Service Jobs

The Service Jobs report shows one line for every service job over a date range: what came in, who worked on it, what the job was worth, and how much of it you have actually earned.

INFO

This report only appears once your admin turns on the Service module. Managers and admins can open it.

This is the report that answers "what did we earn". To answer "where is the money, how much cash and card did we take in", use the Service Advances report. For how the two fit together, see Service Reports.

How to run the report

1. Click Reports in the left menu.
2. Click the Service Jobs card. The report does not load on its own, so nothing appears until you run it.
3. Set the date range using the From and To fields. They start on the last 30 days.
4. Choose the Date basis. Created date is the default and covers jobs booked in during the period. Completed date covers jobs that became a sale during the period. Use Completed date when you are working out what you earned in a month.
5. Optionally narrow the results using Statuses and Service staff. Both let you tick more than one, and both start on everything.
6. Click Run Report.

Instead of steps 3 and 6 you can click a date preset: Today, Yesterday, Last 7 days, Last 30 days, This month, Last month, Last 3 months, or This year. A preset sets the dates and runs the report straight away.

Summary cards

Eight cards sit above the table with the totals for every job shown:

• Jobs: how many jobs are in the results.
• Completed: how many of them have been turned into a sale.
• Parts: the parts value across all the jobs.
• Labour/Other: the labour and other charges across all the jobs.
• Job Total: what all the jobs are worth together.
• Advances (net): advances taken minus refunds.
• Revenue Recognised: the sale total when completed.
• Balance Collected: collected at pickup, after advances.

What the table shows

Each row is one service job. The columns are:

• Job #: the job's reference number.
• Created: the date the job was booked in.
• Customer: the customer the job belongs to, with their phone number underneath if you have one. Shows a dash if the job was taken in without a customer.
• Status: where the job has reached in the workshop.
• Staff: the service staff member the job is assigned to. Shows a dash if nobody is assigned.
• Item: what was brought in for the job.
• Parts: the value of parts on the job. This covers both parts taken from your stock and one-off parts bought in specially for that job.
• Labour / Other: labour charges plus any miscellaneous charges on the job.
• Job Total: what the job is worth. Parts and Labour / Other always add up to this figure.
• Advances (net): advances taken on this job minus any refunds, so far.
• Sale #: the sale the job became.
• Completed: the date the job became a sale.
• Revenue: the sale total recorded when this job was completed and turned into a sale. It differs from Balance Collected when part of the sale was paid earlier as an advance.
• Balance Collected: what the customer actually paid at pickup, on top of any advance already taken.

The last four columns all show a dash until the job has been turned into a sale.

Click a column header to sort the table.

Reconciliation

On a job that has become a sale, where the advance was used up paying for that job:

Advances (net) + Balance Collected = Revenue

If no advance was ever taken, Balance Collected and Revenue are the same number, because the whole sale was paid at pickup.

A job with a 1,000 total and a 300 advance taken earlier shows Revenue of 1,000 and Balance Collected of 700.

These will not tie if part of a larger advance deposit was left on the customer's account as store credit rather than handed back, or if the deposit was spent elsewhere before pickup.

Exporting

When the report has results, an Export button appears. Clicking it prepares an Excel file in the background and downloads it automatically once it is ready.

The file has two sheets:

• Service Jobs: the full table, plus two columns you do not see on screen. Customer Phone gets its own column, and Fulfilment shows whether the job was a pickup or a delivery, with the delivery address where you captured one.
• Summary: the period, currency, the filters you chose, and the same totals as the cards.

If you navigate away before the export finishes, go to Exports in the left menu to find and download the file there.

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FAQ

Q: What is the difference between Revenue and Balance Collected?

A: Revenue is the full sale total the moment a job is turned into a sale. Balance Collected is only the part of that sale paid at pickup, since any advance taken earlier already covered part of it. A job with a 1,000 total and a 300 advance shows 1,000 revenue and 700 collected.

Q: Why do the last four columns show a dash on some jobs?

A: Because the job has not become a sale yet. There is no sale number, no completed date, and no revenue to show until the job is finished and billed.

Q: Should I set the date basis to Created date or Completed date?

A: Use Created date to see what work came through the door in a period. Use Completed date to see what you earned in a period. A job booked in last month and finished this month appears in a different period under each setting, and that is correct.

Q: What counts as Parts?

A: Both stock parts taken off your shelf and one-off parts bought in specially for the job. They are grouped together so that Parts plus Labour / Other always equals the Job Total.

Q: Why does a job show zero advances?

A: Plenty of jobs are paid in full at collection with no deposit. Those jobs show zero here and never appear on the Service Advances report, because no advance was ever taken.

Q: Why does this report not match the Service Advances report?

A: They are not meant to match. This report shows what you earned. Service Advances shows what money came in. A deposit taken in one month for a job finished the next belongs to a different period on each report.

Q: Can cashiers open this report?

A: No. Managers and admins only. Work done and advances taken by cashiers still appear on it.