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Data Files samples / Garage and MOT centre

Quarrybank Motors

Customers, vehicles, bookings, job cards, MOT tests, services, reminders, parts and invoices for an independent garage.

Download 408 KB19 tables, 17 queries, 10 reports, 5 print templates and 19,175 invented records, dated back from 2026-10-22.

The everyday tasks of Quarrybank Motors, a step at a time. Each step names the table, form, query, report or print template to open. Inside the database, the Start Here report holds the same steps. Every table has a form of the same name under Forms.

1. Take a booking

  1. Open the Vehicles form and find the registration. If the vehicle is new to you, first add the owner on the Customers form (choose their trade account in Account if they have one), then press New on Vehicles and fill in Registration, Customer, Make, Model, Fuel, Year and Tyre Size.
  2. Open the query Bookings next 7 days to find a day with room.
  3. Open the Bookings form and press New. Choose the vehicle, type the Date and Time, say what for in Work (MOT, Service, MOT and service, or the repair), tick Courtesy Car if it is needed, and set Booked On to today.

2. Start the day and open the job cards

  1. Open the report Day sheet: today's and tomorrow's bookings in time order.
  2. When a vehicle arrives, set its booking's Status to Arrived. Open the Job Cards form, press New, type the next number (JC-2026- and the next in the run), choose the vehicle and the booking, the technician, today in Opened, the mileage in Mileage In and the work in Work Requested.
  3. With the job card on screen, open the print template Job card from Print templates and press Print. It goes on the dashboard with the keys; the technician writes on it what was done.
  4. During the day, the query Open job cards shows what is in, who has it and what each is waiting for.

3. Record an MOT test

  1. Open the MOT Tests form and press New. Type the test number, choose the vehicle, the job card and the tester, and fill in Test Date, Mileage, Result and Fee.
  2. In MOT Items below, add each failure (Kind Fail) and each advisory (Kind Advisory) in the tester's words.
  3. On a pass, type the new expiry in Expires and the same date in the vehicle's MOT Due. On a fail, ring the customer, put the failures right on the job card, then add a retest with Retest Of set to the failed test and Fee 0, and tick Fixed on each failure.
  4. Add the MOT fee to the job card's Job Lines as Kind MOT, with Tax Rate 0.

4. Record a service, then invoice the job

  1. On the job card, add a line in Job Lines for each part fitted (Kind Part, the part, its name, how many, its price and cost) and for the labour (Kind Labour, the technician, the hours and the rate). Fill in Done On on each.
  2. Open the Services form and press New: choose the vehicle and job card, the kind of service and the mileage, and when the next is due. Put the same date in the vehicle's Service Due.
  3. Open the Invoices form and press New. Type the next number (INV-2026-...), choose the job card and the trade account if there is one, and fill in Invoice Date, Due Date, Net, Tax and Total. Then on each of the job card's lines choose the invoice in Invoice. Close the job card: Status Invoiced and Closed today.
  4. Open the print template Invoice, choose the invoice, and press Print or Save as PDF. When the customer pays, fill in Paid On and Method.

5. Give an estimate

  1. Open the Estimates form and press New. Type the next number (EST-2026-...), choose the vehicle, today in Estimate Date, thirty days on in Valid Until, and the work in a few words.
  2. In Estimate Lines, add the labour (hours and rate) and each part, without VAT. Put the totals in Net, Tax and Total.
  3. Open the print template Estimate, choose it, and press Save as PDF to e-mail it, or Print.
  4. The query Estimates awaiting answer lists those not yet answered. When the customer says yes, fill in Answer and Answered On, take a booking, and later choose the job card in Job Card.

6. Send next month's reminders

  1. Near the end of each month, open the query MOTs due next month and the query Services due next 30 days.
  2. For each vehicle, add a record on the Reminders form: the vehicle, the Kind (MOT, service, or MOT and service), the Due date and the Method from the customer's Remind By.
  3. Open the query Reminders to send to check them, then open the print template Reminder letter, choose the reminders not yet sent, and press Print. Fill in Sent On on each.
  4. When a customer books from a reminder, tick Booked on it.

7. Month end: trade statements, hours and VAT

  1. Open the report Trade invoices due to see what each trade account owes.
  2. Open the print template Trade statement, choose the accounts that owe something, and press Save as PDF to e-mail each one.
  3. Open the report Technician hours for the hours each technician sold, and the report VAT by month for the VAT return.
  4. Every Monday, open the report Parts to order and place the orders; record them on the Part Orders form.

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