ROBOTILL POS Online Help
Point of Sale Software - ROBOTILL - www.robotill.com

Workshop and Job Cards

The Workshop module in ROBOTILL allows you to 'book a job in' and then continue to work on the 'job' for any given time, adding items (labor, parts, etc) as needed and then invoice the job once completed and the customer collects. The 'job' is 'booked in' and invoiced from the ROBOTILL Retail Module. Adding items to the 'job' (labor and parts) is done in a separate Workshop module. The ROBOTILL Workshop module can be used on the same computer (till) or a different computer in the workshop itself.

To use the Workshop module on a different computer simply follow the instructions on how to install ROBOTILL on an additional computer.

If you want to use the Workshop module add the following custom functions to your 'More' screen:
  • Start a Job
  • Invoice a Job
  • Add Item Note
See Custom Functions for instructions on how to do that.

If a Deposit is Required

If you want to charge a customer a deposit when a job is started you need to create two Products (Stock Items).
  1. The Deposit Item called 'Service Deposit' or something similar.
  2. A 'Deposit Paid' item that will be added to the job card. The Deposit Paid item should be the same amount as the deposit item but a negative value.
The deposit payment is done as a separate sale before the job card is started. The cashier can just take note of the Slip ID of the deposit to add a note to the job card of the payment.

Start a Job - Create the Job Card

A job is started (job card created) from the Retail POS module. If a deposit was paid, add the 'Deposit Paid' item. Click on 'More' and then 'Add a Item Note'. In the Note you can enter the Slip ID for the deposit that was paid.

If the customer hands in an item that needs to be repaired, you could add a product for that with a zero value so that a note can be added as well. See example below.

Repair and Service Items

The sale above that is going to become our 'Job Card' already contains the deposit item that will deduct the deposit from the final payment. It also contains information about the item that was handed in by the customer. Any other items that might be required at the start of the job can also be added.

To create the job card, simply click on 'More' and select 'Start a Job'.

Create Job Card

You will be prompted to select or create a new customer. After the customer was selected. You will be prompted to enter a comment for the job. The comment will appear on the job card and also be visible when jobs are listed so that it is easier to select the correct one. Two job cards will be printed, one for the customer and one for internal use.

Job Card

The job cards can be customized in the Print Design feature of ROBOTILL.
The job has been created and 'passed on' to the Workshop module.

Working on the Job

All Jobs in progress (Open Jobs) will be displayed in the ROBOTILL Workshop module. The Workshop module can be opened on the same computer as the till (Retail Module) or on another computer (in the workshop).
To open the Workshop Module, go to All Apps > ROBOTILL > ROBOTILL Workshop Module.

Workshop

The employee will need to log in to start working in the module. A user for the employee can be created in Manager. Select the Job in the top pane. The details of the job will be displayed on the bottom of the screen. The comment, items and notes that was added by the cashier will be displayed.

Repair Job

Any work that is done - for example labour, parts, etc - can be added to the job by simply clicking on the 'Add Item' button. The workshop can also add notes if needed.

The job can be left open as long as needed. The workshop can also switch between jobs and keep multiple jobs open at the same time. Once a job has been completed, the Workshop can click on 'Mark Job as Completed'. The cashier (Retail Module) will not be able to invoice the job before it is marked as completed.

Invoicing the Job

To invoice a job, from the Retail module, click on 'More' and then 'Invoice a Job'. A list of all jobs that have not yet been invoiced will be displayed.

Invoice A Job

Select the job you want to invoice and click on 'Invoice Job'. The job will be converted into a normal sale that can be completed.