Work Processing Troubleshooting Flowchart

START HERE

“Something does not look correct on the workorder”

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Did the data SAVE properly?

NO

Check:

•Did you press Add before entering data?

•Did you press Save after entering data?

•Did you move to another tab before saving?

Solution:

•Re-enter the information

•Press Save

•Verify it appears in the browse list

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YES

Continue

Is the problem related to PARTS?

YES

Did inventory totals become incorrect?

YES

Most common cause:

•Part number overwritten instead of deleting the record

Correct procedure:

1.Delete incorrect part

2.Add correct part as a NEW entry

NEVER:

•Change an existing part number

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Is quantity incorrect?

YES

•Change Quantity field

•Press Save

•MLS recalculates inventory automatically

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Is tax incorrect on the part?

YES

•Verify Tax checkbox

•Verify client tax status

•Re-sum totals

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Are parts missing from invoice?

YES

•Verify they were converted from Estimate to Invoice

•Use Convert utility again if needed

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Return to review

Is the problem related to LABOR?

YES

Did labor disappear?

YES

•Verify Add was pressed first

•Verify Save was pressed afterward

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Is Actual Time wrong?

YES

•Verify timer was stopped properly

•Correct Actual field manually if necessary

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Is pricing incorrect?

YES

Check:

•Units

•Rate

•Price Level

•Total override amount

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Is technician incorrect?

YES

•Edit labor entry

•Select correct technician

•Save entry

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Return to review

Is the problem related to ESTIMATES?

YES

Was the Type changed manually?

YES

Problem:

Items remain flagged as Estimate

Solution:

•Use Convert utility ONLY

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Were some items skipped during conversion?

YES

•Run Convert again

•MLS only displays unconverted items

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Does revised estimate exceed original?

YES

•Add Revision entry

•Document client contact

•Print revised total

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Return to review

Is the problem related to TOTALS?

YES

Are totals incorrect?

YES

Press:

•Re-sum

MLS will:

•Recalculate all totals

•Rebuild invoice amounts

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Is sales tax wrong?

YES

Check:

•Tax rates

•Client exemption status

•Tax checkboxes

•Discount adjustments

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Is discount affecting reports improperly?

YES

Recommendation:

•Use proper pricing levels instead of discounts whenever possible

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Return to review

Is the problem related to PAYMENTS?

YES

Was payment entered incorrectly?

YES

•Reopen Payment Posting

•Enter corrected values

•Save again

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Is balance not posting to A/R?

YES

Verify:

•Client has valid A/R account

If not:

1.Create account

2.Repost payment

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Is credit card processing failing?

YES

Check:

•Internet connection

•Merchant account setup

•Processor credentials

•3rd party service status

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Return to review

Is the workorder NOT CLOSING?

YES

Verify:

•Payments posted

•Close Today checked

•Totals calculated

•Required fields completed

•A/R account exists if balance remains

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Still not closing?

•Run Re-sum

•Reopen payment posting

•Save all tabs again

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Return to review

Is the issue related to CLIENT or VEHICLE information?

YES

Wrong vehicle attached?

YES

Use:

•Select/Edit Vehicle

Choose correct vehicle and confirm replacement

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Missing client information?

YES

•Open Client View/Edit

•Update master record

•Save changes

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VIN incomplete?

YES

•Enter full VIN

•Never use last six digits only

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Return to review

Is the issue related to PRINTING or EMAIL?

YES

Printer not responding?

YES

Check:

•Printer online

•Paper loaded

•Correct printer selected

•Windows printer setup

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Email not sending?

YES

Verify:

•Email setup completed

•Internet active

•SMTP/OAuth credentials valid

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PDF not attaching?

YES

•Verify preview mode used first

•Confirm PDF generation enabled

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Return to review

Is the issue related to RECOMMENDATIONS or PMs?

YES

Recommendations keep appearing?

YES

•Open Needs

•Highlight completed item

•Press Delete

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PM schedule incorrect?

YES

Verify:

•Odometer entered correctly

•Previous service dates accurate

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Return to review

Is the issue related to INSPECTION CHECKLISTS?

YES

Checklist missing?

YES

•Open Inspection tab

•Press Add

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Changes disappeared?

YES

•Save checklist before leaving tab

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Return to review

Is the issue related to SYSTEM PERFORMANCE?

YES

System running slowly?

YES

Check:

•Network speed

•Server sleep mode

•Antivirus exclusions

•Available disk space

•Index integrity

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Printing slow?

•Verify network printer stability

•Check Windows spooler

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Return to review

FINAL CHECK

Still unresolved?

Recommended actions:

•Review operator workflow carefully

•Verify all required setup items

•Check security permissions

•Review audit logs

•Restore from backup if data corruption occurred

MOST IMPORTANT RULE

Never continue processing after noticing incorrect data.

Immediately:

1.Stop

2.Investigate

3.Correct the issue

4.Recalculate totals

5.Verify reports

Early correction prevents:

•Accounting discrepancies

•Inventory errors

•Audit problems

•Customer disputes