General Navigation. Your current job shows at the very bottom of every screen, giving you a quick link back to your job. Return to top.

Transcription

1 Service Logistics gives field technicians complete work order information on a tablet from anywhere in the field. In addition to work order information, Service Logistics gives you access to customer information, along with a full list of units owned, inventory information and PM's due. Information is synced every 5 minutes (or every time a change is made) so the information displayed is always current. General Navigation Home Customers Inventory Work Orders Overview Prep Diagnostics Checklist Repair Work Review PM s Due Time Sheet Close Out Day App Info

2 General Navigation Once logged in, the Home page displays your assigned tasks. Tap the 3 bars in the upper left to display the main menu. Tap any menu option to navigate to the various sections of Service Logistics. Your current job shows at the very bottom of every screen, giving you a quick link back to your job. Return to top.

3 Home The Home page shows your assigned tasks. The right panel shows work orders that have been assigned to you. The work order number, the customer, the make/model/serial number of the unit (if the unit was indicated on the work order in the business system), the title of the work order and the date opened displays. A status icon just to the left of each work order lets you immediately determine if the work order is in progress, on hold, completed, etc. A Pending Verification status shows you if a work order has been completed but data is still being transmitted. This can happen if a problem with connectivity has occurred. Tap a work order to open. The left panel lets you filter the list, making it easy to find the work order you need. Tap to filter the list to new work orders, a list of customers with open work orders, planned maintenance work orders, a list of scheduled maintenance jobs, work orders waiting on parts or work orders that are ready for work. Tap the icons on the upper right black bar to jump to the work order list, PM s list or Inventory. Return to top.

4 Customers The Customer page shows all customers that have work orders assigned to you. That means that all customers do not display, only those with open work orders assigned to your tech ID. The customer phone number and street address display on the left. The name of the primary contact person at the dealership, the number of open planned maintenance work orders and the number of open work orders display to the right. Tap the globe icon on the right to access a street map for this location. Tap Customer Guided Search to filter the list to only those customers with open work orders or only those customers with PM s Due.

5 Tap Create WO to create a new work order. Select a customer and then select from a list of equipment for that customer. The equipment cannot be left blank. Next, select the Job Code and Type of Service and add a title and description of the repairs needed. Return to top.

6 Inventory The Inventory list screen lets you search your inventory without having to open a work order. Tap to sort by part number or by manufacturer in either ascending or descending order. Adding or changing part numbers for a specific work order must be done on the individual work order.

7 Use Inventory Guided Search to filter by manufacturer or to filter by a specific location, such as the main warehouse, a consignment locker or your van. Icons just to the right show if the part is a reman or hazardous part. Return to top.

8 Work Orders The Work Order list screen shows a list of your assigned work orders. The work order number, unit information, and work order title show on the left. The street address of the customer, the main contact, date opened and the number of open work orders and PMs for the same customer show on the right. Tap to open a work order. A status icon just to the left of each work order lets you immediately determine if the work order is in progress, on hold, completed, etc.

9 Just below the status icon, a red gear shows you if the work order includes backordered parts. At the very bottom of the work order list screen shows the current job in progress. This lets you instantly access the current work order from any screen. If the list of work orders is large, a Guided Search lets you filter the list of work orders. Filter the list to show for a particular customer or a particular status. Work Order Details Once you open a work order, you can view and enter complete work order details. Work Order Status The work order status displays at the top. If your dealership is configured to do time clock entries by status, then each time the work order status is changed, a clocking entry will be initiated. According to the labor code that you have associated with each Work Order status, a time clock labor entry is automatically generated. Initially the status will be Not Started but you can tap to change the status: In Route-automatically generates a time clock labor entry. Arrived-automatically closes the previous time clock entry, generates a new entry and changes the In Progress work order indicator at the bottom of the screen. Working-automatically closed the previous time clock entry and generates a new labor entry. Waiting/On Hold-closed the previous time clock entry. Customer Signed-this status can be manually changed but is also automatically changed when the customer signs the work order. This does not stop the clocking entry. Work Completed-closes the previous time clock labor entry and generates a confirmation to the customer, to the technician and to the back office. The address for the back office is entered in the initial configuration done by DIS. Technician Rejected-generates an to the back office so the work order can be reassigned to another tech. Customer Refused-generates an to the back office so the work order can be cancelled or reassigned.

10 Tip! Be aware that having the customer sign the work order changes the work order status but does not stop the clocking entry. The status must be changed to Work Completed for the clicking entry to be closed. Non-Billable Time-included at the bottom of the work order status list is a shortcut that allows you to enter a non-billable time, such as break or lunch. At the same time the clocking entry is made, the work order is automatically put on hold. When you return, tap the status to change back to Working. Only one work order can be In Progress at a time. One a work order is In Progress, it will display a link at the bottom of any screen. This allows you to look up another customer, check part inventory, or even display or update another work order, and then jump directly back into your current work order from anywhere in the app. 4 buttons just to the right of the work order status lets you tap to view customer information, view a list of equipment owned by this customer, view a list of parts in inventory or add a work order segment or a quote. Adding a Segment Segments can be initiated from within an existing work order, regardless of the work order status. If additional work needs to be done, tap Add to add a segment.

11 The customer and equipment default. Add the Job Code, Type of Service, Title and notes about the customer complaint. Your screen now displays the newly created work order segment. Tap the work order status to In Progress to start working or tap the current job in progress (displayed at the bottom of the screen) to return to the original work order. Adding a Quote Quotes can be initiated from within an existing work order, regardless of the work order status. In the event that a tech is working on a piece of equipment and finds that additional work needs to be done, they can tap Add to create a quote.

12 When creating a quote, enter the contact name, phone number, and the estimated labor hours. Be aware that the quote is no longer tied to the work order and instead, must be sent to the back office. Once the quote is sent, it can no longer be changed. Just below the status bar are the various work order screens. Tap to navigate the work order information: Overview Prep -View customer info, equipment info, and enter customer complaint notes Diagnostics -Enter Repair Notes, verify hour meter, odometer, select the type of service and job code. Checklist -Check off item by item and add notes as work is done. Repair Work -Add parts and labor Review -Tech Review: verify all parts and labor, tech signs to acknowledge, Customer Review- verify all service performed and sign Overview Prep The top section shows the customer name and street address, contact info, and open work orders and PM s for that customer. A map link lets you instantly locate the street address for both the customer and the equipment location.

13 Just below is the equipment info (make, model, year, SN), PM info (PM Contact, Next PM Due, Last Service Date) and job info (warranty, hour meter, odometer). The warranty status shows as Yes, No, Expiring (if within 30 days of the expiration date) or Expired. You can tap the warranty status to view the warranty start date, ending date and description. The edit icon just to the right allows you to change the equipment being worked on if needed.

14 To change the equipment being worked on, select from a list of the customer's units or tap Add New. New units can be indicated on the work order; however, the unit must be added to the business system. An is automatically generated to alert the person responsible for adding unit information on the business system. The unit info from the business system is then overwritten on the work order. The bottom section of the Overview Prep screen shows the work order title and description. Tap the edit icon to add or change notes. Tip! If your ipad includes voice recognition, tap the microphone on the pop-up keyboard to enter notes by voice.

15 Diagnostics Repair notes can be entered to describe the customer complaint and details of the work done. Just bel ow the repair notes are hour meter, odometer, type of service and job code. If you have the option set, the hour meter may be a required field. The original hourmeter reading at the time the work order was opened displays in the Original column. Tap the edit icon just to the right, enter the current hourmeter and select an option from the dropdown: Replaced, Override, or NA (not applicable). If you are entering an hour meter that is less than the current hour meter, you will receive a warning message. Indicate if the meter has been replaced or if you would like to override the current meter. If the hour meter is a required field and the equipment being worked on does not have an hour meter, indicate N/A (Not Applicable). An icon just to the right of the hourmeter shows you all changes made to the hour meter or the odometer on this work order, along with the date and time of each change. Tap any previous entry to change the hourmeter back. Hourmeter and odometer changes are also tracked on the Private Note section of the work order. This shows the back office all changes that have been made, along with the date and time of each change. When the job code is selected, the complete job code tree, including the category, job and manual must be selected.

16 Checklists Checklists gives you a set of specific tasks for each work order and provides a way to track your progress. Multiple checklists can be added to a work order. Tap the checklist button and select the checklist to work with. Each checklist on the dropdown shows the number of tasks, with a checkmark to the left to indicate that this is a completed checklist. Once a checklist has been selected, tap each section to open the individual list of tasks. The numbers in parenthesis to the right of each section shows you how many tasks out of the total number were completed (i.e. 6/6). The colored border to the left shows you if there is an item in that section needing further attention. A green border indicates a completed section with no outstanding items, while a red border means a specific item needs further attention. As each task is completed, tap the result, i.e. Adjust, Repair, Urgent, etc. As each item is checked off, the colored border will show a green indicator. If an item needs further attention, the border to the left will be red. The edit icon to the right lets you add notes to the task.

17 Note: All checklists must be completed in order to close a work order.

18 Repair Work The Repair Work screen lets you enter parts and labor for this work order. Tap the green plus sign to search for parts, enter notes or add an outside purchase. Add Parts Add from Inventory lets you search your van or the warehouse for parts.

19 Use the Manufacturer dropdown in the upper left to narrow the search. Select the location just to the right to search by warehouse, consignment or Any. If parts are requested from the warehouse, an alert is automatically sent. Tap Only Available Parts to filter the list to show only parts with available quantity. Tap the + to the right of a part number and indicate the quantity to add.

20 The on-hand quantity from that location will be reduced. However, you can select to override the quantity on hand. This will charge the customer for the part but not reduce the on-hand quantity. If the quantity is not available on the service truck, a pop-up lets you indicate the shipping method for how parts will be shipped from the manufacturer and a delivery method for how parts will be delivered to the service job. When you have made your selections, the part will be added to the work order with a red gear, indicating that it is stocked out, and a note line for the delivery method and shipping method. At the same time, an is automatically sent to alert the recipient to the part request. Add Notes Add Note lets you add a note line to the work order and indicate if the note can be displayed to the customer (public) or is for internal only (private). Outside Purchases Outside purchases can be added, along with the cost, quantity and a description of the item. Review The Review section includes both the Technician Review and the Customer Review screens. Only when the technician has reviewed and signed the work order will the Customer Review link appear in the upper right. Technician Review Tech Review lets you review complete notes, parts and labor for this work order. When you have verified all of the info, scroll down to enter your signature. When the work order status is changed to Completed, a confirmation is automatically sent to the technician only when the tech has entered an electronic signature.

21 Once the technician has entered the electronic signature, a link to the Customer Review screen appears in the upper right. Customer Review Customer Review gives your customers a complete display of work order information, including equipment information, repair notes, parts, notes (if public) and labor. The total labor hours show at the bottom.

22 Add one or more recipients to receive an confirmation. When a work order is marked as Complete, an is automatically sent to both the tech and to the customer recipient/s. Tap to enter the customer recipients to receive this . When a work order status is changed to complete, an automatic confirmation is sent to both the tech and the customer. Add any additional recipients to receive a copy. Once the customer has verified the details, they can enter an electronic signature. Completing the Work Order When the work order has been completed, change the status to Complete. Tap Status at the top of any work order screen (other than the Customer Review screen) and select Completed, as shown below. Changing the status to Complete generates the confirmation s. A confirmation is sent to both the tech and to the customer, as well as any additional recipients indicated on the Customer Review screen. In addition, individual alerts for each closed work order are sent nightly to a designated person at the dealership, as well as a work order completion report. Once the work order has been completed, nothing can be added or changed.

23 The Completed status is reflected on the business system so that the work order can be reviewed and closed. Once a work order is closed on the business system, it no longer shows on the Service Logistics app. Return to top.

24 PM s Due PM s Due shows a list all customer units that are covered by a PM. The serial number, scheduled date and job code display. On the right, the number of PM s due and the number of open work orders display. Tap the unit to create a work order. **Be aware that, depending on your business system, a work order that is not automatically generated on the business system may not accurately update the PM Schedule. Use the Jobs Guided Search to filter the list of PM s Due for a particular customer, or within the number of days due.

25 Time Sheet The Time Sheet screen lets you review your daily time sheet entries. Each entry shows the start and stop time, the work order status and the type of labor. The total hours for Productive and Unproductive time show at the top of the screen. Tap Add Time to enter time for unproductive labor such as vacation, lunch, breaks, etc. You can tap an existing entry to adjust the time or make changes to the labor rate or type, but new entries for productive time must be made on the individual work order. Adding or deleting time sheet entries, or changing the work order number for an entry, must all be done from the individual work order. A warning message will appear in the event of changing the status of a work order that causes a conflict in clocking entries.

26 For example, if an open clocking entry exists and changing the status of a work order would open another clocking entry, you will receive a warning. You can proceed with the entry, in which case, the existing entry is deleted, or you can return and fix the existing entry. Time clock entries are immediately added to the work orders. However, if someone is in the work order on the business system, the clocking entry will not be made. An Outstanding Clocking Report is sent nightly to a designated person and lists all entries which did not update the business system. A lock just to the left of the labor entry means that the entry can no long be changed, i.e. the tech already closed out the day or that the work order was closed. A Time Sheet Guided Search allows you to switch the display to the previous day or tap custom to select a day. Return to top.

27 Close Out The app checks for open work orders and open clocking entries and prompts you to handle these before your day can be closed out. If you tap Close Out Day and an open clocking entry exists, you will be prompted to put the work order On Hold, mark the work order as Complete, or cancel closing out your day, depending on the current status of the work order. If there is an open work order that is marked as Tech Complete with an existing clocking entry, you will be prompted to complete the clocking entry. The status is not changed. If there is an open work order that the customer has signed, you will be prompted to complete the clocking entry. When the clocking entry is stopped, the work order is marked as Complete. If no clocking entry exists, you can either put the work order On Hold or mark as Complete. If there is an open work order with no clocking entry, you will be prompted to put the work order On Hold or cancel closing out your day. If the day has not been closed out, an automatic window pops up. For techs working through the night, this window will appear at midnight. A checkbox allows these techs to continue with an open clocking entry. If you have simply forgotten to close out the day, this window will pop up when you first start the app the next morning. Note: Be aware that if you are beginning a new work day, no not check the box at the top to continue clocking. You must compolete the clocking entry from the previous day. If future entries are found when closing out your day, you will be prompted to delete those entries or cancel the close out.

28 App Info About The About screen tells you your current app version and just below, the user ID that is logged on, the enterprise (company) ID, Server URL and the last date and time that your information has synced. The following items on the App Info screen are not fully functional at this time: Usage Disgnostic Center Sync Reset Return to top.