3. Accessories & Build: sales order first, then the job
Parts we fit are sold on a sales order. When the parts are in, the order’s readiness strip offers Create job; the job brings the parts and labour with it.
Where it is
Settings for this
- Settings → Modules & flow — Workshop on shows Create Job
Who this is for: sales staff and service advisers who sell parts we fit.
Where it starts
An accepted Accessories & Build quote becomes a sales order, by itself or with Create Sales Order on the quote. The order holds the parts and takes any deposit. Getting the stock in and the deposit paid is the Orders course lessons 2 and 3.
When to make the job
The readiness strip across the top of the order says what it's waiting for. Each line has its button:
| The strip says | Press |
|---|---|
| Deposit outstanding $… | Record payment |
| n lines not yet allocated | Allocate available, or Order missing for what isn't in stock |
| n external services not booked with the contractor | Book |
| n lines on order · expected … | Nothing: wait for the stock |
| Stock allocated — ready to book into the workshop | Create job |
| No line items — sync them from the accepted quote. | Sync from quote |
| Work complete — ready to invoice | Nothing on the strip: raise the invoice from the job (lesson 6) |
| Invoiced · $… outstanding on INV-… | Open invoice |
Create job appears on the strip (while the Workshop module is on) once nothing above is left and the order has no job yet. It also needs at least one stock line, so an order of labour only never shows it. You don't have to wait for it: Create Job is always in the header (while the Workshop module is on), and in the right rail's Linked section an order with no job shows None — Create Job.
Step by step
- Press Create job (or Create Job). The box Create Workshop Job opens, "From" the order number.
- Readiness check. If something isn't ready, a yellow box lists it: "⚠ Deposit not fully received", "⚠ Stock not fully allocated", or "⚠ Stock expected … — do not schedule before arrival". It's a warning, not a block. Don't book the car in before the parts arrive.
- Job Title (required). It's filled in with the vehicle and the order number; change it if you like.
- Job Type. Install is picked; choose another if it fits better.
- Priority: Low, Medium, High or Urgent.
- Bay / Hoist, or leave it — Unassigned —.
- Scheduled Start and Estimated Hours. Scheduled Start starts empty: a start time books the job in, so set it only once the day is agreed. If the order has a target install date, Use the target install date fills it in at 8:00 am.
- Press Create Job →. The job opens. With a start time it's Booked, and Send booking confirmation? offers to tell the customer; without one it's a Draft.
What happens by itself
- 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 from the labour if you left them blank.
- With a Scheduled Start, the job is created Booked, and the order takes the same date and shows Scheduled. Without one, the job is a Draft.
- The order's header now reads View Job.
When the order changes later
The job doesn't follow the order by itself. After you add or change lines on the order:
- On the job's Parts tab, press ⚡ From SO. It keeps the picked and installed counts.
- On the job's Work tab, press ⟳ Sync from SO. It keeps anything already assigned, scheduled or edited.
Where it ends
A job on the workshop board, Booked or Draft, carrying the order's parts and labour.
Lesson 3 of 7 in From sale to workshop job. Previous: 2. Service & Repair: the quote becomes a job. Next: 4. Parts for the job.