Bookings


The Bookings module enables you to plan and schedule jobs, using your resources and staff efficiently. You can allocate your staff's time to jobs and view all the jobs for a particular day. You can also record non-job tasks.

When the Bookings module is opened, you are presented with a calendar on the right-hand side showing the current month, from which you can select a day. The selected day's jobs are shown in a table at the bottom of the window. If you have Mechanic's Booking Allocations enabled then you can also see the time allocated to your mechanics for that particular day (this is enabled in GDS > Configuration Settings > System Settings > Other Settings 2 > Show Mechanics Booking Allocations).

Booking Diary 3

Creating a new booking

1.Open the Bookings screen by clicking the Bookings icon Bookings24 in the toolbar.
2.Click the New icon New24 in the toolbar.
3.In the Booking Details tab in the Booking window enter the required details.
4.To get a customer from the Customer list click MoreButton24 next to the Customer field.
5.To get a vehicle from the Vehicle list click MoreButton24 next to the 'Vehicle Reg.' field.
6.To add labour and parts to the booking click the Booking Parts and Labour Tab. If you have the ICME Repair Times and Schedules installed you can get information from that database by clicking the 'Repair Times' icon in the toolbar.
7.Click the Save icon Save24 in the toolbar to save the new booking, otherwise click the Cancel icon to discard the new booking.

Booking Details

Allocating a loan vehicle

You can add your company loan vehicles to the vehicles list and use the Workshop Manager to manage the allocation of these to customers.

Loan Car Schedule

To allocate a loan vehicle to a customer:

1.Open the Bookings screen by clicking the Bookings icon Bookings24 in the toolbar.
2.Locate the booking and double-click to open.
3.Click the Booking Details tab.
4.Click the Edit icon Edit24 in the toolbar.
5.Ensure the 'Date Due In' and 'Date Due Out' information is correct.
6.Select 'Loan Car Required'.
7.Open the Loan Car Schedule window by clicking the button MoreButton24 next to the Loan Car Required check box.
8.Select the required loan vehicle and click the OK button.
9.Click the Save icon Save24 in the toolbar.

Amending a booking

To amend a booking:

1.Click the Bookings icon Bookings24 in the toolbar.
2.Click the date of the booking you want to amend.
3.Double-click the booking to open it.
4.Click the Edit icon Edit24 in the toolbar.
5.Amend the booking as required.
6.Click the Save icon Save24 in the toolbar.

Deleting a booking

To delete a booking:

1.Click the Bookings icon Bookings24 in the toolbar.
2.Click the date of the booking you want to delete.
3.Highlight or open the booking you want to delete.
4.Click the Delete icon Delete24 in the toolbar.
5.Click the Yes button in the confirmation message.

Printing a booking

To delete a booking:

1.Click the Bookings icon Bookings24 in the toolbar.
2.Click the date of the booking you want to print.
3.Highlight or open the booking you want to convert.
4.Click the Print icon Printer24 in the toolbar.
5.Select any options you require (e.g. Print Preview, target printer etc).
6.Click the Print button.

Printing all the bookings for a given date

You can print a summary of all the bookings for a given date.

1.Click the Bookings icon Bookings24 in the toolbar.
2.Click the required date.
3.Click the Print icon Printer24 in the toolbar.
4.Select any options you require (e.g. Print Preview, target printer etc).
5.Click the Print button.

Converting a booking into a jobsheet

To convert a booking into a jobsheet:

1.Click the Bookings icon Bookings24 in the toolbar.
2.Click the date of the booking you want to convert.
3.Highlight or open the booking you want to convert.
4.Click the 'Booking to Jobsheet' icon Booking-To-Jobsheet in the toolbar.

Once the booking is converted it will remain in the bookings list but will be displayed in green text.

Converting a booking into an invoice

To convert a booking into an invoice:

1.Click the Bookings icon Bookings24 in the toolbar.
2.Click the date of the booking you want to convert.
3.Highlight or open the booking you want to convert.
4.Click the 'Booking to Invoice' icon Booking-To-Invoice in the toolbar.

Once the booking is converted it will remain in the bookings list but will be displayed in green text.

Booking details screen

Booking date

The date the booking was created.

Booking number

Unique booking number, automatically assigned.

Date Due In

Select time and date vehicle is due in.

Date Due Out

Select time and date vehicle is due out.

Expected Duration

Expected duration of work.

Customer Details

Customer details.

Vehicle Details

Vehicle details (if applicable).

Vehicle Recall

Dates on which vehicle is required for MOT, service etc.

Labour Rate

Labour rate for this job, if different from the default rate.

Our Job No.

Internal job number.

Cust Order No.

Customer order number.

Loan Car Required

Is a loan car required?

Booking Details/Work Description

Brief summary of work to be carried out.

Booking Status

From this list you can select one of a number of predefined possible statuses for the booking. This status can be visible from the main bookings list. If you want to modify the available statuses go to GDS > Configuration Settings > Booking Status Types and make the necessary changes.

Carry Out MOT Test

Select if an MOT is required.

MOT Diary

If the MOT Diary is enabled for your system and you click this button, the MOT Diary will open at the date of the booking.

Main Mechanic

Name of the main mechanic.

Vehicle to be Collected

Is the vehicle to be collected from the customer?

Vehicle to be Returned

Is the vehicle to be returned to the customer?

Collection Address

Address for collection or return.

Topics

Tasks