Fab MOT System - Documentation | Fabsoft | Daytona White Gold

Fabsoft MOT System

Comprehensive User Documentation

Powered by Fabsoft | Version 2.0

Version: Daytona White Gold

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Features Getting Started Dashboard MOT Tests Invoices Reports Settings Troubleshooting

Welcome!

This comprehensive MOT management system streamlines your garage operations with powerful features for test management, invoicing, reporting, and business analytics.

Core Features

Real-Time Dashboard

Live statistics showing today's tests, weekly/monthly counts, pending tests, status breakdowns, and top vehicle makes.

MOT Test Management

Complete test lifecycle management with DVLA integration, automatic vehicle lookup, and comprehensive test records.

Invoice System

Professional invoicing with parts/labour tracking, automatic VAT calculation, and PDF generation.

Business Analytics

Track business sources, monitor performance trends, and generate comprehensive reports.

Additional Features

  • User Management: Role-based access (Admin/User) with secure authentication
  • Vehicle Database: Automatic DVLA lookup and vehicle history tracking
  • Business Source Tracking: Monitor marketing effectiveness
  • Customizable Settings: Configure pricing, VAT rates, business info, and branding
  • PDF Export: Generate professional invoices and reports
  • Spreadsheet Export: Generate professional invoices and reports
  • Privacy Controls: Optional customer name and MOT status recording

Getting Started

Welcome to the Fabsoft MOT System! Follow these steps to get started:

1. Login

Navigate to the login page and enter your credentials. The default admin account is created during installation.

2. Configure Settings

Go to Settings to configure your business information, MOT prices, VAT rate, and other preferences.

3. Add Users

Create user accounts for your staff with appropriate permissions (Admin or User roles).

4. Start Testing

Begin creating MOT tests using the DVLA lookup or manual entry for vehicles.

Dashboard Overview

The dashboard provides real-time insights into your business performance:

Statistics Cards
  • MOT Tests (Today): Count of tests performed today
  • MOT Tests (This Week): Weekly test count
  • MOT Tests (This Month): Monthly test count
  • Pending MOT Tests: Tests awaiting completion
Analytics Sections
  • MOT Status Breakdown: Pass/Fail/Pending statistics
  • Top Vehicle Makes: Most tested vehicle brands
  • Monthly Summary: Average tests per day and active days
  • Business Sources: Customer acquisition channels
  • Performance Chart: Year-to-date trends (Admin only)

Managing MOT Tests

Creating a New MOT Test

With DVLA Lookup (UK Vehicles)
  1. Navigate to MOT Tests from the dashboard
  2. Click "+ New MOT Test"
  3. Enter UK vehicle registration - system will auto-lookup DVLA data
  4. Review auto-filled vehicle details (Make, Model, Color, etc.)
  5. Enter mileage
  6. Select business source (how customer found you)
  7. Add customer name and phone (optional based on privacy settings)
  8. Enter job description and MOT cost (optional)
  9. Click "Submit MOT Test"
Manual Entry (Foreign/Non-UK Vehicles)

For vehicles with foreign registration plates or when DVLA lookup fails:

REQUIRED Fields (marked with *)
  1. Car Registration: Enter the vehicle's registration number (any format)
  2. Make: Vehicle manufacturer (e.g., Toyota, BMW, Ford)
  3. Model: Vehicle model name (e.g., Corolla, 3 Series, Focus)
  4. Colour: Select from dropdown (e.g., Black, Silver, Blue)
  5. Fuel Type: Select Petrol, Diesel, Electric, or Hybrid
  6. Mileage: Current vehicle mileage in miles
  7. Business Source: How the customer found your business
OPTIONAL Fields
  • VIN: Vehicle Identification Number
  • Date of First Use: First registration date
  • Number of Seats: Total passenger capacity
  • Cost: MOT test cost (defaults to £0.00 if not set)
  • Customer Name: If privacy settings allow
  • Job Description: Additional notes
  • All other fields (Tax Status, Year of Manufacture, etc.)

Pro Tip: You only need to fill in the 7 required fields marked with a red asterisk (*) to create an MOT test successfully. All other fields are optional and can be left blank.

Managing MOT Tests

DVLA Vehicle Lookup

The system automatically fetches vehicle data from DVLA for UK-registered vehicles including:

  • Make, Model, and Color
  • Year of Manufacture
  • Fuel Type and Euro Status
  • Tax Status and Due Date
  • MOT Expiry Date
  • VIN Number

Updating MOT Status

Track test progress through various statuses:

  • Pending - Test scheduled or in queue
  • Pass - Test passed successfully
  • Fail - Test failed
  • StatusNotRecorded - Privacy mode enabled

Invoice Management

Creating an Invoice

  1. Go to Invoices section
  2. Click "+ New Invoice"
  3. Select or enter customer details
  4. Enter vehicle registration
  5. Link to MOT test (optional)
  6. Add Parts:
    • Click "Add Part"
    • Enter description, quantity, unit price
    • System calculates line total
  7. Add Labour:
    • Click "Add Labour"
    • Enter description and hours
    • Uses default labour rate from settings
  8. Review totals (Subtotal, VAT, Grand Total)
  9. Click "Save Invoice"

Invoice Management

Invoice Features

  • Automatic VAT Calculation: Based on your configured rate
  • PDF Export: Professional printable invoices
  • Payment Tracking: Mark as paid/unpaid
  • Edit/Delete: Modify invoices before payment
  • Business Branding: Includes your logo and details

Reports & Analytics

Available Reports

Daily Summary

MOT tests and revenue for specific day

Weekly Summary

7-day performance overview

Monthly Summary

Comprehensive monthly business report

Business Source Analysis

Marketing channel effectiveness

Generating Reports

  1. Navigate to Reports
  2. Select report type
  3. Choose date range
  4. Select format (PDF/Excel)
  5. Click "Generate Report"
  6. Download or print

Settings Configuration

Business Information

Configure your garage details:

  • Business Name (appears on invoices and throughout system)
  • Business Address
  • Phone and Email
  • VAT Number
  • MOT Tester ID
  • Business Logo (displayed on invoices and as favicon)
  • Homepage Background Image

MOT Pricing

Set your MOT test prices (comma-separated for multiple options):

Example: 54.85, 58.60, 60.00

Financial Settings

  • Default Labour Rate: Per hour rate for labour charges
  • VAT Rate: Percentage for automatic VAT calculation

Privacy Settings

  • Record Customer Names: Toggle to enable/disable customer name storage
  • Record MOT Status: Toggle to enable/disable MOT status recording

Business Sources Management

Track how customers find your business:

  • Add custom business sources (e.g., "Google", "Facebook", "Walk-in")
  • Activate/Deactivate sources
  • View source performance in reports

User Management (Admin Only)

Managing Users

Create New User:

  1. Scroll to User Management section
  2. Enter username, email, password
  3. Select role (User or Admin)
  4. Click "Create User"

Edit User:

  1. Click "Edit" button next to user
  2. Modify username, email, or role
  3. Optionally change password
  4. Click "Save Changes"

Tips & Best Practices

Efficiency Tips
  • Use DVLA lookup to auto-fill vehicle data and save time
  • Set up business sources to track your most effective marketing
  • Review dashboard statistics daily to monitor business health
  • Generate monthly reports for accounting and tax purposes
  • Keep your MOT pricing updated in settings
  • Upload your business logo for professional invoices
Security Best Practices
  • Change default admin password immediately
  • Use strong, unique passwords for all users
  • Assign appropriate roles (don't make everyone admin)
  • Regularly review user access
  • Enable privacy settings if required by GDPR

Troubleshooting

Common Issues

Solution: Click the "Refresh Stats" button or reload the page. Statistics are calculated in real-time from your database.

Solution: Check your internet connection. If the issue persists, you can manually enter vehicle details.

Solution: Ensure your browser allows pop-ups. Try using the print function instead.

Getting Help

Need assistance?

Email: support@fabiyi.com

For urgent issues, contact your system administrator

Keyboard Shortcuts

Shortcut Action
Ctrl + / Open search
Ctrl + N New MOT Test (when on MOT page)
Ctrl + S Save current form
Esc Close modal/dialog

Professional MOT Testing & Services Software

Developed by Fabsoft | Idris Fabiyi

Version 2.0.0 | © 2025 All Rights Reserved

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