This article serves as a practice assignment guide for creating and managing projects, work orders, and related workflows within the system. It walks readers through key tasks including setting up projects, creating and distributing work orders, reporting time via mobile devices, reviewing and approving hours, and generating invoices. The exercises cover both project-based and service-based scenarios to provide hands-on familiarity with core functionality.
Create Project
- In the project tree, select the folder or project you want to create your new project under, then click the Add (+) button above the project information. Note that the project card should be empty before you fill in any details.
- Enter your project details and save. The Save button (the floppy-disk icon) turns blue whenever there are unsaved changes — click it to save, and it will turn back to grey.
- Make sure the project is given a status that is accessible from Mobile.
Create Work Order
Work order as a step/sub-activity in the project
- Create one or more work orders and enter the relevant information.
- Add an item/order line with a calculated number of hours so you can compare it with booked hours per step or activity.
Work orders for service tasks
- Create a work order and enter the relevant information about the customer, workplace address, and so on.
- Distribute the order to field staff using one or more of the following options:
- Responsible serviceman
- Responsible supervisor
- Pool (to a group)
- Alternatively, distribute the order to multiple people via the Planning module, in the Resource planning tab.
- Set a status that is accessible from Mobile.
- Add a checklist in the Checklist sub-tab.
- Add a photo or document relevant to the work to be performed.
- Add a supplier and contact person in the Suppliers sub-tab.
Reports
You can preview Work Order reports by clicking the PDF icon button.
Report time from a mobile device
Reporting time via the Time menu option (generally used for projects)
- Report on a Work Order:
- Report attendance time (normal time) and add items from a favourite list or a price list.
- Take a photo and upload it to the work order.
- Report comp or overtime.
- Report attendance time (normal time) on a Variation Order.
- Report back absence time.
- Review your reported time in the calendar view and via the daily report, and make any necessary corrections.
Reporting time via the Work Order menu option (generally used for service)
- Open your work order and change the status to ongoing.
- Report quantities performed and note what has been done.
- Update the checklist if one is available.
- Take a photo and upload it to the work order.
- Change the status to Completed (or similar) when the work is finished.
- Report your worked hours for payment (and possibly for charging the client) via the shortcut to Time in the work order.
Reporting time via the Journal menu option
- Create a journal entry for the current date in the calendar view.
- Report relevant information about work in progress, work done, weather conditions, and so on.
Review and approve reported hours
In the Webapp, you can see how reported hours are presented in the following places:
- The Booked Hours module and its sub-tabs:
- Hours project
- Hours person
- Attest hours and travel
- The Work Order module:
- Sub-tab Booked hours
- The Variation Order module:
- Sub-tab Booked hours
Try out different ways to review and approve reported hours.
Create Invoices
Running costs vs fixed price invoice
Running costs invoices can be created from the Work Order, Variation Order, Journal, and Invoice modules. Typically, Variation Order invoices are created separately from the Variation Order module to distinguish the revenue from the base contract.
Fixed price invoices are best created by using fixed price items and invoicing them from their respective module.
Creating invoices from the Work Order module
- Select one or more work orders with the same customer and create an invoice.
- Try creating the invoice with different settings to see how the content of the invoice is presented.
- Review the invoice preview in the Invoice module.
- Mark the invoice as Ready for invoice.
Creating invoices from the Variation Order module
- Select one or more VOs with the same customer and create an invoice.
- Try creating the invoice with different settings to see how the content of the invoice is presented.
- Review the invoice preview in the Invoice module.
- Mark the invoice as Ready for invoice.
Creating invoices from the Journal module
- Create an invoice for the relevant period.
- Try creating the invoice with different settings to see how the content of the invoice is presented.
- Review the invoice preview in the Invoice module.
- Mark the invoice as Ready for invoice.
Creating invoices from the Payment plan module
- Create an invoice for the relevant period.
- Select which additional information to display on the invoice.
- Review the invoice preview in the Invoice module.
- Mark the invoice as Ready for invoice.
Creating invoices from the Invoice module
- Create an invoice in the Invoice module.
- Try creating the invoice with different settings to see how the content of the invoice is presented.
- Review the invoice preview.
- Mark the invoice as Ready for invoice.
Review invoices from a formal/financial perspective
This is dependent on your role and permissions.
- Review and, if necessary, correct the invoice data from a formal/financial perspective, for example:
- Customer information
- Information on construction (Tax reduction)
- Revenue accounting
- Also review the invoice preview.
In live operation, the invoice "draft" is converted into an actual invoice when the invoice is locked and has been given an external invoice number. It can then be sent to the customer.
Follow up projects
On the Project card
- Follow up the overall progress of your project in the KPI and invoicing box on the project card:
- Currently booked compared to budget (and, if relevant, forecast).
In the Project overview module
- Follow up on how costs and revenues are distributed between the base contract and variation orders, for example.
- Try different parameters such as:
- Filter by period
- Show/hide columns
- Move columns
- Filter the content in specific columns
- Export to Excel (.xlsx)
- Create favourite filters
In each module
- Follow up on a more detailed level in each module, for example:
- Booked cost/revenue
- Variation order
- Booked hours
- Try different parameters such as:
- Show/hide columns
- Move columns
- Filter the content in specific columns
- Export to Excel (.xlsx)
- Create favourite filters
Create Deviations
In the Deviation module:
- Create a new Deviation.
- Enter as much information as possible on the Deviation.
- Add a document to the Deviation.
- Preview the Deviation report.
- Email the Deviation to yourself.
- Create a Variation Order directly from your deviation in the Deviation module:
- Review and, if necessary, complete your Variation Order in the Variation order module.
Create a Variation Order
In the Variation order module:
Fixed price Variation Order
- Create a Variation Order with the Form of compensation set to Fixed price. Add a priced item for later invoicing.
Running costs Variation Order
- Create a Variation Order with the Form of compensation set to Running costs. Once reporting has been done on the VO, it can be invoiced in parts or as a whole.
Reports
- Preview the Variation Order reports.
Create a Journal
In the Journal module
- Create a journal entry for your project.
- Enter as much information as possible.
- Add a document to the journal entry.
- Preview the journal entry report.
- Email the journal entry to yourself.
In the Journal menu option in Mobile
- Refer to the article How to Report Time in Next Mobile.