Spectrum's Work Order module provides a complete billing, tracking, and dispatch system for companies that perform service work. With Work Order you can control service activity, review customer service history, quickly invoice work performed, and control profitability for each invoice. Reporting provides customer history and profitability across a variety of selections.
When a call comes in, the Service Request screen allows you to immediately determine whether an open work order for the site or job already exists. A credit check can be performed, open AR items can be reviewed in detail, and work order history can be viewed. From Service Request, you can either modify an existing work order or create a new one.
Work Order Dispatch can be used to assign technicians to work orders and to view the work order schedule on any given day. Dispatch allows you to view detailed information about the various assigned and unassigned work orders and technicians. Searching for a specific work order, reassigning a work order, or adding a new work order are also possible.
Entering labor, materials, and other costs (such as travel expense) in Work Order is very easy. Unlimited descriptions of work performed, or work recommended, can be entered. When a work order is updated to Accounts Receivable for billing, invoice amounts are totaled on the screen, allowing you to check your work immediately.
Work Order allows up to five pricing levels for material charges and labor. Stand-alone billings have standard costs associated with labor and material, and entries automatically create cost of sales entries in General Ledger.
Tight integration with other Spectrum modules allows updates to Work Order virtually as soon as information is entered into other modules. For example, material invoices entered into Accounts Payable are posted to the work order thus ensuring accurate costs at all times.
Features
- Work orders can be entered, completed, printed, and transferred to AR, all in the same entry screen, for fast and efficient processing.
- Work Order's Dispatch system allows you to assign and reassign technicians to work orders, view the work order schedule, and create new work orders. Technicians and assigned owrk orders are displayed in a timeline format, based on user preference. Additional information about the work orders, techncians, and sites is also available from Dispatch.
- E-mail communications and the ability to dispatch a technician via paging is available through the Dispatch Board.
- The Service Request screen simplifies the creation of new work orders while providing advanced search capabilities, including credit check information, the customer's work order history, and any open purchase orders for the site.
- New work sites, jobs and customers can be added immediately to the master files during work order entry. The Work Site Address File Maintenance | Equipment window allows users to enter equipment for sites that do not have service contracts set up.
- Separate dates and times are stored for order entry, assignment, and completion of each work order for use in later analysis.
- Five billing levels for labor and material rates can be set up for each customer. Labor billing rates can also be set up for each employee, employee category or service contract. Quickly manage changes to labor billing rates by using a utility to modify rates by a percentage adjustment or a dollar amount.
- Technician actual hours vs. billed hours are maintained for each work order and can be printed for productivity analysis.
- Flat rate tasks, such as the installation of a dishwasher, provide a convenient method for speeding entry and a way to simplify quotes. Flat rate tasks are comprised of a group of labor, material, and other cost items, and can serve as single line items on work orders or as templates for additional detail.
- Other costs not included under labor and material, such as travel expenses, can be computed as a flat fee, an hourly rate, a percent of amount billed, or a percent of the cost.
- The Lead Source feature provides a way to track the source of new work order business. Lead sources might include the yellow pages, direct mail marketing, or contractor referrals.
- Customer approved proposed work orders can easily be transferred to actual work orders.
- Material usage is integrated with inventory items maintained in the Inventory Control module. Material codes may also be set up in the Work Order module for customers who do not have Inventory Control.
- Separate sales and cost of sales GL codes can be set up for labor, materials, and inventory usage.
- Global price updating allows you to automatically calculate the five price levels based on a standard cost markup or as a discount off of list price.
- Price adjustments are also available based on a constant dollar increase by category or by a percentage increase by category.
- Work Order Site User-Defined Fields Maintenance screen allows entry for a virtually unlimited number of user-defined fields.
- Inquiry screens can show the entire work order information by status, site, customer, technician, purchase order, site equipment or date.
- Work Order is fully integrated with the Accounts Payable, Accounts Receivable, Inventory Control, Job Cost, Payroll, Purchase Order, and Service Contract modules, which reduces input time and ensures accuracy.
Inquiry Screens
- Work Order Detail Inquiry
- Work Order Cost History Inquiry
- PO Work Order Inquiry
- Work Order Equipment Inquiry
- Material Item Price Inquiry
- Zip Code Inquiry by Zone
- Work Order History Report
- Work Order Profitability Report
- Work Order Over/Under Billing
- Work Order Budget Variance
- Work Order Revenue Cost
- Work Order Cost History
- Work Order Billing History
- Work Order Equipment History
- Proposal Form
- Labor Billing Rates Listing
- Labor Category Listing
- GL Department File Listing
- Standard Phase File Listing
- Technician Listing
- Work Order Type File Listing
- Work Order/Site Address Listing
- Work Order Item File Listing
- Work Order Message File Listing
- Work Order Dispatch Form
- Work Order Forms
- Labor Hours Edit Listing
- Material Edit Listing
- Zone File Listing
- Dispatch Status Listing
- Other Cost Listing
- Task Listing
- Lead Source Listing
- Labor Hours Edit Listing
- Material Edit Listing
- Other Cost Edit Listing
- Dispatch Listing
- Priority Listing
- Technician Status Listing