Add Work Orders

There are a number of ways to initiate a new Work Order, including:

• The Quick Add Menu (+ plus circle in the upper right corner of the Fleetio window)
• Navigate to Service > Work Orders via the left sidebar menu, then click the + Add Work Order button
• Reminders > Service Reminder > More Actions menu > Add to Work Order
• Issues > Issue List > More Actions menu > Add to Work Order
• Vehicles > Vehicle List > Vehicle detail page > + Quick Add button > New Work Order
• Vehicles > Vehicle List > Vehicle detail page > Issues > More Actions menu
• Service > Work Orders > Generate Work Orders
• By Adding Service Reminders to Work Orders in Bulk

1: Work Order Details

The first section of a Work Order includes basic information, like its status, the start date, and the start odometer.

• Each Work Order is identified with a unique number. Fleetio will create a Work Order number based on your Maintenance Settings (found in your Account Settings) and the last Work Order that was created.
• Depending on which method you took to add the Work Order, the Vehicle field will already be filled out. If it's not, select a vehicle from the drop-down list.
• The Work Order Status may be set to a default status if you have configured one in your Account Settings, but you can select another status from the drop-down list.
• The Issue Date and Time refers to when the Work Order was generated. This field is required.
• The Scheduled Start Date and Time refers to when the work is scheduled to start.
• The Actual Start Date and Time is when work actually started.
• The checkbox to Send a Scheduled Start Date Reminder will unlock two additional fields that allow you to send selected users a Scheduled Start Date reminder notification.

• The Start Odometer is the reading when the work started. This, as well as any secondary meter readings can be voided if you're not sure the reading is valid.
• The Expected Completion Date and Time indicates when work is expected to be completed. NOTE: This field is only available to users that are part of the Work Orders Calendar beta program.
• The Actual Completion Date and Time is when all work was completed. If work still needs to be done, leave this field blank. Then, when the Work Order is completed, Fleetio will auto-fill this field with the date the status changed.
• The checkbox to "Use start meter for completion meter" is selected by default. If the vehicle's meter usage increased during the Work Order, de-select the checkbox and add a Completion Meter.

• The bottom details, including the Vendor, Invoice Number, and PO Number are to track any third-party information. Only vendors with the Service Classification will be included in the drop-down list. Cost totals from Completed Work Orders will be applied to the vendor for reporting purposes.

2: Custom Fields

This section will only show up if you have added Custom Work Order Fields. Custom Fields can be set as required on any individual Custom Field in Account Settings.

3: Issues

The Issues section of the new Work Order shows all Issues associated with the selected vehicle. If the Work Order will resolve one or more Issues for the vehicle, select them from the list. If you need to add an Issue that isn't on the list, select + Add Issue, fill in the Issue details, and select Save.

You can also link Issues to Service Tasks in the Line Items section of the Work Order.

4: Vehicle Warranty Coverage

If you have the Warranty Coverage module, you may view the number of active, expiring soon, and total warranties for the vehicle. Click the View All button to view specific details on each warranty.

5: Line Items

The Line Items section is where you can link and track labor, parts, Service Reminders, and Service Tasks.

Add all relevant line items and costs, and confirm Maintenance Categorization. If you add a Customer Service Task to the Work Order, Fleetio will provide a best match recommendation if there is one available. If you would like to move forward with accepting the recommendation, click the Apply button.

Fleetio will automatically calculate all costs together, along with any discounts and the tax (taxes default to the rates set in your Account Settings, but you can adjust it in the Work Order).

TIP: For a more comprehensive article about the Line Items section, check out the Work Order Line Items article.

6: Confirm Warranty Opportunities

Vehicle Warranty Opportunities

If the vehicle has an active warranty that covers the service being performed (based on the selected Maintenance Categorization codes) you'll be shown the warranty opportunities.

Enter the Complaint, Cause, and Correction information. These are required for warranty claim processing.

Part Warranty Opportunities

If the part being replaced has an active warranty, you will be asked to confirm that you are replacing that part.

You'll see details of the part being replaced, including its warranty coverage (a), install date (b), and a link to the previous Work Order (c) when that part was installed.

Click the checkbox (d) for any previously installed, warrantied parts being replaced in this Work Order.

7: Attachments/Comments

Upload any relevant documents and/or photos here, such as receipts, a copy of an invoice, warranty paperwork, or photos of vehicle damage. You can also add any relevant comments to the Work Order for other team members to reference.

Once you're done and have looked over the Work Order one more time, select Save Work Order.

Edit or Delete a Completed Work Order

There may come a time when you need to go back and make modifications to a completed Work Order. To edit a Work Order that has already been updated to "Complete," first change the status of that Work Order back to "Open" by selecting the Completed Status button and choosing "Open" from the menu.

Once the Work Order status is set back to "Open," select Edit Work Order.

You can now edit all items on the Work Order. When you're finishing editing, be sure to change the Status field back to "Completed."

Copy a Work Order

You may also have situations where it would be useful and efficient to copy a work order. This saves time, and manual entry effort, and ensures that relevant details are included when the same or similar service is needed.

When you copy a Work Order, Fleetio includes key details, while leaving other fields blank.

Copied data may be adjusted as needed, and the remaining fields may be manually entered for the new Work Order.

Data fields which are INCLUDED with copy:

• Assigned-to Contact
• Vendor
• Labels
• Custom Fields
• Service Tasks
• Labor Line Items
  • Technician
  • Labor Hours
  • Hourly Rate
  • Subtotal
  • Labor Notes
• Part Line Items
  • Part Name
  • Quantity
  • Unit Cost
  • Inventory Adjustment
  • Subtotal
  • Part Notes
• Description
• Discount
• Labor & Parts Markup (if enabled)
• Tax 1 & 2

Data fields which are EXCLUDED from copy:

• Vehicle
• Meter Readings
• Dates
• Work Order Status (the default for NEW Work Orders is applied)
• Invoice Number
• PO Number
• Issues (these are vehicle-specific)
• Attachments (Photos/Documents)
• Comments

To copy a Work Order, click Service > Work Orders on the Sidebar Navigation then follow the steps below.

1. Locate the Work Order to copy and click More Actions, then Make a Copy.

2. The New Work Order entry form launches.
3. Select the Vehicle for the new Work Order, complete any desired fields, and make changes to any copied data if needed.

4. When you're finished, click the Save Work Order button