We invite you to refer to the AyaNova v3 Manual for complete details on all features, tutorials, installation and configuration, and reference information.
There are three main sections to a service workorder with the third section having sub-sections:
| 1. | The order header |
| 2. | The service workorder header |
| 3. | And the workorder item or items (as can have as many as needed within a single workorder |
| a. | The workorder item area itself contains additional sub-screens where additional information is identified such as scheduled users, unit to be serviced, parts, actual labor performed, outside service information, loaned items and so on. |
| 1. | The order header identifies the order as a whole – which client the order is for, what project to apply the order to, and what category the order applies to as a whole. A client is required in an order – category and project are not. |
The order header is identified in the screenshot below highlighted in yellow
As a preventive maintenance item and a quote both can be “turned into” a service workorder, you will notice that this “header” part at the top of a workorder is the same for a quote, for a preventive maintenance order as well as for a service workorder.
| 2. | The service workorder header identifies information that is pertinent 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 (“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 header”.
| 3. | The workorder item is where a summary on service is to be performed, details on service to be performed for scheduled users, actual request date (useful if date of entry is different from the date the client requested the service), status of the workorder item as a whole, and priority of the individual workorder item. |
You can have just one workorder item per service workorder, or have multiple workorder items. In the screenshot below there three workorder items are highlighted. Additional menu options appear for workorder items as well.
You will note that the workorder item fields and sub-screens will be similar for a quote, for a preventive maintenance order as well as for a service workorder. This is because a quote and a preventive maintenance order can be “copied” to a service workorder, and this way there is no need to re-enter information.
| i. | Each workorder item contains a number of sub-items where you can indicate additional information regarding the workorder item. |
These include:
| ii. | the unit selected for service to be performed on |
| iii. | scheduled users for this workorder item |
| iv. | tasks assigned to be completed |
| v. | parts on order or used in service |
| vi. | additional expenses incurred in performance of this service that may or may not be charged back to the client |
| vii. | outside service incurred whether warranty or a third party repair center and the shipping costs incurred |
| viii. | details of the labor performed in the course of service including user that performed service, details of service performed, start and stop time and rates applied |
| ix. | details of travel incurred to perform the service |
| x. | loaned items and related dates and charges |
| xi. | Custom fields containing additional information that is needed to be documented. |
There is no practical limit to the number of workorder items that a service workorder can have.
A service workorder can have one workorder item indicating what service to be performed or it can have multiple workorder items and each of these workorder items can be for a single unit, and have multiple scheduled users, parts assigned, labor entered, and so on.
Whatever works best for your business can be done.
We invite you to review the AyaNova Manual which provides detailed information on service workorders, as well as tutorials, tips on use and reference information on customizing reports, advanced configuration and more.
If you have any questions, we encourage you to review the AyaNova Support Forum to find similar questions, and post any questions you may have.