Completing a Workshop Appointment

Modified on Thu, 1 May at 12:52 PM

This guide outlines the full process for managing workshop appointments in Navigator, from creation through to job acceptance and completion. This includes recording mileage, adding non-labour items, allocating parts, and confirming subcontracted work—essential steps before an invoice can be generated.

Step-by-Step Process

1. Starting a New Appointment:

Press the Appointment button to begin.
Use the search screen to find the customer using various criteria (e.g. surname, phone, reg number).
Click Search.
- Double-click to select, or click New Customer to create a new record.
Enter address and vehicle details. Use postcode lookup and VRM for vehicle.
Click Save and Close to continue.

2. Adding Service Requests:

Press the Requests button.
Add requests for MOTs, services, diagnostics, or custom entries.
For sub-contracts, fill in estimated values and supplier details.
Press Add and then Confirm after each request.
Repeat until all requests are added. Click Exit to continue.

3. Scheduling the Appointment:

Use the Workshop Diary to select a date and time.
Allocate a courtesy car if needed.
Press Create Appointment. Note the appointment number.
Optionally tick Print to print the job card.

4. Accepting the Job:

When the customer arrives, locate the job via the Appointment column or Job Search.
Press Accept Job.
Review and adjust Date Out and Time Out.
Untick the print option if the job card was already printed.
Click Accept Job again to confirm.

5. Completing the Job:

Load the job and press Job Completed.
Enter the vehicle mileage and press OK. The job moves to Completed status.

6. Making Final Adjustments Before Invoicing:

Add Additional Requests: Press Add Request to enter new job lines.
Add Non-Labour Items: Press the Non-Labour button and double-click required items.
Remove Requests: Double-click an existing request and untick Authorised. Press Update.

7. Booking and Allocating Parts:

Go to the Parts tab and ensure all parts are listed.
Press Allocate Parts.
- Request lines will appear on the left, unallocated parts on the right.
- Double-click a request, then double-click a part to assign it.
- Allocate all parts before closing the window.

8. Posting Sub-Contracts:

Return to the main Service Reception screen.
Press Sub-Contract, then double-click the relevant item.
Confirm or update the supplier, delivery note, net goods value, and VAT status.
Enter a note and tick to print a goods in note if required.
Press Post to finalise.

Important Tips:

Accept jobs before technicians clock on.
Use concise, meaningful request titles.
Allocate all parts before invoicing.