3. Repairs

Repairs is the heart of Vinedem. Every device that comes into the shop is recorded as a repair: who the customer is, what device they brought, what the fault is, the diagnosis, the quote, the parts used, the payment method and the stage it is in. From the list you track every order and with one click you generate the receipt for the customer.

3.1 The repair-order lifecycle

An order goes through several stages, which you define with States (see Part 8):

1. Intake: the customer brings the device. You create the order with the initial diagnosis and, if you want, a quote.
2. In progress: the technician works on the device. You update the state and add parts or services.
3. Ready / Quoted / Confirmed: depending on your flow, the order moves through different states until it is ready to deliver.
4. Delivered: the customer picks up the device and the charge is closed. If payment was on store credit, the debt is generated.

"Delivered" here means whichever of your states carries the Delivery marker. You can rename that state to whatever you call it in your shop, and everything below still applies. See 8.2 States.

The "order type" (Pre-order, Quoted, Confirmed order) accompanies this flow and defines which receipt is best to print at each moment.

3.2 Create a repair

To register a new device, go to Repairs and use the create button (Create repair). The form is split into sections. You do not have to fill everything at once: you can save with the essentials and come back to edit later.

Customer

1. Search for the customer by name or ID.
2. If they do not exist, you can create them on the spot without leaving the form.

Device

• Brand and model: search in your brands catalog. If it is missing, you can create it right there.
• IMEI / serial number: identifies the device. It later helps you find the order from the list.
• Order type: Pre-order, Quoted or Confirmed order.

Device password

• Unlock type: Pattern or Password.
• Depending on the type, you enter the pattern or the passcode. It is saved so the technician can access the device.

Diagnosis

• Intake state (detected faults): describe the problem the device arrives with (for example, does not turn on, broken screen).
• Detected faults / Observations: extra diagnosis notes. You can later choose to show these on the receipt or not.

Scheduling

• Priority: Low, Medium, High or Urgent. It helps you order the shop's workload.
• Commitment date: the date you commit to deliver. It is highlighted in the list if it is overdue.

Services performed

• Record the services you do on the device, choosing them from your Services catalog or adding them by hand, each with its price. They are the labor breakdown of the order.

Products consumed

• Add the parts used in the repair. When you add them, they are deducted from Products stock. You can search for a product above and add several at once.

Discount

• Discount type: Percentage or Amount.
• The percentage discount applies only to the base (price plus surcharge), not to the consumed products. With Amount you can make a custom discount that covers whatever you want.

Payment method and totals

• Payment method: Cash, Card, Transfer or Store credit. See 3.3.
• The Summary on the right computes the total live (price + surcharge + products − discount − deposit) so you know how much to charge.

When you finish, the button saves the order (Create repair). You can cancel at any moment without losing what you had already saved.

3.3 Payment methods and installment plan (store credit)

If the customer does not pay everything up front, you choose Store credit as the payment method and set up an installment plan.

• Number of installments and amount per installment: with these two figures the system computes the total to pay.
• The plan must be greater than or equal to the work total (price + surcharge + products − discount − deposit). If the plan does not cover the total, the system warns you before saving.
• When the order is marked as Delivered, a debt on the customer's store credit is automatically generated for the plan total. From there you track it in Debts (see Part 6).

If you change the payment method from Store credit to another, the installment plan is removed. The system confirms it before doing so.

3.4 The works list and its filters

The list shows every order, newest first. At the top you have the search and a filter bar.

• Search: by order number (the one on the receipt) or by part of the IMEI.
• Available filters:
  • Priority: Low, Medium, High, Urgent.
  • State: any of your states.
  • Payment method.
  • Order type: Pre-order, Quoted, Confirmed order.
  • Products: with or without consumed products.
  • Date ranges: intake (Entry), Commitment and Delivery, each one separately.
  • Customer and Brand.
• Every active filter shows up as a chip below the row, each with its own ✕ to remove it. Once more than one is set, a Clear filters button appears and removes them all at once.

The priority, payment-method and order-type values display in your language, but internally they are always stored the same, so filtering and comparing work no matter which language you use. States are different: they are your own list, created in the language of whoever set up the organization, and shown to everyone exactly as you named them.

3.5 Quick edits from the list

Without opening the detail, from the same row in the list you can change a few things on the fly:

• State: change the order's stage with the row selector.
• Payment method: adjust it directly (unless it is already Delivered, where it is locked).
• Commitment date: edit it from the row. If the date has passed and the order is not delivered, it is marked as overdue.

3.6 The detail page

Opening an order (View detail) gives you all its information on a single screen:

• Header: customer, state, priority, order type and payment method.
• Money breakdown: price, surcharge, discount, deposit, products and total, so you see how the amount is composed.
• Added products and Services performed: the detail of what was consumed.
• Assigned people: who received the device, the technician in charge and who created the order.
• Notes: the order's note history (see 3.10).

From the detail you can also edit the order, print receipts, add products and delete it.

3.7 Deliver an order

Marking an order as Delivered is the closing step. The system checks that the data needed to charge is present:

• That it has a payment method.
• That it has a price and a currency.
• If there are products in another currency, that the exchange rate (conversion) has been applied.

If something is missing, the system tells you and does not let you deliver until you complete it. When you confirm the delivery, if the payment method is Store credit, the corresponding debt is generated.

3.8 Receipts and printing

With one click you generate the order's receipt as a PDF, ready to print or share. In the receipt header you choose the size or type:

• Ticket: the narrow strip for the counter's thermal printer. It includes the essentials: number, date, customer, fault, branch and password.
• Pre-order: the intake receipt with the device state.
• Quote: the document with the diagnosis and detected faults.
• Confirmed order: the final receipt with the observations.

The A4 receipts include the tracking code so the customer can check the status themselves (see 3.9), the device data, the price breakdown, the terms and conditions (the warranty you define in the shop settings), the space for signatures and a detachable stub for the customer. You can also print several orders together.

Several orders on one sheet. Tick the orders you want in the list and use Order status sheet: you get one PDF with all of them, a row per device showing the tracking code, the brand and model, the IMEI and the current state. It is what you send a customer who left several devices so they can see how each one is going. The header names the customer only when every ticked order is theirs.

3.9 Letting the customer track their own repair

Every order has its own tracking code, printed on the A4 receipt. With it the customer opens the public status page and sees where their device is, without calling the shop and without needing an account.

From the list or the order's detail page, Share with customer copies a ready-made link containing that code. Send it over WhatsApp and it opens straight onto the status.

• The code identifies one order. The customer does not need to have an email on file.
• The link carries no personal data, so it can be forwarded without exposing the customer's email.
• Orders created before this feature do not have the code printed on their receipt. Those customers can still look theirs up with their email and order number.

3.10 Order notes

Notes are the repair's running history: the diagnosis, the part you ordered, what you discussed with the customer. The whole shop sees them, grouped by day.

Where they open. From the work order list or from the detail page, the Notes action opens the notes panel beside the page. On large screens the panel takes a column of its own, so you keep seeing the order while you write, and you can drag its left edge to widen it (the width you pick is remembered for next time). On small screens it opens over the page; close it with the ✕ or the Escape key.

Writing a note. The editor supports formatting: bold, italic, strikethrough, lists and links. Send it with the Send button or the ⌘↵ shortcut (Ctrl+↵ on Windows). A note runs from 3 to 500 characters, and the counter shows how much you have written.

Telling the customer. Every note has its own action menu:

• Notify via WhatsApp: builds the message with the order number, the device and the note text, and opens WhatsApp with everything loaded so you only have to send.
• Send by email: shows you a preview first, with the recipient and the note exactly as they will receive it. Vinedem formats the message and sends it in the customer's language. If the customer has no email on file, it tells you and does not offer to send.

Deleting a note. Notes are part of the repair's record, so only the Owner and Administrator roles can delete them. Anyone in the shop can add them.

3.11 Edit and delete

• Edit: from the list or the detail, change any of the order's data.
• Delete: removes the order. When you delete an order that had products, the stock of those products is restored automatically.