A Work order is made when a customer makes a request from your company for work to be done. This Work Order will create a Schedule Record that will appear on the Schedule Board. Schedule Records that are not completed will move forward to the next day until they are marked completed. There can be multiple Schedule Records for one Work Order.

• Type 'N' in the Work Order # field to pull up the next number for a new work order. An existing work order can also be pulled in by typing the number or using the look up button to search. The Phone Look up can also be used to pull in a work order by typing the customer's phone number (don't use parentheses or hyphens).
• Enter the Customer #. If you are entering a new customer, enter a new code for them up to six characters long (usually the first 6 characters of their name). If you are entering in a common name, like 'Smith' type in 'Smi...' and you will be automatically assigned a code for that customer's name. A screen will appear that will ask you to add this customer. Click "OK' and you will be taken to Maintain Customer, where you will fill in the customer's data, save and return to this work order screen.
• Enter the employee code for the Dispatcher. If this employee code does not exist, a pop up will appear 'Employee not found. Click OK to add. You must have privileges'. Click OK and the Employee File from Payroll will appear with the Employee Code already filled in. Enter the Employee's Information and click Save; this will take you back to the work order screen.
  
• Work Order history will appear at the bottom of the screen when you tab away from the Customer # field. This history contains the last 6 work orders.
• The WO Date and Time Called will be automatically filled in.
• (OPTIONAL) Enter the Job # for this work order. Jobs are maintained in Job Cost/Maintain Jobs. Once a Job # is on the work order, everything attached to this work order (invoices, Purchase Orders) will be attached to this job.
  
• Enter the name of the Caller. The name entered here will also appear in the Contact field to the right.
• (OPTIONAL)The Service Contract # field automatically defaults to 1.
• Enter the Date Promised to the customer.
• Select an Employee-Code for the employee who will be dedicated to this schedule record. This will place the schedule record on the schedule board. If this field is left blank, the call will be marked pending and appear at the left side of the board.
• (OPTIONAL)Enter the Customer PO and any Internal Comments (for company personnel only: nothing inappropriate please) to appear on the Quick Invoice in Billing.
• Type the trouble reported/customer's comments in the Customer Call text box. If you have created Work Order Components, click on the Import Shorthand button to insert a component into the text box.

• The Material List tab shows materials that have been imported from the Purchase Order. Materials can also be added here by clicking on the Add Lines button. All materials listed here are automatically imported to the Quick Invoice in Billing.
• To check on the status of an order, click on the blue PO # link and you will be taken to the Purchase Order screen.
• To maintain the Schedule Record from the work order, click on the Schedule button to bring up the Schedule Edit screen shown below.
  

• The Employee code is taken from the work order; to assign this schedule record to another employee, enter the employee's code. When the pop up appears to change the original employee, if you click 'No' it will place both employees on this job but not change the original work order. If you click yes, it will change the employee code on the work order.
• When Schedule Record Completion is marked 'Completed', the schedule record will be taken off the Schedule Board. The technician can also remove the Schedule Record by invoicing the customer from the field.
  
• The Parts Order Status drop down allows you to see the status of any parts on order by cross referencing the Purchase Order with this work order number.
  
• The Preventative Maint Status provides an overview of what needs to be put in place before the Technician can be assigned the work.
  
• The Tech Action Status drop down shows the status of the Technician throughout the day if they are maintaining their Schedule Board from the field.
• Priority gives you the ability to move the schedule record on the Schedule Board, but it will NOT override the status priority of the call (ex. 'First Call of the Day', status 'In-Route', 'Arrived' will always take priority over the number assigned). Zero will move the schedule record to the top of the board.
• The Time Promised, Time In-Route, Time Arrived, and Time Departed will show up on the Schedule Board Daily (the Schedule Board Daily is used to track where your technicians are throughout the day without having to use GPS).
• Select the Job Type from the drop down menu. This will help sort schedule records to pull up different Schedule Boards, such as Residential and Commercial.
• Check the Courtesy Call box to place this schedule record on the Courtesy Calls Board. This is very useful for making follow up calls to track customer satisfaction.
• The First Call For Day box will make this call appear at the top of the Schedule Board for the day that it is scheduled. This helps your technicians know where to go first thing in the morning; it also flags it a special color.
• There are different ways you can use the Schedule Board; to find more options go to the System File in Utilities to set defaults. ie: default time promised; show addresses- these options can also be controlled from the Schedule Board.
  
• Check Materials Delivered if the materials have been sent out to the job. This will change the color on the Schedule Board.
• The Show In Maintenance Column will place this order in the Maintenance Column on the Schedule Board. Make sure when this box is checked the Employee field is blank. Contract Preventative Maintenance Schedule Records should be created monthly by going to Create Contract Orders.
  
• The Print Equip button at the top prints the customer's Equipment and Filter/Belt list.
• Click the Pager button to send a text message or page to the Employee assigned to this schedule record.

• The Text To a Pager text box is filled in with the information the technician needs from the work order; you can type in this field.
• The Employee-Code is brought in from the Schedule Record and the Page Address fills from that Emp-Code in Payroll/Employee File.
  

• Make sure you click the Save button in every screen.

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