Installation tracking

There is no installation or site tracking module in Vinstra Flow. There are no fitting teams, no site visits, no installer assignment and no customer sign off.

This page is honest about that, then shows what you can genuinely use to follow a job from won work to handover: the project record, gate passes, to dos and the dashboard.

Track the job on the project

Project form, at project/add. Placeholder image.

The project record is where a won job lives, and its status is the closest thing to a job stage.

1. Go to Projects.
2. Select Add, or open an existing project.
3. Fill in:
   • Reference number and Arch reference.
   • Address, the site.
   • Architect, Sales person and Referrer.
   • Status.
   • Start date and Due date.
   • The item detail: Layout and location, Item type, System, Colour, Width, Height, Quantity, Number of pieces and Area.
   • The money: Rate per sq ft, Project cost, Project cost before discount, Discount amount, Discount percentage, Carriage cost, File closing adjustment and Total amount of item.
   • Flynet detail, if the job has it: Flynet type, Flynet cost and Flynet sq ft.
4. Select Save.

The three statuses

Status	Meaning
Sale Order	The job is won and not yet in production
Work In Progress	It is being made
Completed, Balance Due	It is done and money is outstanding

Moving a project between statuses opens a status reason dialog, so the reason for the change is recorded with it. Write something useful there. It is the only narrative the project keeps.

Note what the statuses do not include: there is no “delivered”, no “installed” and no “signed off”. Completed, Balance Due is the end of the line, and it is about money rather than about the fitting being finished.

Record what went to site

Use a gate pass for each load that leaves. It carries the issue date, the item, the quantity, the weight and a link to the job through its parent fields, and it prints for the driver.

Raised consistently, gate passes are your record of what physically reached site and when. See Inventory.

Use to dos for site work

Site visits, fitting dates and callbacks can be held as To dos, which have a calendar view. This is manual: nothing creates a to do from a project, and nothing warns you when a fitting date passes. But it is a real shared calendar, and it is better than a fitter’s notebook.

Watch the dashboard

Two dashboard widgets are useful once a job is in progress:

• Due this month, for work coming up.
• Over due date, for work that has passed its due date.

Both work from the dates on the records, so they only tell you the truth if start dates and due dates are filled in.

A workable practice

Given what exists, most factories can run installation like this:

1. Keep the project status current, with a real reason on each change.
2. Raise a gate pass for every load that leaves, with the date.
3. Put the fitting date in the to do calendar and assign it.
4. Check Over due date on the dashboard weekly.
5. When fitting is finished and money is outstanding, set Completed, Balance Due, and invoice. See Accounting and invoicing.

What you will still need elsewhere

If you need fitter scheduling, site photographs against a job, customer signature capture or a snagging list, the application does not have them. Teams doing this today keep it outside Vinstra Flow. Worth knowing before you promise a customer a tracking portal.