Basic overview of a workorder

In this tutorial example, we will go through creating a service workorder and scheduling for service, entering details of the service that was performed, and printing out a report that can be used as an invoice to send to a client.

The steps we will follow will be:

1. Create the new service workorder for the client

2. Schedule your tech via the workorder

3. Details of labor service provided entered into the workorder

4. Set workorder to Service Completed

5. Invoice the billable items to your customer

1. Create the new service workorder for the client

You can create a new service workorder many different ways - do review the following as they provide many time saving steps:

Create a new service workorder

Create new workorder for a client or unit

Create via the schedule screen

In this example, we will

As we won't cover all the fields and selections in the various areas of the service workorder in this tutorial, it is recommended that you do review the Service Workorder section of this Help file for information on suggested use for the fields Workorder Status, Summary, Service Notes, Priority, etc

Feel free to enter in details and selections in the fields in the workorder for this tutorial - such as Summary of work to be performed, details in the Service Notes, Workorder Item Status so that it shows that selected statuses color on the Schedule screen etc.

2. Schedule your tech via the workorder

The time defaults to 12:00AM  - whether seconds show or not depends on your computer's Regional Settings

To edit, use your mouse to highlight the time and enter in the time you want.

For example if you want it to be 08:00 AM - highlight and type in 0800 am (or if seconds are showing, type in 080000am)

and then tab to the next field for it to update. Refer to the section on entering time for more examples

Note how AyaNova will automatically enter in a date and time for you in the Stop Date & Time if there was nothing entered there before as a time saving feature.

How many minutes it enters the Stop Date & Time are dependant on what you have configured in the Global Settings - Scheduled Users / Labor Default Minutes setting

Also note that the Estimated Qty will automatically fill in for you based on the difference between the Start Date & Time, and the Stop Date & Time

•	Now view the Schedule screen selecting tomorrow's date and showing the time range, and click on Refresh

•	AyaNova automatically refreshes your grids every 5 minutes, but as we just saved and we want to see this workorder item right away, click the Refresh menu option in the Schedule screen menu bar.

See also:

Date & Time Selection

Scheduled Users subsection of the order entry screen

Global Settings - Scheduled Users / Labor Default Minutes

Schedule screen

How do I schedule a user for a new workorder item via the Schedule screen?

3. Details of labor service provided entered into the workorder

•	Select this menu option Convert Scheduled User To Labor

See also:

Convert scheduled items to labor easily

Labor subsection of the order entry screen

Date & Time Selection

Global Settings - Default Service Sales Tax

4. Set workorder to Service Completed

Do note that you can uncheck Service Completed so that you can edit other fields.

5. Invoice the billable items to your customer

When a workorder is check-marked Service Completed, this sets the workorder so that it can not be accidentally 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 Completed

If using the optional add-on QBI QuickBooks accounting software interface:

Use QBI to invoice out the workorders billable items, the QuickBooks invoice number is automatically entered in the Invoice Number field, and the workorder is automatically check-marked Closed (if selected to do so in QBI Preferences) and the Workorder Status set to that in your Global Settings for Workorder Closed Status. Refer to an overview of QBI features at http://www.ayanova.com/qbi.htm

If using the optional add-on PTI Peachtree accounting software interface:

Use PTI to invoice out the workorders billable items, the Peachtree invoice number is automatically entered in the Invoice Number field, and the workorder is automatically Closed (if selected to do so in PTI Preferences) and the Workorder Status set to that in your Global Settings for Workorder Closed Status. Refer to an overview of PTI features at http://www.ayanova.com/pti.htm

if not using QBI or PTI but another accounting program:

Print out for example the Sample Detailed Completed Service Workorder with Grand Total report for this workorder so that you can refer to the print out when invoicing the billable items. And include the AyaNova print out with your invoice you send to the customer so that they can see details of the work performed.

Then manually enter the invoice number from your accounting program into the Invoice Number field so that you can cross reference to the invoice in your accounting program.

When the customer pays the invoice, at that time check-mark the Closed field in AyaNova for this workorder.

If not using QBI, PTI or any other accounting program:

Print out for example the Sample Detailed Completed Service Workorder with Grand Total and send that as is to the customer for payment.

Change the Workorder Status for example to a Workorder Status called "Invoiced - waiting on payment" so that you can easily filter to see what workorders are outstanding to be paid.

And when payment is received, perhaps change the Workorder Status for example to a status called "Invoiced & Payment Received" and check-mark the Closed field to close the workorder.