States, holds, advances and changes
You will be able to: State what each job state allows and refuses; Take an advance and know why it ends once the invoice exists; Reopen, hold or cancel a job the right way.
- Read not done yet
- Self-check: not taken not done yet
- Lesson complete not done yet
One rulebook decides which action a job allows in which state. The buttons on the screen and the refusals from the server both read it, so they can not disagree. When an action is refused you always get one plain sentence.
| State | Allowed | Refused, and why |
|---|---|---|
| Check-in / Non Approved | Edit, estimate, approval, extra work, advance, cancel | Allocating, clocking, materials, start work, hold, proforma and invoice: the customer has not approved any work yet |
| Approved | Start work, allocate, clock, materials, hold, advance, invoice, cancel | Nothing major; invoicing here asks to finish the work and invoice |
| Approved Hold | Resume work, edit, cancel | Allocating, clocking and invoicing: the job is on hold, resume it first |
| WIP | Work finished, hold, edit, advance, invoice | None for normal work |
| Work Completed | Invoice, receipt, release, reopen by a manager | Edits when the lock is on; cancel, because the work is finished |
| Invoiced | Receipt, credit note, release | Advance, estimate changes and cancel; correct the invoice instead |
| Delivered | Credit note on an invoice that stands | Almost everything: the job is closed |
Holds and reopening
Putting a job on hold is one tap on a reason: Waiting for parts, Waiting for customer approval, Waiting for insurer, or Other, which needs a few words. Reports can group holds by reason. A manager can reopen a locked job with a written reason; the note is recorded in the job's history and the job stays editable until the workflow moves on. A Work Completed job can also be taken back to WIP.
Advances
An advance is money the customer pays before the invoice, taken against the job card. It is a liability, not a sale. After the invoice exists the same money is a receipt against the invoice, and the screen offers that instead. An advance receipt prints as TAX INVOICE (ADVANCE) when VAT was charged at receipt, because the UAE tax point is the day the money arrives. The VAT inside the money is 5/105 of it, and the final invoice takes exactly that slice off again, so the supply is taxed once.
Cancelling
Cancel job opens a list of linked documents to reverse first, such as advances and unposted drafts, and asks for a reason. Once a live invoice exists the way back is Correct this invoice, not Cancel job. A warranty job is zero-bill by rule: the garage pays, so an invoice or proforma is refused.
Try it in the demo
- Open the Garage demo at https://garage.zeyto.app and open jobs in different states, such as Non Approved, WIP and Work Completed.
- On each, note which buttons are dimmed and read the sentence given.
- Open the History tab of a job and read the workflow moves with their notes.
Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.
- A rulebook decides what each state allows; the screen and the server read the same one.
- Hold needs a reason chip; reopening needs a manager and a written reason.
- An advance is taken before the invoice; afterwards the money is a receipt.
- Once an invoice stands, correct the invoice instead of cancelling the job.
Check yourself
5 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.