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Work orders

The Work order form is used to schedule and record services provided to a Customer.

Work order structure

A work order in AyaNova is a tree-like structure with a Header section at the top and a collection of one or more work order items below the header.

Each work order item in turn can optionally contain any one of 9 different types of service related "grand child" objects such as collections of zero or more Parts, zero or more Labor items etc.

The work order interface is designed so that different types of items can be added if required or left out if not used. For example, if you do not have Expenses or Travel to track they can be left out and will not appear anywhere on the work order.

A work order can be as simple:

or as complex as required:

Walk-through: creating a work order

If you are just getting started with AyaNova, we have a help page walk through on how to create a simple work order.

Authorization Roles required

This form is available to User's with the following roles:

Full access

Accounting
Business administration
Service manager
Service technician

Limited access roles

Service technician - restricted
Subcontractor
Subcontractor - restricted

Read only access

Business administration - restricted
Service manager - restricted
Sales
Sales - restricted

A Work order also has some special restrictions:

Cost restrictions

Loan unit, Travel rate and Labor costs are only visible on the work order to Users with the following roles:

Accounting
Business administration
Service manager
Service manager restricted

Part costs are only visible on the work order to Users with the following roles:

Accounting
Business administration
Inventory
Inventory - restricted

Negative part quantity restrictions

No User is permitted to enter negative amounts in Work order item Part records except for Users with the Inventory role.

Only parts that were previously consumed on a work order but unusued and later returned should be entered here as negative quantities, in all other cases an inventory adjustment should be made to manually increase inventory.

Limited access role rights

Limited access roles have further special restrictions to limit what they can see and interact with to the minimum required to do their job:

No access to the Service navigation pane items so they will only be able to open work orders from their personal schedule form
No access to any work order items where they are not one of the selected Scheduled users
No or partial only access to specific areas of the work order form (in the table below)

Limited access roles are restricted in what they can see and do on the work order form:

✔️ can partially edit if they're selected on the record; not all fields visible

❌ no access / not visible

👓 Read only

Feature	Service technician - restricted	Subcontractor	Subcontractor - restricted
Header	👓 ¹	👓 ²	👓 ³
Work order items	✔️	✔️	✔️
Units	👓	👓	❌
Scheduled users	👓 ⁴	👓 ⁴	👓 ⁴
Tasks	✔️	✔️	✔️
Parts	👓	👓	❌
Labor	✔️	✔️	✔️
Travel	✔️	✔️	✔️
Expense	✔️	❌	❌
Loan units	👓	👓	❌
Outside service	❌	❌	❌

View entire header but only change Status
View only the header Customer name, Address and Contact fields
View only the header Customer name and Contact fields
Convert to Labor menu item available

How to access Work orders

Work orders are accessed in the following ways:

From the Personal schedule form when scheduled on a work order
From the Service schedule form for any User scheduled on a work order
From the Service navigation pane Work orders item to open the Work orders data table
From any data table column showing Work orders such as the Customers Last work order column

Work orders data table

The Work orders data table lists all the Work orders entered in the system, provides the '+' link to create a new work order and provides access to common data table menu options.

Work order edit form

The work order edit form provides all the standard edit form functionality and additional fiels and features outlined below:

This form is designed to display as simply as possible and will not display a section unless it's been added to the work order. For example if no Travel records are entered the Travel section is not displayed at all.

This means you can use any features you need and unused features will not take up space.

If you know you will never require a feature or some fields within a section you can remove then from the Work order form using the form customization feature of AyaNova.

User interface work order structure

The user interface mirrors the logical structure of a work order with a single header section at the top, a collection of one or more work order items below the header and within each work order item, collections of optional service related objects such as Labor, Parts, Expenses etc.

Clicking on a row in a table on the work order form opens that record for editing below the table.

How to use the table collections

All items below the Work order Item level are collections that display as a single edit form when there is only one in the collection or as a table when there are multiple items in that collection.

For example, if there is a single Unit there is no need to take up space showing a table of one Unit so it displays as a single edit form area showing the fields of the work order item Unit record. However, if there are two or more Units then a table displays showing each Work order Item Unit record in a row and clicking on a row opens the edit form area below the table so that particular row can be edited.

This pattern is used for all the collections below the header so that the simplest possible interface is shown at all times.

Header

A work order has a single Header section which contains information and fields related to the entire work order.

Work Order Items

The items section of a work order is displayed as a table with an edit form below and can have one to many separate Work order Items.

Clicking on a row (or adding a new one) will cause the work order item edit form to display below the table for the particular work order item selected.

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.

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 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:

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 has an optionaly alert message set:

The Contract also has a default Response time of one day set which has caused the work order's Date to be completed field to automatically be set to one day after the default 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.

The Date to be completed field optionally ties into the AyaNova notification system to ensure service is completed when promised.

The rest of the work order is a blank slate ready to be filled in. 000000000000000000000000000000000000000000000000000000000

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