User Guide

Over the course of the invoicing workflow, it may be necessary to take associated actions. To this end, RepairShopPro provides a wide selection commands, functions and utilites.

Check-out

When the service is complete and you're ready to accept payment, the next step is check-out. Selecting "Check-out" from the main toolbar accepts payment on the currently open invoice. Selecting "Check-out" from the "Actions" menu will bring-up all open invoices in a new window allowing you to accept payment on invoices other than the currently open invoice. When the "Check-out" dialog appears, you are prompted to select a payment method (Cash, Credit, Check, Other) or any combination of two payment methods (Partial).

If the invoice is bound to a loan, and the loan is paid, then the user doesn't have to select a payment method. Loan payments are recorded when they're made. If the loan is un-paid or there is a balance, then the user will not be able to check-out until the loan is satisfied. In cases where the invoice amount changes after the loan is committed, settlement payments can be added to reconcile the difference. At any time, the loan can be removed and the invoice will revert back to single payment mode.

Choosing the "Combine Invoices" option from the Utilties menu will allow the user to combine one or more open invoices into a single invoice for accpeting payment.

When check-out is complete, payment detail (Transaction ID, Authorization Code, Check Number, Card Type, Payment Method, etc.) is persisted in customer history where it can be called-up later.

Undo Check-out

Undoing a check-out rolls back the payment and returns an invoice to working status.

Void

Voided invoices are completely removed from the system and their parts lists are returned to inventory. "Old Stock" or "Not Stocked" parts can not be re-stocked. Selecting "Void" from the main toolbar voids the currently open invoice. Selecting "Void" from the "Actions" menu allows the user to void invoices other than the currently open invoice.

Refund

Refunded invoices are marked as such and persisted in history where they can be called-up later using the "Refunds" filter in the History Browser. To refund an invoice, select "Refund" from the "Invoice" menu, then select the correct invoice from the resulting dialog. When the refund commits, its parts list is returned to inventory. "Old Stock" or "Not Stocked" parts can not be re-stocked.

Decline and Undo Decline Estimates

If the customer declines an estimate, it is removed from the system and its parts are re-stocked. "Old Stock" or "Not Stocked" parts cannot be re-stocked. For future reference, a copy is persisted in history so it may be called-up later using the "Declined Estimates" filter in the History Browser. It may also be put back in service using the "Undo Decline" button or menu option.

* Note: When undoing a declined estimate, the system will try to re-bind its parts list. In the event there is not enough stock to supply a line item, the part is marked "IsGhost" and the service can not be checked-out until stock is replenished.

Print, Preview, Export PDF

At any point during the invoicing process, an invoice print-out can be previewed in a new window, printed directly or exported to a PDF file for emailing or taking off-line. The user has the option of printing the long invoice form to a standard printer, or a register tape to a thermal printer.

Deposits and Loans

When you want to defer payment in RepairShopPro, you have the option of creating a structured loan or accept random deposits. Loans are good for long term financing when you need a structured agreement with fixed payments over a fixed time period. However, that model will not work when payments come randomly or you would like to leave the loan terms open-ended. For these situations, you can use the "Take Deposit" feature. Deposits can be added to any open invoice using either the main menu option under "Utilities", in which case the target invoice doesn't have to be open, or at the invoice level under the "Deposits" tab.

When accepting an incremental payment on an invoice setup for deposits, the payment details (date and amount) along with the remaining balance is noted on the invoice. A printed invoice can be used to confirm each deposit on the customer side until last the deposit when the balance goes to 0.

Combine Invoices

When a single customer has multiple open invoices, such as a car collector or fleet service, those invoices can be combined into a single invoice for check-out. This allows the user to create stand-alone invoices for processing, then merge them to consolidate payment. Combined invoices are assigned a group number so they can be re-created from History. To do that, open the History Browser and enter the group number in the "Group No" textbox to view the combined invoice original. Additionally, the child invoices making-up the group, can viewed separately by entering invoice number in the "Invoice No" textbox.

Note: There can only be one service agreement type per invoice group.

Attach/Remove Estimate

Estimates can be detached from follow-up services using the "Remove Estimate" pad under the Actions menu. Likewise, existing estimates can be attached to open services using the "Attach" pad under the Actions menu. When attaching an estimate to a service, the customer IDs must match.

Convert Parts Invoice

Parts invoices can be converted to Service Requests and Estimates. When doing that, the originating parts invoice is completely replaced.

Re-open a Purchase Order

Entering the ID number of a closed PO into the dialog pop-up will return the PO to the working PO tree for further edit.