Work orders

Are you involved in installation, maintenance, repair, assistance or after-sales service, and need to issue work orders?

In the event of products being used during the intervention, the application records the removal from stock.

Activating the Service Vouchers app adds the following elements to the application: 

• The Service Vouchers function in your application's Sales menu
• The "intervention orders" object in the "estimate to invoice" sales management chain. In this way, you can create a work order from an estimate , and transform a work order into a total or partial invoice.
• Linking of appointments or times entered to an intervention order, and presence of the intervention in the diary
• Create work orders from a contact, a company or a case.

1/ The creation of the Intervention Bond 

There are two options for creating, printing and e-mailing a work order:

• or you can transform an estimate into a work order, using the "make a work order" link on the estimate to generate a work order.
• or go to the Job Ticket module in the Sales menu to create your own job ticket, by clicking on New job ticket.

The application lets you quickly compose and edit your work order using data already stored on your Virtual Office:  

• Your products in the catalog
• Your company details
• The contact details of your customers/prospects, in your sales contacts

Service orders are automatically numbered and dated. However, you can customize the voucher numbering format from "Settings" in the "Sales" menu, then "Work orders" by clicking on the "Numbering rule" link.

The creation of a work order, like that of a quotation, invoice, purchase order or delivery note, takes place in two stages.  

• First enter the characteristics of your sales document and your contact details, then validate.
• Then record the list of items related to your intervention and mention the quantities.

You can then print your voucher, send it by email, and turn it into an invoice.

2/ Planning the intervention

On your work order, you have a "Time" tab which allows you to program an event. Via this "event", plan the date and duration of the intervention and assign it to a company employee.

The event is then added to : 

• The intervention order in a new content line and present in the printed document.
• The employee's time sheet, for tracking working hours,
• The employee diary, for time management.

From a timesheet, you can also associate an entry of hours or half-days with a new or existing work order.

3/ Stock management

Do your operations require the use of supplies, products or consumables? Then this item is for you! 

• If your work order is generated from an estimate, destocking is proposed when the estimate is transformed into a work order.
• If you are creating an intervention order directly, to remove your products from stock from the intervention order, use the "remove from stock" link in the shortcut block of your intervention order. 

This function is also particularly useful if you want to note on your work order the batch numbers and expiration dates of the items used in your work.

The out-of-stock page allows you to designate products that have been removed from stock, and thus have batch and expiration date information on your items and the printed document, for improved traceability.

4/ App settings 

Several options for processing work orders are available in the app's "Settings" tab.
You can :

• Display the customer's telephone number on the PDF and the start and end times when you create the work order from a timesheet.
• Set invoicing options (third-party beneficiary invoicing, choice of current date for invoicing, do not invoice if sales document is completed).
• Make it compulsory to display work by date on the work order. 
• And finally, view the status of linked supplier purchase orders from the list of work orders.