Work Orders

Create new work orders and organize existing ones in Workstand POS.

Convert a Sale to a Work Order

• You may want to convert a sale to a work order, for instance, if you have already started a sale for some components and the customer then informs you that they need the parts installed.
• To convert a sale to a work order, click "More actions" in the upper right corner.

• Select "Convert to work order" from the dropdown.
• The header text will change from "New sale" to "New work order", a Bike Description and Service notes field will appear, and a section to add services and products. 

• The same process can be used to convert a work order into a sale. 

Create a Work Order

• Navigate in Admin to Service > New work order or Service > Work Orders and select "Create work order".

Attach a Customer

• Use the search bar under Attach customer to search by first name, last name, email address, or phone number. Search results will appear as you type.
  
  
• Select the customer and click "Attach Customer".
  
  
• If you don’t find the customer in the search, click “Create Customer”.
  
  
• Enter the customer’s information, then click "Attach customer".
  • An email address is required.

Add Bike Description & Service Notes

Bike Description

• Briefly describe the bike being serviced.
• The bike's serial number can be added here if desired.

Service Notes

• Add any service notes about the work order.
• These comments save automatically and are not visible to the customer. 

Add Products & Services

Services

• To add a service to the sale, use the search bar designated "Search and add service" under Services and Products.

• A modal will appear as you type showing service and labor based on your search term.

• Select the desired service (multiple services can be selected at once) and click "Add service".

• Click here to read more about Labor & Service SKUs.

Products

• To add products to the sale, use the search bar designated "Search and add product" under Services and Products.

• A modal will appear as you type showing products based on your search term.
  • The results will display whether a product is in stock In store or At supplier.

• Click on a product to select it, then click "Add product".

• (Optional) For a more detailed look at the product availability, click on the down arrow in "Product availability" and you will be able to see where the item is located.
  
  

Add a Custom Product

• In the Services and products section click "Add custom product" to create a custom item or service.

• In the modal that pops up, add the Brand name, Model name, price, and quantity, select if the product is taxable, and then click "Add product".

• Your custom product will display below any previously added products or services.

Add Estimated Pickup Date

• Add an estimated pickup date by clicking on the calendar and selecting a date.

Discard a Work Order

• To discard a work order that you're drafting before taking payment, click "More actions" at the top right of your screen.
• Select "Discard work order" from the drop-down.

Save a Work Order

• To save the work order, click either "Take payment" or "Save and pay later".

Take Payment

• To take payment when the work order is created select "Take payment" in the payment summary box.

• For further instructions on how to take a payment, click here.

Save and Pay Later

• To take payment when your customer picks up their bike, click "Save and pay later" in the payment summary box.

• Confirm the amount to pay later.

• Confirmation and the sale summary will then be displayed, along with the option to "Print receipt", "Email receipt", or "Start new sale".

Assign a Mechanic

• After the work order has been saved (Save a work order), you can assign a mechanic.

• The list of mechanics is populated from the User Accounts in Settings > Account > User accounts.
  • All users in the User Accounts list will appear in the mechanic list regardless of their permissions. 

Text your Customer

• After the work order has been saved (Save a work order), you can use the Conversation box to send text messages to your customers with work order updates or ask them questions.

• Click here for setup and additional info about Conversations. 

Search, Sort & Filter Work Orders List

• The Work Orders list can be searched (by work order # or customer phone number), sorted, and filtered based on how you would like to view the list.
• Top-level information in the Work Orders list includes Work order #, Date created, Pickup date, Customer, Bike description, Status, Total time, Mechanic, and Total cost.

Search

• Work orders can be searched using their Work order # or customer phone number in the search bar.

• • The search function is currently numeric only.

Sort

• The Work Orders list can be sorted by Date created or Pickup date.

Filter

• Work Orders can be filtered by Pickup Date (range) and status.
• The default filter for the Work Order list is to display work orders with a status type of "New" and "Pending" and to hide work orders with a status type of "Complete" and "Canceled", with no pickup date range selected.

• To adjust the filters, click the "Filter" button in the Work Orders List.

• • To select a Pickup Date range click the down arrow next to "Pickup Date", make your selections, and click "Ok".

• • Click the down arrow next to the default selections to change the status type displayed. 

• • • Add or remove status' by checking or unchecking the associated boxes.

• • • Click anywhere outside the selection box in the slide-out window to collapse it, and then click "Done" to apply the changes. 

• Click here for more information on Work Order Statuses.