In this article we will go over what to prep in instances where you no longer have access to your system.

NB: These are guidelines only, there may be aspects of your business that we are not  aware of for which you may need to prepare extra items, or complete extra steps.

 


TABLE OF CONTENTS



Workshop:

Who is coming in?

The first thing - Make sure you have as many contact details of the people coming in as possible.

The basics:
  • Name (obvious)
  • Email
  • Cell phone number
  • Home phone number
  • Sight and copy a drivers license.
  • Signature


Work In Progress:

You will need to have a list of all the booked jobs that will be coming in

Go through these and make sure you you are fully aware of any parts that may be required

 

If you use the Diary - make sure this is entered into another calendar.

 


What does it cost?

Just in case make sure you have a list of most used stock items with the cost and how many you have on-hand.

 


What have you done?

Bit of a leading question but.... you will need to note down what has been done for each job

This is probably (hopefully) being done already but we suggest to print out all the Job Cards and/or Repair Orders for the jobs arriving - include Monday just in case, this is an insurance policy, like 99.9% of all insurance you probably wont need it.

Have the customer sign the job card and compare this to the drivers license 

 

Items to keep track of:

- In-stock Parts: What parts were used
- Ordered parts: Any parts that were ordered
- Include supplier, cost and charge
- Time: How much time was spent on the Job
- Include the tech who did the work
- Story: What work was done on the job - the story.

Keep some blank Job cards and repair orders so you can add any jobs that walk -in

 

Keep it as simple as possible and get a workflow in place.

i.e.

What is going to happen with the repair orders and when,

Do you need clipboards for each job on the floor or for all jobs coming in.

What are you going to say to the customers and when

i.e. Will you pre-warn your customers that they will be receiving the invoices at a later date?

 


Parts counter sales:

With this one you will have to think very carefully on how you deal with walk-ins who you don't know.

Regulars who have an account are much easier.


Who are they?

Suggested information you will need from walk-ins without an account:

  • Name (obvious)
  • Email
  • Cell phone number
  • Home phone number
  • Sight and copy a drivers license.
  • Signature

How will you identify account holders?

Have a list of you customers printed.


How much do you charge?

Have a price list of your in-stock parts printed.

I know this will be quite big, but you probably will want to know how much to charge.


What have they bought?

Keep a transaction list of the parts bought, price charged and how they paid for it.

It is suggested to have one form per sale - like a receipt book.

Print off a blank pro forma invoice and use that as a template (draw lines on it and copy)

Have the customer sign this confirming that this is what they are ordering/want.

Check this against the drivers license. 

 

Sales

Make sure all your vehicles have CIN cards printed.

Print out blank VOSA's to fill out manually


Who are they?

Suggested information you will need from walk-ins without an account:

  • Name (obvious)
  • Email
  • Cell phone number
  • Home phone number
  • Sight and copy a drivers license.
  • Signature


What is available to sell?

Print off a stock list

 

 

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