On the Settings > General > Workflows page, you can configure:
from which date to count the warranty period
how to count the opening hours of the location in the Work Order Scheduler
disable adding the same product to different work orders
Be sure to click Save to apply the selected settings.
Calculating the Warranty Period of the Work Order
You can choose from which date to calculate the warranty for the work performed and materials used in the work order.
If you set the “Order due date” value to this field, your {Order Warranty Expiration Date} will display from date when the work order status has changed to Done. You can use these variables in your document templates.
Reminder: in the case when the work order has been updated to the Done status several times, the system will consider the last one as the warranty start date.
E.g., you mark your work order as Done on 25/08/2023, then change its status to “In work”, and again mark it as Done on 07/09/2023. In this case, {Order Warranty Expiration Date} variable will show 07/09/2023 as the warranty start date.
If you change your work order status to Closed or Lost, the system will consider this date as the warranty start date.
If you set the Order closing date value to this field, your {Order Warranty Expiration Date} will display from date when the work order status has been changed to Closed. You can use these variables in your document templates.
Reminder: in the case when the work order has been updated to the Closed status several times, the system will consider the last one as the warranty start date.
E.g., you mark your work order as Closed on 08/01/2023, then change its status to Approval, and again mark it as Closed on 09/15/2023. In this case, {Order Warranty Expiration Date} variable will show 09/15/2023 as the warranty date start.
Note: There can be work orders containing items with different warranty durations. These will show the latest warranty date in the {Order Warranty Expiration Date}. However, the table variable {Product Client Warranty} displays a warranty for each item separately.
Add products without inventory deduction
To use the " Products without deduction" feature, you need to set up access as an employee to be able to add products to work orders without writing them off from the warehouse, as well as create estimates or add bundles to the work order.
After enabling this checkbox, the + Estimate button will appear on the Work Orders page to create new estimates. You will also be able to add products to a work order from the warehouse in a larger quantity than is available. And write off the required quantity from the warehouse later, when these items are available in stock.
Please note that if there is at least one incomplete product in a work order, you cannot transfer such work orders to the won or closed status. You need to either write off the same number of items as added or change the number of added products to match the number of written-off items.
Important: after you turn off the checkbox, you will not be able to create new estimates or add products without deduction to the work order. However, you will be able to continue working with estimates and incomplete work orders that were created before you turned it off.
Counting Location Work Hours when Planning Work Orders in the Work Order Scheduler
Check this checkbox so that when planning and displaying work orders in the Work Order Scheduler, the system uses the opening hours of the location.
If you create a work order during business hours, but its duration is longer than the business day, the remaining duration is transferred to the next business day.
E.g., your work schedule is M-F, 9 am-6 pm. The client arrived on Tuesday at 5 pm, and after diagnostics, it turned out that it would take 3 hours to fix the problem. When specifying the work order duration, you’ll see that the work order is displayed in the Scheduler on Tuesday (1 hour) and Monday (2 hours).
If you create a work order outside of business hours, the work order duration will be calculated until the beginning of the next business day, the entire next business day, and then only on business days.
E.g., Sunday is a day off. When you create a work order on a weekend, its duration in the Scheduler will be calculated on Sunday and then only during business hours of business days.
Using an Asset in Only One Open Work Order
Check the Use an asset in one open work order checkbox to prevent employees from adding the same asset to several different work orders. If an asset has already been added to a work order and it is in a working status, employees cannot add this asset to another work order until the first work order is updated to a closed status.
Configuring Work Order Numbering Template for Locations
Go to the Settings > Locations page, select a location and hit the Edit button.
This will open the edit dialog for the selected location. Find and edit the Order numbering template field. Here are the variables you can use:
{C} — work order counter
{D} — current date
{M} — current month
{Y} — current year
You can configure the {C} variable.
E.g., {C:3} means the work order counter consists of 3 digits and fills the missing ones with 0: 001, 002, 003, etc.
Also, if you need the date of the order creation to be indicated in the order number, you need to add the variables {D}, {M}, and {Y} to the numbering template in the desired sequence.
For example, to make the order number look like 012-05/06/2024, the order numbering template should be configured as follows: {C:3}-{D}/{M}/{Y}.
Combine template variables to create intuitive work order numbering templates.
Moreover, you can edit the work order counter. Just click on the work order number and edit the counter in the popup.