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Service

Introduction to Work Orders

A work order, or job card is an order for work to be performed for a Company or a Customer. All transactions concerning this work, such as part issues, labour time, etc. are logged against the work order.

When work is required for a Customer, a Call is raised. The system will generate a work order in the background. Transactions are logged on the call, but stored against the work order. More than one work order can be linked to a call, for example, when different tasks needs to be performed to complete one call.

When work is required for a Company, such as Building Maintenance or a Machine Repair, then a work order needs to be raised manually.

• If the work is for Building Maintenance, or Training, then the work order must be linked to a functional location, which must be set up before hand.
• If the work required is for an asset, e.g. repair a machine in store to be sold refurbished, then the machine is linked to the call.

• Manual work orders can be linked to a project to group them, e.g. at the beginning of the year create a project for 'Non Stock Company Purchases', create a work order each month to raise non-stock requests and transactions. Each work order is closed at the end of the month and the project is closed at the end of the year.
• This is good practice for when logging a great deal of transactions through manual work orders.
• If not, stick to one work order per requirement, e.g. Training, Maintenance, and keep the work order open.

Ribbon Access:   Service   >   Work Orders

1. The Work Order Listing screen will be displayed.
2. Select the Site you wish to work in.
   • The example has Durban selected.
3. The screen lists all Open work orders by default.
   • Select the work order status you require.

• Work Order Status
• O - Open - work is yet to be done
• M - Completed - work is done, but not signed off (to be used only with manual work orders)
• C - Closed - work is done and signed off
• X - Deleted - work orders that have been deleted
• D - Deferred - work orders that have been placed on hold

Ribbon Action Buttons

The Work Order ribbon action buttons will be available (bold) or unavailable (greyed out) depending on the status selection.

Use the Maintain buttons to Add, Edit, Delete and View a work order.

Use the Process buttons to Close, Complete or Reinstate  a selected work order.

The Print button will generate a Work Order Report for the selected work order. Use the Export button to export the list of Work Orders in the required status to an Excel Spreadsheet.

Use Find WO to search for a specific Work Order by typing in the Work Order number.

Click on Reports to select Custom Work Order report(s) from the reports drop-down menu.

Function Tiles

The Functions panel is also available from the Work Order Listing and the Maintain Work Order screen.

	The Times tile will direct you to the Time bookings for WO screen where you can Add, Edit Delete and Export the time logged against a work order. Refer to Work Orders - Time Booking
	The Services tile will direct you to the Internal Services for the selected Work Order screen where you can Add, Edit and Delete an internal service from the work order. Refer to Work Orders - Internal Services
	The Third Party Services tile will direct you to the Service Requests for WO Code screen where you can Add, Edit, Delete and Export service requests logged against the work order. Refer to Work Orders - Third Party Service Request
	The Parts tile will direct you to the Part Requests linked to a Work Order Code screen where you can Add, Edit or Delete a Part Request, as well as generate a Requisition for the part request, Issue the part request, add a Note, Change the Warehouse, Remap the part request and Print a Picking Slip. Refer to Work Orders - Part Requests
	The Loans tile will direct you to the Loan Requests for Work Order Code screen where you can Request a Loan Unit, Edit and Delete the Loan Unit, Request a Loan Unit Return and Print the Loan Unit Delivery and Loan Unit Return Notes. Refer to Work Orders - Loans
	The Swap Outs tile will direct you to the Swap Outs for WO Code screen where you can Add a Swap out and Export the list of Swap Outs for the work order. Refer to Work Orders - Swap Outs
	The Meters tile will direct you to the Meters for WO Code screen where you can view and edit the meter readings for equipment linked to the work order. Refer to Work Orders - Meters
	The Expenses tile will direct you to the Expense Claims for work order screen where you can Add, Edit or Delete an expense claim. Refer to Work Orders - Expenses
	The Travel tile will direct you to the Travel Claims for Work Order screen where you can Add, Edit or Delete travel claims for the Work Order. Refer to Work Orders - Travel
	The Documents tile will direct you to the Documents for Work Order screen where you can Add, Edit, Delete and View the documents linked to the Work Order. Refer to Work Orders - Documents
	The Warranty Issued tile will direct you to the Issued Warranties for Work Order Code screen where you can Add, Edit and Delete warranties for the items linked to the Work Order. Refer to Work Orders - Warranties Issued
	The Instructions tile will direct you to the Instructions for Work Order Codes screen where you can Add, Edit, Delete and Complete an instruction. Refer to Work Orders - Task Instructions
	The Images tile will direct you to the Images or Work Order Code screen where you will be able to view the names of employees, image stock and the dates images were linked to the work order. Refer to Work Orders - Images
	The Work in Progress tile will direct you to the Work in Progress for Work Order Code screen where you can view stock or internal assets that have been issued, as well as Third Party Services that were delivered. From here you can do a Return Request, Invoice a work order or Invoice a Call. Refer to Work Orders - Work in Progress (WIP)
	The Maintenance tile will direct you to the Maintenance Methodology for Asset / Location screen. From here you can Add, Edit or Delete a scheduled task. Refer to Work Orders - Maintenance
	The Time Review tile will direct you to the Time Not Billed for Work Order code screen where you can Invoice a WO or Invoice a Call, Flag time as Reviewed, view the SLA Time, or View the Work Order or Call. Refer to Work Orders - Time Review

Processing Tiles

	The Quotes tile will direct you to the Sales Quotes for Work Order screen where you can Add, Edit, Delete and View a quote as well as do the necessary processing like, Accept, Reject, Covert or Clone a Quote. Refer to Work Orders - Sales Quotes
	The Orders tile will direct you to the Sales Orders for Work Order screen where you can Add, Edit, Delete and View a sales order. You can also do the necessary processing like, Create Invoice, Create New Deal, Add Items to Work Order and do a New Deal Project as well as Print a the Sales Order and Proforma Invoice. Refer to Work Orders - Orders
	The Invoices tile will direct you to the Sales Invoices for Work Order screen where you can Add, Edit and View the sales invoice. You also have the facility to add a Comment and Reference, Print the Invoice and Send Invoices To Print Queue. Refer to Work Orders - Invoices
	The Credit Notes tile will direct you to the Sales Credit Notes for Work Order screen where you can Add, Edit, Delete and View a credit note, as well as do the necessary processing like Release for Approval, Remove from Approval, Approve Cr Note and Reject Cr Note. You can also Print the credit note and Send Cr Notes to Print Queue. Refer to Work Orders - Credit Notes