How do I create an after the fact RO?

How do I create an after the fact RO?

Service managers can use the After The Fact RO screen to enter repair order data on behalf of a service technician.

Note:  Service managers can also create and invoice a repair directly from the Complete RO screen.  Click here for the help tutorial.
  1. To access the After The Fact RO screen, open the Service menu and select After The Fact RO.



  2. Click on New After the Fact RO at the top right.


  3. Search for the unit being worked on.  You can search by the owner name, unit number, VIN, serial number, or license plate.  Alternatively, you can click on the New Unit link on the right-hand side if the unit has not been added to your system yet,

    After finding the unit, click Select.


    Add Labor

  4. General customer and unit information and a pricing summary are displayed at the top of the screen.  The bottom section is where labor and parts are added to the RO.  Begin by clicking Add Labor to add your first labor activity.


  5. The Add Labor screen will pop-up.  You can click on icon under VMRS to drill down and locate the appropriate service activity and/or use the search field to narrow down the list of icons.

    Click on an icon.


  6. A list of service activities will be displayed along with their system (SYS) and assembly (ASM) VMRS codes.  You can click on the arrow at the top left to return to the previous screen, or click on a green plus to add a labor activity to the RO.




  7. After adding a labor activity it will be moved to the right-hand side.  The description can be edited and you can enter the charge hours and edit the hourly charge, as needed.

    Notes are optional.

  8. If you want to change the default cause/reason and task codes, click on the code hyperlink (i.e. Breakdown or Repair)



    A pop-up window with a list of choices will appear.  Click on any Select button to select the appropriate code.


  9. You can continue to search for and add additional labor activities while the screen is open.  In the example below, I've also added a PM A Service.

    When you are done with the Add Labor screen, click Add at the bottom.


  10. The labor activities will be added under Labor and Parts.  Next to each labor activity is a triangle that can be clicked on to view and edit the VMRS code, notes, cause/reason code, or task code.


    Add Parts

  11. To add parts to the repair order, click the Add Parts link on the right-hand side.


  12. Ensure you have the correct labor activity selected on the left-hand side.  Enter the part number in the Part#: field, then enter the quantity and click Issue Part.

    A summary of the on hand quantity, and storage location, is displayed at the top left after entering a part number.


  13. In the example below, a main part with its linked core part have been added to the "Replaced Front Brakes & Drums" labor activity.

    Note: users can edit the part unit charge by clicking on the charge amount.


    Core Return

  14. If you issue parts linked to cores, you can process a core return by entering the core part number.  FleetSquared will detect that the part is a core and check the Core Return option by default.


    Core returns are added with -1 quantity to the RO.


    Enter Unit Reading

  15. Unit readings can be entered below the RO Date.  If there are no existing readings to update, click on Reading Type.





    From the pop-up window, select the reading type from the drop-down list then enter a reading value.  Click OK to save.



  16. When you are done creating the RO, click on the Unit Ready button.


  17. Click Save / Exit to confirm and continue.  This will clear the RO from the After The Fact RO screen.



  18. To invoice your after the fact RO, open Service -> Complete RO.  The RO will be listed as ready to submit.  You can click on the reference number to make changes.  When you are ready to invoice it, click on the Invoice button on the right-hand side.

    The status will change to invoiced and a PDF printout of the RO will pop-up on your screen.


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