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Machine Repair Management
The Machine Repair Management application streamlines the complete repair lifecycle, from service request to final invoicing. It enables role-based access control to manage technicians, managers, and commercial users efficiently. The system allows structured machine and repair order creation with detailed service and warranty tracking. Integrated diagnosis and spare part management ensure accurate service evaluation and cost estimation. Quotations, work orders, and invoices are generated seamlessly from repair data, maintaining operational and financial consistency. The application improves traceability, coordination, and transparency across all service activities.
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Features
Access Rights Management
Administrators can manage user roles such as Technician, Head Technician, Service Manager, and Director Commercial. Each role is assigned specific permissions to control access to repair, diagnosis, billing, and configuration features. This ensures data security, accountability, and smooth operational control.
Machine Creation and Classification
Machines can be created as products and clearly differentiated using the Is Machine option. This classification ensures machines are handled correctly throughout repair, diagnosis, and service workflows. It maintains consistency across service operations, inventory, and billing.
Repair Order Creation
Users can create repair orders by selecting the customer, machine, assigned technician, and service priority. This feature serves as the starting point for all repair activities and centralizes key service information. It enables structured tracking and efficient coordination of repair tasks.
Machine Service Details Management
This feature allows users to define service types, warranty status, and service conditions for each repair order. Repair receipts can be generated to document service scope and guarantee details. Accurate service information ensures transparency and proper service handling.
Diagnosis Management
Diagnoses can be created directly from repair orders with a single action. Technicians can record diagnostic results, identify issues, and add required spare parts with quantities and pricing. This structured diagnosis process supports accurate service planning and cost estimation.
Quotation and Work Order Processing
Quotations are generated automatically from diagnostic results and can be shared with customers for approval. Once confirmed, the quotation is converted into a work order to manage service execution. Work orders allow tracking of progress, technician activity, and completion status.
Invoice Generation
Invoices can be generated directly from confirmed sales orders or completed work orders. All approved services and spare parts are carried forward automatically to ensure billing accuracy. This feature supports efficient financial processing and reliable recordkeeping.
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1.) User Roles and Access Configuration
This configuration area allows administrators to define user responsibilities by assigning appropriate roles and permissions. It ensures controlled access to operational features such as inventory management, sales processes, and service-related functions. Proper role assignment supports data security, accountability, and efficient task distribution across departments.
Navigation : Settings → Users & Companies → Users
2.) Service Workflow Stage Management
This section defines the operational stages used to track service activities from initial intake through final closure. Each stage represents a controlled step in the service lifecycle, enabling clear visibility of progress and responsibility. Well-structured stages help standardize processes, improve coordination, and ensure consistent service execution.
Navigation : Machine Repair → Configuration → Stages
3.) Product Catalog Management
This area is used to maintain and organize items available for service or commercial transactions. Each entry includes essential details such as identification references, pricing information, and visual representation for easy recognition. A well-maintained catalog supports accurate billing, consistent service delivery, and efficient operational planning.
Navigation : Machine Repair → Products
4.) Machine Product Configuration
This section is used to define detailed attributes for machine-related items, including pricing, cost structure, and identification references. It enables alignment between commercial transactions and operational usage by categorizing items correctly. Accurate configuration ensures consistency across sales, purchasing, and inventory processes.
Navigation : Machine Repair → Products
5.) Technician Contact Profile Setup
This section is used to create and manage contact records designated for technical service roles. By marking a contact as a technician, the system enables its association with service operations and task assignments. Maintaining accurate contact details ensures effective communication, accountability, and smooth coordination during service activities.
Navigation : Contacts → Contacts
6.) Machine Repair Order Overview
This section provides a centralized view of repair requests registered within the system. Each entry captures key details such as the client, assigned technician, current progress status, and relevant dates. It enables efficient monitoring of repair activities and supports effective workload distribution across service teams.
Navigation : Machine Repair → Repair Orders
7.) Machine Repair Order Details
This section captures comprehensive information related to an individual repair request, including client details, assigned responsibility, and service expectations. It consolidates machine-specific data such as model identification, serial tracking, and service scope to support accurate execution. Centralizing these details ensures traceability, service quality, and timely completion of repair activities.
Navigation : Machine Repair → Repair Orders
8.) Machine Service and Guarantee Details
This section captures service-specific information related to the selected machine, including warranty coverage and service classification. It allows clear identification of guarantee conditions to ensure accurate handling of service commitments and cost responsibilities. Defining these details supports transparent service execution and proper compliance with warranty policies.
Navigation : Machine Repair → Repair Orders
9.) Machine Repair Order Summary and Actions
This section provides a complete overview of the repair order, including client information, assigned technician, priority level, and service timelines. It also enables quick access to operational actions such as generating receipts and labels for tracking and documentation purposes. Centralized visibility of these details supports efficient service coordination and accurate order processing.
Navigation : Machine Repair → Repair Orders
10.) Repair Receipt Generation and Summary
This view presents the officially generated receipt for the repair order, displaying organization details, client information, and service-related data in a structured format. It consolidates machine identification, guarantee status, and service scope to ensure transparency and traceability for both service provider and client. The receipt serves as a formal record for service confirmation and future reference.
11.) Repair Order Summary Sheet
This page presents key repair order details in a structured table for easy reference. It includes the repair order number and date, client name, machine identification, serial number, and service category. The layout ensures that all essential information is clearly visible at a glance, supporting accurate tracking, documentation, and service verification.
12.) Machine Diagnosis Initiation
This section allows users to initiate the diagnostic process for a registered repair order. By starting the diagnosis, technicians can begin evaluating the machine condition, identify issues, and record technical findings related to the service request. This action helps move the repair workflow forward while ensuring all assessments are formally captured for operational accuracy.
Navigation : Machine Repair → Repair Orders
13.) Diagnosis Progress Tracking
This stage indicates that the repair order has moved into the diagnostic phase, confirming that evaluation activities are currently underway. It provides clear visibility into the number of recorded diagnostic entries and reflects the active status within the service workflow. This helps teams monitor progress, maintain accountability, and ensure that technical assessments are performed before advancing to the next stage.
Navigation : Machine Repair → Repair Orders
14.) Accessing Machine Diagnosis Records
This option allows users to open and manage diagnostic records associated with the selected repair order. It provides a centralized view for reviewing technical findings, assigning responsibility to technicians, and updating diagnostic information as the evaluation progresses. This ensures that all diagnostic activities are properly documented and aligned with the service workflow.
Navigation : Machine Repair → Repair Orders → Machine Diagnosis
15.) Technician Assignment
This function allows a repair order to be assigned to a designated technician responsible for executing the service activities. Selecting a technician ensures clear ownership, improves task accountability, and supports efficient workload distribution. Once assigned, the technician becomes the primary point of responsibility for diagnostics, service execution, and status updates.
Navigation : Machine Repair → Repair Orders → Machine Diagnosis
16.) Repair Order Overview List
This view displays a consolidated list of all repair orders with essential operational details. It allows users to quickly review order identifiers, client information, contact details, assignment status, and current progress stages. The structured layout supports efficient tracking, prioritization, and management of ongoing and completed service requests.
Navigation : Machine Repair → RepaiMachine Repair → Repair Orders → Machine Diagnosisr Orders
17.) Machine Information and Service Details
This view presents detailed information related to the selected machine associated with a repair order. It includes machine identification data such as machine reference, name, model, and serial number. Service-related attributes like warranty status, warranty type, and nature of service are also displayed for clarity. The service details section allows technicians to review the scope of work to be performed. The Enter Results action enables technicians to record diagnostic findings, while status indicators reflect the current progress of the repair activity.
Navigation : Machine Repair → Repair Orders → Machine Diagnosis
18.) Diagnosis Report and Service Cost Details
This section allows technicians to review and document diagnostic outcomes related to the selected machine. It displays estimated service hours, associated service products, and pricing information to ensure accurate cost evaluation. The spare parts area provides visibility into required components, including product codes, quantities, and unit pricing, supporting transparent service planning and approval before completion.
Navigation : Machine Repair → Repair Orders → Machine Diagnosis
19.) Machine Diagnostic Request Initiation
This option allows users to initiate a diagnostic request for a selected repair order. It enables the creation of a formal request to evaluate machine condition and identify technical issues before proceeding with further service actions. By triggering the diagnostic request, relevant machine and client details are referenced to ensure accurate analysis and structured workflow progression.
Navigation : Machine Repair → Repair Orders → Machine Diagnosis
20.) Repair Order Receipt Overview
This document provides a formal summary of the repair order, including organization details, client information, and receipt reference. It captures key machine data such as machine name, model number, serial number, warranty status, and service type to ensure clear recordkeeping. Contact information and receipt date are included to support traceability and audit requirements throughout the service lifecycle.
21.) Machine Diagnostic Result Access
This option enables users to review the outcome of the diagnostic process associated with a repair order. It provides access to recorded findings, identified issues, and evaluated service requirements after diagnostics have been completed. Reviewing diagnostic results supports informed decision-making for service approvals, quotation creation, and subsequent repair activities.
Navigation : Machine Repair → Repair Orders → Machine Diagnosis
22.) Diagnostic Result Receipt Summary
This document provides a consolidated summary of diagnostic outcomes associated with a repair order. It includes client and organization details along with machine identification information for reference. The diagnostic result section outlines the evaluated machine, related serial number, and identified spare parts required based on diagnostic findings, supporting transparent communication and accurate service planning.
23.) Quotation Creation from Repair Order
This option allows users to generate a quotation directly from an existing repair order. The quotation is created based on the recorded client details, machine information, service type, and diagnostic data associated with the repair order. This streamlines the process of preparing cost estimates for customer approval before proceeding with service execution.
Navigation : Machine Repair → Repair Orders → Machine Diagnosis
24.) View Linked Quotations
This option allows users to view all quotations that have been created from the repair order. It provides quick access to quotation details for reference, verification, and follow-up actions. Each quotation remains linked to the repair order, ensuring consistency between service requests and proposed costs.
Navigation : Machine Repair → Repair Orders → Machine Diagnosis
25.) Confirm Quotation and Track Work Order
This action allows users to confirm the quotation created for a repair order. Once confirmed, the quotation is finalized and becomes ready for the next operational step. After confirmation, the system enables the creation and tracking of a related work order, ensuring a smooth transition from quotation approval to service execution.
Navigation : Machine Repair → Machine Diagnosis → Quotation
26.) Create Invoice and Access Work Order
This step enables users to generate an invoice directly from the confirmed sales order, ensuring accurate billing based on approved products and quantities. The invoice creation maintains financial consistency by referencing the finalized order details. Users can also access the associated work order to review execution status and operational progress before or after invoicing.
Navigation : Machine Repair → Machine Diagnosis → Sales Order
27.) Create and Manage Work Orders
This view allows users to create and manage work orders generated from repair activities. Each entry displays key information such as client details, associated repair reference, diagnostic context, and current status. Work orders help organize service execution and provide clear visibility into operational progress.
Navigation : Machine Repair → Machine Diagnosis → Sales Order → Work Order
28.) Work Order Details and Execution
The work order page shows all details related to executing a repair job, including client, priority, linked repair order, and diagnosis. It allows users to start the job, track planned versus actual repair dates, and monitor the time spent on servicing. Machine information and service details are clearly listed to ensure accurate execution and completion tracking.
Navigation : Machine Repair → Machine Diagnosis → Sales Order → Work Order
29.) Work Order Status Transition In Progress
This view reflects a work order that has moved from draft to an active working state. It confirms that repair activities have officially started and records actual execution details alongside planned timelines. Progress indicators and system logs ensure traceability and operational transparency throughout the service lifecycle.
Navigation : Machine Repair → Machine Diagnosis → Sales Order → Work Order
30.) Work Order Reverted to Pending
This view shows a work order that has been paused and moved back to a holding state for review or adjustment. It allows teams to reassess details, update schedules, or resolve dependencies before continuing execution. The activity log captures the change to maintain accountability and operational clarity.
Navigation : Machine Repair → Machine Diagnosis → Sales Order → Work Order
31.) Work Order Marked as Finished
This view represents the successful completion of a work order after all assigned tasks have been carried out. The actual start details are recorded to reflect execution accuracy, while the order is formally closed to prevent further changes. Finalizing the record ensures data consistency for reporting, billing, and historical reference.
Navigation : Machine Repair → Machine Diagnosis → Sales Order → Work Order
32.) Access Machine Worker Options After Completion
This view shows a completed work order with finalized execution details and recorded time values. All operational data is locked to preserve accuracy and ensure reliable records for audits and reporting. Additional actions remain available through the options menu for controlled follow-up tasks.
Navigation : Machine Repair → Machine Diagnosis → Sales Order → Work Order
33.) Work Order Service Receipt
This document provides a consolidated summary of the completed service, including machine identification, service scope, and warranty applicability. Client and company details are clearly presented to support transparency and professional communication. Diagnostic outcomes and utilized components are recorded to ensure traceability and future reference.
34.) Create Invoice from Sales Order
This view allows the conversion of an approved sales order into an invoice for billing purposes. All product, quantity, and pricing details are automatically carried forward to maintain accuracy and reduce manual effort. The total amount is calculated in real time to ensure a consistent and auditable financial record.
Navigation : Machine Repair → Machine Diagnosis → Sales Order
35.) Access Generated Invoice
This view displays the invoice created from the confirmed sales order, reflecting all billed items and finalized amounts. It provides a clear summary of customer details, payment terms, and invoiced quantities for accurate financial tracking. The invoice can be reviewed to ensure completeness before sharing or further processing.
Navigation : Machine Repair → Machine Diagnosis → Sales Order
36.) Download Invoice PDF Without Payment
This option allows generating a clean invoice document without recording or processing any payment. It is useful for sharing billing details with customers for reference, approval, or offline handling. The document includes complete invoice information while keeping the payment status unchanged.
Navigation : Machine Repair → Machine Diagnosis → Sales Order → Invoice
37.) Invoice Document Summary
This document presents a finalized invoice generated from a confirmed sales order, displaying complete billing information in a structured and professional format. It includes customer details, invoice reference, due date, and linked order source to ensure financial traceability. Itemized machine and spare part charges with quantities, pricing, and totals provide clear visibility into billed services.
38.) View and Manage Sales Order
This view displays the confirmed sales order created from an approved quotation. It consolidates customer details, ordered items, pricing, and invoicing progress in a single record. From here, users can review order fulfillment, billing status, and related documents without modifying the original quotation.
Navigation : Machine Repair → Machine Diagnosis → Sales Order
39.) Print Quotation or Order Document
This option allows users to generate a formatted document for the selected record. It provides a clear and standardized output that can be shared with customers or stored for internal reference. The generated file reflects the latest order details, pricing, and terms.
Navigation : Machine Repair → Machine Diagnosis → Sales Order
40.) Sales Order Document Summary
This document presents a structured overview of the confirmed order, including customer details, order date, and assigned salesperson. It lists all ordered items with quantities, pricing, and applicable charges in a clear tabular format. The summary ensures accurate financial visibility and serves as an official record for billing and communication.
User Guide
