Completed Services Overview

Vincent Trepanier -

TIP: See the explanation of maintenance terminology in the Terminology : Service Items, Service Templates, Service Reminders, Completed Services, Issues, Work Orders article.

Completed Services are a simple way to log completed Service Items and Issues - the routine Preventative Maintenance and one-time repairs that are performed on vehicles. Completed Services are a fast and easy way to keep track of service history and maintenance expenses.

Service Entries work in conjunction with Service Reminders to help you stay on top of scheduled tasks.

NOTE: Work Orders are a more robust way to record service, allowing for greater detail, but not as fast and simple as Completed Services.

Add a Completed Service

There is a many different ways of adding a new Completed Service:

  • The Quick Add button (top left corner of the Fleet Manager Mobile window):
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  • Completed Services > New button:
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  • Service Reminders > Action button > Convert to 'Completed Service(s)':mceclip2.png
  • Issues > Action button > Convert to 'Completed Service(s)':mceclip3.png
  • Work Orders > Action button > Convert to 'Completed Service(s)':mceclip4.png
  • Vehicles > Vehicle List > Action button > New Completed Service:mceclip5.png
  • Vehicles > Vehicle List > Details > Completed Services button > Create New:mceclip6.png

Populating Basic Information

When creating a new Completed Service from scratch (other than by converting from an Issue, a Service Reminder or a Work Order), the following form will appear so you can fill out infos about the new Completed Service:

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Available fields:

  • Vehicle: Select the vehicle this service was performed on.
  • Date: The completion date.
  • Technician: The technician who completed or was in charge of the service.
  • Vendor: If the service was completed by a third party vendor, enter the vendor here.
  • Description: The description of service(s) that was performed. You can select from the list of Service Items or Service Templates using the links under the Description box.
  • Reference: A reference intended for internal use.
  • Meter: The meter reading at the time of service.
  • User defined fields: There is four user defined fields available. You can use those fields for whatever you want. To change the text on the label of a field, just click the label and type in the new text.
  • Note: A space to enter a note or comments about the Completed Service. When there is a Note in a Completed Service, a little bubble will appear in the "Description/Note" column of the Completed Services grid. Just place your cursor over the bubble to display the note:
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Add Details to a Completed Service

After the creation of a Completed Service, you can add the following details to it:

  • Parts: Parts that were installed on the vehicle or "consumed" during the service.
  • Labor: The time it took your Technician(s) to complete the service.
  • Misc.: Miscellaneous expenses that may have been incurred.
  • Documents: Any document (invoice, photos, etc.) that are associated with the Completed Service.

Adding cost details will help you track expenses and generate reports later.

To access the Details view of a Completed Service, either use the Details button...

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...or right-click the Completed Service line and use the contextual menu:

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At the bottom of the Details view, you will find an area to fill out the details previously mentioned:

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  • Add Parts: Use the New button to add parts to the Completed Service. The following Edit form will appear:mceclip17.png
    • Part: Select the part to add. The dropdown list contains the list of parts available in the Parts Inventory.

      TIP: Use the "Find" button to show up a grid that will help you to quickly find the part you are looking for, or use the "New" button to create a new part.

    • Qty: Type in how many of this part were added to the Completed Service.
    • Unit cost: The cost of the part at the time of service. It is set automatically with the last cost of the part. You can update the price of the part in the inventory by using this button:
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    • Reference: A reference intended for internal use.
    • Note: A space to enter a note or comments about the part.
    • Warranty Area: Specify if the part is guaranteed, a reference about the warranty, and the date the warranty will expire.

  • Add Labor: Use the New button to add labor entries to the Completed Service.The following Edit form will appear:
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    • Technician: Select the Technician that performed the labor for this Labor entry. The dropdown list contains the list of persons available in your Personnel.

      TIP: Use the "Find" button to show up a grid that will help you to quickly find the person you are looking for, or use the "New" button to create a new person.

    • Hours: The number of hours worked for this labor entry. Decimal values are allowed.
    • Cost/hr: The cost per hour rate for this Technician. This, along with the "Hours" field, will give you the cost of this labor entry. By default, it corresponds to the "Hourly wage" value set for the selected Technician.
    • Reference: A reference intended for internal use.
    • Note: A space to enter a note or comments about this labor entry.

  • Add Misc. Entry: Use the New button to add a miscellaneous expense entry to the Completed Service. Misc. entries are intended for any expenses that are not parts or labor.
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    • Description: A description of the fee.
    • Qty.: Type a quantity if it's applicable, if not, leave to "1".
    • Unit cost: The unit cost. This, along with the "Qty" field, will give you the cost of this misc. entry.
    • Reference: A reference intended for internal use.
    • Note: A space to enter a note or comments about this misc. entry.
  • Add Documents: Use this tab to attach documents to this specific Completed Service. Documents may be photos, invoices, reports from external vendors, etc. Use the new button to add one or more documents. This panel will appear, letting you select documents from different sources:
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