raven/docs/8.0/ayanova/docs/svc-workorders.md

SVC-WORKORDERS Placeholder

[UNDER CONSTRUCTION] #b4beta

docs / sections required

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

Multiple Units note

• Work order item Unit - Enter a single Unit only in the work order item units collection if intend to run reports tying other work order item sections to that unit (e.g. labor hours spent on that unit, parts used with that unit, etc). Entering more than one unit per work order item will make it difficult to match other work order item record types to a particular unit when reporting.

Add multiple units feature

• In Work order item Units menu there is an "Add multiple units" option which allows the ability to search for Units by tag and / or restrict to a specific Customer only. This is a quick way to select and add many Units at once to a work order for those situations where that kind of service is common and it would be time consuming to have to manually add each Unit one by one.

• Contracts are not automatically offered for selection when bulk adding multiple Units unlike a single Unit selection using the Unit pick list. If a Contract is desired when adding multiple Units it can be manually selected from the Contract pick list in the Work order header section.

• Add multiple units not restricted to current work order Customer: unlike the normal single Unit selection feature which is restricted to the currently selected Customer's own Units only, the add multiple Units feature intentionally allows a User to select Units that do not belong to the currently selected Customer on the work order. This is to support some unusual requirements for certain companies who bulk service Units that are moved around between Customers regularly but are not treated as loaner or rental Units. For most companies leaving the Customer selection in the Add Multiple selection box which is automatically set to the current work order Customer will ensure only Units owned by that Customer are presented for selection.

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 b. ChargeTotal + TaxAViz + TaxBViz = LineTotalViz (user fills in ChargeTotal, user selected a TaxCode, AyaNova populates the TaxAViz and TaxBVix and figures out LineTotalViz OR c. ChargeTotal + TaxPaid = TotalCost ( ALL three fields manually entered by the user - AyaNova still figures out LineTotalViz correctly because of a. above) NOTE: LineTotalViz IS NOT DERIVED from the TotalCost field in any way.

Work order Cost field visibility restrictions

• Work orders can show Costs for various items on them but these costs are only displayed for a select few users:
  • Non staff user types (customer headoffice or subcontractor) can not see costs at all no matter what roles are set for them
  • WorkOrderItemParts costs: to see these costs, the user must have one of the following roles: InventoryRestricted, Inventory, BizAdmin (full), Accounting
  • WorkOrderItemLabor / WorkOrderItemTravel / WorkOrderItemLoan costs: user must have one of the following roles: ServiceRestricted, Service, BizAdmin (full), Accounting
  • Reporting convenience fields: fields are included on work order header report data to indicate which costs are hidden: HasPartCosts, HasTravelAndLaborRateCosts, HasLoanItemCosts
  • Costs to restricted users are not only hidden in work order user interface but are also sent as zeros in the data from the server
  • Cost restrictions also apply to reporting so a report with cost fields on it will show those values as zero if the current user is restricted from seeing costs

Low permission users

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
  • Reporting convenience field: IsCompleteRecord field is included with the report header data to indicate if any items were removed due to restricted user
  • No fields available in Work order item section other than to view but not edit the Sequence, Summary and Technotes fields

• "Tech - Limited" User role specific restrictions

  • All restrictions listed above in Work order Item restrictions plus:
  • All work order header fields visible but not editable other than work order status which has a separately configurable role restriction setting (including attachments, wiki and tags)
  • Form main menu items available: none except for Report which has a separately configurable role restriction setting
  • Tasks: view and edit existing tasks, set completion type and date only, no add or remove or changing other fields
  • Scheduled Users: view only where they are the selected User and convert to labor record
  • Labors: add (no user selection defaults to themselves), remove, view and edit only when they are the selected User
  • Travels: add (no user selection defaults to themselves), remove, view and edit only when they are the selected User
  • Units: view only and limited to fields to identify unit
  • Parts: view only and limited to fields to identify part
  • Part requests: view only
  • Expenses: add (no user selection defaults to themselves), view, partial fields available to edit or delete only where they are the selected user and only edit fields Summary, Cost, Tax paid, Description
  • Loans: view only and limited fields to identify unit and dates
  • Outside services: Not available

• "Sub contractor" User type user role specific restrictions

  • All restrictions listed above in Work order Item restrictions plus:
  • No work order header fields visible except for Customer name, Customer contact name and service address
  • Form main menu items available: none except for Report which has a separately configurable role restriction setting
  • Tasks: view and edit existing tasks, set completion type and date only, no add or remove or changing other fields
  • Scheduled Users: view only where they are the selected User and convert to labor record
  • Labors: add (no user selection defaults to themselves), remove, view and edit only when they are the selected User
  • Travels: add (no user selection defaults to themselves), remove, view and edit only when they are the selected User
  • Units: view only and limited to fields to identify unit
  • Parts: view only and limited to fields to identify part
  • Part requests: view only
  • Expenses: Not available
  • Loans: view only and limited fields to identify unit and dates
  • Outside services: Not available

• "Sub contractor - restricted" User type specific restrictions

  • All restrictions listed above in Work order Item restrictions plus:
  • No work order header fields visible except for Customer name and Customer contact name
  • Form main menu items available: none except for Report which has a separately configurable role restriction setting
  • Tasks: view and edit existing tasks, set completion type and date only, no add or remove or changing other fields
  • Scheduled Users: view only where they are the selected User and convert to labor record
  • Labors: add (no user selection defaults to themselves), remove, view and edit only when they are the selected User
  • Travels: add (no user selection defaults to themselves), remove, view and edit only when they are the selected User
  • Units: Not available
  • Parts: Not available
  • Part requests: Not available
  • Expenses: Not available
  • Loans: Not available
  • Outside services: Not available

Restricted work order User report fields

As some Work order data is not shown or available to restricted Users, several flag fields are provided in the work order header which are available to use in Report templates as required:

• IsCompleteRecord - false if some Work order Item records were removed as not available to current restricted user
• UserIsRestrictedType
• UserIsTechRestricted
• UserIsSubContractorFull
• UserIsSubContractorRestricted
• UserCanViewPartCosts
• 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.