Overview Work Order Features – Fleet Maintenance Software

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FLEETMATE
                                                                                                                                                  




                                                                                    Fleet Maintenance Management Software


CUSTOMER GUIDE: Work Orders


Overview
     FLEETMATE will enable you to record all maintenance and/or repair activities
     performed on a vehicle via a Work Order. Work orders can accommodate any
     number of individual Labor lines, and any number of replacement Parts lines.
     You can also associate one or more external documents or scanned images to a
     work order via Attachment records.


Work Order Features
     You can number your work orders based on your own numbering scheme, or
     you can tell FLEETMATE to sequentially number your work orders. Use the
     Company Data | Company Information... dialog to control whether automatic
     work order numbering is on or off. If automatic work order numbering is off,
     you will be prompted for a work order number. You must enter a work order
     number to continue. Each work order number must be unique.

     Work Orders are used for unscheduled repairs as well as scheduled preventive
     maintenance. You should also use a work order for inspection type activities,
     particularly if you want a detailed record of the work performed.

     The Serviced By field represents the organization, department, or shop team
     responsible for this work order. It does not specifically represent a fleet
     technician or a vendor.

     A Description field is designed to contain a brief summary of the work performed
     on a work order. As an example, a description can be something like
     "Scheduled PM" or "Unscheduled Repair". Keep your entry brief. One to three
     words is a good rule to follow. Use the Full Description field to elaborate further.

     The Category field is used to further categorize your work orders. As an
     example, you may want to establish a Fuel Economy Awareness campaign at
     your company. Any vehicle brought in for service in connection with potential
     poor fuel economy can be categorized as "Fuel Economy Awareness" so that you
     can review the activity and related costs of your campaign.




FLEETMATE is a registered trademark of SCB Consulting, LLC.
Microsoft, Windows and Excel are trademarks or registered trademarks of Microsoft Corporation.
All other product names found in this document are trademarks or registered trademarks of their respective holders.
Copyright  SCB Consulting, LLC. All rights reserved.                                                                 http://www.fleetmate.com/
                                                                                              FLEETMATE
                                                                                                                                                  




                                                                                    Fleet Maintenance Management Software


CUSTOMER GUIDE: Work Orders


Work Order Features
     Work Orders have a Status flag, indicating whether the work order is pending,
     or completed. The work order also features Creation Date and Completion Date
     fields. These fields are particularly useful if you want to issue work orders to
     your shop and complete the work orders later, once the service is completed.
     This serves as a tracking mechanism so that you can know what work is still
     pending.

     You can also create and complete a work order in one step if that is a better
     approach for your organization. If you supply a Completion Date during the Add
     operation, the Complete checkbox will be automatically checked. There is also a
     feature in FLEETMATE that will automatically complete a work order as the work
     order is created. Whether you use of this feature will be determined by your
     business process requirements.




                                                              Work Order Window


FLEETMATE is a registered trademark of SCB Consulting, LLC.
Microsoft, Windows and Excel are trademarks or registered trademarks of Microsoft Corporation.
All other product names found in this document are trademarks or registered trademarks of their respective holders.
Copyright  SCB Consulting, LLC. All rights reserved.                                                                 http://www.fleetmate.com/
                                                                                              FLEETMATE
                                                                                                                                                  




                                                                                    Fleet Maintenance Management Software


CUSTOMER GUIDE: Work Orders


Entering a Work Order
     A collection of work orders is maintained for each vehicle in your fleet. The first
     step in this process is to select the necessary vehicle. Click a vehicle record in
     the vehicle pane of the main window to select a vehicle.

     Existing work orders will be listed under the Work Orders topic tab in the Activity
     pane of the main window. If a different topic tab is currently active, click the
     Work Orders topic tab.

     Right-click in the Work Orders list area, and then choose Add Work Order... from
     the popup menu. A new Work Order window will appear.

     Click the Calendar button to set the date field to the date the work order was
     created, or simply use today's date and then press the [Tab] key. If you are
     using Automatic Work Order Numbering, the next work order number in
     sequence will appear. Otherwise, enter your own work order number and then
     press [Tab]. A unique work order number must always be present on a work
     order.

     Enter the Odometer (or Hours) value at the time of service and press [Tab].

     If you are completing this work order, click the Calendar button to set the
     Completion Date and press [Tab].

     Select the Driver from the droplist and press [Tab].

     Enter values into the Serviced By and Account fields, or select these values from
     the droplists, then press [Tab]. The Serviced By field represents the
     organization, department, or shop team responsible for this work order. It does
     not specifically represent a fleet technician or a vendor.

     The Description field is designed to hold a brief summary of the nature of the
     work order. Examples would be "Scheduled PM", or "Unscheduled Repair. The
     Full Description field is a free-form field for you to use to elaborate on the work
     that is needed and/or the symptom that was reported. The Category field is
     used to further categorize your work orders.

     The Status Flags area is used to indicate Warranty and/or Recall work, and to
     indicate whether or not this work order is completed. The Warranty flag will be
     checked as a default if the vehicle is currently considered in warranty, based on
     warranty expiration dates defined on the Vehicle Details window.

FLEETMATE is a registered trademark of SCB Consulting, LLC.
Microsoft, Windows and Excel are trademarks or registered trademarks of Microsoft Corporation.
All other product names found in this document are trademarks or registered trademarks of their respective holders.
Copyright  SCB Consulting, LLC. All rights reserved.                                                                 http://www.fleetmate.com/
                                                                                              FLEETMATE
                                                                                                                                                  




                                                                                    Fleet Maintenance Management Software


CUSTOMER GUIDE: Work Orders


Entering a Work Order
     This completes the basic work order. You may now add Parts, Labor and/or
     Attachment information to this work order, or simply click OK to save the work
     order as-is. You can add labor and parts information at a later time

     You can print the work order as-is, or email the work order at any time.

     Note that whenever you Add a work order, the work order is always added to
i    your database, regardless of whether or not you click Cancel after the add. If
     you mistakenly add a work order, you will need to delete it manually to remove
     it from your database. Or leave it in-place and use it at a later time.

     If you are using the automatic work order numbering feature in FLEETMATE, the
     next work order number in sequence will be used during each add function.
     That work order number will no longer be available.




FLEETMATE is a registered trademark of SCB Consulting, LLC.
Microsoft, Windows and Excel are trademarks or registered trademarks of Microsoft Corporation.
All other product names found in this document are trademarks or registered trademarks of their respective holders.
Copyright  SCB Consulting, LLC. All rights reserved.                                                                 http://www.fleetmate.com/
                                                                                              FLEETMATE
                                                                                                                                                  




                                                                                    Fleet Maintenance Management Software


CUSTOMER GUIDE: Work Orders


Editing a Work Order
     Double-click on the Work Order record you need to edit. The existing Work
     Order record will appear.

     You may now edit the Work Order as needed. Once you have completed your
     edits, click OK to save your changes, or click Cancel to discard your changes.

     Note, if you add or edit Labor or Parts entries on a work order, always click OK
     so that the work order totals will be updated accordingly.


Deleting a Work Order
     Right-click on the Work Order record you need to delete, and then choose Delete
     Work Order from the popup menu. If you have Delete Confirmation activated,
     the system will ask if you are sure you want to delete this record. Click either
     the Yes or No button. If you do not have Delete Confirmation activated, the
     record will be immediately deleted from your database. There is no undo
     function available.

     When you delete a work order, all parts and/or labor records associated with the
     work order will be deleted as well.

     If parts were previously issued from inventory on the work order, those parts
     will be automatically credited back to inventory using inventory credit
     transactions. You'll see these credit transactions appear in your inventory
     transaction journal.




FLEETMATE is a registered trademark of SCB Consulting, LLC.
Microsoft, Windows and Excel are trademarks or registered trademarks of Microsoft Corporation.
All other product names found in this document are trademarks or registered trademarks of their respective holders.
Copyright  SCB Consulting, LLC. All rights reserved.                                                                 http://www.fleetmate.com/
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