Taking devices in

Intake is the most frequent thing you do, and you do it with the customer standing at the counter. So it is a single form filled in from top to bottom, and a new customer can be created right there without leaving for another section.

Where to start

On the job list there is an Intake button. It opens the device intake form.

The customer

Start with the phone number: the search matches the number and the surname, and bare digits work too — everyone writes numbers differently, with pluses, brackets and spaces. If the customer has been in before, they will be found, and their whole repair history stays within reach.

A new customer is created in this same form: name and phone are required, the rest as needed. A tag such as "regular" or "partner" can be added later, on the customer card.

Device and fault

Pick the device type and brand from the reference data, then type the model and serial number. Write the fault as the customer described it — word for word: that is what you will check against when the job is done.

Next come the accessories (what the customer actually left: charger, bag, memory card) and the condition (scratches, cracks, liquid marks). Those two fields are not for the software, they are for you: they are printed on the intake form and that is what the customer signs.

Due date and urgency

The promised date fills itself in: today plus the "Default repair time" from the settings. Agreed something else with the customer — change it. On the job list an overdue date shows in red, and the "overdue" tile above the list shows how many there are right now. The urgent flag puts the job into its own quick filter.

Price

For a chargeable repair, choose how the base is priced:

• From the device price list — the repair price for this device type;
• Diagnostics only — the diagnostics price for the same device, when the customer still has to decide whether to repair;
• Custom price — an amount you type in yourself.

As soon as the device type is chosen, its list prices show next to the first two options, so you can quote them to the customer right away.

For a warranty repair the price comes from the brand's price list (brand × repair category × device): the price lines appear as soon as brand and device are chosen — pick the right one.

This amount is the base of the estimate. It is fixed on the job and printed as the estimated price; if you later change prices in the list, jobs already booked in are not repriced. Labour and parts are added later on the job card as estimate lines: from the "Labour" list, from stock, or typed in.

Prepayment

The intake form has no payment field — money is recorded on the job card. If the customer leaves a prepayment, save the job and press Record payment straight away: amount, method and the note "prepayment". There can be as many payments as needed, and the certificate at pickup shows only the balance.

The same repair before

If the same customer brings in the same device, press Copy on the old job: customer, device and branch carry over, everything else on the new job is its own.

Once it is saved

The job gets a number — tell it to the customer. Then print the intake form on your own letterhead and hand it over, and run the repair itself on the job card.