2. Service & Repair: the quote becomes a job
An accepted Service & Repair quote becomes a workshop job with a sales order behind it. The order holds the parts and the deposit; the quote’s labour becomes the job’s tasks.
Where it is
Settings for this
- Settings → Orders — Turn accepted quotes into orders, Hold the stock, Draft POs for what’s short
Who this is for: service advisers, and anyone who quotes servicing and repairs.
Where it starts
A Service & Repair quote the customer has accepted, in a business set to By quote type (lesson 1). Getting it accepted is the Orders course lesson 2.
What happens by itself
With Turn accepted quotes into orders on (Settings → Orders, under Orders that move themselves; on unless someone turned it off), within a few minutes of the customer accepting:
- A sales order is made from the quote. It carries every line the customer took, but not optional upgrades they left unticked or wording-only lines. It carries the quote's deposit, and any deposit they paid online.
- The order holds the stock that's free, if Hold the stock is on. If Draft POs for what's short is on, short lines go onto draft purchase orders for each product's preferred supplier (external services are left for you to book).
- A workshop job is made on that order. Job type Service, titled after the quote, with the same customer and vehicle. It starts as Draft.
- The job fills itself from the order: the parts (with what's held for them), the labour lines as tasks, any external services, and the estimated hours.
This runs while someone who can create sales orders has BuildTrack open. Overnight, it catches up when someone signs in.
Doing it by hand
On the accepted quote, press Create Workshop Job. The job and its order are made, "Workshop job created, with its sales order" shows, and the job opens. On the Orders desk, the same quote shows Turn into an order, and Make the order does the same thing.
Pressing it twice, or pressing it while BuildTrack is doing it by itself, never makes a second job or order. It finds the ones already made.
By hand or by itself, the order holds what's in stock before the job copies its parts (unless Settings › Orders › Hold the stock is off). Only the automatic run makes draft POs; by hand, anything short shows on the order for Order missing (lesson 4). If a sales order was already made from the quote, Create Workshop Job uses that order.
Create Workshop Job only shows on a Service & Repair quote, and only while the Workshop module is on.
Why there's an order behind the job
| The order… | So that… |
|---|---|
| Holds the parts | They're kept for this car and not sold over the counter |
| Takes the deposit | There's somewhere for it to land before the job starts (lesson 6) |
| Carries the labour | The quote's labour becomes the job's tasks, so nothing is retyped |
| Raises the invoice | The job's Raise invoice bills exactly what was quoted (lesson 6) |
Finding your way between them
- On the quote: the main button reads View Workshop Job, and View Sales Order sits beside it.
- On the job: the right panel's Linked Records has View Sales Order and View Quote.
Once a quote has a job, it no longer offers Create Invoice: the invoice is raised from the job (lesson 6), so the customer is billed once and handing the car over takes the parts out of stock.
Next: book it in
The job is a Draft with no date. Give it a Scheduled Start and it's Booked: the Workshop jobs course lesson 2 covers booking, the calendar and the booking confirmation.
Where it ends
A Draft job with its tasks and parts, and an order holding the stock and the deposit.
Lesson 2 of 7 in From sale to workshop job. Previous: 1. Which way a sale goes. Next: 3. Accessories & Build: sales order first, then the job.