Browsing Repair Orders

Section 5: Main Modules > Repair Orders/Invoices

Click the button in the lower left corner of the repair order browse window, or select Browse Mode from the View main menu, to set the repair order browse window in browse mode. See Browsing Tables for basic instructions on browsing repair orders in browse mode.

Each browse column is discussed in the following table. Unless otherwise specified, the filter field for searching each column may be any text phrase (see Filtering or Searching Data by Column (Field Filters)).

Repair Orders - Browse Columns

Column	Description
Location	The business location ID of the number series range to which this customer account number belongs (see Business Location - Number Ranges Tab). The field filter may be any text phrase, or select one of the business location IDs from the dropdown. This column is available only when multiple business locations have been configured.
Repair Order Number	Customer account number. The field filter may be a number up to 7 digits. This column may be renamed with a custom caption (see Custom Captions).
Status	For easy visual reference, some columns are color-coded. The Status column is colored according to the color of the Status field on each repair order record as configured in the repair statuses setup area (see Repair Statuses Overview).
Received
Reference 1	Default reference 1 for this customer. This column may be renamed with a custom caption (see Custom Captions), and is available only for licensed users of version 2.6 and higher.
Reference 2	Default reference 2 for this customer. This column may be renamed with a custom caption (see Custom Captions), and is available only for licensed users of version 2.6 and higher.
Reference 3
Reference 4
Customer Number	Customer account number. The field filter may be a number up to 7 digits. This column may be renamed with a custom caption (see Custom Captions).
Customer Name	Customer name. This column may be renamed with a custom caption (see Custom Captions).
Contact Name	Contact name for this customer. This column may be renamed with a custom caption (see Custom Captions).
Billing Number	The same as the customer number if this customer normally pays invoices directly, or a third-party billing account number if invoices for this customer are normally paid by a third party. The field filter may be a number up to 7 digits. This column may be renamed with a custom caption (see Custom Captions).
Billing Name	Self if this customer normally pays invoices directly, or a third-party billing account name if invoices for this customer are normally paid by a third party. The field filter may be any text phrase, or select Self from the dropdown. This column may be renamed with a custom caption (see Custom Captions).
Technician
Vendor Number
Vendor Name
Requested For	The Requested For column is colored red for repair order records where the Date Requested For field has a value of today or earlier, or orange if the requested date is within the next three days.
Approved/Refused Date
Invoice Date
Returned
Parts	Total parts charge for this repair invoice. This column is available only for licensed users of version 2.6 and higher.
Labour	Total labour charge for this repair invoice. This column is available only for licensed users of version 2.6 and higher.
Total	Grand total charge for this repair invoice. This column is available only for licensed users of version 2.6 and higher.
Balance	The Balance column is colored red for repair order records where the Balance Due amount is not zero.
Make	- option to search serialized accessories
Model	- option to search serialized accessories
Description	Description of the item being serviced or repaired. This column is available only for licensed users of version 2.6 and higher. - option to search serialized accessories
Category
Serial Number	- option to search serialized accessories
Business Phone	Business phone number for this customer.
Home Phone	Home phone number for this customer.
Province/State	Province or state in which this customer is located. This column is available only for licensed users of version 2.5 and higher.
Postal/Zip Code	Postal code or zip code for this customer. This column is available only for licensed users of version 2.1 and higher.
Bin
Advertising	Advertising method. This column is available only for licensed users of version 2.6 and higher.

Research Mode

Click the button in the lower left corner of the repair order browse window, or select Research Mode from the View main menu, to set the repair order browse window in research mode. Research mode extends on the standard browse mode by also allowing filtering on the detail lines and some memo fields. See Browsing Tables for basic instructions on browsing repair orders.

To use the additional research mode filters, enter the filters options and click the Search button. Each of the research mode filter options are discussed in the following table.

Repair Order - Research Mode Filter Options

Field	Description
Phrase 1	Enter one of up to three filter text phrases
Phrase 2	Enter one of up to three filter text phrases
Phrase 3	Enter one of up to three filter text phrases
Search Problem to be Repaired	Check this box to search for the filter text phrases in the Problem to be Repaired memo field on each repair order.
Search Estimate and Repair Notes	Check this box to search for the filter text phrases in the Estimate and Repair Notes memo field on each repair order.
Search Details	Check this box to search for the filter text phrases in the Code and Item Description columns of the detail lines on each repair order.
Match ALL Phrases	Select this option to search for all of the entered text phrases on the same repair order.
Match ANY Phrase	Select this option to search for any of the entered text phrases on a repair order.

Adding a New Repair Order

To add a new repair order, click the button on the toolbar, click the New button in the browse window, select New Repair Order from the File menu or the context menu (see Context Menus), or press the Shift+Ins key combination. See Adding Records for information on adding records in browse windows, and Editing Repair Orders for individual field descriptions.

- adding a new repair order from a customer

- adding a new repair order from a warranty card

Replicating a Repair Order

To replicate an existing repair order, select the record in the browse and then select Replicate Repair Order from the File menu or the context menu (see Context Menus). See Replicating a Repair Order for further information on replicating repair orders, and Editing Repair Orders for individual field descriptions.

Viewing a Repair Order

To view a repair order, select the record in the browse and then either click the button on the toolbar, click the View button, select View Repair Order from the File menu or the context menu (see Context Menus), or press the Enter key. See Viewing Records for further instructions on editing records in browse windows, and Editing Repair Orders for individual field descriptions.

Editing a Repair Order

To edit a repair order, select the record in the browse and then either click the button on the toolbar, click the Edit button, select Edit Repair Order from the File menu or the context menu (see Context Menus), or press the Enter key. See Editing Records for further instructions on editing records in browse windows, and Editing Repair Orders for individual field descriptions.

Changing a Repair Order Status

To change the status of a repair order without opening it, select the record in the browse and then either click the Status button, or select Change Repair Status from the File menu or the context menu (see Context Menus).

- fields are entered as if the status was changed on the edit window

- accounting is affected if changing from a repair order to a repair invoice status or vice versa

- forms are printed as if saving a repair order

Deleting a Repair Order

To delete a repair order, select the record in the browse and then either click the button on the toolbar, select Delete Repair Order from the File menu or the context menu (see Context Menus), or press the Shift+Del key combination. See Deleting Records for further instructions on deleting records in browse windows.

- QuickBooks export, accounting ledgers, and inventory are affected

Repair Order Group Filters

A number of preprogrammed group filters allow for quick selection of specific repair order record sets. See Group for basic instructions on using group filters. The following table lists the various repair order group filters.

Repair Order Group Filters

Filter Name	Condition
All Locations	Includes all repair order records.
Current Location Only	Includes repair order records with a repair order number that is within one of the number ranges assigned to the business location of the currently logged in user (see Business Locations).
All Repair Orders	Includes all repair order records.
Open Repair Orders	Includes repair order records that have either a non-zero balance, or a repair status that is not equivalent to one of the “(Repaired) Returned to Customer”, “(Refused by Customer) Returned to Customer”, or “(Refused by Technician) Returned to Customer” repair statuses (see Repair Statuses Overview).
Open Warranty Repair Orders	Includes repair order records that have the Under Warranty check box checked; and have either a non-zero balance, or a repair status that is not equivalent to one of the “(Repaired) Returned to Customer”, “(Refused by Customer) Returned to Customer”, or “(Refused by Technician) Returned to Customer” repair statuses (see Repair Statuses Overview).
Closed Repair Orders	Includes repair order records that have both a zero balance, and a repair status equivalent to either “(Repaired) Returned to Customer”, “(Refused by Customer) Returned to Customer”, or “(Refused by Technician) Returned to Customer” (see Repair Invoice Statuses).
Repair Orders Awaiting Arrival or Dispatch	Includes repair order records with a repair status equivalent to “Awaiting Arrival or Dispatch” (see Repair Order and Repair Estimate Statuses).
Repair Orders Awaiting Estimates	Includes repair order records with a repair status equivalent to either “Awaiting Estimate”, “Awaiting Re-Estimate”, “(Subcontracted) Awaiting Estimate”, or “(Subcontracted) Awaiting Re-Estimate” (see Repair Order and Repair Estimate Statuses).
Repair Orders Awaiting Estimate Approval	Includes repair order records with a repair status equivalent to either “Awaiting Estimate Approval” or “(Subcontracted) Awaiting Estimate Approval” (see Repair Order and Repair Estimate Statuses).
Repair Orders Awaiting Repair or Repair In Process	Includes repair order records with a repair status equivalent to either “Awaiting Repair or Repair in Process” or “(Subcontracted) Awaiting Repair or Repair in Process” (see Repair Order and Repair Estimate Statuses).
Repair Orders Awaiting Parts	Includes repair order records with a repair status equivalent to either “Awaiting Parts” or “(Subcontracted) Awaiting Parts” (see Repair Order and Repair Estimate Statuses).
All Subcontracted Repair Orders	Includes repair order records with a repair status equivalent to either “(Subcontracted) Awaiting Shipment to Repair Vendor”, “(Subcontracted) Awaiting Estimate”, “(Subcontracted) Awaiting Re-Estimate”, “(Subcontracted) Awaiting Estimate Approval”, “(Subcontracted) Awaiting Repair or Repair in Process”, “(Subcontracted) Awaiting Parts”, “(Repaired) Awaiting Shipment from Repair Vendor”, “(Refused by Customer) Awaiting Shipment from Repair Vendor”, or “(Refused by Technician) Awaiting Shipment from Repair Vendor” (see Repair Statuses Overview).
Repair Orders Awaiting Shipment to Repair Vendor	Includes repair order records with a repair status equivalent to “(Awaiting Shipment to Repair Vendor” (see Repair Order and Repair Estimate Statuses).
Subcontracted Repair Orders In Process	Includes repair order records with a repair status equivalent to either “(Subcontracted) Awaiting Estimate”, “(Subcontracted) Awaiting Re-Estimate”, “(Subcontracted) Awaiting Estimate Approval”, “(Subcontracted) Awaiting Repair or Repair in Process”, or “(Subcontracted) Awaiting Parts” (see Repair Order and Repair Estimate Statuses).
Repair Orders Awaiting Shipment from Repair Vendor	Includes repair order records with a repair status equivalent to either “(Repaired) Awaiting Shipment from Repair Vendor”, “(Refused by Customer) Awaiting Shipment from Repair Vendor”, or “(Refused by Technician) Awaiting Shipment from Repair Vendor” (see Repair Invoice Statuses).
Repair Orders Awaiting Pickup by/Shipment to Customer	Includes repair order records with a repair status equivalent to either “(Repaired) Awaiting Pickup by/Shipment to Customer”, “(Refused by Customer) Awaiting Pickup by/Shipment to Customer”, or “(Refused by Technician) Awaiting Pickup by/Shipment to Customer” (Repair Invoice Statuses).
Unpaid Repair Invoices	Includes repair order records with a repair invoice status (see Repair Invoice Statuses), and a non-zero balance.
Repair Orders Refused by Customer	Includes repair order records with a repair status equivalent to either “(Refused by Customer) Awaiting Shipment from Repair Vendor”, “(Refused by Customer) Awaiting Pickup by/Shipment to Customer”, or “(Refused by Customer) Returned to Customer” (see Repair Invoice Statuses).
Repair Orders Refused by Technician	Includes repair order records with a repair status equivalent to either “(Refused by Technician) Awaiting Shipment from Repair Vendor”, “(Refused by Technician) Awaiting Pickup by/Shipment to Customer”, or “(Refused by Technician) Returned to Customer” (see Repair Invoice Statuses).
Abandoned Repair Orders	Includes repair order records with a repair status equivalent to “Abandoned” (see Repair Invoice Statuses).

Editing Repair Orders