Documenting Work Orders

Overview

Track and document costs, labor, and progress for active work orders. This guide covers managing costs, time tracking, and completion procedures.

Documenting Work Orders

1. Track Costs

2. Record Time

3. Sign and Submit

Track Costs

Enter all costs in the Costs and Detailed Costs sections, as follows:

1. Choose your cost view:

   • Detailed - List each part and job separately.

   • Total - Enter one final cost.

2. If you selected Total, complete the following fields:

   • Labor Ext: Enter the total external labor costs

   • Part Ext: Enter the total external parts costs

   • Labor Int: Enter the total internal labor costs

   • Parts Int: Enter the total internal parts costs.

   

3. For Detailed costs, complete the fields as follows:

   1. In Parts, complete as follows:

      • Part: Select a part from the list.

      • Unit Price Enter the price per unit.

      • Quantity: Set quantity.

      • Description: Add additional details.

      • External: If the part is from an external vendor, mark it as External.

        

   2. In Labor, complete as follows:

      1. Type: Select type of labor.

      2. Unit Price: Enter hourly rate.

      3. Description: Add additional details.

      4. External: If the work was done by an external vendor, mark it as External.

         

Record Time

Use the Time and Activity Tracking section to record the time spent on activities performed by staff members.

Complete the fields as follows:

1. Activity: Select the activity from the list.

2. Time: Add the date and time when the activity started.

3. Duration/Unit: Enter the time it took to complete the activity (hours/minutes). Select the appropriate time unit.
   Note: For real-time tracking, click on the right.

4. Staff: Pick the staff member who did the work.

5. Notes: Add additional details.
   

   

Submit Work Order

After finishing the work, complete the Work Summary section before submitting the work order.

1. In Details, complete the following fields:

   • Invoice: Enter invoice number.

   • Purchase Order: If a part was purchased, add the order number.

   • Requested By: Select the staff member who requested the work order.

   • Completed By: Select the staff member who completed the work order.

   • Assigned Staff: If an additional staff member was assigned to the work order, select the staff member from the dropdown.

     

2. If you used mechanics, complete the Mechanics section, as follows:

   1. If the mechanic is an external vendor, mark External.

   2. Add the mechanic to the Work Summary:

      • If the mechanic is a staff member, select the staff member from the dropdown.

        

      • If the mechanic is external (as marked in the previous step), in the External Mechanic field, type the mechanic’s name. When finished, press Enter.

        

        
        Note: Use on the right to add multiple mechanics to the work order. The list can include both external mechanics and staff members.

3. In the Signature field, sign off on work.

   

4. When done, click Complete Work Order.