Service Job Add-On: Streamline Your Workflow with shopVOX's New Service Job Feature - shopVOX Pro

Tyler MacDonald Updated by Tyler MacDonald

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A service job is a unique type of task where services, such as installations, are performed outside the usual production scope of your facility. The new service job feature in shopVOX allows you to create a product and activate the service job option. This enables a dedicated Service Jobs board, where you can efficiently track and schedule all your service-related tasks.

Service Job Product

Setting up the scenario: While any product can be designated as a Service Job Product, we'll illustrate this with a practical example: a job requiring installation where an installer must go on-site to complete the order. In other words, an installer is providing a service on one of your jobs, which is why it's called a Service Job.

To create a Service Job Product, we'll begin with a simple example. This basic product will track the estimated number of hours needed to complete the installation service job. You don't need to know all the details at this point—just the primary task, which is the installation. Once we create this product, it will allow for the creation of specific tasks. Please follow along to set this up.

  1. From the top menu bar, select settings
  2. From the left hand side select "Products"
  3. Select "+Add New Product"
  4. Select "Create a Custom Product"
  5. I'm entering my own example information, but you can use your own values. Notice that I have specified values for the cost, markup, and price. This is because I want to charge the customer $100.00 per hour for the installation rate.
  6. When done, select "Save Product"
  7. Lets change the Units from "Each" to "Hr"
  8. You can go to "Check Pricing" to see the results
    Service Job Products are designed to be simple, with tasks added on an as-needed basis when used in an order.
  9. Select the "Advanced Settings" Tab, and turn on "Allow Service Job", and select "Update Product"
The Service Job feature will not work as expected without the "Allow Service Job" check box selected

Service Job Quote

In this example, a customer has requested a window mural to be produced and installed. Our quotation will reflect this specific request, demonstrating how to effectively use the service job feature for this scenario.

  1. From the top menu lets create a "New Quote"
  2. Fill in the details of the order as required, and select "Save & Add First Line Item" when complete
  3. For the first line item, add in a Golden Product called "shopVOX - Printed/Cut Digital Vinyl Graphics". Feel free to use your own product.
  4. For the last line item, add in our Service Job Product called "Installation - Service Job Example"
  5. Download, Email or Send for Customer Review. Here is the downloaded Quote PDF.
  6. After the Quote PDF has been internally or externally approved, it can be converted to a sales order
  7. Select the line items to convert and select "Convert to Sales Order"
  8. From the Sales Order, we will select "Create Job," just as we normally do.
  9. Select "Create Job for Each Line Item," select the line items, and select "Create Jobs"
    Notice that the Service Job line item cannot be selected. This is because there is an alternate method to convert line items into service jobs.
  10. The first screen after selecting "Create Jobs" will ask if there are any common attributes to configure. Once you have finished, select "Continue to LI:1 Job."
  11. The following screens are for filling in any additional information for each of the line items. You would go through this process for each line item if there was more than one.
    1. Line Item #1
    2. Line Item #2 is a Service Job and has an alternate method allowing it to go to the Service Jobs Board
  12. Once complete select "Save Job & Finish"
  13. For the Service Job, simply select the "..." three dots action button to the right of the line item, and choose "Create Service Job"
  14. Fill in all details required for the Service Job,
    1. Service Job Title: You can edit for further clarity
    2. Customer: Is set from the original order, and cannot be changed
    3. Primary Contact: Choose a Primary Contact
    4. Description: Write a description as required
    5. Status: Replaces Workflow with New, In Progress, Completed, or Voided
    6. Priority: Select 1-9 or Rush as required
    7. Due Date: Choose a Future Due Date for this Service Job
    8. Address: This would reflect the Location of the Service Job
  15. Once you've filled in all the information, select "Create Service Job"
  16. When looking at the Sales Order Screen, you can clearly see the difference between a job running with a Workflow, and a Service Job running with its Status.
    1. Regular Job, running on a Workflow
    2. Service Job, running on Status
      Take note of the wrench icon, which signifies a "Service Job." This icon indicates that the task involves a service component, such as an installation, rather than a standard production job.

Service Jobs Board

Lets see how to access the Service Jobs board

  1. Click on Jobs, then select "Service Jobs", to pull up the Service Jobs board
  2. If this is your first time using the Service Jobs board, it will be blank like this
  3. If you have been following this example, you should see our Service Job listed under the "Unscheduled Jobs" section.
    The Service Job is located in the "Unscheduled Jobs" section because no tasks have been assigned to it yet. Service Jobs contain tasks that need to be performed.
  4. To assign a task to the Service job click on the "Service Job Title", for this example it is called "Installation - Service Job Example"
  5. Lets take a look at the Service Job Screen,
    1. Tasks: Add tasks that need to be scheduled. Tasks represent the major steps required to complete the Service Job.
    2. Time Logs: Record the time spent on a specific task. A task may have been scheduled for 1 hour but could take more or less time, which is recorded in the log.
    3. Used Materials: Record any materials used that are outside of what was produced. For example, if you're installing a mural, the mural itself is a line item, but any additional materials used would be recorded here.
    4. Used Machines: Record any machinery used that is outside of what was produced. For instance, if the mural was produced on a line item, but other machinery was used during installation, you would record that here.
    5. Assets: Attach any assets to the order. A use case for this would be an installer uploading images of the items that were installed.
    6. Notes: Add any necessary notes for the service job to help track required information.
  6. For this example, we will add three tasks. Site Check, Clean Windows, Install Graphics
    1. Add New Task: Site Check. Fill in details, select "Save Task"
    2. Add New Task: Clean Windows. Fill in details, select "Save Task"
    3. Add New Task: Install Graphics. Fill in details, select "Save Task"
  7. I added in two reminders. The reminders are to record the time spent driving to and from site. We dont know the actual time until the installer makes the drive and records the time spent doing so.
  8. Now that we have scheduled tasks for the Installation Service Job, you will see our job listed in the Scheduled section of the Service Jobs board.B
    1. Got to Jobs, then "Service Jobs"
    2. The Service Jobs Board will now have out line item, in the "Scheduled Jobs" section
  9. Select "Tasks" to see the tasks in a calendar view
  10. You will notice, the Calendar is set for today, and 2 week view.You can also see some tasks
  11. Clicking on the name of the Task will putt up the tasks for that order
  12. Here you can see all the tasks for the order
  13. You can add new tasks, directly on the Calendar.
  14. You can adjust tasks as well
  15. Clicking the people icon, will open up a filter were you can choose which user or users you want to display on the task calendar
  16. Alternatively a user can go to "My VOX",
    1. Under My Tasks, select "All My Tasks"
    2. And set up a view to see the various task types

Recording Time Logs

With the Installation Service Job scheduled, it is time to record the time spent doing the various tasks.

  1. From the Service Job item, select "Add New Log"
    1. Add New Log: Driving to and From Site - for Site Check
    2. Add New Log: Site Check
    3. Add New Log: Driving to and from Site - Clean + Install
    4. Add New Log: Clean Windows
    5. Add New Log: Install Graphics
  2. You can see the completed time log here
  3. The Tasks can be completed, at any time
  4. Once all tasks are completed, the status will update to "Completed" on the Service Jobs board.
  5. From the Sales Order, you can choose to "Show BOM"
    1. Which will display the Bill of Materials for that Line Item
    2. Select items you want to add to the Bill of Materials by selecting "Add to BOM"
    3. and then "Update BOM" for each additional transaction you would like to include
    4. For the items you selected to "Update BOM" the price will adjust of the line item accordingly
  6. You will see an additional charges you added to the BOM on the job costing report
    1. Go to Reports
    2. Job Costing Report
    3. Select the Sales Order
    4. You can see the job costing, including an additional charges you choose to add the them BOM

The Service Job feature in shopVOX is a powerful tool that allows you to efficiently manage and track service-related tasks that fall outside the typical production workflow. By creating a Service Job Product, you can streamline the process of scheduling and executing tasks such as installations. This feature enables a dedicated Service Jobs board, making it easy to keep track of task progress and status updates.

From setting up the Service Job Product to managing tasks, time logs, used materials, and machinery, shopVOX provides a comprehensive solution for handling service jobs. The ability to customize products, record detailed logs, and update job statuses ensures that you can maintain a high level of organization and accountability in your service operations.

With the Service Job feature, you can enhance your workflow, improve task management, and ultimately deliver better service to your customers. Whether it's a simple installation or a complex service job, shopVOX gives you the tools to manage every aspect effectively

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