Work Order Entry

You can hide or show columns in the grid by right-clicking on the upper left corner of the grid and selecting the fields to show or hide from the Columns submenu.

Note: You cannot add a new dispatch if Bill by Work Order is marked on the Site Information tab, and if the work order has a billed or posted dispatch.

1. Click the Append button () in the Dispatch section, to open a new dispatch record. The dispatch number is generated by the system.
2. Enter a description for the dispatch in the Description field.
3. Select the equipment ID this work order applies to from the drop-down list in the Equipment ID field.
4. The Status field will default to 'Request Received' when a new dispatch is created. Select a different status from the drop-down list if applicable.
   • Request Received - When the dispatch is entered and nothing has been done to the dispatch yet.
   • Billed - The dispatch has been scheduled, transactions have been entered for the dispatch. and the invoice has been printed after the Prepare Invoices function is run.
   • Canceled - The dispatch has been canceled.
   • Reopen - A canceled dispatch has been reopened.
   • Posted - A billed dispatch has been posted using the Post Work Orders function.
   • Completed - The dispatch has been billed and posted, and is now completed. The status gets changed to 'Completed' when you select the Complete button and enter the completion information

   The status may be changed to 'Completed' prior to billing and posting if nothing is being billed to the customer.

   Note: The status of the dispatch is based on system updates and selections made from the Activity Status button menu.

5. The Billing Type field will default to the value selected on the Site Information tab. Select a different billing type for the dispatch if applicable.
6. Enter the estimated travel time in hours in the Est Travel (Hrs) field.
7. The total estimated time for the dispatch in hours displayed in the Est Travel (Hrs) field is the sum of the estimated travel time and the work to do IDs for the dispatch.
8. Accept or edit the Priority level for the dispatch. The Priority field allows you to set a priority for the order. You can assign a default priority level via the SD Business Rules. This field is for information only. Note: Use the Column Chooser to show the Priority column in the grid, if necessary.
9. Press the Enter key or the Tab key to add Work To Do detail. If the work to do detail rows do not appear, a plus sign () will appear next to the dispatch number. Click the plus sign to add work to do IDs to the dispatch.
10. Select a work to do ID from the drop-down list in the Work To Do ID field. The Description and Required Skill Level fields should display the information from the work to do record.
11. Enter the estimated time to perform the work to do in hours in the Estimated Time (Hrs) field.
12. Repeat Steps 9-11 for each work to do ID you want to add to the dispatch.
13. To finish changes to the dispatch, click the End Edit button ().
14. Click the Save button on the toolbar to save your work.

Note: You cannot add a new dispatch if Bill by Work Order is marked on the Site Information tab, and if the work order has a billed or posted dispatch.

1. Click the Append button () in the Dispatch section, to open a new dispatch record. The dispatch number is generated by the system.

Detail tab

2. The Billing Type field will default to the value selected on the Site Information tab. Select a different billing type for the dispatch if applicable.
3. Enter a description for the dispatch in the Description field.
4. Select the equipment ID to which this work order applies from the drop-down list in the Equipment ID field. If you have the SD Notify Warranty/Contract business rule set to 'Yes', a notification window will appear if the site equipment has a warranty or contract associated with it. See the Warranty and Contracts screen for more information.
5. The Equipment Description appears. Accept or edit the description.
6. Select a Bill To ID as necessary.
7. Accept or edit the Location ID, as applicable.
8. Accept or edit the Priority level for the dispatch. The Priority field allows you to set a priority for the order. You can assign a default priority level via the SD Business Rules. This field is for information only.
9. The Status field will display the current status of the dispatch.
10. The Entry Date will default in, and cannot be edited.
11. If the dispatch has been canceled, the Cancelled check box will be marked.
12. If the dispatch has been put on hold, the Hold check box will be marked.
13. Select a technician for the entire dispatch from the Requested Tech ID drop-down list, if applicable. Otherwise, you can select multiple technicians for the dispatch on the Transactions tab at the bottom of the screen.
14. Enter the estimated travel time in hours in the Est Travel (Hrs) field.
15. The total estimated time for the dispatch in hours displayed in the Est Travel (Hrs) field is the sum of the estimated travel time and the work to do IDs for the dispatch.
16. Enter a date and time into the Requested Date and Requested AM/PM, as applicable.
17. The estimated time to perform the work to do in hours will appear in the Total Est (Hrs) field.
18. Enter the internal meter number in the New Counter field, if applicable. Examples of counters include the number of hours run, copies made, or pages printed. You can use these information-only numbers as diagnostic tools.

Work To Do tab

Work To Do tab



19. Accept or select a Dispatch Number to which you want to assign work to do from the drop-down list, as necessary.
20. Click the Append button () to add a new Work To Do record.
21. Select a work to do ID from the drop-down list in the Work To Do ID field. The Description and Required Skill Level fields should display the information from the work to do record.
22. Accept or edit the Estimated Time (Hrs) for the work.
23. Repeat Steps 20-22 for each work to do ID you want to add to the dispatch.
24. To finish changes to the dispatch, click the End Edit button ().
25. Click the Save button on the toolbar to save your work.

Schedule a dispatch

1. Click the Schedule command button to open the calendar. A Schedule Info window should appear. Note: If the customer's credit is on hold, or the customer's status is inactive, the calendar will not open.
2. Select the Tech ID, Start Time, and End Time from the associated field drop-down lists. Use the Suggest button to have the system suggest a schedule for the dispatch.
3. Click OK to set the time for the selected technician on the calendar. The calendar will open and display the scheduled dispatch. Close the calendar to return to the Work Order Entry function.

Record arrive/start time on a dispatch

1. Click on a new line in the Activity section to start a new record.
2. Select Arrive/Start from the drop-down list in the Type field. The workstation's current date and time will display in the Date/Time field. Change the date or time if necessary, and select the technician from the Technician ID drop-down list
3. Select the Tech ID, Start Time, and End Time from the associated field drop-down lists.
4. Click the End Edit button () to complete the entry.

Complete a dispatch

1. Click the Complete command button to open the Complete window.
2. Enter or Select the completion date and time from the Date/Time field drop-down list. This will default to the current date and time.
3. Select the Technician ID from the drop-down list. This field will default to the technician listed for the Arrive/Start activity.
4. Click the OK button to complete the entry. The dispatch status now shows Completed, and a Complete entry will appear in the Activity section of the Dispatch tab.

Add parts, labor, freight, or miscellaneous costs to a dispatch

You can add transactions directly to the dispatch via the Transactions tab at the bottom of the screen, or you can open the Transactions function by using the Transactions button on the Dispatch tab. The process you use to add transactions is the same. See the Service Order/Work Order Transaction Entry Overview for more information.

1. Click the Transactions command button to open the Work Order Transactions function. To display all of the available fields, click the Toggle button (). Alternately, you can click the Transactions tab at the bottom of the Work Order Entry screen.

   

2. Click the Append button to add a record. The work order number/dispatch line will display in the Order/Dispatch field of the new line.
3. Select the type of transaction you are adding from the Type field drop-down list.
4. If applicable, select a Resource ID from the drop-down list. If you selected Labor in the Type field, the drop-down list will show your technicians. If you selected Part in the Type field, the drop-down list will show field will show your parts.
5. Accept or enter a description into the Description field. If the resource is a part, the item description will display in this field.
6. If you selected a part in the Resource ID field, select a location from the Location ID field drop-down list. Otherwise, the Location ID field will be blank.
7. The Unit field will display the units of measure for the part selected in the Resource ID field, or the value HR if Labor is selected in the Type field.
8. Enter the estimated quantity of the part or labor into the Qty Estimated field.
9. Enter the quantity used into the Qty Used field.
10. If you selected Labor or Part in the Type field, the unit price displays in the Unit Price field. You may change the unit price.
11. If you selected Labor or Part in the Type field, the extended price is calculated using the Qty Used and the Unit Price amounts. If you selected Freight or Misc in the Type field, enter a cost in the Ext Cost field.
12. Select or enter a transaction date in the Date field. By default, this field will display the current date.
13. If you selected Labor in the Type field, select a labor code from the drop-down list in the Labor Code field.
14. Click the Save button on the toolbar to save your work.

Cancel or delete a dispatch

Note: You cannot delete a dispatch if the dispatch's status is Posted, Billed, or Completed, or if the dispatch has transactions.

1. Select the dispatch you would like to cancel or delete.
2. Click the Cancel command button to cancel the dispatch.
3. A confirmation window will appear. Confirm the cancellation. A Cancel activity will be added to the Activity section of the Dispatch tab.

Reopen a dispatch

Note: You can reopen a dispatch if the selected dispatch status is Open, and the selected dispatch is canceled.

1. Select the dispatch you would like to reopen.
2. Click the Reopen command button to reopen the dispatch.
3. A confirmation window will appear. Confirm the reopen action. A Reopen activity will be added to the Activity section of the Dispatch tab.

1. Click the Append button () in the Activity section, to add a new activity entry to the dispatch record.
2. Select a type of activity from the drop-down list in the Type field.
3. The Date/Time field will default to the current date and time when a new activity is created. Enter or select a different date from the calendar control if applicable.
4. If a technician will perform the activity, select a technician from the drop-down list in the Technician ID field.
5. The Entered By field will display the name of the user who added the activity to the dispatch.
6. Enter any notes for the activity in the Notes field.
7. To finish changes to the dispatch, click the End Edit button ().
8. Click the Save button on the toolbar to save your work.