Repairs and job cards

Job Cards records the customer’s device and repair work. New job numbers use a reserved seven- digit sequence. Keep the printed job number available when the customer returns.

Create an intake record

1. Open Job Cards and choose New Job Card. Confirm the correct branch and customer.
2. Record the device model and available identifiers, the reported fault and a clear description. Include condition and accessories in the fields available to your build so the store can identify what it accepted.
3. Assign a technician where appropriate. Record parts/labour estimates for quoting and reference. Enter the agreed Total repair cost when the final amount is known; it is before invoice tax and discounts.
4. Save the job once and confirm that it appears in the intended stage with a seven-digit job number. If the number allocation is unavailable, use the stated online recovery action rather than inventing a duplicate number.
5. Preview or print the intake/acknowledgment document. Check the customer, device, issue, store details and relevant terms before handing it over.

Job identity

Use the assigned seven-digit job number for searches and printed references. Older job IDs may retain their original format. Do not renumber historical jobs to make them match new records. A job number identifies the repair; the later invoice has its own identifier.

Search and duplicate checks

Search by job number, customer, phone, device or IMEI where offered. Before opening another intake for the same device, inspect any active job already in the board. Multiple devices for one customer still need their own clearly identified records.

The job board supports Fit to page for seeing all selected stages and Wide view for the original horizontally scrolling columns. Use the visible stage names rather than assuming a different repair vocabulary.

Stage Meaning

Received Device accepted into the repair workflow

Diagnosed Fault assessed and next work identified

Awaiting Parts Work waits for required parts

In Repair Repair work is underway

Ready for Pickup Work is ready for customer collection

Delivered Device handover is complete

Cancelled Job no longer proceeds

Updating the work

1. Open the saved job and review its latest details before changing it. Keep technician assignments and the problem description current.
2. Use supported stage controls or permitted board movement. If another staff member changed the job, reload and review the newer version rather than forcing the old stage.
3. Add or consume the actual replacement parts through the repair-parts workflow. Confirm branch, quantity and identifiers. Review available stock and any error before submitting.
4. When parts return to stock, use the supported return action. Do not increase inventory manually just to offset a repair entry.
5. Move completed work to Ready for Pickup. Review the final agreed repair price and description before converting it to an invoice. Estimated parts and labour charges support the quote. They are not evidence that inventory has been consumed or that an expense was paid. Actual parts consumption affects stock and recorded repair cost. A repair pipeline total is an estimate/current workload measure, not recognized invoice revenue.

The intended final workflow combines repair invoicing with confirmed delivery. There is no separate Save and hand over Job card action to complete after a successfully saved repair invoice.

Final collection procedure

1. Open the repair that is ready for collection and choose its invoice conversion action. Confirm the customer, device and current job revision.
2. Review Total repair cost as the final price before invoice tax and discounts. Adjust the agreed billing amount in the supported pricing mode. Keep estimates as reference only.
3. Confirm that the final billing description describes the job. Consumed product/part records should not appear as separate customer-facing sale lines in this repair conversion; they still contribute their recorded costs behind the invoice.
4. Review tax, invoice discount, payment received and any balance. Start the supported invoice save action.
5. In the device-handover confirmation, check that the correct customer/device is being released and confirm receipt. In SMS mode, complete real provider verification before enabling the handover.
6. Wait for the saved invoice result. Successful atomic repair billing saves the invoice and moves the job to Delivered. Reopen the board/history if necessary to verify both outcomes.
7. Print the saved invoice and the appropriate acknowledgment where used by your store.

If a step fails

Keep the draft, read the error and reload the latest job before retrying a stale revision. A failed invoice save must not leave the job marked Delivered. Do not create a second unrelated invoice to work around a failed repair conversion.

Handover setting

The store can use staff-confirmed handover or require SMS verification. No SMS provider was chosen in the project’s recorded setup. Enabling SMS without a configured real provider must block confirmation; a fixed test code is not an acceptable replacement.