Overview — Entering Vehicle and Client Information
On the General tab of the Workorder Development Screen, you will find the section used to attach:
•Vehicle information
•Client information
•Contact information
•Vehicle identification details
to the active workorder.
The information displayed on the workorder is actually stored within the:
•Vehicle database
•Client database
The workorder itself displays a summary of the linked records while maintaining a connection to the original data.
This design allows:
•Accurate history tracking
•Shared client information
•Centralized updates
•Reduced repetitive data entry
Vehicle and Client Controls
The Vehicle and Client buttons provide access to the selection and editing functions used during workorder development.
Buttons that include a dropdown arrow provide additional options.
Vehicle Options
Select / Edit Vehicle
This is the primary method used to attach a vehicle to the workorder.
When first creating a workorder, MLS 2026 allows you to:
•Select an existing vehicle
•Add a new vehicle
•Attach the associated client automatically
•Use a cash sale instead
If you later wish to change the selected vehicle:
•Use the Select / Edit Vehicle option
The current vehicle list will appear with the active vehicle highlighted.
To change the vehicle:
1.Highlight the desired vehicle
2.Press the Exit button
3.Confirm that you wish to use that vehicle
MLS 2026 will then automatically attach:
•The vehicle
•The associated client
to the workorder.
This is the preferred method whenever a vehicle is being serviced.
View Information
Displays detailed vehicle information in a popup window.
Many fields may also be edited directly from this screen, allowing quick updates without leaving the workorder.
Examples include:
•VIN corrections
•Mileage information
•Color
•Notes
•Registration information
Changes made here automatically update the main vehicle record.
View Photos
Displays any photos associated with the selected vehicle.
Photos may include:
•Vehicle condition images
•Damage documentation
•VIN labels
•Service reference images
Photos are assigned using the MLS Photo utility.
Client Options
Select / Edit Client
Use this option when:
•Processing a Counter Sale
•Creating a non-vehicle invoice
•Attaching only a client record
This option should generally NOT be used for vehicle service workorders because:
•The Vehicle selection automatically brings in both the vehicle and the client
Using the Vehicle option helps maintain proper service history relationships.
View Information
Displays the client record in a popup window.
Information displayed may include:
•Address
•Phone numbers
•Email address
•Notes
•Contact preferences
Many fields may also be edited directly from this screen.
This is especially helpful when updating:
•Phone numbers
•Email addresses
•Contact information
while actively writing the workorder.
Map to Address
Displays the client address using Google Maps.
This may also allow:
•Printing directions
•Route planning
•Address verification
Send Email
Allows direct email communication with the client using the stored email address.
This may be useful for:
•Estimates
•Status updates
•Invoices
•Follow-up communication
Send Text Message
Allows text messages to be sent directly to the client’s cellular phone.
This requires:
•SMS setup within MLS 2026
•A valid cellular number on the client record
See:
•Client Data
•Twilio Setup
for configuration instructions.
Dial Phone
If compatible dialing software is installed on the workstation, this option allows direct dialing from the client record.
Availability depends on the telephone system and installed interface software.
View Photos
Displays photos attached to the client record.
Examples may include:
•Identification records
•Fleet documentation
•Special authorization forms
•Reference images
Importance of Complete Vehicle Information
It is extremely important to collect complete vehicle information during the first visit.
This should include:
•Full VIN
•License plate
•State
•Year
•Make
•Model
•Submodel
•Color
•Mileage
Once entered correctly, future visits usually require only the license plate for retrieval.
VIN Number Best Practices
Always enter the complete VIN number.
Never rely only on the last six digits.
The final six digits:
•Are NOT unique vehicle identifiers
•May duplicate across manufacturers or production facilities
Complete VIN information is critical for:
•Vehicle decoding
•Parts accuracy
•Service history
•Warranty tracking
•CARFAX integration
Adding New Vehicles
If the vehicle is not already in the system:
1.Select Edit Vehicle
2.Press Add
3.Enter all available information
4.Save the record
5.Exit the screen
When you exit:
•The vehicle
•The linked client
will automatically attach to the workorder.
Returning Vehicles
For returning clients:
1.Select Edit Vehicle
2.Locate the vehicle
3.Highlight the record
4.Exit the screen
5.Confirm the selection
MLS 2026 will automatically populate the workorder with the existing:
•Vehicle information
•Client information
•Contact information
This greatly speeds up service writing and improves accuracy.
Client-Only Transactions
If the workorder does not involve a vehicle:
•Use Edit Client instead of Edit Vehicle
This is commonly used for:
•Counter sales
•Shop supplies
•Non-vehicle labor
•Miscellaneous billing
When exiting the Client screen:
•The client information is attached directly to the workorder
Cash Sales
If no vehicle or client information is attached, MLS 2026 automatically treats the transaction as a Cash Sale.
In this case:
•CASH SALE prints on the invoice
•No permanent client history is created
•Accounting is handled appropriately
Cash Sales are useful for:
•Anonymous transactions
•Quick sales
•Walk-in purchases
However, for service work, attaching the client and vehicle is strongly recommended whenever possible.