Taking a Payment and Posting a Jobsheet

When a Jobsheet is completed, it should now be posted in order to update the relevant accounts in the system. To do so, you must understand how to take payment on a Jobsheet, update the Jobsheet lines, and then post the Jobsheet.

Adding Resources to Labour Lines in a Jobsheet

Before posting the Jobsheet, all labour lines must-have resource information added to them. There are several ways this can be done:
    If the Technician uses the Technician Confirmed button on their device, the resources column will be pre-populated.
    If a front-of-house staff member is familiar with the Technician’s Resource No., they can add this directly to the labour line and then press the Tab key to assign 100% of that labour line to that specific Technician.

https://slite.com/api/files/xVZnFSUl-uNJ1v/garagehive-jobsheet-adding-resources2.png?apiToken=eyJhbGciOiJIUzI1NiIsImtpZCI6IjIwMjMtMDUtMDQifQ.eyJzY29wZSI6Im5vdGUtZXhwb3J0IiwibmlkIjoiX1RZeFhvNXJKNTVZWm8iLCJpYXQiOjE3Njg3OTY2MTIsImlzcyI6Imh0dHBzOi8vc2xpdGUuY29tIiwianRpIjoiODRSWHQzelJRNEtmRTEiLCJleHAiOjE3NzEzODg2MTJ9.ba5rNh8dPtAC0z4SSRGDP6Gdp6oTDjeEFpSfYLoVhSU
    If multiple technicians are working on the job or there are multiple labour lines upon which a sole technician has clocked onto a job, you can select Home followed by Add Resources to Lines. This will either split the total time spent between multiple technicians on all lines, or it will add 100% to all labour lines for one specific technician.
    If you post the Jobsheet without adding the resources, the following error message will be displayed in the Error Messages window.

Updating the Items Numbers and Quantities

    All item numbers must be updated from the Placeholder Item, such as MISC, to their actual item numbers. Ensure that the quantities and prices of the items remain unchanged.
    If all part numbers with Placeholder Item have not been updated in the Jobsheet, the following error message will be displayed in the Error Messages window when posting the Jobsheet.
    All parts need to be bought into stock. If all parts have not been accepted into stock using a purchase order, you will get an error message:

Taking a Payment in a Jobsheet and Posting It

Once the job is finished and the financial details are correct, you have two options. You can either take payment from the customer and post the Jobsheet, or you can  add payment terms  to the Jobsheet and then post it.
You can verify the posting result before committing by using the Preview Posting action located in the Payments/Posting menu.
To take payment from the Jobsheet:
    Select Payments/Posting from the Jobsheet’s menu bar.
    Select Take Payment. Alternatively, you can select the Post action; this will automatically open the Take Payment window to allow you to capture payment details before the posting process completes.
    Enter the amount paid in the payment method row corresponding to the customer’s chosen payment method.
    Select the relevant action from the menu bar to initiate the specific payment process required for the transaction (e.g., card terminals, financing requests, or Garagelink).
    You can view other payments that have been applied in the document by selecting the Payment Gateway Entries action.
    Close the Take Payment page. If you initiated the process via the Take Payment button, select the Post action under the Payments/Posting menu to finish. If you used the Post button initially, the posting process will continue automatically.

https://slite.com/api/files/BwNI0atSerT8Xz/garagehive-jobsheet-taking-payment2c.png?apiToken=eyJhbGciOiJIUzI1NiIsImtpZCI6IjIwMjMtMDUtMDQifQ.eyJzY29wZSI6Im5vdGUtZXhwb3J0IiwibmlkIjoiX1RZeFhvNXJKNTVZWm8iLCJpYXQiOjE3Njg3OTY2MTIsImlzcyI6Imh0dHBzOi8vc2xpdGUuY29tIiwianRpIjoiODRSWHQzelJRNEtmRTEiLCJleHAiOjE3NzEzODg2MTJ9.ba5rNh8dPtAC0z4SSRGDP6Gdp6oTDjeEFpSfYLoVhSU

Post the Jobsheet Without Taking the Payment

    Scroll down to the Invoicing FastTab and enter the customer’s Payment Terms Code, such as 10 days from invoice (10D).
    Then from the menu bar, select Payment/Posting, then you can select either of the following options:
  • Post - Post/invoice this Jobsheet without the option of printing or emailing it.
  • Post and Print - Post/invoice this Jobsheet and print a copy of the invoice.
  • Post and Email - Post/invoice this Jobsheet and email a copy of the invoice to the Bill-To Customer.
Click Yes on the pop-up notification of do you want to post the Jobsheet?.

Note: After the Jobsheet has been posted, it can be found in Posted & Archived Documents under Posted Jobsheets list, which can be accessed from the Role Centre navigation menu.


Globe with Meridians English (UK, IE, IM and IZ). To find documentation in other regions where Garage Hive operates, click  here.