REPAIR
ORDERS
Repair Order Manager (ROM)
When you first login to Auto Integrate, you will be taken to the ‘Repair Order Manager’ (ROM). This page gives you an overview of all current and completed Repair Orders (ROs).
To navigate to the ROM, click ‘Repair Orders > Repair Order Manager’ in the blue navigation bar.
You can use the search panel to search for specific ROs on a variety of different filters. Press ‘View All’ at any time to clear the current filters.
Currently open ROs can be found in the ‘Repair Orders’ tab of the ROM and cancelled and completed ROs can be found in the ‘Archive’ tab.
Creating a Repair Order
To create a new Repair Order (RO), click the green button labeled ‘Get Approval for a new Repair Order button’ from the Repair Order Manager (ROM).
Alternatively, hover over ‘Repair Orders’ in the navigation bar and click ‘New Repair Order’.
Then, select a Fleet Management Company, enter a minimum of the last 8 characters of the VIN and click search.
Once you have found the vehicle you are looking for, select the vehicle by clicking on full VIN highlighted in blue
Enter the vehicle’s odometer reading into the field provided and click ‘Next’. You can return to the VIN search by clicking ‘Back’.
If you are repairing a medium to heavy duty truck, you will be requested to enter the Engine Hours along with the odometer.
More details on the: Vehicle, Fleet Management Company and Client are available by selecting the relevant tab.
Once you have selected the vehicle and entered the mileage information, you now need to provide some more detail about your shop and the driver:
- Your Name is you or the person responsible for the repair. (Required)
- Invoice Number is for your internal reference.
- Driver is Waiting, check this box if the driver is present and waiting for the repair.
Driver Complaint enter brief details as to why the driver brought the vehicle to you.
Click ‘Next’ to finish creating the repair order and to start adding items to the Repair Order.
Adding Items – Preventative Maintenance
Some Fleet Management Companies provide the ability to select items from their Preventative Maintenance Programs, the Fleet Management Companies would like you to provide these services.
If you do not charge for any of these items add them with zero cost as this will still be recorded in the vehicle maintenance history.
Some items allow you to change the pricing with the drop-down menu, with each selectable item changing the pricing type.
Once you have selected the correct pricing type for your shop and have filled in the relevant text boxes, click Add Items to add these to the Repair Order.
If your shop is unable to provide any of the items listed, just click ‘Close’.
Adding Items – General Repairs
Once in the Repair Order (RO) you can see the Repair Order number and status. Any items you added via the Preventative Maintenance screen will be displayed here.
There are several ways to add service items to the repair order.
Some buttons may be unavailable to you depending on the vehicle, Fleet Management Company, and if you are billing through a National account.
The Add Items button displays the service code search and selection screen.
If you wanted to add an “Intake Manifold” repair item, enter “Intake” into the search box and click Search.
Select the correct item from the search results displayed by clicking the relevant service code name in blue.
If you do not find what you are searching for first time, try other words within the description. For example, if you are searching for the ‘Intake Manifold Gasket’ try just searching for ‘Gasket’.
If you cannot find what you’re looking for using the search box, you can click Browse All Service Codes chevron to display a hierarchy of all codes within the system. Click on one of them to drill into a more granular level.
After finding the service code you want to add, you can select ‘Labor’, ‘Part’, ‘Both’ or ‘Fee’ (for applicable Service codes) depending on how you charge for the relevant work.
Each service code you have selected will appear in the ‘Selected Items’ panel.
The ‘Add New Repair Order Items’ screen is where you add detail for the line items. A ‘Cause’ drop-down box and ‘Notes’ text box are provided to show observations and offer an explanation to the FMC for the work being carried out. Be sure to provide as much detail as possible to the FMC.
Once you have completed this page – press ‘Confirm’ to add the item(s) to the repair order. You can remove items by pressing the ‘X’ to the right-hand side of the line item:
Adding Items – Repair Package
You can now create custom Repair Packages in Auto Integrate, view our guide to learn how to create them.
To add a Repair Package to a Repair Order, simply click the ‘Select Repair Package’ drop down menu and select the Repair Package you wish to add to the Repair Order.
Once you have selected the package, it will be added to the ‘Selected Items’ panel. From here you are able to add or remove job types by unticking the labor, part or fee boxes.
If you wish to add any other Service codes you can from this screen, otherwise please click ‘Next’ to continue the Repair Order.
Adding Items – Quick Repair
To speed up the process of finding and adding some items, the ‘Quick Repair’ list contains 21 of the most common items to add.
If you select one of these ‘Quick Repair Items’, it will be added to the ‘Selected items’ panel. You can then click ‘Next’ to continue and add this item or add anymore line items required as usual.
Adding Items – Tires
Using the ‘Add Tires’ button, you can add tires that you are replacing along with any tire related services and enter the depths of the existing tires on the vehicle.
To enter measurements for a tire’s position, enter the: inner, middle and outer measurements and then click the ‘Replace Tire’ checkbox if the selected tire is being replaced:
To change the vehicle type of the vehicle you are entering measurements for, select the relevant vehicle type diagram.
When you are happy with the measurements entered, click ‘Next’
Once you have selected the tire positions and entered the readings you can now search for the tire(s) you are looking to add. Once you have found the tire you are looking to add, click ‘Select’ to the left-hand side of the tire row.
When you have selected your tire, you will be taken to your tire line item and any tire additional extra items that were selected. Enter the details for the line items on this screen.
Once completed, click the “Confirm” button to add the items to the repair order.
You can return to the measurements screen at any time to change: tire, brake rotors, brake pads/shoes, brake drums or battery measurements by clicking the measurements button at the top right of the repair order.
Adding Items – National Catalog
If you are billing through a National account, then the catalog button may be available.
Start by clicking the ‘Catalog’ button and entering the applicable code(s).
Selecting the item(s) that ARE applicable and clicking ‘Add Items’.
Submit for Authorization
When you are happy with the RO, scroll to the bottom of the page and click the ‘Submit For Authorization’ to send the RO to the Fleet for approval.
Finally, enter the estimated completed date and time as well as tax for the RO before clicking ‘Submit For Authorization’.
