From 7223a2c51963d4e4df0ab48e6cb988fed2d35d8e Mon Sep 17 00:00:00 2001 From: John Cardinal Date: Mon, 7 Feb 2022 18:28:31 +0000 Subject: [PATCH] --- .../8.0/ayanova/docs/svc-work-order-status.md | 15 ++- docs/8.0/ayanova/docs/svc-workorders.md | 91 ++++++++----------- 2 files changed, 49 insertions(+), 57 deletions(-) diff --git a/docs/8.0/ayanova/docs/svc-work-order-status.md b/docs/8.0/ayanova/docs/svc-work-order-status.md index f7008599..87ac5ea5 100644 --- a/docs/8.0/ayanova/docs/svc-work-order-status.md +++ b/docs/8.0/ayanova/docs/svc-work-order-status.md @@ -6,6 +6,7 @@ The work order status is a powerful feature that can be used for multiple purpos - for a business process control system when work needs to proceed through controlled stages step by step - notification system to alert interested parties when a work order has reached a certain state - a way to close and lock down a work order when all work has been completed +- following up with Customers after a set time period when service was completed to ensure they are happy A work order status is completely separate from a [Quote status](svc-quote-status.md) or [Work order item status](svc-work-order-item-status.md). @@ -79,7 +80,9 @@ We **strongly recommend** that work orders be set to a completed status once wor Even if you do not need to use the features enabled by this right away, you don't want to be in a situation later where it's required but there are thousands of old work orders that need to be edited because they were never completed. -This is an important designation because it enables multiple work order related [notifications](home-notify-subscriptions.md) such as: +Completed status is an important designation because it enables multiple work order features such as + +##### [Notifications](home-notify-subscriptions.md): - Work order completed status overdue - Work order total exceeds threshold @@ -87,13 +90,19 @@ This is an important designation because it enables multiple work order related All those notifications will be triggered when a work order is set to any status with _Is a completed status_ set to true. For this reason it's important to only set this flag if it truly represents the moment in time that the above notifications should be triggered or prevented from being triggered in the case of the completed status overdue notification. +##### 3rd party integration + In addition this status may be used to trigger other operations in AyaNova such as integration with 3rd party applications, accounting software integration, reporting filtering, business metrics calculations etc. -We recommend that an _Is a completed status_ is also always set to a _Is a locking status_ locked status unless there is a very unique reason not to do so. +##### Time to completion + +the Time to completion column is displayed in the work order data tables as an optional column and is set whenever a work order is set to a "Completed" status by subtracting the date and time the work order was initially created from the current date and time when the Completed status is saved. If a work order has a time to completion set but is changed to a status that is not a Completed type then it's time to completion is reset to empty. If a work order has an empty time to completion set and is changed to a status that _is_ a Completed type then it's time to completion is set. #### Is a locking status -When checked indicates that the work order should be locked and not editable until the status is changed to an editable status. Nearly all _completed_ type status should also have this checked / true. +When checked indicates that the work order should be locked and not editable until the status is changed to an editable status. + +We recommend that an _Is a completed status_ is also **always** set to a _Is a locking status_ locked status unless there is a very specific reason not to do so. This can be useful for multiple purposes: diff --git a/docs/8.0/ayanova/docs/svc-workorders.md b/docs/8.0/ayanova/docs/svc-workorders.md index 129d3d2d..a362b0fa 100644 --- a/docs/8.0/ayanova/docs/svc-workorders.md +++ b/docs/8.0/ayanova/docs/svc-workorders.md @@ -475,7 +475,9 @@ Add a new work order item Unit record to the collection and open it's form for e ![Work order item unit add multiple](img/svc-wo-unit-add-multiple.png) -The Add multiple Units menu option opens a dialog box where you can search for Units by Tag, by Customer owner or both, select units by checkmarking them and click on Add to add _all_ those Units into separate work order item Unit records at once. +The Add multiple Units menu option opens a dialog box where you can search for Units by Tag, by Customer owner or both. Results will display in a list below with checkboxes to select to add to the work order. + +Select Units by checkmarking them and click on Add to add _all_ those Units into separate work order item Unit records at once. You can select by range by clicking into the first checkbox then press shift key and click on the last checkbox in the range to be selected. Typically this feature is used to save time by quickly selecting a bunch of Units to be serviced at once for a single Customer saving time having to manually select them one by one. @@ -631,7 +633,7 @@ This is the text that describes the Task to be performed. ![Work order item parts](img/svc-wo-parts.png) -The Work order item Parts record is where you enter parts consumed during service. If inventory is [turned on](adm-global-settings.md#use-inventory) parts entered here will be removed from inventory the moment the work order is saved. +The Work order item Parts record is where you enter parts consumed during service. If inventory is [turned on](adm-global-settings.md#use-inventory) parts entered here will be **removed from inventory** the moment the work order is saved. The Parts section of a work order is **optional** and won't be displayed until a work order item part record is added from the [Work order Items context menu](#work-order-item-context-menu). It can also be completely removed as an option if it won't be required by [customizing](ay-customize.md) the work order form and un-checking the _Visible_ checkbox in the `Work order Item.Parts` customization box. @@ -641,7 +643,37 @@ A work order item can have zero to many separate Work order item part records as All Work order item part edit form fields here are **optional** unless specified as required. -#### Start date time +#### Part + +This field is **required** to be selected. Here you select the Part that is consumed during service. + +#### Warehouse + +Select the warehouse the part comes from for inventory tracking. + +#### Quantity + +Enter the quantity used here. When the work order is saved the quantity will immediately be deducted from inventory. A zero quantity part will be considered a place-holder record and will neither affect inventory nor serial numbers until a quantity is entered and saved. + +If this item is later deleted and the work order saved the inventory is immediately adjusted and the quantity entered here is put back into inventory. + +#### Suggested quantity (legacy) + +This field will only display when a work order has been migrated from version 7 of AyaNova and contains parts not yet consumed in inventory. + +#### Description + +Field for entering any additional information to be viewed here in the work order form, does not display on stock work order report templates. + +#### Sales Tax + +[Tax](acc-tax-codes.md) to be charged for this Part. + +#### Price override + +Manually force the price to a certain value. This override supersedes any other source for the price including Contracts and / or the source object's price itself. + +Contract adjusted pricing is not part of the Manual Price Override feature; only values entered by a user manually in this field will be present. ## Extras info that may or may not be added later @@ -649,32 +681,18 @@ All Work order item part edit form fields here are **optional** unless specified 000000000000000000000000000000000000000000000000000000000000 -## Anatomy of a workorder - what each section is about - -## Make a new workorder from scratch separate page guide / walkthrough - - How to add an item - how to add sub items - -## Inventory changes from v7 with new workorder system - -- No "Used in service", now Parts are consumed immediately from inventory when selected on workorder and saved -- Work order item part records consume or return inventory immediately upon save or delete or changes -- Serial numbers are likewise immediately consumed / returned to the pool upon edits to workorder item part records -- A zero quantity part will be considered a "placeholder" and will neither affect inventory nor serial numbers until a quantity is entered and saved +- ## Misc features of note to document in own sections -- Add multiple units (how to select, note that can select by range with shift click for checkboxes etc) - Duplicate workorder - Erase entire section (goes with duplicate for cleaning unneeded items from source workorder) - Part assembly - Part request (how they are made and when) - Double booking prevention feature in global settings and how it works when scheduling users - "Age" - age is displayed in the workorders data tables as an optional column and is calculated at the moment it's displayed based on the date and time the work order was first created. -- "Time to completion" is displayed in the work order data tables as an optional column and is set whenever a work order is set to a "Completed" status by subtracting the date and time the work order was initially created from the current date and time when the Completed status is saved. If a work order has a time to completion set but is changed to a status that is not a Completed type then it's time to completion is reset to empty. If a work order has an empty time to completion set and is changed to a status that _is_ a Completed type then it's time to completion is set. +- - Work order item Expense and TotalCost field calcuations for LineTotalViz a. ChargeTotal + TaxPaid = LineTotalViz (user fills in ChargeTotal, user fills in TaxPaid, AyaNova figures out LineTotalViz) OR @@ -697,12 +715,6 @@ All Work order item part edit form fields here are **optional** unless specified If a User is set to User type of Sub contractor or if they are a Service type user and are assigned the "Technician - Restricted" role then special limitations apply to them: -- Service -> Work order list navigation pane area - - These restricted Users are not shown the option of viewing the full work order list. They will access their work orders via their Home -> Schedule form -- Work order main menu - - limited to Report, Save and Help options only -- Work order / work order items can not be created or deleted - - Work order _Item_ restrictions - These restricted Users will only be able to access the Work order Items for which they are Scheduled in the work order editing form. In other words if you do not want a Sub contractor or tech - restricted user to see parts of a Work order do not add them to the Scheduled users collection on those work order items @@ -769,38 +781,9 @@ As some Work order data is not shown or available to restricted Users, several f - UserCanViewLaborOrTravelRateCosts - UserCanViewLoanerCosts -### Manual Price Overrides - -Some objects contain a "Price override" field to allow for manually adjusting the price to an arbitrary value. This override supersedes any other source for the price including Contracts and / or the source object's price itself. Contract adjusted pricing is not part of the Manual Price Override feature; only values entered manually on the work order form in the "Price override" field will be present in that field. - ### NOtifications tips - TIPS Workorder status related notification uses: Completed - Use workorder status change type notification and any status that is of type completed relevant to user to get relevant completed state notification Completed follow up - follow up with customer after service with a workorder status age type notification on a completed type status and set age value to desired wait time to follow up. - - 0000000000000000000000000000000 - typed this then realized too complex for simple example so leaving it here for maybe later inclusion. - -##### Contract - -When we selected this Customer it happened to have a [Contract](svc-contracts.md) so the Server automatically applied the Customer's Contract to this work order which affected a few different things. - -First the Contract field was set to the default Customer contract, in this case the "Gold" contract: -![Work order walkthrough 10](img/svc-work-order-walk10.png) - -This was set automatically but could be changed or removed by the User. - -Because the Gold contract selected had some other settings they also triggered changes in the work order. First and most obviously an alert message is displayed at the top of the work order because the Gold [Contract](svc-contracts.md) has an optionaly alert message set: - -![Work order walkthrough 11](img/svc-work-order-walk11.png) - -The Contract also has a default [Response time](svc-contracts.md#response-time) of one day set which has caused the work order's [Date to be completed](#date-to-be-completed) field to automatically be set to one day after the default [Service date](#service-date) which was set to the moment in time the work order was created since we didn't set any other date when we first saved it. - -![Work order walkthrough 12](img/svc-work-order-walk12.png) - -The [Date to be completed](#date-to-be-completed) field optionally ties into the AyaNova [notification system](home-notify-subscriptions.md) to ensure service is completed when promised. - -The rest of the work order is a blank slate ready to be filled in. -000000000000000000000000000000000000000000000000000000000