Create a new Work Order (Segmented)

Objective: Create a new Work Order (Segmented)

Segmented work orders provide a streamlined approach to categorize different tasks within a unified work order, promoting efficient organization of parts, labor, and more on a per-segment basis. This feature enhances overall clarity and workflow management. 

There is no limit on how many segments can be assigned to a work order. This can be organized according to your internal process.

TABLE OF CONTENTS

• Background
• Step-by-step Instructions
• Next Steps

Background

Example 1:

The service manager at a rental company opens a segmented work order on a machine they own. The machine has just returned from rent and requires scheduled Preventive Maintenance. Upon return, there was also customer damage found.

When the company selects the asset on the work order header, the Customer Info will automatically populate based on the asset's assigned company, which in this case, is internal. Then, the service manager selects the internal account to charge.

After the header is created, the service manager will create Segment 1 for Preventive Maintenance, which will automatically use the internal account from the work order header. Then, Segment 2 is created for customer damage. The Service Manager will search for the customer (and the customer's receivable account) and assign this to the segment.

Technicians can now begin work and request parts - when doing so, technicians will be able to declare which segment they are working on.  When the work order is complete, the service manager will close the work order. The system will then generate an internal work order for record-keeping purposes, as well as an invoice to send to the customer. Each invoice will only show the segment assigned to that account respectively. 

Step-by-step Instructions

Verify if you're using segmented or simple work orders. Click here to view the simple work order help article.

1. Go to the Work Order Module from the welcome portal.
2. From the upper right-hand corner, click Work Orders.
3. Click Add New Work Order.
4. A new work order window will open.
   • If you have auto-numbered work orders enabled, a work order number will be generated when you save.
5. Select your division, store, cost center, and priority.
6. Search for the asset by unit number or serial number.
7. Select the customer's location, contact, and account.
   • The company will automatically be selected based off the company assigned to the asset. This can be changed if needed.
8. Enter the description of the work order, for example: rebuild transmission, hydraulic hose leak, install window, and so on.
9. Click Save.
10. A new window will appear to create the first segment of the work order - you can enter the description of the work required for this segment. The segment will default to the account selected in the work order header. This can be updated by searching the Company/Account.
    • You can also designate a different store or cost center as well as define a flat rate to charge, which will override the total based on the flat rate chosen.
11. Click Save and Close.

Next Steps

Request parts from inventory or to be ordered with parts requisitions.