Marlin GTX enables structured job management from initial booking through to final invoicing using work orders.
Work orders record and manage job information, including customer, vehicle and product details.
Work orders can also be used to take deposits and create purchase orders when product quantities are insufficient.
They also support optional line price printing and gross profit visibility.
Work Order Benefits
Rather than direct invoicing, work orders are the recommended process for managing jobs and invoices.
Work orders provide:
- Permanent database records: Every work order is stored with detailed job information, including parts used, labour entries, customer details and timestamps.
- Future planning support: Work orders enable you to check if you have enough stock to complete upcoming jobs. The Business Planner also features a fillable column for checking stock availability ahead of scheduled jobs.
- Clear stock allocation: You can easily trace where products have been allocated using the Stock Search function.
- Full auditability: If work order auditing is enabled, all changes to the job (including edits, status changes and stock movements) are recorded. Audit reports can be generated for internal control or compliance.
- Improved operational control: Work orders support better job tracking, technician scheduling and communication across departments.
Adding Work Orders
Work orders can be added and attached to bookings from within the Business Planner by clicking on the Work Order button at the bottom of the Add/Edit Booking pop-up.
Standalone work orders can also be added from the Invoices module, by:
- Selecting Main > Data Entry > Invoices from the menu bar
- Clicking on the yellow Work Order button on the left
Standalone work orders can also be added from within the Business Planner, and have a booking created from them, by clicking on the Quick Work Order button on the right.
See the Planner Work Orders help guide for further details.
Adding Customers to Work Orders
When adding a work order, you first need to enter the customer and salesperson details, using the sections at the top.
Account Customers
Account customers can be added to a work order using the Customer picker at the top-left to select an account customer.
Once selected, their Delivery Address details will be filled in and can be edited below, if applicable.
Additional customer information and transaction history can be shown below by clicking on the Show Customer Details button at the bottom-right of the customer section.
Cash Customers
One-off sales for walk-in or cash customers can be processed by selecting 1 - CASH SALE from the Customer picker.
Specific AutoTracker customers or vehicle registrations can then be selected or added using the AutoTracker section at the top-right.
To add a new AutoTracker customer:
- Click the New Person button at the bottom-right of the AutoTracker pop-up that opens when clicking on the Owner icon
(Or search for and select an existing one)
See the Customer AutoTracker help guide for more details.
General Work Order Details
Salespeople and Tax Details
When adding a work order, make sure to select yourself as the Salesperson using the picker in the General section on the right.
default salesperson?
Customer PO Number?
The selected customer's GST Exemption Number will also be shown in this section, if applicable.
Details
what does this section do?
Deposits and Delivery
Deposit and Delivery details can also be entered using the sections at the bottom-right.
See the Deposits and forthcoming Delivery help guides for further details.
Adding Products to Work Orders
Products and other items can be added to work orders using the Line details list at the bottom of the work order window.
Products can be added by:
- Clicking on the Magnifying Glass picker on the next empty line and selecting the required product from the list that appears
- Begin typing the full or partial code into the Product field to search for the product
Products can be searched for using:
- Product for internal product codes
- Catalogue Item for supplier catalogue codes
- Manufacturer’s Code for manufacturer-assigned codes
Product picker searches can be switched by:
- Clicking on the Use Catalogue/Product/Manufacturer Code button at the top of the Line Details list
- Pressing Shift+F6 on the keyboard
Product Search
Products can also be added using the Product Search function, which can be accessed by clicking on the Product Search button at the top of the Line Details list.
The Product Search pop-up will open, which can be used to find products, as usual.
To add products to an order:
- Tick the checkbox to the right of them in the search results list
- Click on the Select button at the bottom-right
(or press Enter on the keyboard)
Importing External Products
Products can also be imported from external supplier integrations, including Repco Navigator Pro and Burson EzyParts, by clicking on the Import External Data drop-down and selecting the desired option.
See the relevant help guides for further information.
Other Line Types
Other line types, including Remarks, Packages and Claims can also be added by clicking on the Add drop-down at the top of the Line Details list.
Remark Lines
Remark lines can be added to orders by clicking on the Add drop-down and selecting Add Remark Line (or pressing F2 on the keyboard).
A blank line will appear in the Line Details list, which free-form remarks can be typed directly into.
Standard remarks can also be added by clicking on the Magnifying Glass picker to the right of remark lines.
Deleting Lines
Work order lines can be deleted by selecting them and then clicking on the Delete Line button at the top of the Line Details list (or pressing F9 on the keyboard).
Invoicing Work Orders
When ready, work orders can be invoiced by clicking on the Invoice button at the top of the module window.
The order will open in the Enter Invoice window and can be finalised as usual.
See above about why using work orders is safer and more effective than using direct invoices.
Voiding Work Orders
Work orders can be voided by clicking on the Void button at the top of the module window.
Work Order Purchases
If there is insufficient stock to fill an order, then the product Quantity number will be shown in red.
A purchase order for the missing products can be added directly from within the work order window by:
- Clicking on the Import External Data drop-down at the top of the details list
- Selecting Purchase Order
See the Purchase Orders help guide for further information.
Printing Line Prices
Line price printing on work order documents can be enabled or disabled by default for each customer via Customer Maintenance (Select Main > Customers > Manage Customers).
To enable or disable line price printing:
- Open the customer file in Edit mode
- Click on the Documents tab
- Tick or untick the Print Work Order Prices checkbox on the right
- Click Save
Line price printing can also be toggled for individual orders by clicking on the Print Line Prices button at the top of the details list.
Whether line prices will be printed or not is indicated at the bottom-left of the Line Details list.
Gross Profit Margins
Gross Profit margins can be shown or hidden in the Line details list by clicking on the Show/Hide Gross Profit button at the top.
customer sales + tracker history buttons - don't do anything?
barcodes + overwrite?
