Add Digital Service Record

This is where the data is maintained for the vehicle's secure and comprehensive service history. Every item selected will appear on the DSR printout provided to the customer. The data is also used for accurate service reminder processing and detailed service business performance analysis and reporting.

Previous Service Record

A summary of the service record with the most recent 'Job Date' in DSR is displayed to help confirm that the record now being entered is logical in terms of sequence, timing, mileage and content.

Vehicle Details:

This provides sufficient details to help ensure that the DSR record being maintained is for the correct vehicle.

(Service Data Entry)

Scheduled Service Completed:

Selection from this listbox is always mandatory no matter what type of service event is being recorded.

  • If a Scheduled Service is not actually the event being recorded then select 'Not Applicable'.
  • Scheduled service intervals already recorded against the vehicle are no longer available for selection.
  • If a vehicle is being prepared for sale and no other service event needs to be recorded then use the 'Sales Preparation' option. This will also give access to owner data maintenance if it is not already available.

Body & Paint Check Completed:

Selection from this listbox is always mandatory no matter what type of service event is being recorded.

  • If a Body & Paint Check is not being recorded then select 'Not Applicable'.
  • If a Body & Paint Check identifies damage then select 'Rectification Required'.
  • If no rectification work is required or rectification work has been completed then select the nearest appropriate 'year' number that is equivalent to the vehicle's age. Body & Paint Check 'years' already recorded against the vehicle are not available for selection.

Selected other Service Items and Related Jobs Completed:

Any of the items listed can be selected for entry as separate jobs if they occur at a time when there is not a scheduled service also being recorded. Such entries are recommended to maximise the completeness of a vehicle's service history.

  • Field Service Actions ' checking for outstanding service actions should be a standard process at every vehicle visit. Record the results in one of the first three selection options to capture a complete history of this important check.
  • Several of the items listed occur as part of a vehicle's scheduled service. These will be automatically highlighted in bold text when the appropriate Scheduled Service 'interval' is selected in the 'Scheduled Service Completed' list box.
  • Any items that have been 'ticked' in the list but the work has not actually taken place must be 'un-ticked'.
  • If an Etis Check Sheet has been produced for this vehicle visit then any items added in the 'Select Extended Period Maintenance operations' will also be highlighted automatically.
  • 'Body & Paint Check Completed', 'MOT Test Passed' and seasonal checks are typical items that may be recorded during non-scheduled service visit.

Caution! - It is important that only items that have actually been carried out during the visit are recorded. These must be in line with the technicians 'write up' and customer's invoice otherwise a misleading service history may be created.

Job Number:

This is mandatory. Enter the 'Job Number' (Repair/Order Number) allocated by whatever system is used within the dealership for the vehicle's service visit. This number may be used as part of an audit trail check in the event of queries relating to a DSR record.

  • A 'blank' entry is not permitted
  • If an Etis Check Sheet has been produced with the Repair/Order Number entered then this number will be automatically added to the 'Job Number' in this DSR screen. It can be amended if necessary.
  • The 'Job Number' field is specifically long to allow additional text to be included such as when an odometer has been replaced by another site so their address can be added.

Job Date:

This is mandatory. The 'Job Date' is automatically set to the DSR system date on the day of entry. Any change to the date is controlled by a 'calendar' function which applies the following rules:

  • The date must always be set to the date when all of the work recorded was completed.
  • If the work required separate visits then separate DSR records are to be entered as each main section of work is completed.
  • A date in the future cannot ever be selected.
  • A date in the past may be selected but this is limited by a parameter which protects against inappropriate 'back dated' entries. Typically the limit is 30 days to allow for late entries and may vary over time.
  • If a 'missed record' needs to be entered that has a 'Job Date' that fails the parameter limit then contact the local NSC helpdesk. They are able to enter past records provided they receive appropriate documentation that confirms actual completion of the work.


This is mandatory.

  • The odometer reading entered must be exact and taken from the vehicle at the time of the visit.
  • Odometer readings provided by the owner or entered on an Etis Check Sheet are not to be used. This is because the odometer reading is used to calculate accurate 'next service due' data including making 'due date' adjustments for high mileage vehicles.

Miles / Km (setting):

This setting allows odometer values to be displayed as 'Miles' or 'Kilometers' depending on the odometer fitted to the vehicle. This setting in DSR is normally established at the vehicle's PDI.

  • Make sure the 'Miles' / 'Km' setting is correct for the vehicle before the odometer reading is entered. This is particularly important for vehicles that may be visiting from other countries.

Vehicle's actual total mileage:

This displays a vehicle's overall total mileage even if one or more new odometers have been fitted. This data contributes towards the prevention of vehicle 'clocking'.

Add/View Odometer History:

This option opens a screen to enable records to be entered that ensures DSR data remains accurate if a new/replacement odometer is installed. Completion of this screen automatically creates the DSR record 'Odometer replaced' with all the required data.

  • New Odometer Installed by ' select either 'This dealer site' or 'Another repairer' if the customer has had an odometer fitted elsewhere in an emergency. If this happens the name & address of the other repairer together with a Job reference can be entered in the 'Job Number' field.
  • Date New Odometer Installed - controlled by the calendar function and related rules.
  • Replaced Odometer Reading ' enter the old odometer reading, if it is not already displayed from the 'Add DSR' screen.
  • Reading verified ' select 'Yes' if there is sufficient evidence that the old odometer reading entered is accurate, otherwise select 'No'.
  • New Odometer Reading ' this will be '0' unless an odometer with existing mileage is installed.

This screen also displays all of the above details for any previous odometer installations. This data is used if ever there is a query about the validity of a vehicle's mileage.

Next Scheduled Service Due:

This section uses DSR scheduled service records to determine 'next due' data.

  • It applies the latest Scheduled Service data entered to determine the next logical service type due and odometer reading due.
  • It also calculates the vehicle's annual mileage to establish an appropriate next due date.
  • If the vehicle currently excedes the annual distance recommended between services then an earlier 'date due' is displayed and used in service reminder processing.
  • If it is known that a vehicle's usage changes, with for example change of ownership, then the 'Current Annual Mileage Calculation' can be over-keyed to a more representative figure to ensure the owner receives their service reminder at the right time.
  • Only DSR service entries that include a Ford Scheduled Service event will activate the 'Next Scheduled Service Due' calculations.

Next MOT Due:

The appropriate next due date should always be entered using the calendar function and may be used for reminder purposes. This field may also remain blank, if appropriate, but if no data is entered then MOT reminders will not be generated.


When the 'Submit' button is selected the data entered is validated against a number checks.

  • If mandatory data is missing or any other of the checks fail then an explanation will appear in red at the bottom of the screen.
  • The data will not be accepted until all validation checks have been passed.

Caution! Once a DSR service history record has been submitted successfully it cannot be deleted. All of the data can be edited within the parameterised time limit but if a DSR record has been entered in complete error and needs to be deleted then contact the local NSC helpdesk.

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