Create a Work Order in the FleetLogic Web Application

Describes how to create a new work order in the FleetLogic web application.

Type

How to

Audience

FleetLogic Counter, or Service Manager

Products

FleetLogic web application

Context

Create a work order when attention is needed on a piece of equipment.  

For example, a bulldozer you rented to a customer needs an oil change. The counter worker creates a work order in the FleetLogic desktop application and assigns it to a technician. The technician visits the customer’s site, performs the oil change, and signs off on the work order in the FleetLogic mobile application. Your SRM application user or FleetLogic Counter closes the work order and the customer is billed immediately for the work. 

Before You Begin

Required: internet connect, valid FleetLogic login credentials and access permissions

Optional: mobile device with an internet connection

Steps

To create a new work order in FleetLogic, do the following:

  1. In the FleetLogic menu bar, navigate to Work Orders > Create Work Order
    The Create Work Order page opens
  2. In the WORK ORDER INFO panel, use the Division drop-down to select the division that the work order is related to
  3. Use the Location drop-down to select the location the parts for the work order is coming from, such as a service truck or a yard
    Note: The list of locations is configured and set up in SRM, and the contents vary depending on the user’s security permissions
  4. Type the date or use the calendar function in the Date field to enter the date the work was created for the work order
  5. Optional: Type a purchase order number in the Purchase Order # field when the customer is paying a purchase order that goes with the work order. For example, if you order parts that go with the work order, you might use a purchase orde. 
    Note: The purchase order number appears in SRM and on any invoices that are created as a result of the work order
  6. Use the Posting Type dropdown to identify the posting type for this work order
    Notes:
    • The posting types indicate what the purpose of the work order is, and also have an effect on what happens with the work order in SRM afterward
    • See: “About Work Order Posting Types” for more information about each option
    • You can update the work order posting type for a work order at any time except if the ticket is in Closed status
  7. Use the Priority section to do one of the following:
    1. Click Low if the work order is low priority
    2. Click Moderate if the work order is medium priority
    3. Click Critical if the work order is high priority
      Note: The priority level only affects how the work order appears in the list of work orders, but has no other effect
  8. Optional: In the CUSTOMER panel, type a search term in the Search for Customer field, such as a customer’s name
    The list of existing customers is filtered to reflect your search terms
  9. Click the customer to select the customer you need to bill 
    The customer is added to the work order 

    Note: This function tells your SRM application which customer to invoice and automatically populates the site list below with any sites associated with that customer
  10. Under Site, do one of the following to select a site where the work on the work order is to be carried out:
    1. Click Use Billing if the site location is the same as the billing address of the customer
    2. Click Search Existing and do the following to search your list of existing sites
      1. Do one of the following:
        1. Click Customer to search a list of sites that are specific to that customer and can only be selected for that customer
        2. Click Global to search a list of sites that more than one customer can be added to
      2. Type a search term(s), such as the site name, or address in the Search field to narrow the list of sites
      3. Click the site you need to select from the list of sites
    3. Click Add New and do the following in the Add New Site popup if the site location is not the same as the billing address:
      1. Type the name of the site in the Name field
      2. Type the city of the site in the City field
      3. Type the province or state of the site in the Prov/State field
      4. Type the address of the site in the Address Line 1 and 2 field(s)
      5. Type the phone number of the contact associated with the site in the Phone field
      6. Optional: Check Save to Customer Account if you need to add this site to the list of sites associated with this customer
      7. Click Save
      The site information is added under Site
  11. Optional: To add the asset that requires servicing to the work order, do the following:
    1. In the ASSET panel, type a search term in the Search field, such as the name of the asset
      The list of existing assets is filtered to reflect your search terms
    2. Click the asset to select the asset that requires attention
      The asset is added to the work order so the technician knows which assets to carry out the work order for

      Notes
      • This creates a record of any work done on the selected asset in SRM along with any costs associated with that work
      • You can update the assets on a work order at any time until the work order is in the Closed status.
  12. Optional: In the COMMENTS panel, Click Add Comment, type any comments related to the work order in the available field, and then click Save Comment.  For example, you might add special instructions or a description of the work required
  13. Optional: In the MECHANICS panel, use the Add a mechanic drop-down to select a technician that is carrying out the work order

    The technician is added to the work order 
    The technician is notified they are assigned, and the work order appears in their assigned worklist in both the FleetLogic web and mobile applications
    Notes
    • You can assign multiple technicians to a work order
    • You can assign a technician to a work order at any time until the work order is in the Closed status
  14. Click Create Work Order 
    The work order is created and added to the list of work orders

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