Work Orders

In this article:
Overview
Create New WO Record
Add WO Tasks
Add Parts & Labor
Edit Existing WO
Complete WO
Print / Email WO

Overview

One of the key features of MPWEB is the ability to create and manage Work Orders (or WO for short). Work Orders are the method by which maintenance tasks are attached to equipment and completed. You can think of a Work Order as an 'open ticket' that gets items added to it, with the intent of closing out the ticket when those items are complete.

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

Create the Work Order record.
Add maintenance tasks to the Work Order.
Add parts and labor to the tasks as needed.
Set 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, you can use the optional On Hold status. When the Work Order is finished it is set to Complete status, and the tasks get entered into the equipment's maintenance history.

Create New WO Record

There are a number of ways to create a new Work Order record in MPWEB. We will go over all of them so that you are familiar with the different methods. In practice, you may use only one or two methods listed here.

From The Home Screen

The first method is the most easily accessible. 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.

If you wish to view the tasks before creating the Work Order, click the blue down arrow to the left of the unit ID.

This will give you a better idea of what items will show up on your new Work Order record.

From The Work Orders Button On The Left

On the left hand side menu, if you put your mouse over Work Orders you will see a plus sign appear.

Clicking on the + sign will bring you to the new Work Order screen.

From The Equipment List

On your equipment list, you can click the action gear on the right to find a New Work Order option.

You can also click the blue link in the Tasks column that says Issue Work Order.

New Work Order Screen

Utilizing one of the three methods above to create a WO will bring you to the 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 you created a WO 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. You can add labor 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.

Please note that the majority of these fields are optional. The only items 100% required to create the Work Order is the unit ID on the top, and the tasks on the bottom.

Add WO Tasks

On the bottom of the New Work Order screen will be a list of Soon Due or Overdue tasks. You can check as many of these are you'd like to add them to this WO. If no tasks are listed, or if you want to add something different, click the Add Task button.

Note that you can type anything you'd like into this box. If there is a task that already exists as a recurring task for this unit, it will pull up as an option as soon as you start typing the name. Otherwise, you can type a new value into this box and choose the 'Add' option in blue when done typing.

The typed-in tasks will show up like this:

You can press Cancel on the right if you wish to remove one of the lines.

Click Save on the bottom when finished to create the WO ticket.

Saving will bring us directly to the Work Order Detail screen. Here we can add parts and labor, set the WO status, add additional tasks, and more.

Add Parts & Labor

Underneath each Work Order task you will see blue links for Add Parts and Add Labor.

Add Parts

Clicking Add Parts will bring up a text box where we can type in the Part Number, Quantity, and Cost.

After setting a quantity, the cost will be automatically populated. If you have 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. More information about part receipts can be found in the Inventory section of the knowledge base.

Pressing Save will attach the part to this task. Notice that the Parts cost of the task now says $50 after saving. The system also gives you the option to keep adding more and more parts as needed. You can press Cancel to make the 'Enter part number' box disappear.

Once a part is added to a task, you will see an action gear to the right of the part number. This allows you to edit or delete the line item.

Add Labor

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

Type in the name of the employee or vendor doing the work on this task. You can set the number of hours for quantity. The labor rate is automatically pulled from the employee/vendor profile. You can overwrite the cost here before saving if you wish.

Once the labor is saved, you can click the action gear on the right to edit or delete the labor entry.

Add Costs To Tasks Without Itemizing Parts Or Labor

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

To do this, the task must not have any parts or labor already attached to it. The costs must be a blue color, which means they are clickable.

This is the pop-up you'll get when clicking $0.00 for parts cost. You will be able to specify any price you wish.

You can do the same with Labor.

Edit Existing WO

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

This will bring you to the Work Order details screen. 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.

You will get a pop-up confirmation asking if you are sure you want to remove the task. Note that a Work Order record must contain at least 1 task. Because of this, you cannot delete a task if it is the only one left. You would need to add a second task that you wish to keep, and then delete the first task.

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.

Complete WO

At this point, we have created a Work Order for a unit and populated the Work Order with tasks. We've added parts and labor to the tasks as needed. Now we need to tell Maintenance Pro Web that the Work Order tasks are completed, and we wish to close the Work Order out.

Whenever a Work Order is completed, the tasks are then moved to the equipment's maintenance history. The part and labor costs will also show up on maintenance reports for the unit in question.

Let's start by viewing an open Work Order ticket:

You will want to 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.

You will be presented with a Close Work Order dialog box. It 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.

Once you click Save the status will change to Closed.

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

Partially Completing A Work Order

Let's say that only some of the tasks are completed on the Work Order, but not all. You'll notice that underneath each task name is an option called Mark Complete.

Clicking on this will mark the individual task complete, but leave the other ones open. This way you can accurately track progress to see how far along you are to finishing 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 h as been done. You also have the option to Mark Incomplete if the task was completed by accident.

Marking an individual task as complete does not put the task into the unit's history. This is only done when the entire Work Order ticket is completed.

The progress bar on the top right will update with how many total tasks are marked complete. In this example, 1 out of 2 tasks is marked complete so the progress is 50%.

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 your internet browser, the PDF may be downloaded to your computer, or will show up in the browser for immediate viewing.

In the example above, clicking the down arrow on the top right will save the PDF locally onto the computer. Once the PDF is saved, you can attach it via the email program of your choice.

You can also directly email a PDF of the Work Order with a default email client installed on your computer. From the Gear on the top right click Email.

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.

Please note that this will more than likely not work with web based email applications, such as Gmail. If you are using a web-based email, then you will need to click the printer icon on the WO, save the PDF file, and attach the file manually to a blank email.