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 corresponding to your service work. These labor phases are defined in Settings > Labor Phases.
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, iPoint will display the total work order time for the week 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 before it is 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 check-out. This note is a customer-facing note that you can print on a work order invoice. If unchecked, the technician can still enter a note when checking out. It just isn’t a required field.
Require Note when Switching Labor Phase
Placing a check in this box will force a user to enter a note when switching between labor phases on a work order. This option works similarly to the check-out function described above. – New in 11.0506
- Minimum Note Length in Characters – when a Check-Out note is required, you need to define the minimum number of characters that a technician must enter in the note. This text length is to help your technicians write a descriptive response instead of just writing “done.”
Mark Notes as Internal by Default
Notes on work orders are stored in the customer’s Notes module. You can print these notes 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. You can override this default in a case-by-case situation. Note: This setting only affects notes created in the Work Order 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. You can configure the list of tasks 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 business segments, 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
The Work Order Summary report (available on the Work Order > Options > Work Order Report or when printing an invoice generated from a work order) shows the Check-In and Check-Out times for technicians on the job. It can also show the GPS coordinates where the phone was when the time entries were entered. Check this box to exclude the GPS details on the Work Order Summary report.
Default All Service Work Orders as Billable
There is a billable checkbox on work orders. Manually checking this box on the work order causes it to be displayed in red text on the work order list, making it easier to find for billing purposes. In addition, checking this box in settings will automatically mark the billable checkbox on the work order if the work order is not associated with a sales order.
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 ensuring 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 with multiple technician groups (electricians and audio/video, for example). For example, selecting the Electrician Calendar Group will only display techs 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. However, this checkbox will require the technician to be clocked in (tracking time) to the work order before being able to mark tasks as complete.
Note: Checking this option will not affect Admin users. An administrator in iPoint will always be able to complete tasks even if they are not logged in to the work order.
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.
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 you created the task. Checking this box will make tasks be assigned to Anybody instead.
Disable the prompt to update linked work orders AND do not update them
iPoint will prompt the user to update other linked work orders when modifying a linked work order. Placing a check in this box will stop the auto-update feature.
Default new work orders created to the creator if the creator is a technician
If a technician creates a work order, then the work order will automatically be assigned to them with this option, which is especially useful when on-call technicians make work orders that are not scheduled through the normal process.
Automatically add Task to All New Added Parts
Checking this feature will automatically make all parts added to a work order have a task. Without this option, the person adding the parts can decide if a task is needed or not.
Don’t Auto Fill Date and Time
When creating a new Work Order, iPoint prepopulates the Start and End dates with today’s date and the start and end time with the current hour increments. (e.g., if you create the work order at 2:16 pm, the start time will show 2:00 pm, and the end time will be 3:00 pm.) Check this box if you do not want these times to be auto-populated and would rather manually enter the date and time.
Go Home on Work Order Check-Out
This is a time-saving feature that also saves a couple of clicks. For example, when a technician checks out of a work order (after leaving their comment), iPoint will take the user back to the dashboard rather than leave them on the work order itself.
Service Dept Phone
Here you can enter the phone number for your service department. Or, click the blue Copy Primary button to pull the main phone number from the Company Info settings.
Service Dept. Email
Again, this is where you define the email address for the service department. If it is the same as the corporate email defined on Company Info settings, click the blue Copy Primary button.
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 whenever 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 your details. These two Custom Fields can track any additional information you want on a Work Order. Enter the field’s name in the respective boxes to modify the work order’s drop-down field. To customize the dropdown list for these fields, go to Settings > Pop Up Lists > Work Order Custom 1 or Work Order Custom 2.