Work Order Overview
A work order describes the physical work for a particular trade and who and when will complete the work. Here you manage material orders, assign an installer, and schedule work times.
To delete a work order, it must NOT be scheduled and must be in Draft status.
Details
These are the high level details of the work order such as Job/Contract and Trade.
Job/Contract (required)
This is the Job and Contract the work order belongs to.
PO # (required)
This is your number for the work order.
Type (required)
This is the type of work order.
- Work Order - A standard work order in which a crew will be assigned to complete the work.
- Service Call - A work order that may not be a full install, but rather a billable call to go out and fix something.
- Warranty Call - A work order that may not be a full install, but rather a non-billable call to go out and fix something.
- Change Order - A work order that highlights changes from the original scope.
- Draft Order - A work order that is currently being put together and may be missing information.
- Measure Order - A work order created to send someone out to measure something and verify quantities.
Trade (required)
This is the trade the work order will work under.
Short description (optional)
This is an optional short description for the work order.
Work Order Status
This section displays the status of the work order and its components. It also contains actions to move the work order forward throughout the process.
Depending on your Company Settings, work orders may require manager approval prior to scheduling. This ensures that all of the required details are provided in order for production schedules to efficiently do their work. If this is the case, click Approve Work Order to advance the work order status.
Click Downgrade to Draft if you wish to pull this work order out of production.
Click Production is Complete when all work has been completed and the work order can be considered done and closed.
Automatic Status Flow
Any "Waiting on ..." status will prevent the work order from completely closing. In order to for the automatic status flow to work, the work order must be Ready or In Progress.
A work order is automatically In Progress once it is Ready to Build, a crew has been assigned, and work order start and end dates are set.
A work order is only officially Complete when the following exists:
- A crew is assigned
- Work order has valid start and end dates
- Work order has been marked Production Complete
- No Draft material orders exist
- All material orders are past delivery date
- All material order expenses are paid (if applicable)
- All work order expenses are paid (if applicable)
Custom Fields
Custom fields provide additional custom data pertaining to the work order.
Entering data in custom fields can affect material order and labor item quantities as-well-as work order naming.
Instructions
These are the instructions the Installer uses to accurately complete the work.
Default Instructions
These are the default instructions designed in the Tenant Trade. Go to Settings, then Trades to edit default instructions.
Custom Instructions
These are the work order instructions that describe the work order details for the installer.
You can drag and drop the instructions to reorder by clicking on a row and moving it up or down.
Files & Photos
This is where any work order project files, albums and documents are managed.
Project Files
Any files or photos for the work order are listed here (fyi, they are also listed within the project's files and photos).
Albums
These are Project Albums that are attached to the work order and will be printed along with the work order print out.
Documents
These are Project Documents (Sales, Proposals, Documents section) that are attached to the work order and are used for reference while building the work order.
Material Orders
These are the material orders belonging to this work order. Material Orders are list the items your supplier needs to provide.
Material Orders are owned by Work Orders since rarely does it occur to order materials and not having an installer do something with them.
This work order requires material orders
Some trades and work orders do not require any materials to be delivered. If this is the case, uncheck this checkbox to disable material order functions within the work order.
Labor Items
These are the specific labor items the installer bills you for in order to complete the work.
Toggle costs
Use the above toggle to switch between Event costs and Installer costs if applicable.
Menu Options
Import list - Allows you to import labor item lists/templates. See Material Lists.
Remove all Items - Will delete all labor items from the Work Order
Print Labor Breakdown - Opens a print out of the labor items. See Work Order Settings in Trades to customize print settings.
Installer
This is where an Installer and an optional work order supervisor are assigned to the work order.
Installer/Crew - This is the Installer assigned to the work order. When picking an Installer, the list will initially suggest Installers that contain the work order Trade.
NOTE: Only active Installers with valid insurance can be assigned to a work order.
Supervisor - This is the User tasked with managing the success of this work order.
Schedule
Here is where the start and end date/times are scheduled.
Click the green pencil to add a start and end date and time.
Work Order Status
Use this pull-down to change the work order status if it is unable to be scheduled due to a waiting for a crew, materials, or weather.
Install date
This is the date (and time) in which the crew will begin. CAUTION: even though there is a time involved, this does not mean that is the exact time the work will begin. The time is only there to help create a better visual representation of the install on the calendar.
Completion date
This is the date the install is expected to end. NOTE: When is work order is marked completed by clicking the Production Complete button, the work order done date will enter the date/time the button was clicked to the work order end date.
Reschedule Comment
If you are rescheduling the work order, you can enter a comment hear that will appear at the top of the printed work order and within notification to let everyone know the work order is being rescheduled.
Invites / Time Tracking
These are calendar appointments that are linked to the work order can be scheduled for crew members, Users, etc.
Cost Summary
This is an overview of all work order costs. Permission is required to see financial data. This assists in managing profitability for the work order.
Forecast Cost
These are estimated costs that were formulated prior to the work order being scheduled. Costs are determined by the costs within the Work Order Labor Items.
Actual Cost
These are actual costs for the work order as determined by the work order's bills/expenses.
+/-
This is the difference between Forecast and Actual totals
Quantity
This is the total quantity of the work order project as determined by "Per Unit Prime" materials within the material orders belonging to this work order. See Material Per Unit Primary.
Labor Costs
These are the sum total costs for work order labor items belonging to the work order.
Taxes
Here a tax rate can be assigned to better estimate costs.
Material Costs
These are the sum total costs for all material orders belonging to the work order.