Frequently Asked Questions - Services

Modified on Tue, 3 Jun at 4:55 PM

1. How do I send a service job to a vendor?

Navigate to the Service Jobs module from the left navigation menu.
Locate the service job you wish to send.
Click the three-dot button next to the job and select Send to Vendor.
In the dialog box, choose the vendor and confirm the action.
Refresh the grid to view the updated job status.

Related Article: How to Send a Service Job to a Vendor

2. How can I receive a completed service job from a vendor?

Access the Vendor module and select the relevant vendor.
Click on the Job tab and go to Jobs.
Press Receive Job to initiate the receiving process.
Select items to include by scanning, manual selection, or uploading via spreadsheet.
Adjust details as needed and complete the merchandise receive entry.

Related Article: How to Receive a Completed Service Job

3. How can I bulk send jobs to a vendor?

Navigate to the Jobs module from the left-hand menu.
Click on the Bulk Actions button located at the top right of the screen.
Select Send Jobs to Vendor from the dropdown menu.
In the bulk action interface, filter and select the service jobs you wish to send to the vendor.
Confirm the vendor details and ensure all jobs are correctly assigned.
Click Submit to process the bulk sending.

Related Article: How to Bulk Send Jobs to Vendor

4. How do I perform a service job bulk location change and notify retail customers?

Open the Jobs module and click on the Bulk Actions button.
Select Change Job Location from the dropdown menu.
Filter and select the service jobs requiring a location update.
In the dialog, choose the new location and confirm the changes.
After updating the location, click the Notify Customers button to send notifications about the location change.
Review the notification template and ensure customer details are accurate before sending.

5.How do I consume an item from a PO when creating a service job?

Open or Create a Service Job:
- Go to the Service Jobs module from the left-hand menu.
- Select an existing job or create a new one.
Add a Task Line and Link a PO:
- In the job record, click on the Tasks tab.
- Add the part needed for the job.
- Under Part Consumption, choose Source From PO.
- A window will appear—either select an existing unmapped PO line or choose to Create a New Purchase Order.
Create and Link the Purchase Order:
- Follow the standard process to create the PO (you may include more items than needed).
- After creating the PO, it will appear as an unmapped line.
- Select the line and click OK.
- This links and sets the part to be automatically consumed once the PO is received.
Receive the Purchase Order:
- Go to the Receiving process and receive the PO as usual.
- Once received, the system will automatically consume the part into the service job.
- The PO status will update within the job.
Additional Notes:
- No need for manual linking after receiving—the system does it for you.
- Best used when parts are out of stock and need to be ordered specifically for a job.
- Helps streamline your purchasing and service workflow.

6.How do I send an estimate approval request to a customer?

Enable the Customer Review Column:
- Go to Flawless POS > Service Jobs.
- Click the eye icon at the top-right of the grid.
- Enable the Customer Review column to display statuses like Pending Review, Approved, or Rejected.
Send for Estimate Approval:
- Click the three-dot button on the right side of the job row.
- Select Send for Customer Review.
- In the dropdown, choose Pending Estimate Approval.
Select Contact Method and Send:
- Choose how you'd like to contact the customer (e.g., email or SMS).
- The system will load a default message template.
- To customize this, go to Communications > Templates and search for JobEstimateApproval under the Services section.
Customer Experience:
- The customer receives a message with a link to the Estimate Review Page.
- They can view the Job Number, Description, and Tasks.
- They must enter their Name, Comments, and either Approve or Reject the estimate.
What Happens Next:
- If Rejected, the job status updates to: Customer Rejected Estimate.
- If Approved, the status changes to: Customer Approved Estimate.
View the Review History:
- Click the three-dot menu again on the job row.
- Select Customer Review History to view a full timeline of sent messages, approval status changes, and customer actions.

6.How do I use pending review in customer reviews?

Enable the Customer Review Column:
- Go to Flawless POS > Service Jobs.
- Click the eye icon to configure visible columns.
- Enable the Customer Review column, which displays: Pending Review, Rejected, or Approved.
Send for Customer Review (Pending Review):
- Click the three-dot icon on the job row.
- Select Send for Customer Review.
- In the popup, set the Review Status to Pending Review.
Add Notes and Attach Images:
- After choosing Pending Review, you’ll be able to:
  - Add Reviewer Notes
  - Attach Review Images from existing job files, your device, another device, or via live webcam
- All images are automatically saved to the job's files.
- You can also annotate images with comments or notes.
Customize and Send the Review Message:
- Choose how to contact the customer (email or SMS).
- A default message will be shown.
- To customize it, go to Communications > Templates and search for JobReview under the Services section.
What the Customer Sees:
- The customer receives a link to the Service Job Review Page, where they can:
  - View the job title, number, status, images, and instructions
  - Add comments on each image
  - Enter reviewer notes
  - Upload their own files if needed
Customer Action Options:
- If they click Send for Rework, the job status becomes: Review Rejected – Rework Required
  - Customer Review column = Rejected (with rejection date)
- If they click Approve, the job status becomes: Review Approved
  - Customer Review column = Approved (with approval date)
Track Review History:
- Click the three-dot button on the job row.
- Select Customer Review History to view all submitted comments, images, and decisions.
- Click any entry for detailed interaction info.