Setting Up Your Work Orders Module
There aren't many things to configure about how your service work will be handled by the system. One important thing to have in place before you start your first Work Order is found in your system Settings. Find the gear-shaped button in the upper right of our blue Admin Toolbar and click on Settings > POS Settings > Repairs.
Here you can enter your Work Order Ticket Message, and this should include all of the fine print you want your customer to have before you start work on their Work Order. This should include your policies on returns and refunds, how long you might guarantee your work, your procedures for what they need to do if they have problems with the work you do, and any 'legalese' such as disclaimers and liability statements. We highly recommend beginning and ending your message with personal and friendly statements. Click Save at the bottom to complete this setup.
Your message will print out on Work Order Tickets, it will not print out on receipts for deposits or for the final payment for the work order.
Using the Work Orders Module
You can get to this part of the system by clicking on the POS link in the blue Admin Toolbar and then clicking on the Work Orders link below. NOTE: The Repairs module is an older version of the Work Orders module and has more limited functionality. It will be phased out in the near future, but any Repairs you create will also be listed in the Work Orders module, and will not be deleted when we phase out Repairs.
The main Work Orders screen has several key functions you'll need to know how to use. Before you start working with your work orders, you can set your Location so you're working with the right customers, if you have multiple locations in our system. You can start a new service job by clicking the New Work Order button (more on that process in the next article). By default, our system will only show your recent service jobs, but you can turn that off if you need to look up an older one by clicking the Show Only Last 3 Months toggle to Off. If you need to look up someone whose work order is already done, you can toggle the Show Completed Work Orders switch to On.
In the upper right, you have the ability to Search through whatever work orders are active on the screen, and you can filter them by either the Creation Date or the Target Date for the work to be done. To access any of the work orders visible in your list, you can click on its Status and it will open for you. You can also Manage Techs directly from the main screen with the button in the upper right. When the panel on the side pops up, you can either edit an existing Tech in the system by clicking their name, or you can add a new one. Be sure to click Save once you're done so the system will keep your changes.
Processing Work Orders
This interface is the main area you will use to access and work with your work orders, whether they are in progress or completed. It is also where you will go in the system to create a new work order. Once a work order is complete, and the customer has come to pick it up, you will use the Register to complete the order.
Next Step: Creating and Completing Work Orders