Repair workflow

Each Job moves through workflow action buttons on the Job form. This page describes the two main fulfillment paths: counter pickup (pay at collection) and delivery (trade credit / on account).

Before you start

Complete Getting started — you can create a job and confirm booking.

Workflow principles

• One Job per unit repair — status reflects floor reality.
• Buttons appear based on current status, role, and job type — not every action is visible at once.
• Gates may block until notes, payment, or linked documents are complete — see Troubleshooting.
• Job timeline on the form shows milestones (booking, parts, invoice, etc.).

Shared steps (both paths)

Step	Who	Action
1	Front desk	Create Job — customer, unit, fault, job type, condition checklist
2	Front desk	Confirm Booking — prints + booking email
3	Front desk	Record Quote Fee — only when job type requires assessment fee
4	Manager	Assign Technician
5	Technician	Complete Assessment — notes / checklist per site settings
6	Front desk	Create and submit Quotation linked to job → Send Quotation
7	Front desk	Approve Quote — record how customer approved
8	Technician	Repair In Progress — issue parts or purchase as needed
9	Technician	Complete Repair (+ Complete QC when enabled)
10	Front desk	Create and submit repair Sales Invoice linked to job

Parts detail: Parts and stock.

Path	What staff do	What ERP records
Purchase	Request parts → purchase order → goods receipt	Material request, PO, purchase receipt linked to job
Stock issue	Issue from parts warehouse	Stock entry (material issue) linked to job

When linked purchase receipts or stock issues are submitted, the job can automatically return to repair in progress from Awaiting Parts.

Counter pickup (pay at collection)

Set Fulfillment Mode = Counter Pickup on the job.

After the shared steps:

Step	Who	Action
11	Front desk	Notify Ready for Collection — repair invoice may still be unpaid
12	Front desk	Customer pays repair sales invoice
13	Front desk	Record Collection — blocked until repair invoice is paid
14	—	Job Closed

Payment detail: Invoicing and payments.

Delivery (on account)

Set Fulfillment Mode = Delivery on the job.

Steps 1–10 are the same as counter pickup.

Step	Who	Action
11	Front desk	Notify Ready for Collection — invoice may remain unpaid
12	Front desk / driver	Mark Delivered — delivery date and notes
13	Manager	Close Job — unpaid balance on customer AR

Warranty and in-store service shortcuts

Job Type	Skip
Warranty	Record Quote Fee — assign technician after booking
In-store Service	Often shorter path — same buttons, less quotation friction per shop policy

Technician tips

• Open My Assigned Jobs from the Jobs workspace for your queue.
• You can read other open jobs but edit only jobs assigned to your employee record.
• Quotation and sales-invoice create buttons may be hidden on your form; front desk or managers handle those steps.
• Complete Assessment, Complete Repair, and Complete QC may be blocked until required notes or checklist fields are filled.

Manager checklist

Check	Where
Technicians have Employee + User ID	ERPNext Employee list
Assessment fee defaults	Job Settings
Workflow gates (pay at pickup, notes required)	Job Repair Workflow Settings (managers)
End-of-day open jobs	Open Jobs report
Unpaid repair invoices	Outstanding Customer Payments

Stage reference — who does what

Stage	Job User	Job Manager	Job Technician
Booking	✓	✓	—
Quote fee / assign	✓ / —	✓ assign	—
Assessment / repair	—	override	✓
Quotation / invoice	✓	✓	—
Collection / close	✓ collect	✓ close	—

Upstream reference

Linked documents use standard ERPNext selling and stock modules:

Quotationhttps://docs.frappe.io/erpnext/user/manual/en/selling/quotationSales Invoicehttps://docs.frappe.io/erpnext/user/manual/en/accounts/sales-invoiceMaterial Requesthttps://docs.frappe.io/erpnext/user/manual/en/stock/material-requestStock Entryhttps://docs.frappe.io/erpnext/user/manual/en/stock/stock-entry

Next steps

• Parts and stock — purchase vs issue
• Invoicing and payments — assessment vs repair invoice
• Printing and customer comms — emails at each stage
• Getting started — roles and first job
• D4 Connect orders — online order fulfilment (separate from repair jobs)