Work Order Line Items: Service Tasks, Labor, Parts

Work Orders and Service Entries are two different ways of tracking preventative maintenance and repairs for your fleet vehicles.

Work Orders offer a more robust option than Service Entries for Labor and Part tracking.

The Line Items section of the Work Order enables you to add Service Tasks, Labor, and Part details to the Work Order.

Depending on how you use Fleetio to track your maintenance and cost reporting, you can either add tasks, labor, and parts as separate items, or you can link labor and parts to a Service Task.

Associating Parts and Labor with a specific Service Task, such as an Oil Change service task, which includes an hourly technician rate and an oil filter part, will ensure accurate Cost Totals for your Service Task summaries.

Other items, such as shop supplies, might be added separately because they aren't associated with a specific Service Task.

Add Work Order line items when you Add or Edit Work Orders.

Add a Service Task Line Item

• If the Work Order will resolve a Service Reminder select View Service Reminders, and add any reminder to the Work Order to make it a Service Task. You can also add multiple Service Reminders to Work Orders at once.
• If the Service Task, technician, or part isn't tied to a reminder, use the search bar to find a Service Task or select Add Unlinked Labor or Add Unlinked Part.

Maintenance Categorization

When you add a Service Task to a Work Order, the Maintenance Categorization section for that line item will be pre-populated with default VMRS codes you’ve set for that Service Task. If you do not have default codes set for a particular Service Task, you may still manually apply codes to the line item while creating or editing the Work Order.

Additionally, if you add a Custom Service Task to a Work Order, Fleetio will attempt to provide a best match recommendation of a Standard Service Task, if there is one available. If you'd like to proceed with the recommendation, click the Apply button.

Since Reason for Repair will vary, most elect to set a Reason for Repair code manually while creating or editing Work Orders.

For new Service Task items, you can:

• Add parts. Adding a part here can save you time instead of adding the part separately and then linking it to the Service Task. You can search for the Part name or by the Part's manufacturer number. Select a part, then select the location and quantity, and adjust the Unit Cost if necessary. Once the Work Order has been completed, the Part Quantity for the location will be adjusted.

• Add labor. Adding labor here can save you time instead of adding labor separately and then linking it to the Service Task. This will also only load the Technician list. Enter the Labor Hours (or select a time from the options), and adjust the Hourly Rate if necessary. Check the box to Set Labor Time Entry and enter the Start/End Date and Start/End Time to create a Time Entry.

• Add a note
• Link an Issue to the Service Task. Any Issues that are selected but not attached to a Service Task will still be resolved, but if the Issue is linked, Fleetio will record it to give more visibility into your company's service maintenance.
• View Warranty Coverage(s) on the Vehicle. This can help determine what repairs may be covered under a warranty policy. This is only available on the Premium Fleetio Plan.
• Add a Service Reminder. This is an additional way to add a reminder to your line items.
• View Service Task History. Select this to view any past entries of the Service Task for the vehicle.
• Delete the Service Task. This will remove any linked labor, parts, notes, and subtasks from the Work Order.

You can also adjust the labor and parts amounts directly on the Service Task if no labor or parts have been linked.

Linking Labor and Parts to a Service Task

Sometimes, you need to add Work Order costs that aren't associated with a specific Service Task, such as a general Shop Supplies charge.

However, to get the most out of Fleetio, it's important to associate labor and parts with the corresponding Service Tasks.

If you add them individually, hover over the line item and select Move Line Item to link it.

Add a Service Task with Linked Parts

If a Service Task with linked Parts is added to a Work Order, the linked Parts will be auto-populated into the Work Order Line Items.

1. In the Line Items section of a new Work Order, use the Search Service Tasks search bar to find and select the Service Task.

2. The Parts and quantities from the Service Task will automatically populate.

3. You can make the following changes if necessary:
   • Click the Please Select drop-down (a) to select a Part Location
   • Click the QTY field (a) to update the quantity
   • Click the Unit Cost Field (b) to change the cost per unit
   • You can also click the Edit Icon (c) to change the Part, quantity, unit cost, and add notes

Add Labor Time Entries

Labor hours can be manually entered on the line item, or the Technician can record a Labor Hour Time Entry with a specific Start Time and End Time.

Hover over the Technician's name and select the stopwatch to Add Time Entry.

Set the Start Time and End Time.

Labor Hour entries will save under the Technician's name.

Expected Labor Hours

Before Labor is added to a Work Order, there is no visible indication of Expected Work Hours.

When Labor Hours are added, Fleetio will display a tag in the Work Order showing the Expected Labor Hours.

This tag can have multiple statuses depending on the number of Labor Hours entered into the Work Order. You can hover your cursor over the tag to view more details.

• Below Expected Labor Hours:

• Expected Labor Hours reached:

• Expected Labor Hours exceeded:

View a Work Order

Once the Work Order is saved, you can view and edit Work Orders:

• Select Work Orders from the Service section of the left sidebar menu to view and filter the full list of WOs. Select a Work Order to go to the full details.
• Select Work Orders from the Vehicle Overview sidebar menu for a specific vehicle.

The Line Items section is on the detail screen, where you will find itemized Labor and Parts (with quick links to the corresponding Fleetio records), along with Cost details.