This document provides instructions for taking customer breakdown calls, raising job sheets in Insphire, and exporting job sheets via email and ArioFlow. It covers getting customer and breakdown details on calls, raising job sheets by fleet number or customer account number in Insphire, and exporting completed job sheets to the fitter's iPad and to email for forwarding to the depot manager. Special instructions are given for raising breakdown numbers for Balfour Beatty, FM Conway and Skanska customers.

1. BREAKDOWNS:
This presentation will cover:
- Taking a breakdown (Calls) (Page 2)
- Raising a Job Sheet (Pages 3 to 5)
- Exporting a Job Sheet to email / ArioFlow (Page 6 to 7)
- Raising a Job Sheet if the fleet number is unknown (Page 8)
13/11/2015 Ana Raquel 1

2. Answering a call about a machine breakdown:
When you get a call from a customer reporting a breakdown, you need to make sure to get as many details as possible.
 Customer
 Site Contact
 Fleet Number (if the customer doesn’t know the fleet number – find out the type & size of the machine)
 Site Address
 What the issue is with the machine
*Note:
For Balfour Beatty, FM Conway and Skanska (ONLY) you will need to ask
the customers for a breakdown number and write it under job description:
Balfour Beatty – DB number
FM Conway – BKD number
Skanska – Incident number
13/11/2015 2

3. Raising a Job Sheet: (when you know the fleet number)
You will need to raise a job sheet on Insphire for each breakdown in order to send the worksheet to the fitter/allocate
the costs to the customers/raise a PO and for auditing purposes.
- On Insphire Click on Views >
Stock.
- Type the machine fleet
number in the ‘Item Search’
box and hit enter.
This brings up the contract/hire
the machine is currently on.
- Right click on the contract
and click ‘Amend Contract’.
13/11/2015 3

4. 13/11/2015 4
• Now that you’ve bought up the contract you will need to
specify for which machine on that contract you are raising
a breakdown for.
- Click on ‘Items’ and right click the fleet number you
require.
- Select ‘Generate Works Order’
This will raise your job sheet for the machine.

5. 13/11/2015 5
 Job Manager
Enter the initials for the depot manager
this contract relates to or AR for any
glass/hose/puncture breakdowns.
 Short Description
Enter a short description of the damage
e.g.: Puncture on Hitachi
 Inv. Run Code
Set this as ‘PLNT - Plant Run Code’
 Job Status
Job Status should be set as WIP (work in
progress)
 Job Description
Under the Job Description tab enter what
the issue is with the machine
 Profiles
Under the Profiles tab, select the best
fitting description using the drop boxes
supplied
Before processing your job sheet
you will need to fill out the
following details:

6. - To Export the job sheet to
your email click the arrow
next to ‘Print’ and select ‘Job
Sheet’
This brings up the job sheet
ready to be printed.
- Click on the ‘Envelope’ to
bring up the export box.
- Set ‘Format’ as Adobe
Acrobat (PDF).
- Set ‘Destination’ as MAPI.
Click OK
Type the name of the
recipient, enter a subject and
message and click send.
Now your Job sheet is raised
and you need to send it to
your email ( to forward to
respective depot manager)
and ArioFlow (to export the
job to the fitters IPad).
13/11/2015 6
EXPORTING
TO EMAIL

7. - To Export to ArioFlow click
the arrow next to ‘Print’ and
select ‘Job Sheet for Export’
- Click on the ‘Envelope’ to
bring up the export box.
- Set ‘Format’ as Separated
Values (CSV).
- Set ‘Destination’ as Disk
File.
Click OK.
- When the next box comes
up also click OK.
-Save under the ‘Service
Forms’ folder.
- Rename as the job number
and click Save.
(When ArioFlow creates a
job, it reads the contract
number and automatically
allocates the job sheet to the
correct depot)
13/11/2015 7
EXPORTING
TO ARIOFLOW

8. Raising a Job Sheet if the fleet number is unknown
If the customer was unable to supply a Fleet number, try
to get as much information on what machine they are
calling about (size/type/etc).
Your going to search via the customers account number.
- Click Views > Customer and enter the account code.
*Note – for an easier search change ‘Search Field’ to
CUNAME and ‘Search Condition’ to Contains.
- Make sure you are searching under the correct depot.
- Narrow your search down by looking through the
machine details (e.g.: type/size of machine) This is found
under the description bar)
- Scroll along to the side to match the details you have
with the location that was given to you.
- Once you find the fleet number raise the breakdown as
normal (same as pages 3 to 7).
13/11/2015 8