How to set up a work order

There are several steps that must to be taken when setting up a work order. The first thing you have to do is set a repair specification. There are two types of repair specifications: General and Specific. The steps for each are listed below.


Repair Specifications

To set up a General Repair Type:

1. Go to the Service Center

2. Go to Repair Specifications under the tab “Other”

3. Select the New button at the footer of the page

4. Enter a repair type name. For example, if you wanted to set a work order to replace the oil in an equipment item, you would set the Repair Type to “Oil”.

NOTE. Leave the Common name blank for a General Repair Type.

5. Once you’ve entered your repair type, select OK.

6. Enter a description, such as “Oil Change”

7. Check the box ‘On Request’ in the Selection Criteria tab. By doing this you can service the equipment whenever you want, rather than within a specified time.

8. Leave the remainder of the information blank and select Save.


To set up a Specific Repair Type:

1. Go to the Service Center

2. Go to Repair Specifications under the tab “Other”

3. Select the New button at the footer of the page

NOTE. For this example, we will be setting a repair specification for replacing oil on a Bobcat.

4. Search for an equipment item to service, in this case it would be a Bobcat.

5. Enter a repair type name, such as “Oil”.

5. Once you’ve entered your common name and repair type, select OK.

6. Enter a description, such as “Oil Change”

7. Fill out the remainder of the information. The example steps for each of the five tabs are described below:

Selection Criteria. First, I would set the Default Order Type to Work Order. Then, I’d set some sort of time criteria. For example, I might set “Number of Meter Units” to 200, letting the system know I want the Bobcat’s oil to be changed every time it hits 200 meter units. For a Bobcat this would be every 200 hours. I would also set the service priority to “critical” (the priority is up to your discretion).

NOTE. If you check the “On Request” box only and do not enter any other time specifications, the order will not be a part of scheduled service. However, if you make time specifications AND check the On Request Box, you can keep the order as part of scheduled maintenance and still be able to change the oil whenever you want.

Expense Definitions. As an example, I might set my parts expense type to “actual cost” and my labor expense type to “cost”. Your expense definitions are completely up to you, based on your specific service order.

Parts.  Enter the specifications for each parts item needed for the service. For example, I’d select Add Part, then enter:

Quantity : 1

Item # : Filter

Description: When you click into the description box, you will be jumped to a parts search. Select the correct parts item, then hit ok.

I would do the same for the oil, entering the quantity of 4 (representing 4 quarts) and the item 10W30 Oil.

Labor. I would select Add Labor then add my hours, 0.5 for example, and choose the labor type from the drop-down, for this example it would be “General”

Tasks. I would select the Add Tasks button to create my four tasks, with the labor type, “General”,and the descriptions: “Drain Existing Oil”, “Add New Oil”, “Replace Filter” and “Check Other Fluids”.

When I was finished making all my specifications, I would select Save.


To Create Your Work Order

After setting a repair specification, you are ready to create your work order.

1. Make sure you are still in the Service Center.

2. Go to the Service tab and select Maintenance.

3. Select New at the footer of the page.

4. Check “Work Order” and “Current” then hit OK.

5. In the Equipment tab, search for the Equipment item to be serviced on the work order.

6. In the Repair tab, select the repair type from the drop-down box.

7. If you created a General Repair Type, you will have to manually enter all your repair settings and items. If you created a Specific Repair Type, all the information will auto-fill.

8. Select Save when you are ready to save the work order.

Now, whenever you complete the work order, you can find the order in “Current Activity” within the Service Center. From here you can enter into the work order and complete it by selecting “Complete”, under the Actions tab on the Navigation Bar.


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