 4 repair jobs display in all the Job Card Entry and Maintenance processing options.
R/c	Service Centres that previously repaired this model/serial number display if the Rework flag is Y. The last 4 repair jobs display in all the Job Card Entry and Maintenance processing options. The system checks the model and serial number combination and if this model has been serviced before, the relevant technician, service centre and job number codes are retrieved.
Quote required	Y/N flag determines whether or not this repair requires a quote before the technician can begin work. If the flag is set to Yes, a quote is required before the technician can begin the repair. The status of the job is set to Q=Quote rather than E=Entered. A Quote Only message will be printed on the job card. This field can be defaulted based on the Service type previously selected. In the Service type Control File TMSWS/JB-SRVT, each Service Type is setup to indicate whether a quote is required or not.
Location	This field can be optional or mandatory and is used to identify the whereabouts of the faulty model. For example: in the workshop or in the service warehouse. To make this a mandatory entry and to default a location, establish these requirements in Control File TMSWS/WSE001.
Technician	This field identifies the technician who is responsible for servicing this model. Technician codes are user defined two character codes that are also used by various Warranty and Service reports. Technician codes are established in Control File TMSWS/JB-TECD and TMSWS/JB-TECSA. It is advisable to set up a special default technician, for example 99, so jobs which are yet to be allocated to a technician can be easily identified. The default technician for unallocated jobs is established in Control File TMSWS/JB-TECDD. In the various Warranty Service Maintenance programs, a Technician code is entered to display only those jobs allocated to a specific Technician. The Technician codes must be established in Control File TMSWS/MNT-USR. When the technician commences a job the service centre is defaulted. The technician codes and service centre are established in Control File TMSWS/USER-DFT. Tc (technician id) When maintaining work details with the Routing Table (Job Card Maint WSM110), the code for the Technician that performed the repair is entered. Only one technician code is entered if the job routing table is not activated. If the routing table is activated, the technician can be defaulted if the user id for each technician is entered in the Control File TMSWS/JB-TECD. Certain stages can also be restricted to a specific technician. This depends on the initial setup of the Routing table. Technicians are established in Control File TMSWS/JB-TECD. If the user id is entered in this Control File, that user is restricted from viewing the charges against the job.

Enter above details and click <Page down> to enter Comments.

Field	Description
Customer comments	Comments the customer wishes to make, especially those which may assist the technician in isolating the fault and fixing the repair. Control File TMSWS/JB-TXT determines the number of lines and number of characters permitted per comment type. Also determined is whether or not the comments are for Header or Details screens.
Confidential comments	Comments the customer wishes to make, especially those which may assist the technician in isolating the fault and fixing the repair. Control File TMSWS/JB-TXT determines the number of lines and number of characters permitted per comment type. Also determined is whether or not the comments are for Header or Details screens.

Enter the comments and click OK. The job number will display if it is system generated.

Print job card

These documents may not necessarily print at this stage of the Job Card entry process. It all depends on how the system has been set up to accommodate the various workshop procedures. For example the technician can then use the job card to note the parts/labour used in fixing the model. Control file TMSWS/PRT-XJCD controls whether a job card or receipt is printed at this stage of the process. A job card or extra job card can also be printed at invoice time if required.

These documents can be printed from any one of the following menu options by selecting either Option 4=Prt J/Card or Option 5=Prt Rcpt/Lbl :

Schedule Unallocated Jobs
Technician’s Schedule
Job Card Scheduling/Maint
Job Card Maintenance

If the Job card is set to print at entry time (TMSWS/PRT-XJCD) then Job entry panel will display with Print job card field = ‘Y’.

Click OK to confirm, the message Record addition successfully completed will display.

The Job has now been created. A Job Card can be printed and depending on the design of the Job Card it could include the printing of a Receipt tear-off section to be given to the customer as acknowledgment of receipt of their property for repair. Or only a Receipt card or letter can be printed. This is determined by the setting in Control File TMSWS/PRT-XJCD

The job just entered will now display on the Job Card Scheduling/Maintenance screen and will have the Job Status of E=Entered.

The next step in the Job process could be allocating the Job to a technician if it was not done at initial entry. This function can be performed using Menu Option Schedule Unallocated Jobs.

Prepaid job

A customer can require their product be fixed when they have no warranty, then can request for a quote with a pre-payment for the quote preparation. The pre-payment will be deducted from the overall cost but if they choose not to go ahead with the quote then the pre-payment will be lost.

In the menu, expand Other Modules > Warranty & Service > Internal Jobs Processing and double-click WS Job Card Book-in. WSE001 Job Card Entry panel appears.
Enter the job details as above, with Service type Q=Quote.
Page down and enter the prepayment in the Payment received field.

Note: An invoice is not produced when a quote is cancelled that has a prepayment received. There is no interface into the Accounts Receivable module. The money received would be treated as a manual cash receipt.

Select either Job Card Maintenance or Schedule Unallocated Jobs or Job Card Scheduling/Maint from the Warranty & Service main menu to perform the next stage which could be either to Accept the Quote or Reject the Quote.

Multiple models on one job

A number of similar models or associated models can be repaired on the same job. A fresh screen displays for the entry of each model’s details. This function should only be used where it is appropriate for the customer to see the repair of 2 models as 1 job.

An example would be where a group of products have been brought into the country and the power cord needs to be changed to be compatible with the local power outlets.

Note: Adding multiple models on a single job is only available in the entry program.

For multiple models on one job, each record is setup as a different job line number. When there is more than one model on a job, enter the required quantity, then select function Next Pg Model, a new screen is displayed for the entry of the Model and Serial number any accessories and fault details.

Continue until all models have been entered. When you click OK to confirm selection. The system will automatically roll up to display the third job Card Entry screen, being the customer and confidential comments. During processing each model will be treated separately. On completion of each job a separate invoice is generated.