This review process ensures all completed repair folders are properly documented, reconciled, and ready for delivery. This process includes handling exceptions, analyzing gross profit, reviewing payment breakdowns, confirming labor allocation, and completing all final delivery requirements before handing off the vehicle to the customer.
Access the folder from the Completed Not Delivered tab of the Vehicle Center. Review the exceptions screen to identify any items that need attention.
Expected exceptions at this stage (these are acceptable):
Any other exceptions (parts price changes, quantity differences, cost no-sale items, tax differences) should be resolved before proceeding to delivery.
Action: Resolve each exception by updating estimates, confirming receipts, or adjusting line items as needed. Do not proceed to the next step until exceptions are cleared.
Open the GP Analyze screen from the Exceptions tab. Review your profitability to ensure everything looks normal:
Action: If GP is unexpectedly low, audit parts pricing, labor allocation, and any cost no-sale items.
Review all Purchase Orders linked to the folder to ensure they are properly closed.
Action: If any PO shows open status, verify all expected parts have been received and invoiced. Contact your parts vendor if lines are outstanding.
The payment breakdown sheet will help the employee who is delivering the vehicle know exactly how much money to collect from the customer.
Payment Break - Down Sheet (PBS)
Locate the Labor Allocation section from the Summary tab of the customer folder. Verify that labor is correctly assigned to technicians or teams.
Action: Improper allocation will distort gross profit and labor cost reports. Review and correct assignments if needed before proceeding.
Collect all customer payments for the repair before marking the vehicle as delivered. This includes any insurance, deductible, and customer out-of-pocket portions.
On the Summary tab of the customer folder, check the Vehicle Completed and Vehicle Delivered checkboxes.
What happens when you mark Vehicle Delivered:
Action: Only check the delivery box immediately before handing off the vehicle to the customer.
Once the vehicle is marked as delivered, review the folder using the Final Review tab of the Vehicle Center to confirm everything is correct.
Action: Do not mark as reviewed until the above steps are all complete.
|
Issue |
Solution |
|
PPD Exceptions: Estimate list prices don't match invoices |
Adjust the price in your estimating system and re-import the estimate |
|
Parts received but not invoiced (green exceptions) |
Process the receipt and invoice immediately to resolve exceptions and avoid month-end delays. |
|
Returned parts showing as red (not credited) |
Use the credit memo workflow tied to the original purchase order line to clear the return. |
|
Labor GP appears too high |
Verify labor allocation is correct. |
|
PO shows open instead of closed |
Verify all expected parts have been received and invoiced. Contact vendor if lines are still outstanding. |
|
Can't change completed or delivered date |
Once marked as delivered, these dates are locked to users without permission. Only mark delivered when actually handing off the vehicle. |
Access folders from the Completed Not Delivered tab in the Vehicle Center to see all ready-to-deliver folders.
Exception types acceptable at delivery stage: Rejected, not Returned; Returned, no Credit Memo.
Always verify Purchase Order status is CLS (closed) before delivery—all lines must be received.
IMPORTANT: Do not mark Vehicle Delivered until you are handing off the vehicle—dates should not be changed afterward.
Use the Final Review tab as your last checkpoint before closing the folder.