This article explains how to create, configure, and manage Work Orders in Next Project, including the available fields and settings within the work order form. It also covers how to assign work orders to responsible servicemen, supervisors, or labor pools, and provides guidance on filtering and following up on work orders throughout their lifecycle.
How to create, distribute, filter and follow up on Work Orders in Next Project
Creating Work Orders
When you create a new project, a work order called Scope of Work is created automatically. If you don't add any additional work orders, all costs and income will go directly to the basic commitment.
You can add more work orders to a project to split costs between different work steps — see the example below.
If you regularly work with service jobs that only take a few hours or a day, you can set those jobs up as work orders instead of creating separate projects. In that case, you'd use a collection project for that type of job — see the example below.
To create a new work order, click the add + button or the Insert workorder button.
A form will appear where you can fill in the details of your work order:
WO No |
Work order number — filled in automatically if you leave the field blank. |
Description |
Name of the work order. |
Description of work |
A description of what needs to be done. This text is visible in the mobile app and can be included on invoices and reports sent from Next Project. |
Customer |
Automatically set to the same customer as the project, but you can change it. |
Customer representative |
Automatically set to the same representative as the project, but you can change it. |
Customer ref No |
Fill this in if your customer needs a special label on the invoice. Automatically set to match the project, but you can change it. |
Street address, City |
The street address and city where the work will take place. |
Production start date |
The start date of the work order. |
Production start time |
The start time of the work order. |
Status |
Indicates which phase the work order is currently in. |
Activity |
Choose an activity (can be created in Admin > Accounting > Activity). |
Location |
Choose a location (can be created in Admin > Accounting > Location). |
Form of compensation |
Automatically set to match the project, but you can change it. |
Responsible serviceman |
Specify whether there should be a responsible serviceman for the work order. Read more about this in the section below. |
Responsible supervisor |
Specify whether there should be a responsible supervisor for the work order. Read more about this in the section below. |
Order date |
The order date of the work order — defaults to today's date, but you can change it. |
Invoice template |
Select an invoice template (can be created in Admin > Accounting > Invoice template). |
Work pool |
Specify whether there should be a responsible labour pool for the work order. Read more about this in the section below. |
Reminder |
Check this box if you want to use the reminder function for work orders. Click the link to read more about it. |
Include on offer |
Check this box if you want to include the work order in Tenders/Contracts created in Next Project. |
Assigning Work Orders
You can distribute a work order to a responsible serviceman, a supervisor, or a labour pool. You can do this either when you first create the work order or go back and modify it afterwards.
Responsible serviceman: Assigns the work order to one specific person.
Responsible supervisor: The work order supervisor role is automatically assigned to whoever is listed as the supervisor on the project. However, this can be adjusted or removed.
Work pool: If you assign a work order to a work pool, it becomes visible to everyone in that pool. Members of the pool can then designate themselves as the responsible serviceman. The groups available for assignment can be found in Admin > Users/Permissions > Groups/Permissions under the Groups/Teams section. You can add new groups in the left-hand view and select group members in the right-hand view.
To assign or update the assignment on an existing work order, simply update the relevant field directly on the work order:
Finding Work Orders on Mobile
Once a work order has been assigned to you, it will automatically appear in the Work orders tab in Next Mobile. Under the All tab, you'll see all work orders where you've been assigned as a responsible serviceman or responsible supervisor. Under the Pool tab, you'll see all work orders assigned to a work pool that you're a member of.
Filtering and Tracking Work Orders
If you use work orders across your projects, filtering can be a handy way to track what's ready to invoice or to do other kinds of follow-up. Here's how to filter your work orders:
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Click on the filter function and enter what you want to sort by in the green field under the column headings.
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Specify which work orders you want to filter. In the example below, the filter is set to show work orders that are either Completed or Ongoing and not yet invoiced.
If you scroll to the right, you'll see information about the booked costs on each work order, as well as earned revenue and earned but not yet invoiced revenue — in other words, what's currently invoiceable.
