In this tutorial example, we will go through a basic work-flow of a service workorder - from creation, scheduling, entry of parts, entry of labor provided, etc to closing the workorder.
Do note that this is an overview only, and does not cover every time saving and useful feature of the workorder entry screen. Do review this Help file's entire section on Service Workorders for complete overview and suggestions on use.
| 1. | Create a new service workorder for a client |
| • | You can create a new service workorder many different ways - do review the following as they provide many time saving steps: |
| • | In this example, we will select the menu option New... from the Service Workorders grid, and select the sample client Molly's Bakery - Burnaby |
| 2. | Review the Order Header section of this Help file for an overview and suggestions for use of each of the fields of the workorder header |
| 3. | In our example overview, we will just enter a brief summary of what the workorder is in the Workorder Summary field This is a summary of the entire workorder |
| 4. | Review the Service Workorder Header section of this Help file for an overview and suggestions for use of each of the fields of the service workorder header |
| 5. | An AyaNova workorder can have one or many workorder items - workorder items are where you indicate the service to be performed, scheduled, the parts used, labor etc. You could put all the work to be performed together into one workorder item, or you could separate them out if you want to track such things as different types of service or if work is performed for different units (customer equipment) so that we have history of service performed for each unit |
| 6. | Review the Workorder Items section of this Help file for an overview and suggestions for use of each of the fields of the workorder item grid such as Priority, request Date, Workorder Item Type, Workorder Item Status, Service Notes, and Item Summary |
| 7. | In this example, service is needed for a unit (customer equipment) |
| 8. | Enter a brief summary of what this specific workorder item would be for. |
| 9. | Enter details of the service to be performed in the Service Notes field - you can enter as much text as needed |
| 10. | Select the sample Workorder Status Needs to be Assigned in the Workorder Item Status, and sample Priority of Within the month |
| 11. | In the Unit sub-section of this workorder item, select the unit we will be working on |
| 12. | Notice how as soon as we select the unit, it displays information about its warranty expiry date, if there were any previous closed service workorders where this unit was selected and the date of that closed service workorder, the purchased date of the unit and its receipt number. |
| 13. | Review the Unit sub-screen section of this Help file for an overview and suggestion for use of this sub-screen. |
| 14. | Now let's schedule within the workorder for this workorder item. You can schedule also from the Schedule screen, but as we are already in the workorder, let's do it from here. |
| 15. | Select the Scheduled Users sub-section. Do review the Scheduled Users sub-screen section of this Help file for an overview and suggestions for use. |
| 16. | In the Start Date and Time field, drop down and select a date |
| 17. | Review the section Data and Time selection if needed |
| 18. | Once the date is selected, it will display with that date and a default of 12:00AM. Edit the time to a time during the day such as 8:00AM |
| 19. | As soon as you tab to the next field Stop Date and Time, you will note that it automatically fills in the same date with a time an hour later for you, as well as fills in the Estimated Quantity field. This is a time  |
| 20. | Let's say we don't know who is going to perform this service at this time, but by entering the Start and Stop date and time, this workorder item will show up in the Schedule screen which will remind you that it needs to be assigned to someone. |
| 21. | You might also enter in Tasks to be performed - saving you having to re-type in for each workorder by selecting a Task Group. See the Tasks sub-section of this Help file for more details and suggestions on use |
| 22. | Save the workorder - you will see as soon as you do that, a workorder number is assigned to the workorder |
| 23. | Save and exit out of the workorder |
| 24. | View the Schedule screen for that date that you set the Scheduled Start Date & Time of your new workorder item. Note how because we did not select a specific schedulable user, it shows in the unassigned column when viewing [All] |
| 25. | We are showing this so that you can see how you can use the Schedule screen even after you have created the workorder item to schedule. Also review other Schedule screen related Help topics |
| 26. | Let's say, that now you want to actually assign this and schedule someone to provide the service. By viewing on the Schedule screen, you can see what schedulable users are not presently scheduled. |
| 27. | Simply drag the workorder item to the schedulable user you want to assign. It will update the workorder item automatically. |
| 28. | Double-click on the workorder item in the Schedule screen which will open this workorder - you can see that the schedulable user's name now shows as scheduled |
| 29. | Now as this workorder is now scheduled, lets change the Workorder Item Status to "Scheduled" |
| 30. | Let's say you know that the work to be done on the unit will need some parts to be taken onsite. So we will select those parts in the Parts sub-section of the service workorder. Review the Parts sub-section for more details and suggestions on use with the Parts subsection |
| 31. | Select the Parts sub-section of the workorder |
| 32. | Drop down on the Part field and select the part CL134-0 |
| • | Note how the quantity defaults to 1 automatically for you. As that is the amount we want, we will leave it at that. |
| • | Note how the part price is automatically entered for you - this comes from the Part entry screen |
| • | Note the Discount field pre-enters 10% - this is because this client has a contract that automatically takes 10% off all parts. You can edit this as needed to. |
| • | And you can also tell at a glance that this client has a contract, because the menu at the top of the workorder shows the Contract menu option  that is for this client |
| • | Note the field Used in Service. When you checkmark that field, the quantity is taken out of inventory. As we are "reminding" the tech this needs to be taken with him as may be used, we won't checkmark it at this time. |
| 33. | Save and exit out of the workorder. |
| 34. | The scheduled user can see what workorders they are scheduled from via the Schedule screen and print from the Schedule screen, or may filter the Scheduled Users grid in the Service navigation pane via their name to see what workorder items are needed to be completed. |
| 35. | Let's assume that the scheduled user has performed the service. They now enter in details of the service performed, parts actually used, and indicate the amount of labor to bill out |
| 36. | You can manually create a labor record in Labor subsection, or can use the time saving feature of Convert scheduled user to labor: |
| • | Select the Scheduled User record itself |
| • | Select menu option Convert scheduled user to labor |
| • | The Labor section automatically opens showing that the Scheduled User record is copied to the Labor so all you have to do now is enter details on the work performed, and as the Service Rate was not previously selected, also select that |
| 37. | Note that Parts doesn't have a line through it - this reminds the user that there is something in this section. Click on Parts. |
| 38. | As the part was used in service, select Used in Service. |
| 39. | In our example, we also had other parts used in the service of the unit, so drop down the Part dropdown list, select part CL2457 and enter quantity of 2 |
| 40. | Edit the Workorder Item Status to the sample data |
| 41. | Edit the Workorder Status to the sample status Service is completed. Perhaps the service manager has subscribed to be notified when a workorder is set to this workorder status, so that they are notified and can review it right away, and invoice it out so your company gets paid right away. Do note that you can create as many different Workorder Statuses as needed. |
| 42. | Click to checkmark the Service Completed field. AyaNova will ask you to confirm. Read the message, and click on Yes |
| 43. | Note as you did not checkmark Used in Service for those 2 extra parts, AyaNova will ask you to confirm that you do want them set to used in service and taken out of inventory - this is a reminder to the user before closing a workorder to confirm. Read the message, and click on Yes. |
| 44. | The workorder will exit. A workorder automatically exits when you check-mark Service is completed as the workorder record in the database needs to be fully updated, and by the workorder closing, it can do this. |
| 45. | Use the Recent... menu option to open and view that workorder again |
| 46. | Note how all the fields are grayed out - you can not edit them. The only fields that are editable are Workorder Status, Invoice Number, Service is Completed, and Closed. |
| 47. | When a workorder is check-marked Service is Completed, this sets the workorder so that it can not be accidental edited - because you have said it is completed, and therefore should not be edited or changed. If you have to edit a field that is not one of those four stated above, you need to un-check-mark Service is Completed. |
| 48. | At this point, you want to invoice your customer so that you get paid for the work performed. Print out a Detailed Completed Service Workorder with Grand Total so that you can see the details of billable items |
| 49. | If using the optional add-on QBI, you would use QBI to invoice out the workorder, the QuickBooks invoice number is automatically entered in Invoice Number field, and the workorder is automatically Closed (if selected to do so in QBI Preferences) so that it can not be edited - only viewable for reporting etc. |
| 50. | Or if we are not using QBI or PTI but another accounting program, we would print out the Detailed Completed Service Workorder with Grand Total. And we refer to the print out to invoice out the billable items. And include the AyaNova print out with our invoice we send to the customer so that they can see details of the work performed. We manually enter the invoice number in the Invoice Number field so that we can cross reference to the invoice in our accounting program. When the customer pays the invoice, at that time check-mark the Closed field. |
| 51. | Or instead we might just print out the Detailed Completed Service Workorder with Grand Total and send that as is to the customer for payment. We change the Workorder Status for example to "Invoiced - waiting on payment" so that we can easily filter to see what workorders are outstanding to be paid. And when payment is received, we change the Workorder Status for example to a status called "Invoiced & Payment Received" and checkmark the Closed field to close the workorder. |
When you make an actual workorder for your company, you do not have to fill in all the fields we went through in this above tutorial; or you can certainly do a lot more than what we went over in this tutorial. This tutorial is just an overview of some of the features.
You are encouraged to review this Help file's entire section on Service Workorders for complete details on each workorder feature and suggestions on use, as well as other sections of this Help file on using AyaNova.