General Workshop Options

Form Options

Refresh from Database on Save

When multiple users are working on the same Job Card at the same time, enabling this option ensures that changes saved by one user are automatically refreshed for all other users viewing the card.

This keeps everyone working with the latest information.

✓ Check this box to keep the form in sync across users.

Note: Enabling this feature may slightly reduce system performance due to more frequent data refreshes.

Labour is Time

Location: Workshop > Options > General Tab

When enabled (✅ Labour is Time):

•Booked Minutes are automatically converted into hours.

•These hours are transferred directly to the Quantity field on the Job Card.

Best for: Workshops where labour is charged based on time (e.g., technicians billing hourly)

When  Disabled (❌ Labour is Time):

•You can freely use the Booked Minutes and Normal Minutes fields for custom tracking.

•Example: Recording start and end odometer readings (kilometres).

Field labels can be customised via Workshop > Options > Naming/Labels to better match your workflow (e.g., mileage instead of time).

Structured Internal Note

You can enable Structured Internal Notes in both Quote Options and Workshop Options.

What changes:

Instead of a free-text internal note, the system now provides a structured note field. Every entry automatically records:

•The date and time

•The name of the user who added the note

This creates a clear, auditable history of internal comments on Quotes and Job Cards.

For more details, see: Structured Internal Notes

See also https://blog.smart-it.co.za/1243-structured-internal-notes#more-1243

Show Warnings on Save

Controls whether warning messages appear when saving a Job Card (for example, when the customer deposit is insufficient).

Deselect this option if you prefer not to see these warnings.

Naming / Labels

Allows you to rename various fields and labels throughout the Workshop module to match your business terminology.

Labour Breakdown:

If a labour item exists on the Job Card, click the + sign next to the item to open the detailed labour breakdown form.

Use Types Allowed On Invoice

Use Types Allowed on Invoice

•If selected: All three transaction types are allowed on the Job Card invoice: Cash, On Account, and Internal.

•If deselected: You can choose exactly which of the three types are permitted.

Minimum Deposit

Set the minimum acceptable deposit amount for jobs.

The deposit is entered on the Job Card > Additional Info tab.

Last Service Reading from Job Counter Reading

Useful for equipment with meters (e.g., vehicle odometer, photocopier copy count, hour meter, etc.).

When Workshop Options >Last Service Reading From Job Counter Reading is ticked, then the Counter Reading will be transferred to the equipment's Last Service Reading.

Job Card Reserve Stock

Controls whether stock items on a Job Card are automatically reserved from inventory.

Uncheck this box if you do not want the system to reserve stock when creating or editing Job Cards.

Use Regional Warehouse If No Local Stock

This option allows the system to automatically source stock from a regional warehouse when local stock is insufficient.

Setup Steps

1. Create a regional Regional Warehouse.

2. Link the warehouse in Company > Add or Edit Branches > Regional Warehouse field.

Purchase Order: Order Full Job Quantity

When enabled, Purchase Orders generated from Job Cards will order the full required quantity for the job (instead of only the shortfall).

Custom Fields - Show Suggestions

Custom fields appear on the Job Card > Additional Info tab.

When Show Suggestions is enabled:

•The system displays a dropdown list of values previously used on other Job Cards.

•This speeds up data entry and improves consistency.

Workshop Options: Checklist 1 Template

Purpose:

Create standardised checklists for consistent quality control during job workflows (e.g., pre-service inspection, post-service checks for vehicles or equipment).

How to Create a Checklist:

1.Go to: Workshop > Options > General tab

2.Click the green ➕ icon

3.Select New Checklist and enter a name.

4.Click New Property to add individual checklist items, such as:

•Check tyres

•Check oil

•Inspect brakes

•Test lights

Where It’s Used:

On the Job Card > Equipment tab, click the Checklist 1 button to:

•You can view, complete, and print the checklist.

•Capture the customer’s electronic signature directly on the form.

✅ Ideal for: Workshops that need repeatable, documented inspection processes (vehicle servicing, machinery maintenance, etc.).