Work Orders

Overview

A primary function of Maintenance Pro is its capability to generate and oversee Work Orders. These orders serve as means to associate maintenance tasks with equipment and see them through to completion. Typically, Work Orders are issued with the objective of finalizing the task upon its completion.

Here is the basic starting and ending process for Work Orders:

• Create the Work Order record.
• Add maintenance tasks to the Work Order.
• Assign parts and labor to the tasks as needed.
• Mark tasks as completed when they are finished. 
• Add any notes or attachments to the Work Order record.
• Close the Work Order when it's complete.

Any maintenance tasks on the completed Work Order will be viewable in the equipment's history.

By default, all created Work Orders are set to the Open status. Once a task on the Work Order has been completed, the status of the WO automatically changes to In Progress. If you are waiting on a part to arrive or otherwise can't complete the Work Order until later, the optional On Hold status can be used. When the Work Order is finished it is set to Complete status, and the tasks get entered into the equipment's maintenance history.

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Create New WO Record

There are a number of ways to create a new Work Order record in Maintenance Pro.

From The Home Screen

Whenever equipment has recurring maintenance tasks or repair requests that are soon due or overdue, you will be presented with a New WO button on the home screen under Equipment Notifications.

Clicking New WO will bring you to the new WO screen, and will automatically include the tasks that are showing up as due.

From The Work Orders Button On The Left

On the side menu, a plus sign appear when the mouse is over the Work Orders button.

Clicking the plus sign will open the Work Order page.

From The Equipment List

On your equipment list, the action gear will provide a New Work Order option.

New Work Order Screen

Utilizing one of the three methods above to create a WO will display a New Work Order screen.

The first box for Equipment is where you specify the unit you wish to create a WO for. This will be pre-populated if a WO was created from the home screen or the action gear on the equipment index.

Assignee is who you wish to be responsible for completing the Work Order. You can have up to two values here, gathered from your employee list or vendor list. Note that this doesn't necessarily mean who is performing labor. Labor can be added separately onto each task later, and the person/vendor doing the labor does not have to be the assignee.

You can enter a date when the Work Order will be started in the Scheduled box.

You can enter a date in the Due box for when the WO should be completed by.

You can set a Priority of the WO if you wish, to make it stand out from your other Work Order tickets.

You can set a Type so you know what the Work Order is basically about. Used more as a reference.

Initial Notes can be added to the WO and it used as a reference.

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Add WO Tasks

On the bottom of the new Work Order screen will be a list of Soon Due or Overdue tasks. These can be check marked and added to the WO. Clicking on Add Task will add a task to the WO ticket.

Anything can be typed in this box. If a task already exists, it will pull up as an option as soon as the name is typed. A new value can be added into this box by choosing the "Add" option in blue.

The typed-in tasks will show up like this:

Clicking cancel will remove a task from the WO ticket.

Saving will bring up the Work Order Detail screen. Here, parts and labor can be added, the WO status can be set, and additional tasks can be assigned.

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Add Parts & Labor

Parts and labor can be added to each Work Order task using the "Add Parts" and "Add Labor" options located underneath.

Add Parts

Clicking Add Parts will bring up a text box where Part Number, Quantity, and Cost can added.

After setting a quantity, the cost will be automatically populated. If inventory tracking enabled, the system will look at the available Part Receipts for this part number, and pull the cost based on the available part receipt.

Pressing Save will attach the part to this task. The system will give option to keep adding more and more parts as needed. Cancel can be pressed to make the "Enter Parts Box" disappear.

Once a part is added to a task, the action gear to the right of the part number allows the item to be edited or deleted.

Add Labor

The process for adding labor is very similar to adding parts. Simply click the Add Labor button underneath of the task name.

Enter the name of the employee or vendor performing the task, and input the hours for the quantity.  The labor rate is automatically retrieved from the employee/vendor profile. You can override the cost if necessary before saving.

Once the labor is saved, the action gear can be utilized to edit or delete the labor entry.

Add Costs To Tasks Without Itemizing Parts Or Labor

Part costs and labor costs can be added to tasks without itemizing part numbers or labor hours. This is useful to add a 'general shop cost' to a task without individually specifying a part, employee, or vendor.

In order to accomplish this,, the task must not have any parts or labor already attached to it. The costs must be previously blue and clickable.

Labor costs are completed the same way as part costs.

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Edit Existing WO

Click on Work Orders from the side menu to get to the Work Order Index screen. Click a Work Order number to access the WO record.

The Work Order details screen will display. Here you can change the WO status, add more tasks, or edit the existing tasks.

Delete Task

If a task was entered by accident, click the red circle to the right of the task row to remove it.

Edit WO Details

To edit WO information such as scheduled date, assignee's, type and priority, click the Gear icon on the top right and choose Edit.

This will bring you to the Edit screen. Make any needed changes and click Save on the bottom.

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Complete WO

Review the WO contents to make sure all tasks and costs are accurate and accounted for. To close the Work Order ticket, click the Complete button on the top right.

A Close Work Order dialog box will ask for the date and time of completion. If your equipment has a meter setup, such as hours or miles, it will ask for the odometer reading as well.

The status of the work order will be changed to closed.

All tasks will be marked as completed and will appear in the unit's Maintenance History.

Reopening A Previously Completed WO

Once a Work Order has been closed, an option to "Re-Open Work Order" will appear on the WO ticket. This allows the Work Order to be reopened at any time.

Partially Completing A Work Order

Clicking on "Mark Complete" under the tasks will mark the individual task complete, but leave the other ones open. This ensures that the progress of the work order can be accurately tracked throughout the completion of the Work Order.

Once Mark Complete is clicked for any task, the Work Order status will automatically update to In Progress on the top right. A green check will appear to the left of the task name, showing that this particular task has been done. If a task was accidentally marked as completed, it can quickly be changed back to incomplete.

The progress bar on the top right will update with how many total tasks are marked complete.

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Print / Email WO

To print a Work Order, click the Gear icon on the top left and choose Print.

A PDF of the Work Order will be generated. Depending on the internet browser, the PDF may be downloaded to a computer, or will show up in the browser for immediate viewing.

Clicking the down arrow on the top right will save the PDF locally onto the computer. Once the PDF is saved, it can be attached via email.

You can email a PDF of the Work Order using the gear icon. Clicking this will open the default email client on your computer (such as Outlook or Thunderbird) with a blank email and the WO PDF automatically attached. 

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