The Work Orders tab is where you customize how the Work Orders work in iPoint.
Default Labor Item – Select the Labor Phase from the drop-down that corresponds to your service work.
Show Alert icon for tasks added to a work order that is linked to a sales order.
If a task is created directly on a work order, and the work order is associated with a sales order, this checkbox will flag the task with a notification so you know the task did not come from the sales order.
Sync Work Order Times with Quickbooks
Checking this box activates a QuickBooks Wage Item box on each Labor Phase (Settings > Labor Phases). If you are using QuickBooks Payroll, you can define a QuickBooks Wage Item for each labor phase so that when the time is synced, the iPoint Labor Phase will tie to the QuickBooks Wage Item.
Use Work Order Time for Payroll
Check this box to use Work Order time entries to calculate payroll instead of the Employee Time Clock. This option is typically used when utilizing QuickBooks payroll and syncing time to QuickBooks ( Settings > QuickBooks > Time ). When this box is checked, the total work order time for the week will be displayed on the dashboard in the lower right corner below the login button. Note: If you have marked a user to ( in Settings > Users > Settings ), the time clock button obscures the work order time displayed on the dashboard.
Use Approval Work Flow with Work Order Time
This checkbox activates time verification in two places so that a supervisor can approve time prior to it being submitted for payroll processing.
Require Note when Checking Out of a Work Order
When checked, the technician will be required to enter a note at checkout. This is a customer-facing note that can be printed on a work order invoice. If unchecked, the technician can still enter a note when checking out, it just isn’t a required field.
- Minimum Note Length in Characters – when a Check Out note is required, you need to define the minimum number of characters that must be entered in the note. This is to help your technicians write a descriptive response instead of just writing “done”. – New in 9.1226
Mark Notes as Internal by Default
Notes on work orders are stored in the customer’s Notes module. These notes can be printed on various customer notes. Marking the note as Internal will keep the note from being printed. This checkbox will automatically mark all notes as internal and therefore keep them from printing on customer-facing documents. This default can be overridden on a case by case situation. Note: This setting only affects notes created in the Work Order and/or Project modules and does not affect notes added in other parts of iPoint.
Archive Work Order when Billing is Completed
When the Work Order Status is set to the billing completed option (as set-up in Settings > Pop Up Lists > Work Order Status ) this checkbox will automatically archive the work order.
Enable Task List in Task Name Field
When this is checked, when you create a new task you will have a drop-down list of tasks to choose from instead of just a blank field to type into. The list of tasks can be configured in Settings > Pop-Up Lists > Task Names.
Require Work Order Type Field
With this box checked, a user will not be able to navigate off the work order if the Type field is left blank.
Require Class Field
If you utilize QuickBooks classes to track different segments of your business, you can require that Work Orders have a class designated. When checked, a user will not be able to navigate off the work order if the Class Field is left blank.
Hide GPS on Work Order Summary
Default All Service Work Orders as Billable
Require a Project for All Work Orders
This option will require the Project field to be completed on a work order. This is useful when creating stand-alone work orders and making sure they are tied to a service or sales order project.
Use Calendar Groups for Tech List
With this option checked, you can choose which Calendar Group of resources/technicians to pick from to assign work orders. This is useful for large companies that have multiple technician groups (electricians and audio/video, for example). Selecting the Electrician Calendar Group will only display techs who are assigned to that group for selection.
Require Work Order Check-In Before allowing Tasks
A technician can complete tasks on a Work Order at any time. This checkbox will require the technician to be clocked in (tracking time) to the work order prior to being able to mark tasks as complete.
Warn on Task Complete if Items Not Delivered
This checkbox will cause a pop-up warning when a task is completed if the corresponding item has not been delivered.
Disable Auto Date and Time Auto Fill
Require Description (Useful when using Client Email confirmations)
Check this box to require a work order description on work orders. The work order description is used on customer email notifications. A detailed description helps customers understand what the technician is being dispatched to do.
Do not auto-assign tasks to WO technicians when a task is created from WO
When a new task is added to a work order, iPoint automatically assigns it to the specific technician on the work order where the task was created. Checking this box will make tasks be assigned to Anybody instead.
Disable the prompt to update linked work orders AND do not update them
When modifying a linked work order, iPoint will prompt the user to update other linked work orders. Placing a check in this box will stop the auto-update feature.
Default Work Order Check In Alert iPoint can display a pop-up notification to your technicians when they log into a work order. The message you enter here will be displayed every time someone clicks the Check-In button on a work order.
Default Work Order Check Out Alert Like the Check-In Alert, this message will be displayed when a user clicks the Check-Out button on a Work Order.
Custom Field 1 Name and Custome Field 2 Name You may have the information you want to track for your Work Order, but there isn’t a predefined field to capture the details you want. These two Custom Fields provide the ability to track any additional information you want on a Work Order. Enter the name if the field in the respective boxes to modify the dropdown field name on the work order. To customize the dropdown list for these fields, go to Settings > Pop Up Lists > Work Order Custom 1 or Work Order Custom 2.