Internal Bookings are requested by the Sales Department. The purpose of the process is to enable the costs of preparation to be allocated against each vehicle therefore, giving accurate profit by deal reporting.
Unactioned internal requests display showing a flashing icon located in the upper left hand corner of the Diary screen.
Internal bookings can be viewed from: Workshop > Booking > Internal Bookings
Double-click on the required vehicle line to display the 'View PDI's' window:
You will then be presented with three options.
You can book, receive or cancel the booking.
- Book: Enables PDI request bookings into the Workshop Diary
- Receive: Enables the vehicle to be bought into the Workshop and creates a job card
- Cancel: Returns to the 'Internal Bookings' window
Please Note: If the vehicle has not been brought into stock when you click 'Receive' you will receive the following message:
And when you click 'Book' the following message will be displayed:
Clicking yes will allow you to continue to process the booking, selecting no will return you to the internal bookings screen.
After selecting receive/book you can choose the PDI requirements.
Place a tick alongside each operation that is required alternatively click the 'Select All' button.
Once the 'Accept' button is selected the 'Job Details' screen will be displayed:
If the 'Book' button has been selected in the 'View PDI's' window, a booking date is required before the 'Accept' button is clicked to complete the booking.
If the 'Receive' option is selected a booking date is populated and an appropriate 'Job Type' is selected from the drop-down menu.
Select 'Accept' to close the 'Job Details' window.
On the 'Booking Confirmation' screen there are several options at the bottom of the screen:
- Raise Order: Raise a sub-contract purchase order
- Diary: Return back to the diary screen
- Amend: Return to the booking and make any changes required
- Receive: 'Receive' the job into the workshop and print a job card
Additional requirements can be added to an open booking and or a job card by selecting: Workshop > Booking > Internal Bookings and again double click on the vehicle to re-open the 'View PDI's' window. Select 'Book/Receive' to open the following window:
To add the additional requirement to the open booking/job highlight the booking/job and select 'Amend'. Alternatively, select the 'New Job' option to create a new booking/job.
From the following window place a tick alongside the additional requirements and select 'Accept':
Again you are taken to the 'Job Details' screen where you can fill out any relevant details as well as attach any documents and conversations using the icons highlighted in red:
The left icon allows documents to be uploaded against the estimate and the right icon allows conversation notes to be added to the estimate. The icons will turn green if they contain any additional information. Select 'Accept' to complete the process.
Please Note: Requests via the internal booking process are automatically linked to a sales ledger account called INTVM. This account is not available to search for from the Service department which means that all additional work required during the preparation process must be returned to the Sales department for authorisation. The selected account is also locked to prevent the amendment of an operation account.