Car Workshop Applet

Purpose and Overview

The Car Workshop Applet helps service centers run workshop operations from intake to execution in one flow. It connects customer and vehicle consultation records with job sheets, checklist control, and downstream financial documents.

Who Benefits from This Applet?

Front Desk and Service Advisors:

• Register consultation cases quickly
• Select or create vehicle and customer records on the spot
• Capture checklist findings before workshop work starts

Workshop Supervisors and Technicians:

• Convert consultation outcomes into actionable job sheets
• Track line items, labor, and materials in one job record
• Maintain consistent inspection and quality control workflow

Finance and Back Office Teams:

• Receive cleaner source data for invoices and vouchers
• Trace service events to financial documents
• Reduce billing disputes with checklist and attachment evidence

Management:

• Monitor service pipeline and posting progress
• Improve branch-level service consistency
• Standardize workshop process across locations

What Problems Does This Solve?

The Typical Workshop Operations Problem:

Many workshops use disconnected tools for intake, service execution, and billing. This causes:

• Incomplete intake information
• Lost service details between advisor and technician
• Delayed billing because records are not ready
• Inconsistent inspection quality between branches
• Weak traceability when disputes happen

The Car Workshop Applet Solution:

• Structured consultation intake with customer, member, and vehicle context
• Checklist-driven control for pre-inspection, condition, safety, and quality
• Job sheet lifecycle management from draft to final and void control
• Integrated document handoff to quotation, invoice, purchase, and receipt flows
• Configurable settings for field visibility and process defaults

Key Features Overview

Key Concepts

Workshop Flow at a Glance

Consultation
  -> Checklist (pre-inspection, condition, safety, quality)
  -> Internal Job Sheet
  -> Downstream documents (as needed)
       - Internal Sales Quotation
       - Internal Sales Invoice
       - Internal Purchase Invoice
       - Internal Receipt Voucher

The Four Core Records

Quick Start Guide

For Front Desk: Create a Consultation

Goal: Register a new workshop case with vehicle and customer context.

1. Open Consultation from the sidebar.
2. Click Add to start a new consultation draft.
3. Select branch, consultant, member (if applicable), and vehicle.
4. If needed, create or update customer and address details during selection.
5. Save and proceed to checklist capture.

What you can track in listing: Consultation No, Branch, Consultant, Member, Vehicle Plate, Last Update, Created Date, and Status.

For Service Team: Build and Progress a Job Sheet

Goal: Convert operational details into a complete workshop job sheet.

1. Open Job Sheet from the sidebar.
2. Click Add to create a new internal job sheet.
3. Fill main details, account details, and line items.
4. Add payment/contra/attachments where required.
5. Review posting status and mark to FINAL when ready.
6. Use VOID only for finalized records that must be reversed by policy.

Common posting statuses in workshop flows: DRAFT, FINAL, VOID, DISCARDED.

For Admin: Configure Checklist and Defaults

Goal: Standardize workshop quality process and data entry behavior.

1. Go to Settings.
2. Configure Checklist Settings for workshop inspection templates.
3. Configure Field Settings to show or hide process fields.
4. Set Default Selection for company/branch/location and workflow behavior.
5. Validate with a test consultation and a test job sheet.

Consultation Workspace

The Consultation screen is the intake center for workshop operations.

What You Can Do

• Create consultation drafts for new service visits
• Search by branch, consultant, customer, vehicle, and date ranges
• Track posting-related consultation status such as OPEN, CLOSE, and DRAFT
• Load linked member and vehicle context for downstream processing
• Trigger related data loading for sales quotation, sales invoice, purchase invoice, and job sheet workflows

Why It Matters

Consultation quality directly affects job sheet quality and billing quality. Better intake data means fewer rework cycles later.

Consultation Create/Edit Tabs and Fields

The consultation flow is tab-oriented. Typical tabs and key fields are:

Consultation Listing Fields (Operator View)

Consultation Checklist

The checklist framework enforces service consistency before and during work.

Checklist Areas

• Pre-Inspection: Baseline checks before work starts
• Car Condition: Vehicle condition observations, including image capture flows
• Safety: Critical safety checks and pass/fail control points
• Quality Control: Verification before release or billing handoff

Checklist Settings

Admins can maintain checklist templates from Settings:

• Checklist header (name, description, remarks)
• Checklist lines for each checklist template
• Ongoing edits for process updates by branch or policy

Checklist Settings: Tab-by-Tab

Job Sheet Workspace

Internal Job Sheet is the operational execution record for workshop work.

Listing and Actions

The job sheet listing supports:

• Search by job sheet number, branch, customer, date range, and creator
• Visibility of posting status and transaction dates
• Batch or row-level action flow for FINAL and VOID processing

Core Job Sheet Areas

• Main details and transaction context
• Account, billing, and shipping details
• Line items with pricing and inventory detail support
• Payment and contra handling
• Attachments for evidence and support files
• Document links for upstream and downstream traceability
• Export and print paths via printable format setup

Job Sheet Tabs and Field Explanations

Job Sheet Listing Fields (Manager View)

Document Handoff

Workshop operations in this applet connect to additional internal document types.

This structure supports an operational-to-financial chain without retyping core workshop context.

Configuration & Settings

Settings Menu

From Settings, administrators can manage:

• Field Settings: control field visibility and behavior across pages
• Checklist Settings: maintain checklist templates and lines
• Default Selection: define default branch/location/company behavior
• Optional shared platform settings such as permissions and webhook configuration (tenant-dependent)

Field and Process Controls

The applet supports extensive setting-driven visibility and behavior controls, including:

• Department dimensions (segment, dimension, project, profit center)
• Payment and settlement field controls
• Main details visibility controls
• Tab visibility for line item, account, payment, attachment, and trace sections
• Default decimal precision and step behavior

Use these controls to simplify UI for frontline users while retaining advanced capability for power users.

Detailed Field Controls by Functional Area

Personalization

From Personalization, users can configure:

• Personal Default Selection for faster data entry
• Sidebar preferences to match frequent workflow paths

Personalization helps each role reduce repetitive input without changing global policy.

Reporting and Audit Readiness

The applet supports audit-friendly operations through:

• Posting status progression records
• Document linkage between operational and financial records
• Attachment evidence at transaction level
• Export/print paths for offline documentation

Manager Troubleshooting Playbooks

Playbook 1: Too Many Job Sheets Stuck in Draft

Symptoms: High draft count, delayed invoicing, repeated follow-ups from finance.

1. Open Job Sheet listing and filter by posting status = DRAFT.
2. Group by branch and created-by to identify concentration points.
3. Spot-check missing sections: account details, line items, payment fields, or required attachments.
4. Review settings to confirm critical tabs are not hidden accidentally.
5. Set an operational cutoff: all service-complete drafts must be finalized by end of shift/day.

Expected outcome: Lower draft backlog and faster invoice readiness.

Playbook 2: Consultation-to-Execution Delay

Symptoms: Consultations stay OPEN/DRAFT while workshop queue is full.

1. Filter consultation listing by status and last update date.
2. Validate whether checklist completion is blocking handoff.
3. Confirm vehicle and customer records are complete (especially addresses/contact).
4. Escalate stale cases to assigned consultant based on listing ownership fields.
5. Introduce a supervisor checkpoint for consultations older than agreed SLA.

Expected outcome: Faster conversion from intake to executable job sheets.

Playbook 3: Inconsistent Checklist Usage Between Branches

Symptoms: Quality discrepancies, repeated post-service issues, weak inspection evidence.

1. Compare checklist templates in Checklist Settings across active use cases.
2. Lock minimum required lines for pre-inspection and safety controls.
3. Require car-condition image capture where policy demands evidence.
4. Train branch leads on checklist line intent, not just checkbox completion.
5. Run monthly review on failed/repeated quality checks.

Expected outcome: More consistent service quality and better quality-control traceability.

Finance Troubleshooting Playbooks

Playbook 1: Billing Rejection Due to Incomplete Job Data

Symptoms: Finance cannot invoice due to missing customer/account/line details.

1. Identify rejected job sheets and inspect missing fields.
2. Verify account tab completeness: entity, billing address, shipping address if required.
3. Validate line item pricing and tax configuration fields.
4. Return records to operations with a fixed correction checklist.
5. Add mandatory field controls in settings for repeated error patterns.

Expected outcome: Higher first-pass billing acceptance.

Playbook 2: Finalized Record Requires Reversal

Symptoms: Pricing or item mistake found after FINAL status.

1. Verify whether policy allows direct reversal only via VOID.
2. Document reason and approval trail before voiding.
3. Perform VOID action on finalized document as per role authority.
4. Recreate corrected document with proper references.
5. Confirm downstream invoice/voucher chain is aligned after correction.

Expected outcome: Controlled correction without breaking audit trail.

Playbook 3: Audit Evidence Gap

Symptoms: Missing proof for billed service lines during audit or dispute.

1. Review attachment completeness on affected job sheets.
2. Check doc-link trace from consultation to final financial document.
3. Reconcile posting status timeline with created/updated metadata.
4. Enforce attachment minimums for high-risk service categories.
5. Add periodic pre-audit sampling by branch.

Expected outcome: Stronger audit posture and faster dispute resolution.

FAQ

Q: Why do I not see some buttons or tabs?
A: Your tenant may have field/tab visibility controls or permission restrictions enabled. Ask your applet admin.

Q: Can I use this applet without checklists?
A: Technically possible in some setups, but checklist usage is strongly recommended for quality and safety consistency.

Q: When should I finalize a Job Sheet?
A: Finalize when work details are complete and approved for financial handoff.

Q: Can finalized records be changed directly?
A: Most setups control this strictly. Use void/reversal process according to company policy.

Q: Why is a consultation still in draft/open flow?
A: Usually because checklist or required operational details are not complete, or process steps are still pending.

Q: Does this applet support multiple branches?
A: Yes, branch is part of both consultation filtering and transaction context.

Related Documentation

• Internal Jobsheet Applet
• Internal Sales Quotation Applet
• Internal Sales Invoice Applet
• Internal Purchase Invoice Applet
• Internal Receipt Voucher Applet