Create a Work Order in Texada Web

How to create a new Work Order in Texada Web.

Quick Reference

• A Work Order is a document indicating that an Asset needs servicing, either for repairs or routine maintenance. 
• Work Orders can be created in Texada SRM, Web, and Mobile, and are assigned to a Mechanic for completion.
• To create a Work Order in Texada Web:
  • Navigate to Work Orders → Create Work Order in the left side menu.
  • Fill out the information for your Work Order, including at minimum a Division, Location, posting type, Customer, and Asset to be serviced.
  • Click “Create Work Order” to create your Work Order. If you assigned the Work Order to a Mechanic at the time of creation, they will receive a notification of the assignment from Texada Mobile.

Introduction

A Work Order is a document indicating that an Asset needs servicing, either for repairs or routine maintenance. Work Orders can be created in Texada SRM, Web, and Mobile, and are assigned to a Mechanic for completion. The Mechanic can then use Texada Mobile to complete the Work Order, including tracking their Parts consumed, labor hours spent, and additional services provided, as well as take pictures and complete an Asset inspection.

The following article will outline the process of creating a new Work Order in Texada Web.

Creating a Work Order

To create a new Work Order, navigate to Work Orders → Create Work Order in the left side menu. This will open the Create Work Order screen, where you can fill out all of the information for the Work Order:

1. Work Order Info Panel
   Contains basic information about the Work Order, including its Division and Location, priority, and posting type.
2. Asset Panel
   Contains information on the Asset for which the Work Order has been created.
3. Customer Panel
   Contains information on the Customer for which the Work Order is being completed.
4. Comments Panel
   Contains any internal or Customer-facing comments left on the Work Order.
5. Mechanics Panel
   Contains the names of the Mechanic(s) who will be fulfilling the Work Order.
6. Related Open Work Orders Panel
   Contains information about other Work Orders in progress for the selected Asset.
7. Create Work Order Button
   Click to save your changes and create the Work Order.

Required fields are marked with a red asterisk . In order to create a Work Order, you must at least select a Division, Location, and posting type, as well as a Customer to associate with the Work Order and the Asset to be serviced. You must select a Customer even if the Work Order is internal; for this reason, it is recommended to set up an “Internal Repairs” Customer so you can assign them to internal Work Orders.

Once you have entered all of the information for your Work Order, click “Create Work Order” to save your changes and return to the Work Order List page. If creation was successful, you will receive a message that reads “Work Order created successfully! View #[Work Order number]”. Click on this message to view and edit the details of your Work Order. If you assigned a Mechanic to the Work Order at the time of creation, they will also receive a notification from Texada Mobile at this time. 

Detailed information on each of the individual panels within the Create Work Order screen can be found below. 

Work Order Info Panel

This panel contains basic information about the Work Order.

1. Division
   The Work Order’s Division.
2. Location
   The Work Order’s Location.
3. Date
   The Work Order’s creation date. This defaults to the current date, but can be manually changed for bookkeeping purposes.
4. Priority
   The Work Order’s priority - Low (green), Moderate (orange), or Critical (red). This will be visible in a number of places throughout Texada Web and Texada Mobile, providing a quick visual indication of which Work Orders should be prioritized.
5. Purchase Order #
   The PO # of the purchase order associated with this Work Order, if any.
6. Contract #
   The Contract # of the Contract associated with this Work Order, if any. This field is read-only; if the Asset you select for the Work Order is currently out on Contract, this field will automatically be populated with that Contract’s number.
7. Posting Type
   Use this drop-down to select the Work Order’s posting type. This determines the Cost of Goods Sold (COGS) and Revenue accounts to which the Parts used on the Work Order will be posted. See “About Work Order Posting Types” for more information.

Asset Panel

This panel contains information on the Asset that requires servicing.

1. Asset Search
   Click on the search bar to open a list of all the Assets in the system, and begin typing to filter the list by Product # and Description. Click on an Asset to select it and add it to the Work Order. Note that only one Asset can be included on a Work Order; if you wish to service multiple Assets, you will need to create a separate Work Order for each.
   
   If the Asset you selected is currently on an open Contract, the Contract #, Customer, and Site information will be automatically populated using the information from the Contract. If you have already entered Customer and Site information at this time, the following window will pop up, asking if you would like to overwrite the information you entered with the information from the Contract:
   
   Select “No” to keep the information already entered or “Yes” to overwrite it with information from the open Contract.
2. Asset Details
   Once you have selected an Asset to be serviced, its details will be displayed below the search bar.
3. Serial #
   If the Asset you selected is serialized, this drop-down will appear, allowing you to select the serial number of the particular Asset in need of service. 
4. Current Meter Reading
   If the Asset you selected is metered, its current meter reading will be displayed here.
5. Asset Status
   The Asset’s current status. Asset statuses can be configured via the Product Status Codes utility in Texada SRM; for more information, see “Product Status Codes” (SRM help file).
6. Asset Details Button
   Click to open the Asset’s details page in a new browser tab. 
7. Description
   If the Asset that requires servicing is not present in your system’s Rental or Sales Inventory – if it is a Customer-owned Asset, for example – you can commission a Work Order for that Asset by entering its description into this field instead of selecting an Asset using the Asset Search. If you have already selected an Asset for the Work Order, this field will be disabled. (This same functionality can be accessed in Texada SRM by entering the Asset’s description into the Make/Model field.)

Customer Panel

This panel contains information on the Customer for which the Work Order is being completed.

1. Customer Search
   Click on the search bar to open a list of all the Customers in the system, and begin typing to filter the list by Customer #, Customer name, Phone #, and Address. Click on a Customer to select it and add it to the Work Order. Note that only one Customer can be added to a Work Order.
2. Customer Details
   Once you have selected a Customer, their details will appear below the search bar. 
3. Site Selector
   Use this tool to select the site at which this Work Order will be completed.
   1. Use Billing: Use the primary (billing) address saved to the Customer’s profile. This is the same address that appears in the Customer Details section below the search bar.
   2. Search Existing: Search through existing Sites to find the appropriate Site. If you select this option, two additional options will appear:
      1. Customer: Search through this Customer’s existing Sites.
      2. Global: Search the list of global Sites.
   3. Add New: If the desired Site is not yet in the system, use this option to create a new Site and associate it with this Work Order. See “Add A Site to a Document in Texada Web” for more details.
4. Site Details
   Once you have selected a Site for the Work Order, its address and contact details will appear below the search bar.

Comments Panel

This panel contains any comments left on the Work Order by dispatchers using Texada Web or Mechanics using Texada Mobile.

1. Commenter Name
   The name of the dispatcher or Mechanic who posted the comment.
2. Timestamp
   The date and time at which the comment was posted.
3. Comment Visibility
   Indicates whether the comment is customer-facing or internal only. Customer-facing comments will be included on the printed and .pdf versions of the Work Order.
4. Edit Comment
   Click the pencil icon next to a comment to edit it.
5. Delete Comment
   Click the bin icon next to a comment to delete it. This action cannot be undone.
6. Comment Body
   The contents of the comment. Comment bodies are limited to 250 characters.
7. Add Comment Button
   Click to add a new comment. 

Mechanics Panel

This panel allows you to assign and unassign Mechanics to and from the Work Order. You can assign a Mechanic to a Work Order when first creating it, but it is not required.

1. Assigned Mechanics
   Mechanics currently assigned to the Work Order are listed here. Depending on the settings of the Work Order’s Division, it may or may not be possible to assign multiple Mechanics to the same Work Order. This can be controlled via the Division Settings page at the User Menu (click on your name in the top-right corner of the page) → Settings → Division Settings → select a Division → Multiple mechanics checkbox.
2. Unassign Mechanic
   Click the blue ‘x’ next to a Mechanic’s name to unassign them from the Work Order. They will receive a notification from Texada Mobile informing them that they have been unassigned.
3. Unassign all Mechanics
   Click the gray ‘x’ near the right side of the panel to unassign all Mechanics from the Work Order.
4. Add Mechanic
   Click anywhere within the “Add a Mechanic” box to open a list of the Mechanics in the system. Begin typing to filter the list, then click on a Mechanic’s name to assign them to the Work Order. They will receive a notification from Texada Mobile informing them that they have been assigned.

Related Open Work Orders Panel

This panel contains information on any Work Orders for the same Asset that are currently open in the system. The primary purpose of this panel is to prevent you from accidentally creating a duplicate Work Order.

1. Related Work Order
   Open Work Orders for the same Asset are listed here, along with their basic information. Click on a related Work Order to open the Work Order Info Panel, providing more detailed information.

Work Order Info Panel

Click on a Work Order in the Related Open Work Orders Panel to open its Info Panel. The Info Panel provides more detailed information on a Work Order, and allows you modify these details directly or jump to its edit page. 

1. Information Sidebar
   This sidebar provides a quick overview of the Work Order’s details, including its WO #, date, purchase order #, Customer name, address and contact information, and site information.
2. Date Selector
   Use to modify the Work Order’s date.
3. Priority Selector
   Use to modify the Work Order’s priority.
4. Schedule Information
   Use to indicate whether or not the Work Order has been scheduled, and if so, what are the target start and end times.
5. Mechanic Information
   This section contains information on the Mechanic(s) that have been assigned to the Work Order.
   • To add a Mechanic to the Work Order, click the ‘Add a Mechanic’ drop-down or start typing the Mechanic’s name, then click on his or her name once you have located it in the list.
   • To unassign a Mechanic from the Work Order, click the ‘Unassign’ button next to his or her name.
6. Asset and Maintenance Information
   This section contains information on the Asset assigned to the Work Order, including its name, status, meter, and maintenance information. Click on the ‘Asset Details’ button to open the Asset’s details page in a new browser tab.
7. Comments
   Any comments left on the Work Order are displayed here.
   
8. Open Work Order Button
   Click this button to open the Work Order’s edit page in a new browser tab.
9. Cancel Button
   Click to close the Info Panel without saving any changes. You can also accomplish this by clicking anywhere outside the panel.
10. Save Button
    Click to save all changes and close the Info Panel.