Closing a work order is necessary to complete the process of working with the work order and receive the correct financial statements and analytics.
Please note that you cannot edit financial data and counterparties in closed work orders. The following actions are disabled in closed work orders:
editing of the client, payer, manager, and technician data
editing of the quantity, cost, price, or discount for a product or service
This helps prevent errors and mixups in payroll calculations and balance sheets. If you need to change anything in a closed work order under the listed restrictions, switch it to an open status, edit it, and close it again. This work order will be recorded in payroll calculations and reporting in the current period.
Work Orders can be closed successfully when your company has provided all the necessary services and materials to the client, or unsuccessfully when, for some reason, the client refuses your services. For this, the system has two different groups of statuses: Closed and Dropped off, respectively.
We recommend creating several statuses in the Dropped off group with the names of the most common reasons of refusal (Expensive, Quality, Terms, etc.). Be sure to set the status corresponding to the reason for the refusal, after which you will be able to see the statistics of unsuccessful work orders on the Analytics > Dashboard page.
When the work order status is changed to one of these status groups Closed or Dropped off, the payment window automatically opens. Let's take a closer look at how a work order is closed.
Successful work order closing
Follow a few simple steps to close your work order successfully.
Step 1. Change the work order status to any of the available statuses in the Closed group.
Step 2. The work order payment window opens automatically. Indicate the payment method and the cashier.
Please note that the list of available cashboxes depends on the selected payment method (Cash / Cashless). If you select Cash as the payment method, then the list will contain only available cashboxes for Cash payments. If you specify the payment method as Cashless, the list will contain only available cashboxes for Cashless payments, respectively.
When you select the payment method On account of debt, the total amount of the work order will be debited from the client's balance. You will see the debt on the Finance > Balances page or on the Сlient profile (Balance tab).
Important: to post a payment against a debt, you must enable the access right “Can make payments against customer debt” in the employee role settings.
Learn more about how to adjust the customer debt balance in this article.
Step 3. If necessary, add a comment and select another cashier.
Important: For the order closing commission is paid to the employee who changed the work order status to closed, and not to the cashier!
Step 4. Select the document to be printed. Click the Save button.
Done! The work order is closed, and the payment for it has been made to the cashier or debited from the client's balance.
Unsuccessful work order closing
This work order closing option is suitable if the client has refused your services. But, you do not need to delete the work order, it is enough to transfer it to an unsuccessful status.
Step 1. Change the work order status to any other from the Dropped off statuses group.
Step 2. If there are no services or materials in the work order, then the status will change immediately.
If the work order contains labors and materials for which the specialist must receive a salary, but the client refuses to pay for them, then you can make a payment to a separate cashbox Losses, for example. Then, if necessary, adjust the balance of the client, if you want to note that he owes you.
Done! The work order was closed unsuccessfully and is displayed in the statistics of the manager's Dashboard.
There are times when the “Diagnostics” service was performed in the work order, but the client refuses to purchase subsequent services.
In this case, you need to create a separate status in the Closed group (for example, Closed after diagnostics) and transfer the work order to this status. Thus, you will successfully close the work order, since the initial service was completed and such work order is considered successful. At the same time, you will understand that the client has refused further cooperation with you and will be able to select such work orders for further processing using a filter, and the balance of such a client will be displayed correctly.