Service Records
In order to run a repair shop in an orderly, business-like manner, it is necessary to have an efficient system of Service Records. Such a system will protect both the repairman and the customer, and simplify the repairman’s bookkeeping. For a small service station a very simple system should be adopted. As the business grows, the service record system must necessarily become more complicated, since each battery will pass through several persons’ hands. Battery manufacturers generally furnish service record sheets and cards to their service stations, and the repairman who has a contract with a manufacturer generally adopts them. The manufacturers’ service record systems are often somewhat complicated, and require considerable bookkeeping.
For the smaller service station a single sheet or card is most suitable, there being only one for each job, and carbon sheets and copies being unnecessary. Such a service record has three essential parts: (a) The customer’s claim check. (b) The battery tag. (c) The record card. Fig. 183 shows a service record card which is suitable for the average repair shop. Part No. I is the customer’s claim check, Part No. 2 the battery tag, and part No. 3 the record card, and is 5 inches by 8 inches in size. The overall size of the entire card is 5 inches by 12 inches. Parts I and 2 are torn off along the perforated lines marked (A).
When a battery comes in the three parts are given the same number to identify them when they have been torn apart. The number may be written in the “No.” space shown on each part, or the numbers may be stamped on the card. The record should not be made out as soon as a customer comes in, but after the battery has been examined and tested and the necessary work determined. Put the customer’s name on parts 2 and 3. Record the address, telephone, etc., in the proper spaces on part 3. Having determined by test and inspection what is to be done, fill out the “WORKCOSTS” table on part 3, putting a check mark in the first column to indicate the work to be done and the material needed. Figure up the cost while the customer waits, if this is possible. Explain the costs to the customer, and have him sign Contract No. 1. If you do this there can never be any argument about the bill you hand the customer later If the customer cannot wait, or if he is well known to you and you know lie will not question your bill, have him sign Contract No. 2. In either case, the terms printed on the back of the card authorize the repairman to make whatever repairs he finds to be necessary, and bind the customer to pay for them. Find out whether the customer will call, whether you are to deliver the battery, or whether you are to ship it, and put a check mark in the proper space at the right of the “WORK-COSTS” table. Mark the battery with the chalk whose color is indicated, and you will know how to dispose of the battery when the repairs are completed.
Fill out the claim check and give it to the customer, tearing it off along the perforated lines. Fill out the battery tag, indicating after “Instructions” just what is to be done.