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Work Orders Basics

Chris Muench
Chris Muench
  • Updated

Introduction

Work orders can be used by your business to keep track of item repairs for your customers. With our work orders feature you can keep track of the cost of repairs, the due date of repairs, and any special notes that technicians need to keep in mind when working with a customer's item. All work orders create a sale and can be tracked and run on sales reports.

An example use case for work orders would be a cell phone shop that offers repairs as a service or a sports company that offers a warranty on items like tennis racquets or other equipment should it break after use.

The work orders feature can be found scrolling down the left menu:

 

In This Article:

Create a New Work Order

Please note you can only create a Work Order for one item at a time. If there is more than one item a customer needs to have repaired, they will need separate work orders.

To create a new work order, navigate to the Work Orders main feature page.

Once the page opens, click the + New Work Order button in the top right.

This opens the New Work Order page where you can enter the required information. There are two required fields for starting a work order, the customer the work order is for and the items being repaired.

Customer Field
Type the customer’s name  and the item that needs to be repaired and select them from the drop down that will appear

If this is a new customer just using your repair service you can jump to the customer creation screen by clicking the blue icon next to the customer search field. More information about customer creation can be found here.

 

Item Being Repaired
Type an item name or scan an item barcode to populate the item for repair. If the item is not sold in your store, you can quickly add a new item by clicking the blue paper and pencil icon next to the item search field. More information about item creation can be found here.

Click Save to create your work order. Remember, a work order can only contain one item. Customers with multiple items needing repair will have multiple work orders.

Once you have created your work order you will see all the additional fields that you can fill out to keep a record of all work order details.

Technician
This drop-down allows you to assign one of your employees to the work order.

Estimated Repair Date
Here you can set an estimated time and date for the repairs so that your customer knows when to expect their item. This information will print on the Sales Receipt and Work Order Receipt. Click in the field to select the date and time, for more information on the calendar and clock feature see the documentation here.

Estimates
Here is where you can record the dollar amounts of how much you believe labor and parts may cost you. This will not show on the Work Order Receipt or the Sales receipt, it is solely for your reference and viewing.

Parts & Labor
Here is where you can select any items from your inventory that will be used in the repair or replacement. What you select here will show up on the Sales Receipt and Work Order Receipt.

If parts and labor are needed that have not been created as items, you can jump to the item creation screen by clicking the blue paper and pencil icon. More information can be found about item creation here.

You can edit the Price and Quantity of entered items by clicking on the numbers and filling out the new information. Once complete click the blue box with a checkmark to save the changes. Any items entered and their quantity will automatically update the inventory.

You can add multiple items under Parts & Labor. To remove an item hit the red circle x to the left of its Quantity.

Notes
Here important notes about interactions with a customer or things to know about the repair can be recorded. Please note that unless a note is marked as Internal it will print on the Work Order Receipt. No notes will print on the Sales Receipt.

To create a Note click the + sign in the right corner of the section. Fill in the Note and Detailed Note as needed.

Important: If you do not want a customer to see the note printed on their Work Order Receipt, you must check the box for Internal Note before clicking Save.

Public notes that will print on Work Order Receipts will appear gray. Internal notes that will not be printed appear in pink.

Edit notes by clicking the blue pencil icon in the corner right. Delete notes by clicking the blue trashcan icon.

Images
Here you can attach any images of the items in need of repair. Multiple images can be added here, simply drag and drop an image or click to upload.

Files
Here you can attach files of any type that you need to a work order such as PDF receipts. Click Choose File to upload files from your device.

Additional Information
Here is where custom fields for additional information will appear for your Work Orders. To see how to add custom fields see the documentation here. These fields only print on receipts if selected enabled when created.

Edit a Work Order.

To edit a created work order, return to the main work orders page.

Find the work order that you want to change in the queue and click Edit to the left of its name.

The individual work order page will open. The following fields can be edited immediately:

  • Technician
  • Estimated Repair Date
  • Estimates
  • Parts & Labor
  • Notes
  • Images
  • Files
  • Additional Information Fields

If you want to change the customer name or the item being repaired, select Edit Sale in the top right of the screen.

This will open the Edit Sale screen. Here you can:

  • Change the customer name
  • Email the customer receipt
  • Change the employee
  • Write a comment that can appear on the receipt

Click Save when done with changes.

 

Delete a Work Order

To delete a work order navigate to the Work Orders main feature page.

Once the page opens, locate the work order you want to delete and click the checkbox to select the row. You can select multiple rows if you want to delete more than one work order at a time. Above the work orders list, there will be an option to Delete the work order.

A popup will confirm you want to delete the information, click OK to delete the work order.

 

 

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