Ribbon Menu Options on the Work Order Form

This Help File Page was last Modified on 12/07/2018

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Ribbon Menu Options on the Work Order Form

This Help File Page was last Modified on 12/07/2018

The Ribbon Menu Icons on the Work Order Requests Tab at the top of the Work Order Form are shown below

An overview of the purpose for each of these Icons follows.

 

HelpFilesWorkOrderRequestTabRibbonMenu

Work Order Form - Ribbon Menu

 

Navigation Menu Icons:

 

HelpFilesServiceRequestSpecialIcons-Navigation

 

1.Record Movement (First, Prior, Next, Last)

2.Insert new Work Order

3.Delete a Work Order

4.Save the Work Order

5.Cancel the editing changes made to a Work Order

6.Refresh the currently displayed Work Order data.

7.List - Displays a list of the previous Work Orders in a Data Grid (as shown immediately below).

 

HelpFilesServiceRequestsFormWorkOrdersGridDataView

Work Order Requests Form - List View

 

The User may Select which Columns of data will be included in the Grid.  To do so:

Click the Asterisk (*) at the top left of the Grid's Header to display a list of all available Columns (Header Names).

 

HelpFilesServiceRequestsFormWorkOrdersGridDataColumns

Work Orders - List of available Columns (header Names)

 

Check each column that is to be included (by default all columns will be Checked).

Remove the Check to exclude that column (Header Name).

 

8.Plus Work Order Option Icons (see below)

 

Work Order Option Icons:

 

HelpFilesServiceRequestSpecialIcons-WorkOrderOptions

 

1.Print (Menu) - Print the Service Request Form, or print the Service History for this Subscriber.

 

HelpFilesServiceRequestsFormPrintIconMenuOptions

 

 

2.Link WO (Link a previously entered Work Order with new Work Order

 

HelpFilesServiceRequestSpecialIcons-LinkIcon

 

3.Schedule (a Work Order using the available Technician Scheduling Form)

 

HelpFilesServiceRequestSpecialIcons-ScheduleIcon

 

4.Order Inventory (for this Work order)

 

HelpFilesServiceRequestSpecialIcons-OrderInventoryIcon

 

5.Show Total (for currently record charges on this Work Order)

 

HelpFilesServiceRequestSpecialIcons-ShowTotalIcon

 

6.Subscriber for this Work Order (only displayed if the Work Order was retrieved using the Search by Work Order feature).

 

HelpFilesServiceRequestSpecialIcons-ShowSubscriber

 

7.E-Payment (enter an Electronic Payment for this Work Order)

 

HelpFilesServiceRequestSpecialIcons-EPaymentIcon

 

8.View History (of changes to this Work Order record since it was originally saved)

 

HelpFilesServiceRequestSpecialIcons-WOHistoryIcon

 

Updating information on a Completed Service Request:

If a modification of a Service Request - which has already been Invoiced and/or marked as Completed - becomes necessary:

An Authorize Transaction dialog may be displayed in which case the User must Specify the reason for the Modification.

 

HelpFilesAuthorizeTransactionDialog

Authorize Transaction - Specific Reason For Modification

 

oWork Order has been Completed or Invoiced! - Confirm that these changes are required by Clicking the Yes button.

oA record of these changes will be posted to the Changes History for this Work Order (see the "Work Order Options" section's item #6 "View

 

Using these special Work Order Options:

These Work Order Option buttons include Printing, History Review, Work Order Linking, Scheduling, Inventory Ordering, Totaling, and Electronic Payment functions:

A.  Print the currently displayed Work Order, or Print the Work Order History for this Subscriber.

i.Print the Service Request Form:

 

HelpFilesServiceRequestsFormPrintIconMenuOptions

 

oThe currently selected Service Request may be printed at any time.

oClick the Print Icon at the top of the Form to open the Print Service Request Forms dialog.  

 

HelpFilesServiceRequestPrintDialogEmailOption

Print Service Request Forms - Email and Print buttons - Email selected

 

a)The Start and End Dates will default to Today and cannot be changed.

b)The 1st and Last (Work Order) Number will be that of the current Service Request and should not be changed.

c)The Work Order Type of the Service Request will be inserted automatically and will therefore determine the format of the printed Service Request.

d)The Technician selected for this Service Request will be inserted automatically, but may be changed using the Drop-Down Selection List provided, if appropriate (e.g., more than one Technician has been assigned to this Service Request and that other Technician needs a copy, too).

e)Print - Click the Print button at the bottom of the Print Service Request Forms dialog to Preview and optionally Print (to a File or a Printer) this Service Request.

i.Confirm that the Work Order printed properly.

 

HelpFilesDidTheStandardWorkOrderPrintOK

 

ii.When the UseDivisionAddress option is set to True ("T"), if a Subscriber has been assigned to a Division, except on an Installation Order, that Division's Address will be printed as the Company Address on a printed Service Request Form.

 

oEmail - Click this Email Icon (the Envelope) on the Print Service Request Forms dialog to Email this Work Order to the assigned Technician.

a)Your email application will load automatically.  

b)Enter the email address where indicated.

c)Click Send - the Work Order information will be attached to the Email message, automatically.

 

Print History associated with the current Work Order

oClick the Print Icon and then select the Print History option.

oThis selection will immediately list all Work Orders completed for this Subscriber.

 

HelpFilesWorkOrderHistoryFromWorkOrderForm

Work Order History report

 

B.  Link a new service issue to a previously entered Work Order

Combine any existing Work Order (which has not yet been marked as Completed) with a newly reported service issue.

oUsing either the Table View tab or the Search Icon described above, Select the Work Order record to be worked on in conjunction with the Subscriber's new service issue.

 

HelpFilesServiceRequestSpecialIcons-LinkIcon

 

oClick the Chain Icon at the top of the Service Request Form.

Note: The User may have to Authorize this Transaction.

oWhen the Link WO button is Clicked (and after an Authorization is granted, if required):

i.A New Work Order record is created

ii.It will contain the information from the currently selected (previously entered but not yet Completed) Work Order

iii.This includes any special Scheduling Instructions that may have been entered. (The instructions should be no longer than 200 characters or they will not be fully shown on the Technician's printed Work Order)

oModify this new Work Order record to include the new service issue(s) identified by the Subscriber.

oFollow the normal Entering a Work Order data entry process thereafter.

oBe sure to Click the Save button to record this new "LinkedWork Order.

Important Note: When this Work Order is Completed, be sure to Check the Completed box on the previously selected Work Order as Completed, also.

 

C.  Schedule a Work Order

 

HelpFilesServiceRequestSpecialIcons-ScheduleIcon

 

Click the Schedule Icon

oThe Technician Scheduling dialog will be displayed for Today showing the Schedule of the Technician assigned to the Service Request.

oClick the New Appointment option and enter the appropriate information.

See the Using the Schedule Icon chapter for more detailed information.

 

D. Order Inventory for the current Work Order:

 

HelpFilesServiceRequestSpecialIcons-OrderInventoryIcon

 

Click the Down-Arrow on the Order Inventory button to see a list of the Purchase Order Numbers which were previously created to order Inventory Items for the currently selected Service Request.

oFrequently, specific Inventory Items will be required to perform the requested service(s).

oThese required Inventory Items may be Ordered from a Vendor from within the Service Request Form.

oSee the "Understanding and Using the Work Order Number field on the Purchase Order Form" section of the Creating a Purchase Order chapter for detailed information on how this affects a Purchase Order.

 

To order the Inventory Items which are required for the currently selected Service Request

 

HelpFilesServiceRequestSpecialIcons-OrderInventoryIcon

 

oClick the Order Inventory Icon itself (not the Down-Arrow ) to open the Vendor Search dialog.

 

HelpFilesSearchVendorsDialog

Vendor Search dialog

 

oSelect the desired Vendor from whom the Inventory Item(s) will be ordered.

oClick the OK button to Close the Vendor Search dialog and display the Purchase Order Form for that Vendor.

 

HelpFilesPurchaseOrderFormCreatedFromWorkOrder

 

a)Click the HelpFilesNavigatorMenu-StandardInsertIcon to enter a new Purchase Order for the required Inventory Items.

b)Click the Close HelpFilesCloseBox box to Close the Purchase Order Form.

 

HelpFilesAddOrderedItemsToInstallationList

Add ordered items to Work Order installation list?

 

c)Indicate whether or not these ordered Inventory Items should be added into the Work Order's Parts List.

oIf Yes was Chosen, the Inventory Items on the Purchase Order will be inserted into the (existing) Parts List.

Note:  When a Purchase Order Form is opened from a Work Order that was created for a Job Task, that Purchase Order Form's Ribbon Menu will not include an Insert HelpFilesNavigatorMenu-StandardInsertIcon

No additional Purchase Order for that Work Order may be created unless it is saved and closed.

By doing so, it prevents an accidental creation of another Purchase Order which is not associated with the Job Task

 

HelpFilesWorkOrderCreatedFromJobTask-PurchaseOrder

 

E. Show Total display the Total Balance Due for this Work Order  

 

HelpFilesServiceRequestSpecialIcons-ShowTotalIcon

 

Click the Show Total Icon to display this information.

 

HelpFilesShowTotalInformation

 

F. E-Payment will open the E-Payments Form where a Credit Card payment for this Work order may be initiated.

 

HelpFilesServiceRequestSpecialIcons-ShowTotalIcon

 

First, Click the Show Total Icon to display the Estimated Invoice Total information.

 

HelpFilesShowTotalInformation

 

Then, Click the E-Payments Icon to display the E-Payments Form

 

HelpFilesServiceRequestSpecialIcons-EPaymentIcon

 

The E-Payments dialog will be displayed.

 

HelpFilesE-PaymentsFormOpenedFromWorkOrder

 

Enter the Credit Card Information

 

HelpFilesServiceRequestE-PaymentEnterCreditCardInformation

oIf no Credit Card information is on file, enter it now (existing Credit Card information will be inserted automatically, if available).

 

Enter the Transaction Information.

 

HelpFilesServiceRequestE-PaymentTransactionInformation

Transaction Information

 

oAmount - Enter the Amount to be charged to the Credit Card (entered automatically based on the Show Total Amount)

oDescription - Enter a brief description of the reason for this charge.

oTrans Type - By default, this will be Sale    .

oInvoice Number - By default, this will be the Work Order Number preceded with a "W".

oBatch Number - By default, this will be the Calendar's Day Number for Today or enter the appropriate Batch Number to be assigned to this Credit Card transaction.

oSend Test Transaction - Check this box to transmit a preliminary Send Test Transaction to confirm the Credit Card information

 

Batch Number - Enter the appropriate Batch Number as an internal control for the Company's selected Payment Gateway.

 

HelpFilesE-PaymentsCreditCardPaymentGatewayBatchNumber

Batch Number for Payment Gateway

 

See the Defining your Company's Batch Numbers discussion in the E-Payments chapter for detailed information; and the "Batch Number Assignment" discussion in the Receipts chapter for more information about Batch Numbering.

 

8. View the History : Click the View History Icon to see a list of any authorized changes, the User who made them, and when they were made to this Work Order after it was Invoiced and/or marked as Completed.

 

HelpFilesServiceRequestSpecialIcons-WOHistoryIcon

 

Click the View History Icon.

The Accounting History dialog will be displayed.

 

HelpFilesViewServiceHistoryOfChanges

Work Order History Form - Column Headers & Modified Service Request sample

 

You may Print this log whenever necessary.

This option immediately sends the information to your default Printer, with no Preview option offered!!!

Click the Close Ñ option to exit the Accounting History dialog.