Understanding the Work Order Process
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.
Steps for Doing a Work Order
- Click POS > Work Orders in the blue Admin Toolbar.
- Click the +New Work Order button.
- Fill out the Estimate: Either enter the Customer name, or click + to create a new one. If you have their cell number and have purchased our Text Messaging service, you can set the customer to receive Text updates about the Work Order. Enter Make, Model, and Serial Number, if applicable. You can enter a Technician name later if you don't know who that will be. Internal Notes are for your use, Customer Notes will print on the Work Order ticket for the customer. List Accessories Included, Services Needed, and Bin Location (or however you store your work order items). Set the Target Date. You can manually adjust the amounts for Labor and Parts, if needed, and you can set the amount for the Deposit if you are taking one. Save the initial ticket.
- Click to Print Ticket for the initial ticket you'll give to the customer, they will sign a copy for your records.
- If you need, you can click the Print Barcode button to make a label you can scan to bring up the work order to work on it.
- You can set the Work Order Status as you progress through the work (see below), you can add Internal Notes and Customer Notes as needed.
- You can click the blue Add Materials button to add parts to the Work Order, and you can click the Add Services button to add service work you do to the order. Note that these entries are actually building the charges for the customer, the previous entries were just an estimate.
- When the Work Order is Ready for Pickup, you'll be prompted to send a text message to notify the customer (if you have had us set that optional service up for you), and you'll be prompted to email the customer notification, both are options and you can do those things later, if you like.
Working With Your Loaners
You can get to this part of the system by clicking on POS > Register in the blue Admin Toolbar. Click on Loaners in the menu.
Creating Loaner Records
Please note that the Loaner items you use need to be in your regular product inventory, and the Loaner tool can work with both serialized inventory and standard. It may be best to put those items in their own category and set them to not be for sale online, if that's the best way to work for you. Also please note that any items that go out on loan are put into a Reserved status; so they will show as inventory, but won't be available to sell or rent.
Create a Loaner Record
- Go to the Loaner module under the POS menu in the blue Admin Toolbar, and click the +Create New Loaner button.
- Search for the Customer so their name will be attached to the loaner.
- Set a Due Date, which will be the end date they need to return the item.
- Search for Items on Loaner, and you can search through your database of all inventory in your system for anything that might apply. If the item is serialized, you can choose which serial number will be the Loaner, as pictured above. If it is not serialized, it will just reduce the item's inventory by whatever Loan Quantity is being loaned (see non-serialized Loaner creation example below).
- Once you have the serial number(s) / quantity selected, click Submit to add it to the Loaner record.
- You can enter a Note about the loaner, which is a convenient place to list a Work Order ticket number, or Layaway, or just whatever reason the Loaner is being given out. Notes do print out on the Loaner ticket.
- You can click Print Loaner to make printed copies for yourself and the customer, if needed.
- Once you click to Save the loaner, it will be added as a line-item in your main Loaners list, and it will be Active until it either goes late or is completed.
If you like, you can make Notes a required field by clicking on the gear-shaped button on the far right of the blue Admin Toolbar and going to Settings > POS Settings > Products, and you'll find that option near the bottom of the tab. Be sure to Save the setting change once you're finished.
Completing a Loaner
The Loaner tool does not require or process any fees, so if you want to charge a fee, you'll need to create an item (we recommend creating it under Products > Services and just title it something like Loaner Fee) and do a Register transaction for the fee separately from this module.
- In the list of your Loaners, you'll see a Return Date in addition to other information about each Loaner. That date is when the customer returns the item, so it will display after the Loaner has been completed.
- To complete a Loaner, when the customer returns the item, go to the Loaner module and click the Loaner ID number to open it.
- In the Edit Loaner panel, you will see a field for Return Quantity, and you can enter the number of each item(s) being returned.
- When you do so and then click to Save the Loaner, it will be Completed. If the Loaner is not completed on the Due Date, it will automatically go into an Overdue status.