Repairs: Creating and Managing Work Orders

The Repairs module in Gearbox allows you to track vehicle maintenance from the initial fault report through to parts allocation, labor logging, and final approval. This article covers how to create a new repair and navigate the updated multi-tab interface.

1. Creating a New Repair

To start a new repair record:

1. Navigate to Repairs > Repairs from the main menu.
2. Click the green + Add New button at the top left.

3. Select Asset: Start typing the name or registration of the vehicle/asset.
4. Date Reported: This defaults to the current date but can be adjusted if needed.
5. Select Save & Continue.

2. The Information Tab (General Details)

This is where you define the scope of the work:

• Repair Type: Choose the category of repair (e.g., Aircon, Accident, Brakes).
• Repairer & Assigned To: Select the external workshop or internal staff member responsible for the work.
• Problem & Cause: Describe the issue (e.g., "Aircon not cold") and the identified cause (e.g., "Broken pipe").
• Solution / Repair Notes: Detail the work performed to resolve the issue.

3. The Jobcard Tab (Sign-offs)

The Jobcard tab is used for mechanic validation and digital signatures:

1. Mechanic Notes: Enter specific technical notes regarding the completion of the job.
2. Status: Mark the individual job as Complete, N/A, or Incomplete.
3. Signature: The mechanic can provide a digital signature directly on the screen.

Multiple Signatures: If more than one person worked on the job, multiple signatures are also available for repairs.

• Note: All items must be signed/completed here before a manager can officially "Approve" the repair.

4. The Parts Tab

Track all materials used during the repair:

1. Click Add Part +.
2. Search for the part in your inventory (e.g., "Radiator Hose").
3. Enter the Quantity, Price (Each), and Tax information.
4. Click Save to add it to the repair total.

5. The Labour Tab

Log the time spent on the repair:

1. Select the Mechanic/Technician.
2. Select the Finish Time.
3. Use the quick-select buttons to enter hours worked (e.g., 0.5, 1.5, 3.0).
4. Click Save to log the labor cost.

6. Tyregram & Documents

• Tyregram: If the repair involves wheel or tire changes, use this tab to record wheel removals and schedule retorque jobs.

• Documents: Use this tab to upload photos of the damage, invoices, or external certificates. You can drag and drop files directly into the window.

7. Closing and Approving the Repair

Once the work is finished and all tabs are updated:

1. Update Status: Return to the Information tab. Scroll down to Repair Status and change it from Open to Closed.
2. Set Date Closed: Select the date the vehicle returned to service.
3. Save: Click Save and Continue.

4. Approval: Click the Approve button at the top right. A manager signature may be required to finalize the record.

---

Pro-Tips:

• Odometer Validation: When closing a repair, Gearbox will check the entered kilometers against the last known reading to ensure data accuracy.
• Status Indicators: Use the dashboard at the top of the Repairs screen to quickly filter between Fault Reports, New/Open, Deferred, and Closed repairs.