Option A – Work Order Entry

1. On the Site Map screen, select Work Order > Data Entry > Work Order Entry.

2. In the Work order field (in Add mode), enter the new work order number or press Enter to accept the software default.

3. Use the drop-down menu located next to the Proposal field to select whether this work order is for a Job or a Site.

4. In the Job (or Site) field, enter the job (or site) number or press F4 to select a job or site.

5. In the Type field, enter the job (or site) division code or press Enter to accept the software default.

6. Complete the Phone, Contact, Customer, Terms, Customer, PO #, and Lead source fields. When you press Enter to exit the Lead source field, the Properties window automatically displays.

7. Complete the fields in the Properties and Rates sections and then select OK. The Work Order Notes window automatically displays.

8. In the Work Summary field, enter a brief description describing the work. In the Notepad window, enter any notes about the following items.

9. Work ordered (for example, fix the leaky kitchen sink).

10. Work completed (for example, replaced washer in faucet – no more leaks).

11. General notes about he work order (for example, check in with office manger when you arrive at the site.

12. Select the green check mark icon to save the text and close the Notepad window.

13. To assign one or more technicians to this work order, complete the fields in the Technician Maintenance window. If you want to assign technicians at a later time, select OK twice to close the Technician Maintenance window.

14. In the Price field, use the drop-down menu to select if the work order will be billed as T+M or Flat rate.

15. In the Quote field, enter the total amount quoted for this work order.

16. In the Hours field, enter the estimated total number of hours that will be spent working on the work order.

17. In the Status field, enter the dispatch status code for this work order or press F4 to select from a list of valid status codes.

18. In the Priority field, enter the priority code for this work order or press F4 to select from a list of valid priority codes.

19. Complete the Date/Time fields as appropriate and then select OK twice to save the work order and return to the Site Map screen.

Option B – Service Request Work Order

Some companies use customer service representatives (CSR) to take all incoming service requests. The CSR gathers the information and logs the request. The dispatcher reviews the request and assigns technicians to the work order. The following steps explain the procedure of logging the incoming calls.

1. On the Site Map screen, select Work Order > Data Entry > Service Request.

2. On the Find Site for Service Request window, press Enter to view a list of valid sites and select the site associated with the new work order, or select the New Site button to create a service request for a new site.

   Note: The CSR typically asks the caller to verify that the information on file is correct.

3. Review and edit existing service request information before creating the new work order.

4. The Work Order History tab provides information about existing work orders for the selected site. This tab provides the ability to view work order details, or edit an existing work order to change the dispatch status, priority, add notes or make any other entries.

5. The New Work tab provides the ability to enter key information about the service request.

6. The Equipment tab will show information about equipment installed at the selected site. This tab offers the ability to view equipment details for this site as well as any work orders that include activity for the selected equipment. This tab will also permit you to assign tasks to equipment.

7. The Service Contracts tab will allow you to view service contract details and any associated images set up for the selected site. This tab will allow you to assign an existing contract to the new work order.

8. The Credit Check tab provides financial information about the customer assigned to the selected site. This tab offers the ability to view current balance and aging information, plus billing and payment history over the past month, year and prior year. This tab also provides a summary display of credit info, including credit limits and standard terms.

9. The Purchase Orders tab provides information about purchases related to work orders for the selected site. Use this tab to view detailed information for the purchase order itself or for the underlying work order. You can edit an existing work order from this tab, in order to change the dispatch status, priority, add notes or make any other entries.

10. Select the Create WO button to create the new work order.

Option C – Proposed Work Entry

1. On the Site Map screen, select Work Order > Data Entry > Proposals.

2. In the Proposal field in Add mode (F5), enter the next proposed work order number or press Enter to accept the software default.

3. Optional Step: Press the Up arrow key once to place the cursor in the drop-down menu located next to the Proposal field to change whether this work order is for a Job or a Site.

4. In the Job (or Site) field, enter the job (or site) number or press F4 to select a job or site.

5. In the Type field, enter the job (or site) division code or press Enter to accept the software default.

6. Review the Phone, Contact, Customer, Terms, Customer, PO #, and Lead source fields for accuracy. When you press Enter to exit the Lead source field, the Properties window automatically displays.

7. Complete the fields in the Properties and Rates sections and then select OK.

8. In the Work Summary field, enter a brief description of the proposed work.

9. In the Price field, use the drop-down menu to select if the work order will be billed as T&M or Flat rate.

10. In the Quote field, enter the total amount quoted for this proposed work order.

11. In the Hours field, enter the total number of hours that will be spent working on the proposed work order, and then select the Proposed button.

12. In the Notepad window, enter any notes pertaining to the proposed work (for example, Fix the leaky pipe under the kitchen sink) and then select the green check mark icon to save the text and close the Notepad window.

    Note: This text will display in the Work Ordered section of the proposed work order. If the proposed work order is accepted, this text will also display on the work order.

13. Select the Notes button.

14. In the Notepad window, enter the notes of comments about the work order work (for example, Dog on the premises is friendly) and then select the green check mark icon to save the text and close the Notepad window.

    Note: This text displays in the Notes or Comments section of the proposed work order. If the proposed work order is accepted, this text also displays on the work order.

15. Select OK to save the proposed work order.

16. On the Proposed Work Order Entry screen, select the Print button.

17. In the Proposal Print screen, enter the proposed work order that you want to print and then select the Print button to print the proposed work order.

18. After the proposed work order prints and all parties have agreed upon the terms of the proposed work order, go to the Proposed Work Order Entry screen and select the Accept button.

19. In the Proposal field, enter the proposed work order number.

20. In the Work order field, enter the new work order number or press Enter to accept the software default.

    Important: Make a note of the work order number; you will need it to look up the accepted work order in Work Order Entry.

21. Complete the remaining applicable fields or press Enter to accept the software defaults.

22. Optional Step: To assign technicians to this work order, select the Technicians button and complete the fields in the Technician Maintenance window and then select OK.

23. Select the Proceed with acceptance checkbox and then select OK until you return to the Site Map screen.

    Note: Once you select OK, the work order is automatically transferred to Work Order Entry, the Dispatch Board, and the Dispatch Schedule.