About Work Orders
Updated
by
Cheryl Wallace
A Work Order is used to record the history of maintenance on serialized inventory when details of each service such as dates and costs must be tracked and to ensure the required work is clear. Both scheduled service and emergency repairs can be recorded on a work order.
Work Orders can be created via a Service Request, using the Service Due feature, and by manually adding work orders on this page. No matter which method is used to generate the work order, it can be viewed, edited, approved, and completed here.
Information stored on work order records include the general identifying data for the work order, the inventory item needing service, the original request for non-scheduled maintenance if applicable, notes on the work order and details for the service task. For work completed in-house, record a list of required materials and tools, material and labor costs and approvals for the service. For maintenance completed by a third-party, record the vendor and associated charges. Attachments of any type can be associated at any time with the work order, such as invoices or certificates. Once the work order is carried out, completion information including readings, a description of work done, costs and reason for original failure can be recorded.
The minimum required information for a work order include the Type, Location, Status, Priority, Item ID and Task.
For work orders where the task has required tools or materials,
- All required inventory can be requisitioned by entering the Work Order No when creating the requisition.
- Required inventory can be issued directly from an approved work order provided it has been assigned to a personnel entity.
Common fields across all tabs include:
Work Order No | Work order numbers are automatically generated when new records are saved according to the document numbers definition for the item's location. |
Use Current Date & Time? | When adding a new work order, default to the current time. To use a different date, uncheck this flag and enter the Work Order Date and Time. The Closed Date is set separately on the Completion tab. |
Work Order Date | Displays the date the work order is requested. |
Time | Displays the time the work order is requested. |
Location Name | The stocking location for the item ID requiring service. Only items having this stocking location will be available to add to the work order. |
Item ID | Displays the ID of the serialized item requiring service. Only items having the same stocking location as the work order will be eligible to be added to the work order. |
Part No | Displays the part number of the serialized item. |
Description | Displays the part number description for the item ID. |
Status | Displays the current work order status. Only requested statuses will be displayed when creating a new work order. Once the status is set to a closed state the work order can no longer be edited except for the Notes and Charges tabs. |
Priority | The priority of the work order. |
Ready to Approve | This flag is check if the work order is currently in a Ready to Approve state. If no Approval Process has been configured for this stocking location, the work order will automatically be set to Approved. If an Approval Process has been configured, the Approvals tab will show a number indicating the approvals required before the work order will be set to Approved. |
Approved | Displays checked if the work order is approved. |
Related Reports
On this page:
- Asset tab for Work Orders
- Request tab for Work Orders
- Work To Do tab for Work Orders
- Completion tab for Work Orders
- Notes tab for Work Orders
- Required Inventory tab for Work Orders
- Charges tab for Work Orders
- Approvals tab for Work Orders
- Transaction Details for Work Orders
See also:
- Adding a Work Order
- Looking Up a Work Order
- Editing a Work Order
- Deleting a Work Order
- Approving a Work Order
- Changing an Item Status from a Work Order
- Issuing Required Inventory from a Work Order
- Deleting a Work Order
- Closing a Work Order
- Adding Labor Costs to a Work Order
- Adding External Charges to a Work Order
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