The infoMátrix® service module helps the user to record the repair and maintenance activities carried out in his company.
The module can be used to record material consumption, working time and subcontractor performance related to a repair. Here you can calculate the draft of the costs for those who bear the costs of the repair and initiate their invoicing within the financial module. Here, the generated value can be analyzed later in a detailed breakdown, and the history of repairs can be viewed.
Module support covers the design phase before the repair starts. Upcoming cases of regular maintenance and the subjects of manufacturer recalls can be detected. A quick, accurate cost estimate of the content of the repair can be prepared with repair packages. A price quote can be issued from the estimate, the content of which can be transferred all the way to the invoice. Mechanic capacities can be planned by keeping a reservation calendar.
When ordering a repair, the module helps to record the conditions of acceptance with an interface that can be used on a mobile device. Automatic alerts warn of factors affecting the order. The ordering of missing parts, the tying of received parts in stock, the registration and pricing of used parts are integrated with the warehouse module. The work of the mechanics can be logged with a barcode-controlled stamp function, and the value they produce can be determined based on factory or own standard books. The status and forwarding of the work issued to the subcontractor can be tracked here.
The incurred costs can be shared between several cost bearers. In addition to the customer, these can be the manufacturer of the repaired device due to their warranty obligation, certain business branches of our company or even additional customers with invoices. The module calculates the share charged to each cost bearer at the individually controllable price and with discounts.
The module supports the repair of breakage damages settled on the basis of the insurance contract with special functions. In the period before the start of the repair, the status of the necessary permits, inspections and restrictions can be registered. Prices and discounts may depend on the insurance company. By calculating and indicating the division of the damage, the module simplifies administration with the injured party and the insurer.
The module can be expanded with data provider functions and administrative rules according to the manufacturers' specifications.
The value generated by improvement activities can be analyzed according to many aspects. Analytical statements necessary for accounting, payroll or controlling are available.
The detection of upcoming repairs is based on the creation of deadlines and mileage limits for the devices. Multiple limits can be associated with a device, they can be time or mileage based. Assets whose due dates are approaching can be collected. Mass notification of device owners can be mechanized.
The contents of manufacturer recalls can be recorded together with the list of affected devices. When making a reservation or placing an order, the operator receives an automatic alert about the involvement of the device. The performed forced repairs can be logged and listed for the manufacturer.
Before the repair, a detailed price quote can be prepared for the costs of the repair. The module supports joint work related to the compilation of the price quote, which requires the cooperation of the installer, the storekeeper and the employee, with organizational functions. The offer may include alternative repair solutions with different costs. An offer previously compiled in the warehouse can be used during a service offer. The compilation of the content of the offer is made more efficient by packages that can be assembled from parts and standard items. These packages can be customized or list-based and may depend on the type of device. The content of the offer can be transferred to an order, from where it will be sent to the invoice - thereby ensuring that the offered price is maintained.
The planning of the time of the repair is based on keeping a reservation of the capacities. It is possible to plan the capacity of workers, installers, commonly used special tools and spare parts. A reservation can bind several capacities, in any time range. The calendar shows the difference between the mechanics' actual work and the plans, so that conflict situations can be recognized and dealt with in a timely manner. The content of the calendar can be individually customized so that the operator can narrow it down to the capacities entrusted to him.
You can start recording the content of the order on your mobile, next to the device. The device and the customer can then be identified, the status of the device, its contents and the work to be performed can be recorded. Based on the recorded data, the creation of the order can be completed on the desktop. When placing an order, based on the nature of the device, the customer and the nature of the costs, automatic alerts warn the employee if there is a circumstance affecting the acceptance of the order or its content.
The order can also be placed without receiving the device. This fact can be properly documented on the order and the subsequent delivery and acceptance of the device can be recorded separately. Related repairs can be grouped into actions on the order. The related cost items can be described for each operation. These can be parts items, standard items, transferred services, rental fees for equipment given in exchange for the repair time.
The management of spare parts is realized through the integration of the warehouse module. The warehouse module takes care of the procurement, stocking, and listing of the spare parts listed on the order. The service module ensures that when invoicing, the parts to be invoiced for the operations match the parts listed from the warehouse. Spare parts items can also be created in an event-tracking manner: without prior recording, during invoicing, based on the results of warehouse listings.
Norm books can be created to manage norm items. The content of these standard books can be dictated by the manufacturer or freely edited. In the case of the manufacturer's standard books, the module can be expanded with a data connection if the manufacturer allows this. The free standard book items can be hourly, unit-priced or officially fixed prices. The real time required for the mechanics' work can be logged. This can be controlled manually or with a barcode scanner. Several mechanics can work on a job at the same time, but a mechanic can only spend time on one job at a time. During standardization, the accumulated real time usage can be viewed and compared with the standardized time allocated for invoicing. The standardized time can be divided between several mechanics, creating the basis for sales revenue-dependent variable wage calculations.
The module supports the recording of repairs carried out with the involvement of the subcontractor, from the order to the handover to the post-calculation. If the order involves handing over the device, the handover can be registered. If the repair of an installed component is the subject of the order, the order can be logged. In the case of unfinished subcontract items, the module prevents incomplete invoicing. By filing the subcontractor's account in the financial module, the profit from the transfer of the service can be analyzed item by item, as a subcontractor.
The cost of the replacement device provided for the duration of the repair can be included as a rental fee item in the operation. In cooperation with the commercial module, the tools intended for exchange can be separated, and the documents creating the lease relationship can be prepared. Without handing over the device, the module prevents incomplete invoicing. After delivery, the rental costs can be included in the operation.
If painting is also done during the repair, the module can accommodate the meaning of the paint mixing machines. In such a case, the list of materials used can be extensive. It is possible to group these items and represent them as a single item on the invoice.
During the repair, the loss of some of the materials used per repair is so small that it is not economical to record them by item. The invoicing of these costs is supported by the module with an automatically formed, calculated line of items. However, warehouse exceptions were recorded by mechanic. The module supports the control of the ratio of the actual cost incurred and the income achieved through automation with analytical functions.
Several cost bearers can be assigned to the operation, and the ratio of cost sharing can be regulated. Cost bearers may have individual prices, hourly rates, and discounts, based on which the percentage charged to them is calculated. From a single order, the operations can be invoiced separately or combined to the individual cost bearers, independently of each other.
If the expense bearer is a branch of our business whose activity is supported by an independent module, the costs are automatically included in the records of the other module after the approval of the party charged.
The module supports the warranty settlement with the manufacturer as a cost bearer with general or, in the case of manufacturer specifications, manufacturer-dependent functions. Warranty claims that have not yet been submitted to the manufacturer, submitted and approved warranty claims can be registered in the general procedure. Unapproved warranty claims can be reclassified as own costs. In case of manufacturer specifications, the module can be expanded with the resulting data receiving, classification and data reporting functions. This may include receiving the factory standard book, integrating the basket of the parts search program, receiving factory recalls or real-time verification, receiving factory packages, receiving classification data, submitting a warranty claim, and downloading approvals.
If requested by the customer, it is possible to postpone the invoicing of the orders and invoice them later in a single, consolidated invoice.
The repair of breakage damages is often preceded by lengthy administration if the costs are settled on the basis of an insurance contract. Thanks to the integration of Audatex, the contents of the damage calculation can be transferred from the website to the worksheet without manual data recording. The module helps with this by registering the status of the claims record, the supplementary examination, the legal basis, the financier's and the client's power of attorney. The factors of the insurance contract that influence the claims settlement, the obsolescence calculated by the insurer for each component, the limit of repairability, the classification of economic total loss can be recorded. During the repair, the prices, hourly rates, and discounts are determined not by the injured person, but by the insurance company. The settlement after the repair is aided by the details displayed on the invoice, which includes the amounts to be paid by the injured party and the insurance company. When invoicing based on the data prepared by the module, the financial module can automatically allocate the amounts expected from the injured party and the insurance company to a separate current account.