<< Click to Display Table of Contents >> Navigation:  Browse Work Orders > Work Orders and Estimates - All

 

 

This is the screen that you'll be using most of the day. From here you can create estimates and Works In Progress (WIP). The only difference is that you must transfer an estimate to a work in progress (WIP) before completing the transaction.  WIP's work differently, as they put inventory 'on hold', where estimates do nothing to the inventory. Also, in order to complete an invoice, it must be in a WIP.

 

When you first select this screen, you may want the screen to activate WIP instead of estimates, or the other way around. To do that, simply select the default starting tab.

 

 

 

These are the different tabs. Different items may show up depending on the tab selected.

 

 

For instance, if you select the Work in Progress tab, only the W's show up, and at the bottom the 'Change to Completed' and Transfer to Estimate buttons will be displayed. The Estimate Tab will show the E's only (estimates), and the Change Estimate to Work in Progress and Transfer Estimate to Diagnostic will be displayed.

 

The different tabs also display the data in a different sort order. This makes it easy to find RO's or Estimates. For instance, in the Work in Progress tab, you can simply click in the middle of the data, the start typing the RO# (no need to type the zeros).

 

Or, if you're in the Find by Customer# tab, just start typing the customer#. This works in the entire system like that. It's called a locator. Most of the time it's invisible.. just start typing and it will locate the record you're looking for.

 

 

 

Headers

 

At the top of the browsing data you will see the headers for the columns:

 

 

You can click on most of the Headers and the browse will get sorted by that Header. If you have a lot of RO's the sort may be slow depending on the fields you decide to sort by. Once you have clicked on that field header, you can usually just start typing to find the information you're looking for.

 

We have added a couple of automatic 'sub-sorts'. If you click 'Date', the time will also be sorted. If you click on 'Year', the Make and Model will sub-sort. If you click on Company Name, the order# will subsort. If you click on Customer number, the Order# will also sub-sort below that.

 

If you click on a header it will show the + sign, if you click again it will reverse the sort and show a - sign. If you hold the Shift key down and click on the header, the sort will go to the original sort for whatever Tab you're on.

 

One Customer Tab

 

The other tabs will display both Estimates and WIP's, except for the One Customer tab which will display completed work orders for one customer as well. The One Customer Tab also allows you to clone a work order...

 

 

 

 

 

Simply highlight the RO you want to clone, and press clone.

 

Combining RO's

 

You can also Combine an RO here as well. Highlight the RO you want to merge into (the one you'll keep). Click on the Combine RO's button and the button will change to Combine with (RO# you chose). Go and grab with the mouse the RO you want to merge with the RO# on the Button, and drag and drop it on the button.

 

They must both be either a WIP or and estimate, have the same customer, and have the same unit/vehicle.

 

 

 

Some Tabs also have a report button available near the top of the screen.

 

 

 

 

Another thing to note is the Status Indicator Lights.

 

When you are in a work order, you can select a status light. From this browse screen, if you select a light other than dull green, it will display all WIP's and Estimates with just that status. The status lights are just filters and only have meaning to you. We defined them this way:

 

Blue - Customer is waiting for an estimate or waiting for work to be done.

Yellow - Parts are on Order for this repair order.

Red - the vehicle is being worked on.

Green - the vehicle is done and ready for pickup.

 

Dull green just turns off the filter so you see all WIP's and Estimates.

 

The Dull Blue on the most right shows all RO's that don't have a status set.

 

If you need more you can change these to a drop down list that you can create.

 

You are not stuck with our definitions. You can define these status lights to whatever you want in the Company Setup.

 

The Check Box on the right is to exclude one status. This can be setup in the Company setup to whatever status you'd like as a default that you would like to exclude. This comes in handy if for instance you don't want to see any RO That is waiting for parts. You can also change the excluded status by right clicking on one of the status lights. Then when you click on the Check box, it will exclude that status. This resets back to what it is in your company setup form after you exit and come back to this screen.

 

 

So, Let's go over the Icons on the Work Order Browse Screen:

 

Note: Hover with your mouse over the icon to see what it will do! (in the program, not the help file)

 

 

From left to right..

You can select the default starting Tab, either Work in Progress or Estimates.

 

 

 

The next Icon allows you to change the customer for the highlighted work order.

 

This is the icon you'll be using quite a bit. This prints the estimate or work in progress report/invoice. You can have a different report for a work in progress or completed work order than the estimate report. Note that the work in progress report is the same as the completed report... this is the invoice you will print for you and your customer. During the printing process is where you can Email the customer their invoice and a message.

 

This allows you to print a 'to-do' list and the items in your current WIP. (There are customizable ToDo Lists available)

 

This prints a parts Pull List.

 

This icon will print an invoice type of report with details about tech labor logs and totals.

 

This will print a profit report for the current highlighted WIP.

 

This allows you to send an Email or text to the customer whose work order is highlighted. This is great when the work is completed so you can notify your customer right away (some people prefer texts). You will have to set the preference ahead of time in the customer record.

 

These 2 icons let you clock in and out respectively. This is for daily time clocks, not related to the work order.

 

This will exit the work order browse screen.

 

This button lets you view any payments for the highlighted RO.

 

To Add a work order or estimate, you need to select either the Work in Progress Tab, or the Estimate Tab, then click on the Add Estimate/Work Order Button.

 

 

 

 

Once you've decided to Add a new work order, you will be taken to the customer browse screen where you'll select a customer, or add a customer then select.