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Selecting this menu option drops down to display the list of available reports for the displayed entry screen.
Reports that are available from the Service Workorders grid are also available here for the individual service workorder.
Save & Close
This menu option saves any changes to this workorder entry screen and closes the entry screen bringing you back to the previously viewed screen.
Documents
This opens up the list of associated documents with this service workorder. You can also associated new documents via this screen.
NOTE: If a menu item has a white line through it, that means the object has no records. For example, in the screenshot at the very top of this section, the Documents menu option has a white line through it - this way you can see at a glance there is no Documents entered for this workorder without having to open it.
See also:
Record History
This opens up the Record History window displaying the user that originally created the workorder, and date of creation; and the last user that modified this workorder and date of modification.
Do note that the fields are not updated until the object has been saved and closed. For example, if you have just created a new workorder, and have not yet selected Save & Close – the creator and creation date will be blank until this is performed.
Follow Up
Select this to either add a follow up for this workorder, or view existing follow ups for this workorder. Can be added to a Closed workorder as well as an open workorder
See also:
How do I create and view Follow Up in a workorder?
Client Note
This opens up the Client Note grid screen where you can enter notes pertaining to that client selected within this workorder.
Client Notes are accessible from the client's entry screen's menu option as well as from any workorder for that client
NOTE: If you wish to enter notes pertaining to this workorder itself but not in any of the existing fields provided or not in the Client Notes, it is suggested to attach a document via Documents, or create a text custom field that would be available in the workorder item Custom Fields sub-item screen. Refer to the section on Documents and to the section on custom fields for more information.
Or if not utilizing a text field that comes standard with AyaNova, you could edit the field label so that it describes what you are actually using that field for in all service workorder entry screens. For example, if you do not use the Client Reference #: field as it was intended for, you could localize the field label to display instead what you wish. Refer to the section on localization for more information on editing field labels.
Contract
Before the workorder entry screen loads, it first checks if the client or the clients head office has a contract. If this button displays, this indicates that the client or the clients head office has a contract. This opens up the Contract screen for this client or this client’s head office.
If this button does not display, that indicates that the client or its head office does not have a contract.
If you have set a contract for the client or that client’s head office since the workorder was opened, this button will still not show until you have closed the workorder and reopened – because it only checks for this when the workorder is first opened.
Do note that if a client has a contract, that overrides any selected contract in the client’s head office. If a head office has a contract selected, any clients where that head office is set as their head office that do not have a specific contract set, will have that head office’s contract applied.
Contract affects what rates (service and travel) will display for selection in the workorder, as well as what discount will be automatically applied to parts selected in a workorder for this client.
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Save
This saves any changes made to the workorder without closing the workorder screen. This does not close the screen allowing you to save any changes made to date and continue working, which is recommended to do on a regular basis in the event that there is a problem between you and the database, so that data is not lost.
Changes made to a screen in AyaNova are not automatically saved until you have actually indicated to save it either by selecting a menu option to save, or on closing indicated that it should be saved.
Current Time & Date
This is displayed at the top of the service workorder is the present time and date.
A useful tool for when you want to enter the present date and time in a field is to place your cursor in the field and than use your mouse to click on the Date & Time at the top menu. This will insert the present date and time. Or select to enter the time in a text field in the workorder
See also:
Current Date & Time feature in workorder entry screen as a timer
Exit
This exits out of the screen.
If no changes have been made since the last save of the screen, this will directly close the screen.
If changes have been made since the last save, you will receive a dialogue box asking if you wish to save the changes (YES), cancel and return to the screen (CANCEL), or not save the changes and close (NO)
Delete
This deletes the whole workorder. Note that only if you have rights to do so will this toolbar option be available.
Any object in AyaNova that is deleted is deleted permanently. There is not an "undo" button or option. If you went ahead and accepted the confirmation message and deleted something you should not have - your options are to re-enter it from scratch, or restore your database from your last backup.
Do note that once a workorder has been check-marked Closed, a workorder can not be deleted as it is now permanently historical information only for reporting and viewing.
If a button is grayed out, or does not respond when clicked, that would indicate you do not have rights to access or perform the feature, or the button is not available at this time.
The following toolbar menu options display when you have clicked within a specific section of the service workorder. For example, Move Workorder Item menu option only displays when you have specifically clicked and made active a workorder item
If Workorder Item is selected (the specific row or a specific field in a row):
Workorder Item Types
Types are selectable from the workorder item grid. This toolbar item opens up the Workorder Item Types subgrid whereby you can create new or edit existing workorder item types.
Statuses
Statuses are selectable from the workorder item grid. This toolbar item opens up the Status grid whereby you can create new or edit existing statuses. This is the same grid as when you select the Workorder Status button within the Service Workorder header.
You will note that there is a Workorder Item Status as well as a Workorder Status field in the workorder
Priorities
Priorities are selectable from the workorder item grid. This toolbar item opens up the Priority grid whereby you can create new or edit existing priorities. You can also create and edit Priorities via the main toolbar menu SubGrids.
Move Workorder Item to Different Workorder for this Client
This toolbar item allows you to move the workorder item that presently has the focus (where you mouse was clicked, or where you were typing in) to another open workorder for the same client.
See also:
How do I move a workorder item from one service workorder to another?
Copy Selected Workorder Item to an existing workorder for this client
This toolbar item allows you to copy the workorder item that presently has the focus (where your mouse was clicked, or where you were typing in) to another open workorder for the same client.
Record History
This opens up the Record History window displaying the user that originally created the workorder item, and date of creation; and the last user that modified this workorder item and date of modification.
Do note that these fields are not updated until the object has been saved and closed. For example, if you have just created a new workorder item, and have not yet selected Save & Close – the creator and creation date will be blank until this is performed.
Meter Reading
Selecting this opens up the Meter Reading grid for the selected unit within this workorder item. Entering a meter reading for the selected unit via this method auto-enters the workorder number into the meter readings Workorder column field for that record.
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If Scheduled Users sub-screen is selected (specific row or column in a Scheduled Users row):
Convert Scheduled User to Labor
Selecting this will copy over the selected scheduled user, start and stop date and time, estimated quantity and suggested rate to the Labor sub-screen.
This is purely as a time-saving feature to be used if the actual service provided coincides with the scheduled user and times, so no need to re-select and re-enter when in the Labor sub-screen. Of course you still will want to enter the details of the service provided into the Labor sub-screen.
If Parts sub-screen is selected (specific row or column in a Parts row):
Set All Parts to Used
Selecting this will set all parts in the Parts grid to “Used”. Only when Parts are set to Used in service are they taken out of inventory. You should remove the parts listed that were not used in service before completing service and closing the service workorder.
This is a time-saving feature so you do not need to go and click on Used for every part, which is useful if the dispatcher had identified all the parts that were to be used that the scheduled user took onsite for service, and now that service has been entered, they can quickly identify that all parts were used so that the workorder can be closed.
If Labor sub-screen is selected (specific row or column in a Labor row):
Rates
This opens the Rates grid to allow you quick access to add or edit existing rates so they are selectable from the Labor grid. Rates can also be edited and created via the main toolbar menu SubGrids. Refer to the Rates section in this manual for more information.
See also:
If Travel sub-screen is selected (specific row or column in a Labor row):
Rates
This opens the Rates grid to allow you quick access to add or edit existing rates so they are selectable from the Travel grid. Rates can also be edited or created via the main toolbar menu SubGrids. Refer to the Rates section for more information.
See also: