Today I will be covering the third and final installment of the c-Systems Time Management blog series. The feature: Time Distribution. This feature, along with Shop Scheduling and Mechanic’s Schedule, comprise the Time Management feature found in the Infinity business management system.
First, let us review last week’s blog topic: the Mechanic’s Schedule. This feature works as a time clock for each of your mechanics and records when they clock in and out of each of their assigned shop jobs. These recorded starting and ending times are now seen as time cards that can then be “distributed” to the repair orders.
This is where the Time Distribution feature comes in, it is the final step in the “Time Management Process.” In Time Distribution you can review all of the repair orders that were completed in the Mechanic’s Schedule feature, as well as their corresponding time cards. Ultimately, you will assign these time cards with their related labor charges to action items on the completed repair orders. This will indicate the Actual Time that was needed to complete the shop jobs and will allow you to bill out your invoices.
First, to go to the Time Distribution feature in Infinity, click on Repair Orders > Time Management > Time Distribution in the main menu. Along the left hand side of the screen you will find a list of open Invoices. It is here that the light bulb colors used in the two previous features come back into play. Each invoice will have either a green, yellow, or red light bulb next to it. Below, you will find a table showing you what each colored light bulb means for each section of the Time Distribution screen:
Choose a repair order from the list provided on the left hand side of the screen by clicking on it with your cursor. This will display the open repair order in the Invoice Detail section of the screen and show any related time cards in the Time Cards section below it. If you have the Automatic Update to Repair Order option setup in System Configuration, you will see three buttons at the bottom of the screen labeled: Try, Apply, and Cancel. You will also see a Proposed column in the Labor line of the repair order as well. Otherwise, you will not see these buttons or column and you have to apply a Labor line, as well as the time cards, manually to the action items in the open repair order.
To preview Actual Time on the repair order before you post it to the Labor line, click on the Try button. The total time from your time card(s) will appear in the Proposed column for review before finalizing it to the action item. If the Proposed Time is correct and you want to finalize it to the action item, click the Apply button. To clear the Proposed Time for any reason, click on the Cancel button.
Finally there are four buttons that can be found in the bottom right hand corner of the screen labeled: Refresh, Labor, Reset, and Close. The Refresh button refreshes the screen to see any changes that were made but aren’t showing up. The Labor button allows you to add labor charges to an action item on an open repair order. The Reset button clears all errors or changes made off of the screen and the Close button closes the Time Distribution section of Infinity.