You can quickly add all tasks and parts associated with a service provided by a third party shop or company. When you use the “Add Shop Invoice” form, RideCache will do the following:

• Create a new “completed” task in your task list
• Create an “installed” part for each part you add from the invoice, and associate it with the new task
• Create a new “invoice” paper and associate it with the newly created task and parts
• Allow you to attach the actual invoice (PDF or image) to the newly created invoice paper record
  
• Associate the assigned vendor with the new task and any included parts

 Before you use the Add Shop Invoice form, you should

• Make a digital copy of the invoice. You can do this by “printing or saving to PDF” from your email program if you received an email copy of the receipt, scanning a paper version of the invoice to a PDF file using a scanner, or taking a digital picture of the invoice with your digital camera or mobile device.
• Add the Shop or Service Provider as a new Resource in your RideCache if they are not already entered.
  

 To get started, click the “Add Shop Invoice” button found in the Tasks tab area.

1. Invoice Info. Add information about the invoice itself by selecting the Shop or Service Provider from the drop down list of your RideCache resources, adding the invoice number and using the “Add Attachment” button to upload a digital copy of the invoice.

2. Service or Task Info. Next add information about the first task you want to enter from this invoice. (Note: If the invoice includes multiple services or tasks that you want to capture individually in RideCache, you will want to use the “Add Shop Invoice” once for each service or task.)

a.    Enter the start and end dates for the service. If this was done on a single day, you can use the same date for both.

b.    Enter the start and end mileage for the service. This is useful for long restorations or services where extended test drives are required. For a simple service, just make these the same.

c.    Select the type of service from the drop down list, give the service a descriptive name, and optionally a longer description.

3. Add Parts. In the next section you can add one or more parts that should be associated with this specific service or task.  

a.    To add a part that you already have in your RideCache inventory, select it from the drop down list. As confirmation, the part will appear in the parts list on the form.

b.    To create a new part, click the “Create New Part” button to open the new part form. Complete the form by adding the part model # and description. Then select the part Category, Sub-Category and Brand from the drop down lists or add your own in the boxes below the drop down lists. Finally, add the quantity and unit cost of the parts. Click the “Save Part” button when you are done and the part will be added to the parts list on the form.

c.    Click the “Create New Part” button again to create additional parts to be associated with this task or service.

4. Add Service Costs.

a.    Add the labor and other costs associated with this service in the boxes provided.

b.    Note that the “Parts” cost field is populated from the parts you entered above for the invoice.

c.    Use the “Other” cost field to capture any other costs from the invoice such as shop fees, taxes, shipping, other parts or materials.

5. Save the Invoice. When you are done entering the information for this service or task, click the “Save Invoice” button. RideCache will then process the invoice information you have provided and automatically create the associated Task, Parts and Paper. 

6. Edit Items. You may want to go back in and edit the items created to add more details, add images or correct any errors made during entry. You can do that by finding the newly created items in the tab lists and editing them individually as normal.