Creating a work order

New Work Order is where every ticket starts. The page has five cards: Details, Customer, Vehicle, Line Items, and Customer Notes with the Totals.

1. Details #

• Type: Work Order for approved work, Estimate for a quote. An estimate hides the scheduling fields below and can be switched to a work order later without losing anything.
• Start Date and Start Time: when the car is coming in. A ticket with both appears on the Appointments calendar. A start date in the future puts the ticket under Scheduled Work Orders on the Dashboard instead of Open Work Orders.
• Duration: how long to block out on the calendar, from 15 minutes to 8 hours.
• Technician: one or more team members. At least one is required before the ticket can be invoiced.
• Status: Scheduled, In Progress, Waiting on Parts, Waiting on Customer, Pending Pickup, or Missed Appointment. New tickets start as Scheduled; change it as the job moves. See The Dashboard and statuses.
• Promised Time: when the customer expects the car. The Dashboard colours the ticket red once the time has passed and yellow in the last hour.

2. Customer #

Search by name, business, or phone and pick the contact, or click Add New for a new customer. See Customers and contacts. Once a customer is selected, their Account Notes and any Deferred Work appear beneath the card.

3. Vehicle #

Pick one of the customer's vehicles, search by License Plate or Fleet Number, or click Add New. For a counter sale, pick No Vehicle. See Vehicles.

4. Line items #

Add parts, tires, labor, fees, and discounts. Every line has a type, a tax bracket, a description, a quantity, and a price. Line items explains each column, stock parts, templates, and reordering lines.

5. Customer notes and totals #

Customer Notes are about this visit: the complaint, what the customer asked for, authorisation details. They print on the ticket and show on the calendar. Account-level notes live on the customer instead.

The Totals card shows Parts, Labor, Discounts, Tax, Fees when there are any, and the Grand Total. Declined lines are left out.

Saving #

• Save stores the ticket and returns to the Dashboard, where it appears under its status with its new number (Flux numbers start with C, for example C1042).
• Save & Print does the same and opens the print dialog first.
• Invoice closes the ticket right now, for walk-ins and counter sales. See Invoicing and payments.

If Save does nothing, look for a card outlined in red: a customer and a vehicle (or No Vehicle) must be selected.

Coming back to a ticket #

Open it from the Dashboard, the calendar, the customer's vehicle history, or by typing its number (with the C) into the Work Order Number box on the Dashboard. The edit page has the same cards plus a few extras:

• Edit on the Customer card changes the customer's details. The customer on a ticket cannot be swapped for another; start a new ticket instead.
• Change Vehicle swaps in another of the customer's vehicles.
• Current Mileage records today's odometer reading and is required to invoice.
• Inspection Report opens the vehicle inspection for this ticket (Pro). See Inspection reports.
• Delete Order (admins) removes a work order, estimate, or invoice. It is listed on the Deleted Orders report. Deleting an invoice also reverses its payments and stock; see Invoicing and payments.

If someone else saves the same ticket while you have it open, a Work Order Modified message asks you to refresh before continuing so you do not overwrite their changes.