The service workorder header identifies information that is pertinent only to a service workorder that would not appear on a quote or a preventive maintenance order – such as the present workorder status as a whole, the close by date, the invoice number when completed, service date information for the workorder as a whole, when to notify subscribed users if not completed (via Notification Subscriptions), whether service has been completed (“locking” edit of parts and labor entries), and whether the workorder as a whole is completed (Closed) (“locking” edit of entire workorder)
When viewing a quote or a preventive maintenance, you will notice that this area of the order will have a “quote header” or a “preventive maintenance header” with different fields than the “service workorder header”.
Workorder Status
This drop down selection field is used to indicate the overall status of a service workorder. This would be useful to a service manager to determine the progress of a work order as a whole. It would also be useful to other company staff when fielding questions from customers about the progress of their work order.
Workorder Statuses are strictly for visual display only and does not affect the operation of the program.
Note Workorder Status can be selected both for the service workorder as a whole, as well as for individual workorder items.
Workorder Status selected for the workorder as a whole do not show on the graphical Schedule Screen as the Schedule screen pertains to individual workorder items - Workorder Item Status color does show on the Schedule screen.
For some organizations, they may wish to only identify status via the Workorder header – while other organizations usually because they have more than one workorder item per workorder, will identify each individual workorder item’s status.
We provide both here for you so that you as an organization can use what works best for yourself. You can instruct your staff to only select Status from the workorder header; or you may instruct your staff to select Status from the workorder item; or you may instruct your staff to identify status in both areas.
Also, the Global Setting's Workorder Closed Status can be set so there is no forgetting to set this when you close a workorder.
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Close by Date
This date field's intended use is to determine this service work order’s “stale” date.
If subscribed to Workorder “Close By Date” Passed events, when a new service workorder is created and the Close By Date is set, if that date comes and goes without the service workorder being set to the Closed state, you would be notified.
This would be useful for service managers to ensure service workorders are being completed and entered so that they can be invoiced out to the client. If your scheduled users have a habit of “forgetting” to enter in data so the workorder can be closed and the client invoiced for the service, you should subscribe to this.
Do note that you would be notified only if the subscription is already set up. If you select this date, and than subscribed, you would not be notified as you set this date before subscribing. This date is editable.
This date can be set to default so many minutes from the service workorders creation date via the Global Settings under the Administration navigation pane.
You can also set a security right to the object Object.Workorder.CloseByDate to Read Only or Forbidden so that users that are members of a security group where this is set
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Service Date
This is a date field with which you can identify a single date for the entire service workorder.
Its intended use is to indicate the scheduled date for the service workorder as a whole; you may use it to indicate the date all service was completed, you may even localize the field label to display as Invoiced Date or some such.
As the workorder items where scheduled date and time for each individual workorder item is not displayed in the Service Workorder List grid, entering an “overall” service date here will display in the Service Workorder List grid which is useful for filtering workorders and displaying.
By default, the date the workorder was created is pre-selected for you, but you can edit as needed and change this date.
Invoice
This text field used to indicate the invoice or sales receipt number that your organization has used to bill this work order to the client.
NOTE:This field is grayed (unable to be edited) until the workorder has been set to Service Completed.
If you filter the Service grid by the Invoice Number, you can see very easily what workorders have not yet been invoiced.
By leaving it blank you indicate that the work order has not yet been billed out.
It also serves as a cross reference to match up a service workorder to an invoice from your accounting software if it prints on your completed work order reports. This is helpful for both your organization’s accounting staff and your customer’s accounting staff.
If a work order is “no charge” or not billed, you should enter something (i.e. “no charge” or any text) in this field so that this work order will not appear on a report listing not invoiced workorders.
You can leave this field blank if you are not concerned with tracking which work orders have been billed or not, however unless you are a non-profit organization or are using AyaNova for internal use only, you should seriously consider the benefits of using it.
Many of our clients have told us that this feature alone more than repaid their investment in AyaNova as it eliminated work orders forgetting to be billed.
And as with all labels within AyaNova, if a field is not labeled as would be used in your organization, you can edit the label as needed via the Localized Text feature.
For example, if your organization would not ever use this field but you wish to identify something else in a service completed workorder, you could edit the field label to something else required in a workorder header. Just remember it will be this way for every workorder. Refer to the section on Localized Text Designer in the Administration section for more information.
Service Completed
The following occurs when a service workorder is set to Service Completed
1.Any parts selected within workorder items will be set to USED status if not already
2.The Invoice Number field becomes editable
3.Workorder items and sub-grids are no longer editable.
4.The service workorder entry screen is exited out of returning you to the previous grid you were viewing.
If parts that were selected were not actually used in service, you should select NO or Cancel and remove those parts from selection in the workorder items that were not used in service, than return to selecting Service Completed.
When you next view the service workorder, only the fields Workorder Status, Invoice Number, Service Completed and Closed will be editable.
The service workorder can not be deleted, workorder items cannot be edited, nor can workorder items can not be moved or copied to another service workorder if Service Completed has been checked.
This feature is to prevent accidental workorder item changes once a workorder service has been completed, but the workorder is not yet ready to be closed – for example, an invoice has not yet been prepared.
Closed
The following occurs when a service workorder is set to Closed
1.Any parts selected within workorder items will be set to USED status if not already
2.Service Completed is selected if not already
3.All fields within a service workorder are no longer editable
4.The service workorder can no longer be deleted
5.The service workorder entry screen is exited out of returning you to the previous grid you were viewing.
Once the entire workorder has been completed, and no further information will be entered to the workorder (including Invoice #), selecting this closes the workorder completely so that no aspect of it can be further edited, but it can still be viewed and printed. Once a workorder has been check-marked Closed, it can not be returned to a previous state; it cannot be deleted or edited by anyone.
As with selecting Service Completed, if parts were not actually used in service, you should CANCEL and remove these parts before closing – other wise the parts will be set as USED taken out of inventory, and appear on workorder reports for the client.
If parts have been requested to be ordered, have been ordered but not yet received, the workorder can not be set to Closed.
As check-marking this Closed checkbox and saving the workorder does mean that the workorder will no longer be editable, you may want to restrict only users of certain security groups to have access to this checkbox by setting the Object.Workorder.Close object security right
Also, the Global Setting's Workorder Closed Status can be set so that when you do accept Closing a workorder, it will ensure that the Workorder Status is set to what you always want it to be.
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Also note that as with any field label in AyaNova, you can localize any field label in the Service Workorder header to display whatever text you want in whatever language you want.
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