FSM Work Orders

1. Work Order Creation
   
   Automatic Work Order Generation
   - Upon the successful creation of a Service Appointment, a corresponding Work Order is automatically generated by the system.
   - To view the Work Order, simply open the relevant appointment either from:
   - The Appointments List, or
   - The Appointments Calendar View
   - Once inside the appointment preview, click the “Work Order” button to access and manage its details.
   
   Default Items on Creation
   - At the moment of creation, the system will automatically assign:
   - Your configured Distance Item
   - Your default Workhours Item
   
   These will serve as the base for service and labor billing during invoice generation or PDF report export.
   
   

2. Managing Work Orders

   
   Each Work Order contains several key tabs that give you complete control over the service, labor, parts, and customer asset documentation.
   

   • Onsite Data / Work Order Settings Tab
     This tab holds essential information about the costs and structure of the work performed.
     

     Here you can manage:
     - Distance
     - Workhours
     - Other Expenses
     - Business Travel Expenses
     
     These values directly affect both the Work Order Card PDF and the Invoice generated from the Work Order.
     
     Pricing Configuration
     - If the Pricing Lists Module is active:
     - The pricing of distance and labor will automatically adapt to Customer-Specific Item Pricing, if such pricing is available for the client.
     - If not, the system will fall back to using the default Item Sales Price defined in your Inventory or Product settings.
     
     Additional Expenses
     - Other Expenses and Business Travel Expenses can be added to the Work Order for billing purposes.
     - These appear as abstract chargeable items with: Quantity = 1; Unit of Measure = “Unit”
     
     Work Order PDF Customization
     - You have the option to show or hide pricing within the Work Order Service Card PDF.
     

   • Members Tab
     This tab controls the assignment of staff to the Work Order and tracks the team responsible for carrying out the appointment.
     
     You can assign one or more Staff Members to the Work Order.
     - Staff can be filtered by Staff Service Location, but the system allows combining staff from different locations if needed.
     - You must select a Head Technician, who serves as the primary responsible party for the service execution.
     - The Head Technician’s name will appear in the Work Order Service Card PDF under the Main Technician Signature section.
     

   • Serviceable Customer Assets (Machines / Devices) Tab
     This tab allows you to define which Customer Assets were serviced during the appointment.
     
     You can select multiple Customer Assets, machines, or devices from the list of assets defined in the Customer Assets Module.
     
     For each selected asset, you can define:
     - A clear and specific Service Description detailing what was performed or inspected.
     - The Runtime or operational hours of the asset at the time of service.
     - New Customer Assets can be added or edited directly from within this tab. This allows for real-time updates to asset data without navigating away from the Work Order.
     

   • Spare Parts Tab
     This tab enables tracking and invoicing of any Spare Parts used during the service.
     
     For each Spare Part, you can define:
     - Sales Price
     - Quantity Used
     - LOT Number (for batch tracking)
     - Serial Number (for serialized equipment)
     - A “Chargeable” option, determining whether the part appears in the invoice and Work Order PDF
     

   • Service Description Tab
     This tab is designed for entering final service documentation and communication notes.
     
     You can define:
     - A general Service Description
     - A message or note from the Head Technician
     - A Customer Note, if any important observations or agreements were made during service
     

3. Work Order Interaction & Lifecycle

• Work Order Status Controls
  From the Work Order preview panel, you can update the service progress using clearly defined status actions:
  
  - Start – Begins the Work Order execution
  - Pause – Temporarily halts the service session
  - Resume – Continues a previously paused service
  - Finish – Marks the Work Order as complete
  - Cancel – Voids the Work Order if not executed
  

• Digital Signature Workflow
  
  - Both the Customer and the assigned Head Technician can digitally sign the Work Order to confirm service completion.
  - Only the designated Head Technician has authorization to sign as technician.
  - Digital signatures are embedded in the PDF and are part of the official service documentation.
  

• Document and Invoice Actions
  
  - The Work Order can be exported as a PDF (“Work Order Service Card”) and sent to any selected customer contact via email.
  - You can preview the PDF anytime for review or record-keeping.
  - Once finalized, the Work Order can be converted into an Invoice, ensuring seamless transition from service to billing.