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<< Click to Display Table of Contents >> Navigation: Quick Answers > Daily Operations > Work Order |
From the main Workorder screen:
1.Click the Add button
2.Assign the client and vehicle
3.Enter the current mileage
4.Select Estimate or Invoice mode
5.Begin entering labor and parts
The mileage is used for:
•PM scheduling
•Service analysis
•Vehicle usage tracking
•Reminder calculations
•Maintenance intervals
Without correct mileage, PM tracking becomes inaccurate.
The Analysis button displays:
•Client history
•Vehicle service history
•Pending recommendations
•PM schedules
•Inspection concerns
•Visit statistics
This screen is extremely useful while discussing services with your client.
Estimate items are informational only.
Invoice items are active billable entries.
Estimate items:
•Do NOT remove inventory
•Do NOT affect totals permanently
•Can later be converted to invoice items
Use the Convert button on the General tab.
Do NOT simply change the radio button from Estimate to Invoice.
The Convert process properly:
•Transfers labor
•Removes inventory
•Updates totals
•Changes item status
Yes.
During conversion:
•Highlight only the desired items
•Press Enter or double click
•Process only the selected entries
Remaining estimate items stay available for later conversion.
Simply run the Convert process again.
Only unconverted items will appear.
The Add button creates the actual database record.
Without using Add:
•Data may not save properly
•Inventory totals may not update correctly
•Entries may disappear
Because the system:
•Cannot properly restock inventory
•Cannot reverse totals correctly
•Cannot track profitability accurately
If a part is wrong:
1.Delete the entry
2.Add the correct part again
Never simply change the part number.
The system automatically:
•Removes quantity from inventory
•Updates sales totals
•Tracks profitability
•Records usage history
Yes.
If a part is out of stock:
•MLS can still place it on the workorder
•Inventory will show a negative quantity
•Receiving the ordered part later will correct stock
Kits are grouped parts and labor combinations used repeatedly for common services.
Examples:
•Brake service kits
•Tune-up kits
•Oil service kits
Kits save time and improve consistency.
Labor descriptions communicate:
•What work was performed
•Why it was necessary
•Professionalism
•Service value
Clear descriptions reduce disputes and improve customer confidence.
No.
Avoid abbreviations whenever possible.
Clients often do not understand shorthand descriptions.
The Glossary is a library of prewritten labor descriptions.
Benefits include:
•Faster entry
•Consistent wording
•Professional descriptions
•Reduced typing
The B code creates blank lines for custom text.
Use this when:
•The service is unique
•No glossary entry exists
•Special comments are needed
Because MLS assumes you may want to save the custom description into the Glossary for future use.
Usually:
•Answer NO for temporary descriptions
•Answer YES only for reusable entries
Actual Time tracks:
•Real clock time spent
•Technician efficiency
•Job costing accuracy
It is compared against flat rate Units.
Actual:
•Real time worked
Units:
•Flat rate or book time
Example:
•A technician may complete a 2.0 hour flat rate job in 1.3 actual hours
1.Select Clocks → Labor
2.Answer Yes
3.Select technician
4.Select workorder
5.Select labor item
6.Press Start
Downtime tracks lost productivity caused by:
•Waiting for parts
•Equipment failures
•Delays
•Workflow interruptions
This helps identify operational inefficiencies.
Recommendations:
•Improve customer communication
•Increase repeat business
•Track needed services
•Create future sales opportunities
They are one of the most valuable marketing tools in MLS.
Pending recommendations remain active until:
•Marked completed
•Deleted manually
•Added to a workorder
The PM Scheduler tracks preventative maintenance intervals based on:
•Mileage
•Dates
•Prior services
It helps remind clients about routine maintenance.
The checklist:
•Documents vehicle condition
•Shows professionalism
•Creates client confidence
•Tracks future concerns
•Helps avoid disputes
Pass:
•Item currently acceptable
Next:
•Item should be reviewed again soon
Fail:
•Immediate service needed
N/A removes the item from printing on the final report.
Re-summing:
•Verifies all totals
•Checks calculations
•Prevents balancing errors
Always review totals before closing a workorder.
Because discounts:
•Distort profitability reports
•Affect margin analysis
•Reduce reporting accuracy
Using proper price levels is usually a better approach.
The unpaid balance is transferred into Accounts Receivable for later billing and collection.
Common causes include:
•Missing payment posting
•Incomplete totals
•Unprocessed balances
•Unassigned A/R account
Yes.
Use:
1.Print → View
2.Select the Email icon
3.Complete the email information
MLS automatically creates the PDF attachment.
Yes.
Select Alternate Printer and choose the desired copy quantity.
Preview allows you to:
•Review formatting
•Catch mistakes
•Email documents
•Save paper
Many states treat deposits as:
•Client trust funds
•Unearned income
MLS tracks them separately until the workorder closes.
Yes — before Daily Closing.
After closing:
•Corrections require reversing entries
Recommended daily reports:
•Daily Receipts
•Drawer Summary
•Finished Workorders
•Audit Review
The Audit Report tracks:
•Changes to totals
•Decreases in invoices
•Modified entries
•Potential fraud
It is an important management tool.
Follow-up calls:
•Increase customer loyalty
•Catch problems early
•Improve professionalism
•Increase repeat business
Immediately:
1.Use Bug / Enhancement Report
2.Describe what happened
3.Send the error log
This helps support resolve issues quickly.
Because open files may:
•Corrupt indexes
•Prevent repairs
•Cause synchronization problems
Although MLS allows it:
•Older versions may overwrite newer changes
•Conflicts may occur
•Data inconsistencies may result
Best practice:
Open → Work → Close
Tech Connect allows MasterLink support staff to:
•Connect remotely
•Troubleshoot problems
•Install updates
•Repair files
•Provide training
You remain in control during the entire session.
Email support:
•Includes error logs
•Provides written tracking
•Speeds troubleshooting
•Allows faster responses
Good communication:
•Builds trust
•Increases repeat business
•Reduces misunderstandings
•Improves professionalism
Returning clients:
•Require less introduction time
•Trust your recommendations
•Provide repeat income
•Improve profitability
Recommendations:
•Demonstrate professionalism
•Improve safety
•Create future sales opportunities
•Help clients maintain their vehicles properly
Enter accurate information completely and consistently.
MLS 2026 is designed to:
•Organize your business
•Improve communication
•Increase professionalism
•Track profitability
•Protect your records
The quality of the information entered directly affects the quality of the results produced.