Associated Studies: Communication: Writing at work
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Topic IntroductionHelp

Job sheet

Summary
A service invoice or work order is a key document which we use to communicate with both our customers and workmates. It's a legal contract between us as the service provider, and our customer. The objective of this procedure is to show you how to fill out a service invoice/work order.

Service invoice/Work order

A service invoice or work order is a key document which we use to communicate with both our customers and workmates.

It's a legal contract between us as the service provider, and our customer. It contains details of the services to be provided by us, and the authorization from the customer.

To make sure everyone understands clearly about whats involved, a service invoice or work order should contain information about:

Some service invoices or work orders also contain accounting information so they can be used as invoices.

 

Job sheet - Service provider

First lets look at the service providers section.

This section contains information about company name, address and contact details, the name of a service advisor whos looking after the job, and the amount of time the service technician will have to service the vehicle.

Job sheet - Customer

Next comes the customer section, which contains the customers name, address and contact numbers.

Job sheet - Vehicle

Now comes the vehicle section which includes details of the vehicle to be serviced.

We should check the vehicle's licence plate before we start working on it. The licence plate numbers are usually unique within a country. We should also record information about the vehicles make, model and colour. This information will make it easier for us to locate the vehicle on the parking lot. We need to know the manufacture date of the vehicle, to be able to order the right spare parts.

The odometer reading and the date will help keep track of how much distance the vehicle travels, and the time period between each visit to the workshop.

The VIN or Vehicle Identification Number is designed to be unique in the world. It contains specific information about the vehicle.

In this example, the first digit, '1', identifies that the vehicle is designed for the US market. 'W' means the world market.

The second digit is the manufacturers code. In this example, 'G' stands for General Motors.

The next digit identifies the make of the vehicle. '1' stands for Chevrolet.

The code for the vehicle restraint system usually comes next. In this example, 'A' stands for manual belts.

The following digit normally identifies the vehicle line within a manufacturer's range. 'P' stands for sport coupe Z28 model.

Next comes the code for the body type and the number of doors. '87' stands for 2-door coupe

And then the code for the engine type. In this example, 'G' stands for 305 cubic inch V8 L69 engine.

Then comes the manufacturers check digit, and then the code for the year of the mdel. 'E' stands for 1984.

Followed by the code for the facility or assembly plant that produced the vehicle. This vehicle is produced at Van Nuys, which is coded L.

The last 6 digits are the numbers of the production sequence.

Vehicles of different makes and models will sometimes have different VIN coding systems. We can find out more information about how to interpret the VIN of a specific vehicle in the shop manuals.

 

Job sheet - Service operations and spare parts

This section contains the details of the service operations, and spare parts.

The first part is the service operation details. In this example, the vehicle is in for a 150 000 mile service, which can be done in 3 hours resulting in a $165 labor cost. The information about the chargeable labor time to complete a specific task can be found in a labor guide manual. In some workplaces this information is built into the computer system and will be automatically displayed.

The second part of this section is the details of spare parts used in the service including the descriptions, quantities, codes and cost. The codes for each service and spare part are normally abbreviations that are used for easy reference in the workshop. Some workshops may have their own reference code system.

As we do the vehicle inspection, we may discover other things that are in need of replacement or repair. These additional services can be recorded in the 'Other' section. It's essential that we check with our customers and obtain their approvals before carrying out any additional services.

 

Job sheet - Accounting

The accounting section contains information about the methods of payment, which can be cash, credit card or account.

An account system can be set up to handle all payments related to a customer, or a company who have a number of vehicles using our service. When a vehicle on an account system comes in, we need to record both the account number, and the order number.

To work out the total cost of the service we need to know:

We also need to have the customers authorisation to carry out the service. Remember, if we need to make any changes to this service invoice or work order after the authorization, we'll need to check with the customer first.

In this topic, we have learned that a service invoice or work order needs to have details about: