How to Close a Customer Pay Repair Order

Learn how to effectively close a customer pay repair order, modify labor times, adjust pricing, apply line discounts, and finalize the invoice.

June 17, 2026 By Derek Viens

Closing out a customer pay repair order (RO) involves confirming technician assignments, adjusting labor times and amounts, and ensuring all line items are correctly documented before generating the final invoice.

Here is how to review, modify, and close out an RO.

1. Open the Repair Order

Navigate to Post Final Charges (PFC) tab. Click Go or press enter on the PFC screen. Enter the correct repair order number.

2. Close Individual Lines

You must close out each service line on the RO (e.g., Line A, Line B) individually to confirm the labor and operation codes.

Type R followed by a space and the line letter (e.g., R A) in the command prompt, then press Enter.

Press Enter to confirm the default labor type (e.g., W/CP), operation code, and customer concern. If steps are correct press enter to process through.

Press enter to bypass SALE CONTROL NUMBER

Press Enter to bypass DEBIT CONTROL NUMBER

Verify line Description.

Enter the assigned technician's ID number.

Type the technician's billed hours and press Enter.

When entering technician hours on a line, format the time without decimals. For example, 1.2 hours is typed as 120, and 0.5 hours is typed as 50.

Repeat this process for every line on the RO.

If the repair order spans multiple pages, type N and press Enter to navigate to the next page.

3. Modify Discounts and Adjust Pricing

Sometimes lines require manual intervention to apply discounts or fix incorrect sale amounts.

Adding or Changing Line Discounts

At the command prompt, type ADC followed by a space and the line letter (e.g., ADC A).

Step #22: Select the relevant fee or discount (e.g., DISCOUNTED LOF) from the list and click OK. — Select the relevant fee or discount (e.g., **DISCOUNTED LOF**) from the list and click OK.

Put in dollar amount for discount.

Adjusting the Sale Amount

If the flat labor amount is incorrect, manually adjust it using the Change Sale Amount (CSA) command.

Type CSA followed by the line letter and line number (e.g., CSA A 1).

Type the new flat sale amount without decimal points (e.g., type 8000 or 80 depending on your system's exact formatting) and press Enter to apply.

Step #27: This example is if we were moving to $140.00. — This example is if we were moving to $140.00.

4. Add Inspection and Service Comments

To ensure warranty compliance and document services performed properly, you may need to add notes to specific lines.

Type CCC followed by a space and the line letter (e.g., CCC A) to open the comments window.

Type your notes into the "Correction" or "Story" field (e.g., "Service performed").

Step #32: Click Save to apply the notes to the line item. — Click **Save** to apply the notes to the line item.

5. Print and Finalize the RO

Once every line is closed, discounted, and documented, you are ready to print the final invoice.

Type PP at the command prompt and press Enter to initiate the printing process.

Click Yes to confirm that all items are successfully posted.

Verify and adjust the vehicle's "Mileage In" and "Mileage Out" values, especially if a test drive was performed. Just type in the mileage to replace the previously recorded mileage in each step. Press enter to proceed.

Step #40: Select your designated invoice printer from the dropdown menu. — Select your designated invoice printer from the dropdown menu.

Step #41: Click Print to finalize the customer pay repair order. — Click **Print** to finalize the customer pay repair order.