Previewing Workorders and Invoices

Navigation: From the Sales Entry screen, click on Preview.

Previewing a transaction gives you a few different options. From a preview, you can: view invoice details, email a copy to the customer, and also re-print if needed.

Getting to the Preview Screen

You can Preview a transaction a few different ways.

• For open workorders only:
  • When you are in an open workorder, Preview will be in the middle section, to the left of the yellow 1-Click Services.
  • From the Sales Entry screen, select the workorder from the bottom half of the screen and click Preview on the bottom of the screen. This option does not require you to open the workorder.
  • From the Workorders tab in Inventory Search, items that are currently on a workorder will show here.
  • If you are in Customer Entry, search for the customer, click on the History tab, and click Preview on the appropriate ticket.

*NOTE: For workorders, hovering over Preview gives the option to either print the Shop Copy or Normal Copy. If you click without choosing a specific option, the Normal Copy will be the one generated.

• For invoices only:
  • In the History tab of Inventory Entry, every invoice that the item was sold on can be accessed here.
  • If you are in Customer Entry, search for the customer, click on the History tab, and click Preview on the appropriate ticket.
  • In Customer Payments on Account, you can view invoices charged on account.
  • Browse Invoices in the Daily Report window.

If you need to make changes to the formatting of the invoice and workorder copies, various settings can be modified here.

Options

When you are in the preview, there are buttons at the very top for different functions.

If the transaction is multiple pages long, you can click the arrows to navigate through the pages easily. The inner arrows scroll through pages consecutively, while the outer arrows jump to the first and last page. The magnifying glass adjusts the size of the preview, and the printer icon is to re-print the transaction.

Mechanic Notes

If you or the mechanic added notes in the Mech Notes button from inside of the Workorder, they can be viewed here. Depending on your method of tracking mechanic hours (can be changed here), this window will look different. In this window, Mechanic Notes can only be viewed, not edited.

*NOTE: These notes only print on the Shop Copy workorder, not the finalized invoice. If you would like notes to print on the customer’s invoice, it is suggested to add the notes as comments on the body of the workorder instead.

Inspection-Mechanic/Customer

Gives the ability to print the inspection sheet.

Email

If the customer has a valid email address on file, you can send copies of their workorders and invoices through this button. You also have the ability to email Inspection Sheets and add photo attachments. The top half with the white background is editable. When you make changes to it, it will reflect on the bottom half with the yellow background. That is the preview of how the customer will see the text.

!In order for the email function to work, you would firstly need to configure your email settings here.

• Subject: The [type] and [number] will be filled in automatically. For an example, if you are emailing a workorder, the Subject will read, “Your Workorder # 1234”.
• Message: Any changes here will reflect on the bottom half. This is the body of the email.
• Send to (Name): This is the customer name.
• Send to (Email): This is the email the customer has on file. You can directly change this field if you are sending it to a different email, or you can add additional emails in the CC field to send it to multiple recipients. If you would like to have multiple emails sent to a customer by default, you may add the emails in Customer Entry and have them separated with a semi-colon and no space in between.
• Attach Transaction: This checkbox is what attaches the invoice and workorder to the email.
• Attach Vehicle Inspection: With this checkbox, the Vehicle Inspection Sheet will send to the customer along with the workorder/invoice.
• Attachments: Here, you can click Add and a window will come up, allowing you to choose a local file, such as a photo, to the email. Remove from List can be used to remove them.
• Use Default Message: If you have previously made changes to the default, and clicked the Save Message as Default, clicking this will restore the “Your [type] # [number]”, allowing you to add on to it if needed.
• Save Message as Default: If you made changes to the Subject or Message and would like that to be the default template going forward, you would click this button to save it.
• Factory Default Message: This restores AutoFluent’s default message template.

*NOTE: Automatic emails may be sent upon invoicing, if the copies are set to print automatically. This setting can be changed here.

Details

For viewing details of the workorder/invoice, you would click this button. It shows a breakdown of the items on the transaction, profit amount and percentage, quantities, hours on labor, assigned mechanics/reps, discounts, and more.

You can choose a specific item on the top half to view details pertaining to it. If you have an Outside Part selected, the Part Information will be visible on the bottom right corner. The bottom portion of the window that is highlighted orange accounts for the full invoice itself.

• Show All: By default, comments do not show in this window. Check this box to have them included.
• Status: This tells you whether or not this invoice has been posted on the Daily Report. Changes are limited to invoices that are posted.
• Save All Changes: Saves any changes made to the items below.
• Cancel: Exits the window.

• If the daily report has not yet been posted:
  • Cost: You can edit the cost of an item in this column.
  • Mech: Allows you to assign/re-assign mechanics to the necessary lines.
  • Rep: Allows you to assign/re-assign sales reps to the necessary lines.