Work orders

A work order is a document containing one or several tasks based on a customer’s request.

Tasks can have the following types:

  • Piece of work.
    An activity that requires allocating employees’ time and materials. For example, wires installation requires technicians’ time and cables.
  • Service.
    A consulting activity that does not require allocating employees’ time and materials. For example, legal consulting.

Work orders workflows can vary depending on business needs. To learn more, see Work order workflow.

For processing work orders, use the Work orders list where you can:

As a customer requests work or services, create a work order. Then you can view the order in the Work orders list, manage it, and track its status.

Work orders help you track:

  • Work to do
  • Services to provide
  • Assets to use
  • Goods to invoice
  • Human resources to allocate

Work order workflow

The following table shows common workflow steps of a work order, work order order statuses that match the steps, and the tools that support them in 1C:Drive.

#

Workflow step

Work order status

Tool

1

Register a work order

Open

Work order

2

Transfer materials to a work site

In progress

Inventory transfer

3

Complete work and specify consumed inventory

In progress

Work order:
Inventory consumption section and Goods for sale tab

4

Register an invoice for completed work

In progress

Sales invoice

5

Collect payment for completed work

In progress
  • Bank receipt
  • Cash receipt

6

Complete work order

Completed

Work order:
Status selector

Viewing work orders

To view work orders:

  • Open the Work orders list.

Line colors indicate work order statuses.

A set of columns can vary depending on the list configuration. By default, the following columns are available:

  • dispatch_status.png. Dispatch status. A work order progress:
    • fulfilled.png. Fulfilled. All work or service activities are completed. All accounting documents associated with the activities are posted.
    • fulfilledinpart.png. Partially fulfilled. A part of work or service activities is completed. Accounting documents associated with the completed activities are posted.
    • notfulfilled.png. Not fulfilled. No work or service activities are completed. No accounting documents are posted.
  • lock.png. Closed. Orders with a check mark tick.pngin the Closed column require no more actions.
  • Number. A work order number.
  • Lifecycle status. A work order status:
    • Open. A work order has not started yet.
    • In progress. A work order is in progress.
    • Completed. A work order is completed, posted, or closed.
  • Subtotal. A work order amount before VAT and discounts.
  • Tax. The total VAT amount.
  • Total. The total work order amount after VAT and discounts.
  • Start. A work order start date.
  • Finish. A planned completion date.

To view work order details:

  • Double-click the work order line.

To quickly view a work order customer details:

  • Select the work order line and then, under the list, expand Customer details.

Sorting and filtering work orders list

1C:Drive helps you quickly spot certain work orders in the Work orders list. To do it:

  • Sort the list by any column by selecting a column header. To change the sorting order, select the header again.
  • Filter the list using the fields above the list. You can filter by the following parameters:
    • Customer. A customer.
    • Manager. A manager responsible for the work order processing.
    • Status. A work order status.
    • Company. A company responsible for performing work or service activities.
    • Relevance. A work order relevance:
      • Closed. View all closed work orders.
      • Except closed. View all work orders except the closed ones.
      • All. View all work orders.

Viewing work order accounting data

You can view the accounting data registered by a work order. The data is available upon work order posting.

To view accounting data registered by a work order:

  1. In the Work orders list, double-click the work order line.
  2. In the work order card, select wo_register.png.

Viewing work order related documents

1C:Drive keeps track of document relations (which documents are based on other documents). You can view all of the documents related to your work order as follows:

  1. In Work orders list, select the work order line.
  2. Above the Work orders list, select wo_register_in_wo_list.png.

Creating work orders

To register a customer’s request for work or services, create a work order. You can create a work order from scratch or generate it based on a quotation or RMA request. A generated work order has prefilled details and a link to the source document. This saves your time on data input and ensures the work order traceability.

When you create a work order from scratch, it is enough to specify only the customer name and general request description. You can add other details later.

To create a work order:

  1. Do any of the following:
    • To create a work order from scratch, go to Service > Services > Work orders and click Create.
    • To generate a work order based on a source document, open the document and click Generate > Work order.
  2. On the Main tab, specify general details of the customer request. Learn more >>.
  3. On the Work and services tab, specify tasks to perform. Learn more >>.
  4. On the Goods for sale tab, specify the products required to fulfill the work order that are charged to the customer’s account. Learn more >>.
  5. On the Customer’s inventory tab, specify the products the customer provided for the work order. Learn more >>.
  6. On the Assignees wages tab, assign employees responsible for each work piece. Learn more >>.
  7. On the Payment terms tab, specify the payment details. Learn more >>.
  8. On the Additional information tab, specify other work order details. Learn more >>.
  9. Select Save.

A created work order has Open status and does not affect the accounting records. When you post a work order, 1C:Drive registers its data for accounting and reporting.

Specifying general work order details

A work order is a customer’s request for work or services. A servicing company handles the request according to the agreed pricing terms.

General work order details include customer, servicing company, work description, and pricing terms.

To specify general work order details:

  1. In a work order, select the Main tab.
  2. Enter or select the following:
    • Customer. The customer name.
    • Contract. The customer’s contract.

      The field is available if billing by contracts applies to a customer.

    • Equipment. The equipment that needs working on or servicing.
    • Serial number. The equipment serial number.

      The field is available only for pieces of equipment accounted by serial numbers.

    • Base document. A source document that helps you trace where a work order originates. It can be a quotation or RMA request.

      The field is automatically prefilled when you generate a  work order from a source document. You can specify a source document manually and then click import_data.png to import its details.

    • Start. The work order start date.
    • Finish. The planned completion.
    • Number. A work order ID.

      You can find supplier invoices by ID in the Work orders list.
      The ID is automatically generated when you post a work order. You can edit it.

    • Date. A work order creation date.

      The field is automatically prefilled with the current date. You can edit it.

    • Company. The servicing company.
    • Spare parts warehouse. A warehouse that provides spare parts the customer pays for.
    • Inventory warehouse. A warehouse that provides materials a customer does not pay for.
    • Worksite. A location where work is performed or service is provided. You have the following options:
      • Company's site
      • Customer's site
    • Location. A worksite address. The field is available if you set Worksite to Customer's site.
    • Price terms summary link (for example, currencylink.png). Select it to specify the work order currency and set the amount calculation formula.
    • creditcard.png. Select this button to open the details of the customer’s discount card. The discount applies to the work order amount.
    • Work description. The work or service description.
    • Terms. The conditions applied to the work or service.

Specifying work order tasks

A work order consists of tasks. A task is work or service required to fulfill a work order. Work tasks usually require some materials.

To streamline adding tasks to work orders, you can use bundled services. A bundled service is a group of work or services that covers a single customer’s request. For example, a request for routine car maintenance.

To specify tasks and materials:

  1. In a work order, on the Work and services tab, do one of the following:
    • To add tasks manually, click Add and go to step 2.
    • To add tasks from bundled services, in the Bundled services list, select a group and go to step 3.
  2. Enter or select the following:
    • Work, service. The task name.
    • Variant. The task description.
    • Quantity. The number of tasks in the work or service. For example, to replace two wheels, create a "Replace a wheel" task and set its quantity to 2.
    • Standard hours. The number of hours that a single task of this type usually takes.
    • Price. The task price in the currency specified on the Main.
    • Discount %. The discount percentage. If you specified a discount card on the Main tab, the column is filled out with the card discount. You can adjust this value for each task.
    • VAT %. The value-added tax percentage.
    • Bill of materials. A group of assets required for a single task of this type.
      Note. If you specify bills of materials with items marked as Goods for sale, 1C:Drive shows them on the Goods for sale tab. Learn more >>.
  3. If tasks include work, specify the associated materials the customer is not charged for. Do one of the following:
    Import from a single bill of materials Import materials from multiple bills of materials Add materials manually
    1. In the task list, select a work.
    2. Above the Inventory consumption list, select Fill inventory.
    3. Select According to BOM of current work.
    1. Above the Inventory consumption list, select Fill inventory.
    2. Select According to BOM of all works.
    1. Above the Inventory consumption list, select Add.
    2. Specify the following:
      • Inventory. The material name.
      • Variant. The material type. For example, motor oil of a certain manufacturer.
      • Batch. The batch the material is a part of.
      • Serial numbers. The material serial number.
      • Quantity. The number of the materials needed to complete the task.
    3. Reserve the specified quantity of materials in a warehouse. Do one of the following:
      • To reserve materials for work, in the task list, select the work, select Reservation, and then Allocate for current work.
      • To reserve materials for multiple work items, select Reservation and then Allocate for all works. The reservation appears in the Reserve column,if the material is available.
    4. In the Unit column, specify the material unit of measure.

Specifying goods for sale

You can charge some of the work order materials to the customer’s account.

To specify charged materials:

  1. In a work order, select the Goods for sale tab.
  2. Do one of the following:
    Import materials from bills of materials Add materials manually
    1. Click Fill inventory.
    2. Select According to BOM of all works.
    1. Above the Inventory consumption list, select Add.
    2. Specify the following:
      • Goods. The material name.
      • Variant. The material type. A material type. For example, motor oil of a certain manufacturer.
      • Batch. The batch the material is a part of.
      • Serial numbers. The material serial number.
      • Quantity. The number of the materials needed to complete the task.
    3. To reserve the specified quantity of materials in a warehouse, select Reservation and then select Allocate.
      The reservation appears in the Reserve column if the material is available.
    4. Specify the following:
      • Unit. The material unit of measure.
      • Price. The material price in the currency specified on the Main tab.
      • Discount%. The discount percentage applied to the material price. If you specified a discount card on the Main tab, the column is filled out with the card discount. You can adjust this value for each material.
      • VAT%. The value added tax.

Specifying customer’s inventory

You can add customer-provided materials to a work order.

To specify customer’s materials:

  1. In a work order, on the Customer’s inventory tab, select Add.
  2. Enter or select the following:
    • Write-off customer's inventory. To have inventory written off upon the work order posting, select the check box. Otherwise, clear the check box.
      Note. This applies only to products associated with good receipts.
    • Inventory. The product name.
    • Variant. The product type. For example, Dunlop tires.
    • Batch. The batch the product is a part of.
    • Quantity. The number of products the customer provided.
    • Unit. The product’s unit of measurement.
    • GL accounts. The general ledger account for the product movement transactions.

Specifying work order assignees

Work items included in a work order require assignees responsible for the work completion. When you fill in a work order, you can specify the assignees and the hours that they spend on the work completion. You can do so if the Enable Payroll subsystem check box is selected in Settings > Payroll.

To specify assignees and their hours worked:

  1. In a work order, select the Assignees wages tab.
  2. Do one of the following:
    • To assign a team of employees to a work item, select the work, select Fill teams, select For current work, and then select a team.
    • To assign a team of employees to all work items, select Fill teams, select For all works, and then select a team.
    • To assign an employee, select Add and specify the following:
      • Employee. The employee name.
      • Position. The employee position.
        By default, it is the position specified in the employee's contract.
        The position list is based on the Positions catalog.
      • LPR. Labor participation rate. It is an employee's share in the total hours spent on the work completion. The share is applied to allocate hours worked by employees.
        By default, LPR is the LPR specified in the Teams catalog. If not specified, LPR is set to 1.
      • Pay code. The code indicating a pay rate multiplier applied to the employee work time. For example, a pay rate for regular hours differs from a pay rate for work on the weekend.
        By default, the pay code is REG meaning regular hours.
        The pay code list is based on the Pay codes catalog.
  3. To specify hours worked, do one of the following:
    • In the Hours worked field enter the number of hours manually.
    • Click Allocate hours worked.
      This calculates hours worked by assignees and fills in the Hours worked column.
      The calculation formula:
      Total Standard hours/Total LPR * LPR

Specifying work order payment terms

A customer pays for work order completion according to the agreed terms.

To specify the payment details:

  • In a work order, on the Payment terms tab, do one of the following:
    • To set a single payment, select Single and specify the payment method and bank account.
    • To set a payment by installments, select Installments and specify the payment method, account, and installment details.

Specifying other work order details

You can specify other work order details such as project, department, sales representative, and comments describing work order specifics.

To specify work order details:

  • In a work order, on the Additional information tab, specify the following:
    • Project. The name of the project the work order belongs to.
    • Department. The name of the department the work order belongs to.
    • Sales rep. The name of the sales representative responsible for interaction with the customer.

Editing work orders

You can edit work orders that have the following statuses:

  • Open
  • In progress

To edit work order details:

  1. Go to Service > Services > Work orders.
  2. In the Work orders list, double-click a work order.
  3. Edit the work order. For information about work order fields, see Creating work orders.
  4. Select Save.

Changing work order statuses

When you register a work order, its lifecycle status is automatically set to Open. When you process the order, change the lifecycle status as your workflow requires. To learn more, see Work order workflow.

To change work order status:

  1. Go to Service > Services > Work orders.
  2. In the Work orders list, double-click a work order.
  3. On the Main tab, in the Status field, select a status.
  4. Select Save.

Posting work orders

To add work order data to the accounting records, post it. You can post work orders with Completed status. For information on work order status, see Work order workflow.

To post a work order:

  1. Go to Service > Services > Work orders.
  2. In the Work orders list, double-click a work order.
  3. If the work order includes work items, open the Assignees wages tab and in the Labor assignment list, in the Hours worked column, specify the worked hours for each assignee.
  4. Select Post.

Upon posting a work order, 1C:Drive registers inventory, goods for sale, and worked hours. You can view the following accounting data registered by the work order.

Closing work orders

If a work order is no longer relevant, close it. You can do it at any step of the work order processing.

To close a work order:

  1. Go to Service > Services > Work orders.
  2. In the Work orders list, select a work order. To select multiple orders, select them while holding down Ctrl or Shift.
  3. Select Close orders.

In the Work order list, the Closed column shows a check mark tick.pngfor closed work orders.