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If you have enrolled in Fleetio's Maintenance Shop Network, maintenance and repair shops can generate Repair Orders in the Auto Integrate system, and these will be imported daily as Service Entries for the corresponding Vehicles in your Fleetio account.
Fleetio offers real-time insight into Maintenance Shop activities. Even before the Repair Order has completed all stages of administrative processing in Auto Integrate, any available data will appear in Fleetio as a Pending Service Entry.
Fleetio provides several View and Filter options so that you can easily search and report on Service Entries that originate via Maintenance Shop Network.
Include key Maintenance Shop Network reference values in your Service History list and Service History by Vehicle report so that you can easily reconcile Maintenance Shop Network transactions against your cbCharge statements.
IMPORTANT: Maintenance Shop Network is available for all Professional and Premium Plan customers.
Filter Service History for Maintenance Shop Network Transactions
Select Service History from the Service section of the Sidebar Navigation. This brings up the full list of Service Entries.
There are quick filter options next to the search bar. Click Filters to open the full filter panel. Scroll down the list to the Repair Order section where you'll find several Maintenance Shop Network filters, such as Invoice Number, Auto Integrate RO ID, Shop Authorization Number, and Shop Reference Number.
View Pending or Completed Service Entry Detail
On the Service History list, Maintenance Shop Network transactions have a lock icon instead of a checkbox. These entries cannot be deleted.
The RO Status column shows the entry's status. If it's pending, there will be a button that links to the repair order in Auto Integrate. Service Entries are Pending in Fleetio until one to three days after the corresponding Repair Order has been marked complete in the Auto Integrate system.
Select a row to view its full details.
Hover over a row to bring up the More Actions Button. If the Service Entry has been completed, you can Edit it. Pending Service Entries cannot be edited.
TIP: Learn more in the Edit Maintenance Shop Network Service Entries article.
Clicking on a Service Entry will bring you to the Service Entry Details page. The detail page for Maintenance Shop Network Service Entries includes several fields not found in other Fleetio Service Entries: Invoice Number, Auto Integrate RO ID, Shop Authorization Number, and Shop Reference Number.
These details help you find the transaction in your Auto Integrate account.
Fleetio records a Start Date, Completion Date, Invoice Date, Billed Date, and Odometer.
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Start Date is drawn from the Vehicle Arrival date in Auto Integrate.
Note: This value is not always present. - Completion Date is drawn from the RO Created date from Auto Integrate. This is the date the maintenance is deemed complete, and the meter reading is recorded. This is also the date used to reset Service Reminders.
- Invoice Date is the date the transaction was closed and appeared finalized in Fleetio.
- Billed Date is the date that the transaction was billed to your Maintenance Billing Account. A statement period covers a span of Billed Dates, so filtering by this date on reports can help reconcile monthly statements against specific Fleetio transactions.
Click RO History next to the Completion Date for additional dates tracked in the Auto Integrate system during Repair Order processing.
A pop-up displays the imported dates from Auto Integrate; note that some may be missing or inaccurate, depending on the data entered at the maintenance shop.
NOTE: The Service Entry Completion Date recorded in Fleetio is drawn from the RO Created Date (b) found in the RO Details Tab (a) in Auto Integrate. This is the date used to reset Service Reminders in Fleetio.
Shop Transaction Service Entry detail in Fleetio also includes sections for Approved and Rejected Shop Integration Line Items:
Dashboard Widgets
There are two Fleetio dashboard widgets available in the Service section that display real-time counts and information on Pending Repair Orders.
Pending ROs by Status - shows the number of Service Entries currently in each Auto Integrate Repair Order Status. Click a row to view those transactions filtered in your Service History
ROs Needing Approval - shows the details of every Service Entry that currently needs your approval or reapproval. Click View to review that RO in Auto Integrate.
Service Reminder Reset
Service Reminders can only be reset with Maintenance Shop Network Service Entries if the Service Task on the Service Reminder is connected to a Standard Service Task.
TIP: Learn more in the Standard Service Tasks article.
Edit or Print Invoice for Completed Shop Transactions
In the upper right corner of the Details page for the Shop Transaction Service Entry, you can click the Edit button (a) to make changes, or click the More Actions Button and select Print PDF (b) to print an invoice. Print PDF will display the cbCharge invoice as a PDF in a new browser tab.
TIP: Learn more about editing a Shop Network Service Entry in the Edit Shop Network Service Entries article.
Service History by Vehicle Report
The same Filter options are available for reporting. In the Sidebar Navigation, click Reports then select Service History by Vehicle in the Service section.
Click the Columns button to customize your column view according to relevant Maintenance Shop Network criteria.
TIP: Learn more in the Customize Report Columns article
To control the data displayed, click Filters, then check the Generated by Shop Payments checkbox (a), apply any additional filters, then click Search (b).
