Edit Work Order

To edit a work order, double click to open.

Work Order

This section has the information that was originally entered at the time the work order was created. You can make any changes or additions to the original work request. Clicking the Display/Edit Customer Serialized Item will allow you to enter additional unit information if it is not already listed. You can also use the buttons across the bottom to print estimates, to reprint missing labels and authorization sheets, or exit the work order.


In this section you begin at the part number field where you can start entering a part number or you may press F2 for the inventory search screen. If the same part number is used by multiple manufacturers or there is part numbers that closely relate to the part entered, it will display a list for you to choose the correct part. Double click the desired part to enter it into the work order. Pressing enter or tab will move the cursor to the quantity field. If the item you have selected is not in inventory, the backorder window will open.

Creating a Backorder:

When a part number is entered on a work order that is not in stock, the back order window will open. Here you have two options. The top part of the window is where you will place the part number on order for the customer. You may also add an extra qty for stock here as well. if you have the item in hand you can receive it into inventory to complete the sale. Once finished click OK to save the order, or Cancel to close the window.


This section where you will add the labor charges for the work you have performed on the machine. Select a Mechanic and a Labor Rate (customizable in the Administrative area of the program) and click in the start field. The built in time clock automatically starts calculating the actual time spent on a job. Click in the finish field to stop the clock. The time that has elapsed will be displayed as the actual hours and billable hours and uses the labor rate times the billable hours to calculate the labor charges. The billable hours field can also be edited to reflect the amount you wish to bill out while still tracking the actual time spent on a job. If you need to assign another mechanic or if you need to start another labor line, click the Add Hourly Rate button. You may do this as many times as necessary. From this screen you are also able to start the timer on any flat rate jobs listed. Only the time spent on a job is recorded in the flat rate field as the charges are established in the Shop/Work Order codes section. Clicking the Work Completed button opens the check box list of preset codes for the type of work that has been done and you may also use the text area to type specific information to be printed on the work order invoice. Hint: You cannot start the time clock without selecting a mechanic first.

Warranty Claim

To enter a warranty claim you must first check the warranty box, either when you enter the new work order or on the open work order screen. *NOTE* You must check the warranty box for proper warranty entry. Next you will need to go to the warranty tab and start entering your information. You can have multiple warranty claims on the same work order. You can also have mixed warranty and non warranty claims on a work order.

New Claim:

To start a new warranty claim you click the New Claim button. This opens the warranty claim form where you will enter your information. Start by selecting the manufacturer name, the type of claim, then the conditions found and the root cause. Click the Work Performed button to select from your preset list of repair descriptions or type the work completed in the text box. Next enter the casual part and any authorization code. Once all the information has been entered, click the OK button to save the information. To exit this screen without saving, click Cancel.

Edit Claim:

Editing a work order claim is basically the same as entering a new claim, except that the claim has already been saved. To edit an existing claim record, highlight the claim and click the Edit Claim button to open the warranty claim form. Change the information that was incorrect and once all the information has been entered, click the OK button to save the information. To exit this screen without saving, click Cancel.

Remove Claim:

This is how you delete a claim. Highlight the claim you want to delete and click the Remove Claim button to delete the warranty claim.

Once you have entered the information for the warranty claim you will need to assign any parts and labor entries as warranty if required.

Assigning parts and labor to a warranty:

Once the warranty claim is set up, you will see to drop down boxes at the end of each line item. The first box is labeled Claim Type. Click the down arrow to select the claim type. Only those claims that you have set up will be in this list. You also have the option to select non warranty although leaving it blank does the same thing. The next box is labeled Defect Code. Click the down arrow to select a defect code from the list. It normally would be the same as what you set up in the warranty screen, although it can be different. Once you are finished here go to the labor tab. Each labor line will have a column called Claim type. Click the down arrow to assign that line to warranty or non warranty.

Misc. Charges:

This option allows you to bill for the non-inventory expenses in the shop. In the Administrative area of the program you are able to establish various charges such as shop supplies and disposal fees that you can add to each work order.

Once you have finished entering information on the work order, you can invoice it by clicking End to Invoice. The payment screen you see here is the exact same as the point of sale payment screen. If you are not finished and need to close the work order, click Save for Later and select the status. To delete the work order entirely, click Cancel Work Order.