• Introducing RAINBOW SERVICE MODULE

Easily create Service Work Orders for Rainbow units and accessories. With a single click, instantly validate the warranty status of each replaced part.

The new RBO Service Module is a powerful tool designed to help distributors and service centers manage the entire repair workflow. From Service Work Orders and Warranty checks to communication and reporting—everything you need is now in one centralized location.

Part 1: Configuring Your Service

First, you must set up an RBO account for your Service Technician (e.g., “Service Tech John”). Follow these steps:

1. Navigate to Leads-Contacts.
2. Click the (+) icon to add a new contact. Select Office Staff as the type and complete the contact information.
3. Next, go to Manage User Account and select Add New.
4. Choose your technician, set a username, and select the role Rainbow Service. Set an initial password, then save and close.

Now, log out of your admin account and log back in using the technician’s credentials. Once logged in, you will see Service Shortcut Icons on the Home Screen. You can customize these by opening the left vertical menu and clicking the Star icon next to items like Warranty Report or Settings to pin them to your dashboard.

Part 2: Initial Setup & Settings

To begin your initial configuration, navigate to Settings:

• Settings Tab: Enter your service information and location. Click (+) to input your Rainbow Service name, address, contact details, and assigned technician.
• Labor Tab: Use the (+) icon to define your labor types and set default pricing for each.
• Parts Type Tab: Add categories such as “New Part” or “Refurbished Part” if applicable.
• Parts Tab: This displays the complete list of replacement parts from the manufacturer, Rexair. Here, you can set your retail pricing. Search by part number or description in the “Rex Name” column.
  • Example: Search for T1140 (Complete Motor Assembly). Double-click the item, click (+) at the bottom, select your service unit, and enter your customer selling price. Save and repeat for other parts.
• Discounts Tab: Create custom discount types, such as “Repeat Customer” or promotional rates.
• Payments Tab: Define your accepted payment methods (e.g., Pending, Warranty – No Payment, Credit Card, Wire Transfer, or Cash).
• Delivery Type Tab: Establish your delivery methods, such as Customer Pick-up, Dealer Delivered, or Shipped via Courier.

Your Rainbow Service module is now fully configured.

Part 3: Managing Service Work Orders

The Work Order section features robust filters at the top, allowing you to search by Date, Customer Name, Serial Number, or Status (Open, Estimate, In Progress, Done, or Completed). At the bottom, you will find real-time totals for labor, parts, and warranty items within your selected timeframe.

We have also included two essential resources for technicians:

1. Field Service Bulletin: For the latest technical updates.
2. Service Manual: To identify specific parts. Note: These will open in a new browser tab and require your rainbow.net login.

Option A: Creating a Work Order for Existing Customers

Click (+) to Add New. You can search by Name, Phone, or Email, though searching by Serial Number is recommended. Select the correct result and click Create Work Order, then click Save.

• Customer Info Tab: Verify the customer’s details. If updates are needed, click the customer’s name (in blue) to open the original Lead Form. Make your changes, save, and close.
• Product Selection: View the available products, select the unit requiring service, click Add to Work Order, and return to the main Work Order tab.

Defective Product Inspection

In the Products for Service grid, double-click the unit. Enter a brief “Reason for Service” and click Fill Survey for a detailed review.

• Select the Rainbow Main Unit and note any issues like “Unusual Noise” or “Overheating.”
• Update the Product Condition, add comments, and Save.
• Indicate if the product is under warranty and set the expiration date. You can now print the initial Work Order to attach to the physical unit.

Parts & Live Warranty Check

Once the unit is inspected and replacement parts are identified:

1. Go to the Detail Parts section and click (+ Add New).
2. Select the product, part type, and enter the part number (e.g., T1140 Complete Motor).
3. In the right column, select Part or Credit and indicate if the part is from your existing stock.
4. Enter the Motor Serial Number and select the Motor Reason from the dropdown.

Next, perform a Live Warranty Check.

Note: This provides a preliminary status. Final confirmation is only granted once the Warranty Department issues the formal Warranty Report.

Once the check is complete, a pop-up will display the result. If applicable, mark In Warranty: YES. This ensures the price is calculated for internal tracking but the customer is not charged.

Labor, Approval, and Completion

• Labor: Add labor entries with estimated duration and types. Mark as “In Warranty” if there is no charge to the customer.
• Approval: Print the Work Order draft for customer approval. Once approved, set the Estimated Repair Date, check the Approved by Customer box, and update the status from “Estimation” to “In Progress.”
• Payment & Delivery: Once repaired, add the payment details. Under Products for Service, you can add “Operating Instructions” in the comments field—these will appear on the final printed receipt.
• Mark the unit as Delivered (including date, time, and method) and Save. The Work Order will now move to the Completed filter.

Part 4: Work Orders for Non-RBO Customers

If a customer is not in your database:

1. Click (+) Add New and select Add New Customer.
2. Complete the Lead Form (Name, Phone, Email, Address).
3. Set the Lead Type to Service and the Lead Dealer to Office.
4. Click Book Appointment. This activates the Service Work Orders tab for this customer.
5. In the Work Order tab, click (+) to create the order and manually add the product details (Product Name and Serial Number). Proceed with the standard workflow.

Part 5: The Warranty Report

To finalize your claims, click (+) to create a new Warranty Report.

1. Fill in the date ranges and your Distributor information.
2. Click Generate to see a list of all eligible defective items.
3. Select the necessary rows and click Add to Report.
4. Click Export to save the report as an Excel file for submission to the Warranty Department.
5. After your meeting with the Warranty Department, update the report by marking items as Accepted or Rejected.
6. Finally, mark the report as Validated: YES to lock the file as Read-Only.

Thank you for watching this guide to the RBO Service Module.