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How To Add Services And Products To Work Orders
How To Add Services And Products To Work Orders

Learn how to add labors / services and products to work orders

Amalia avatar
Written by Amalia
Updated over a week ago

You can add services and products when creating a work order or to an existing one. In both cases, the first step is to create or open a work order and navigate to the Services and Products tab. Next, you need to do the following:

Step 1. Assign a person to do the work.

The employee you assigned to this work order in the General info tab will be specified at the top in the Technician field. This means that those services and products will be added to the work order under this employee and that the commission will be calculated for them if the corresponding calculation rule is applied.

You can always change the technician. However, the one displayed in the General info tab remains a responsible employee for this work order. Here's the thing: printed documents display only responsible technicians, not the ones performing services in the work order.

RemOnline also enables you to assign multiple technicians to the same work order. Just go to the Services and products tab and specify an employee in the Technician field before adding services / parts.

Step 2. Add services / labors to the work order.

There are several ways to add services / labors to the work order.

Creating new service

1. Fill the Service, labor or product field with the new service name and hit the Add labor or Add service button.

2. Enter the labor/service details: price, cost, quantity, discount, warranty, etc. If necessary, check the "Add to the labor and service list" checkbox and select a category. Click Save.

Adding services from the Services and Labors list

To get started, you must first add services and labors to the main list on the Settings > Services and Labors page and set their prices.

Next, find the service you need in the Service, labor, or product field. There are several options to do this:

  • Press the arrow icon in the Service, labor, or product field to open a dropdown list of services you can select services from

  • You can also search services by name (enter 3 or more characters)

  • You can enter the services barcodes, if you use barcodes for services and labors

Please note that you can customize the search, i.e., search for all items or for services and products individually.

Click the gear icon to configure whether the list should be pinned or a sound signal should be played after adding a service. If you do not want the list to close after adding a service, you can leave the list open by enabling the corresponding checkbox.

How to edit and delete services and labors in a work order

1. Click on the "(...)" icon next to the name to add a comment to a specific labor item.

2. Hover over the shield icon to view the warranty period for a specific service.

3. Double-click on the service name, or click on the pencil icon to change the cost, discount, warranty period, or technician.

4. Double-click on a price or quantity to change it.

Note that the quantity can be a number and a fractional number.

For instance, you do an unusual service that takes 1.5 times more effort and time than usual. Set the service quantity to 1.5 and the service cost will change respectively.

Hover over the Price field to view the Cost.

If the service has a discount or taxes, you will see this information in the Price column.

4. To delete the service, double-click the line with the service or click the trash can icon.

Step 3. Add products to the work order.

There are several ways to add parts to the work order.

Option 1. Add products from the inventory

To get started, you must first post products to a warehouse on the Inventory > Posting page.

Next, find a product in the Service, labor, or product field. You can do this in several ways:

  • click on the arrow to open the main list and select a product from the category

  • search by name, code, article, barcode, or serial number of the product (the search runs from 3 characters)

  • scan the product barcode or serial number if you use barcodes and serial accounting for products

Please note that you can customize the search, i. e., search for all items or for services and products individually.

Click the gear icon to set up a search among warehouses, pin the list, and play a sound signal after adding an item.

By default, products are searched among the warehouses of the current location and company warehouses. If you want to search in the warehouses of all locations, check the "Search products in all locations" box.

If you do not want the list to close after adding a service, you can leave the list open by enabling the corresponding checkbox.

Enter the quantity of the product or select a serial number (for serialized products). If necessary, change the price, discount, or warranty, and click Save.

Remember: The system automatically writes off selected products from your inventory.

Option 2. Add products without writing them off from the warehouse to a work order

Use this method if you currently have an insufficient amount of products in stock or if the item has a zero stock level. You can add a product immediately and write it off later when it is available in the right quantity.

First, you need to check if this option is enabled in the general work order settings.

If the "Add products without inventory deduction" option is enabled in the settings, you can specify a higher value in the "Quantity" field than in the field for writing off from the warehouse. For instance, you need to add 3 items to a work order, but currently, there is only 1 such item in the warehouse. Therefore, you can add 3 items and write off only 1.

If a work order contains more items that were added or written off, the work order is considered incomplete. Such work orders and items are marked with the corresponding icon. In the work order table, you will see a badge for incomplete work orders.

Once the products you need are in stock, you can go to the product's edit window and write off the required quantity.

Please note that you cannot move a work order to the done or closed status if there is at least one incomplete product in the work order. That is, you need to either write off the number of items added from the warehouse or change the number of added products to equal the number of written-off items.

Option 3. Add products that are not in the RemOnline system

1. Fill in the product name in the Service, labor or product field and click the Add product button.

2. Enter the product information you need: price, cost, quantity, discount, warranty, etc. and click Save.

Remember: RemOnline will only account for product information in the payroll calculation and work order profit if you add it via the Service, labor or product field. This happens because no products were posted to the inventory and - furthermore - inventory accounting doesn't cover it.

Edit and delete products added to a work order

1. Add a comment to a specific product by clicking the (...) icon.

2. Hover over the shield icon to view the warranty period.

3. Double-click on the service name, or click on the pencil icon to change the cost, discount, warranty period, or technician.

4. Double-click on a price or quantity to change it.

Note that the quantity can be a number and a fractional number.

4. Hover over the Price field to view the Cost. If the product has a discount or taxes, you will see this information in the Price column.

5. To delete a product, double-click on the line or click on the trash can icon.

Please note that when deleting a product that was added from the warehouse, you need to select the warehouse to which you want to return it. By default, the warehouse from which the product was added will be set here, if it is visible to the user.

Note: to return products to the warehouse, the warehouse access settings must include the "Return" permission in the Incoming Operations section.

Sort Services and Products in the Table

You can sort products and services added to a work order. By default, items are sorted in the order of adding (at the top is what was added first, at the bottom is what was added last).

If necessary, you can click on the column with the name, quantity, price, or amount to sort the services and products by these parameters in ascending or descending order.

Step 4. Set a discount for all work order items if needed.

To do so, click the Total discount and enter a discount value or percent.

RemOnline allows you to choose between a Company discount or a Discount option. The system uses a value from the Settings > Prices and discounts page by default.

The calculation of employees' salaries depends on the type of discount (from the full amount or from the amount including the discount). Read more about it in this article.

You can see the Estimated profit while adding services and materials to the work order. Using this, you can adjust the size of the discount for the client to avoid a negative profit on the work order.

Estimated profit is calculated according to the formula: Work Order Total — Total cost of Service and Products.

Note, that the estimated profit does not include possible employee salary.

The display of estimated profit is regulated by the right “Can see estimated profit in the role settings.

Estimated profit is not displayed in closed work orders, that is, in work orders with the statuses of the Closed and Dropped off groups. After closing the work order, you can generate the Work Orders Profit Report and see the final profit, including the employee's salary.

Step 5. Fill in the Technician notes and Client recommendations fields.

Later, you can display this information in your printed documents or notifications for your employees or clients.

Step 6. Click the Save button.

That's it. Now you know, how to add services and parts to your work orders👍

And in this article, you can learn all about closing work orders in RemOnline.

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