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 always created. If you do not create any new work orders, all costs/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 work a lot with service jobs, where the jobs do not take more than a few hours or a day, you can set up the jobs as work orders instead of new projects. In that case, you have a collection project for that type of job, see the example below.
To create a new work order, click on the add + button or the ‘Insert workorder’ button.
This box will then appear where you fill in information about the work order:
WO No
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Work order number, filled in automatically if you leave the field blank
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Description
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Name of the work order
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Description of work
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Description of what is to be done, the text is visible in the mobile and can be selected if you want to include on invoice/reports sent from Next Project
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Customer
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Will automatically be the same as on the project but can be changed
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Customer representative
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Will automatically be the same as on the project but can be changed
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Customer ref No
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Filled in if the customer wants any special labelling on the invoice. Will automatically be the same as on the project but can be changed
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Street adress, City
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Street address, city for the job
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Production start date
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Start date of the work order
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Production start time
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Start time of the work order
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Status
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Indicates which phase the work order is currently in
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Activity
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Choose an activity (can be created in Admin > Accounting > Activity)
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Location
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Choose a location (can be created in Admin > Accounting > Location)
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Form of compensation
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Will automatically be the same as on the project but can be changed
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Responsible serviceman
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Specify whether there should be a responsible serviceman for the work order, read more about the function in the section below.
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Responsible supervisor
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Specify if there should be a responsible supervisor for the work order, read more about the function in the section below.
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Order date
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The order date of the work order, automatically becomes today's date but can be changed
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Invoice template
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Select an Invoice template (can be created in Admin > Accounting > Invoice template)
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Work pool
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Specify if there should be a responsible labour pool for the work order, read more about the function in the section below.
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Reminder
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Tick if you want to use the reminder function for work orders, to read more about it click here.
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Include on offer
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Ticked if you want to include the work order to the Tenders/Contracts created in Next Project.
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Assigning work orders
It is possible to distribute work orders to a responsible serviceman, supervisor or to a labour pool. It is possible to distribute a work order directly at the time of creation, as well as to modify it and insert it afterwards.
- Responsible serviceman: Assigns the work order to one person.
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Responsible supervisor: The work order Supervisor role is automatically assigned to the same person who is specified as ‘Supervisor’ on the project. However, this can be adjusted or deleted.
- Work pool: If you distribute a work order to a work pool, the work order will be visible to all people in the work pool. It is then possible for the people in the work pool to designate themselves as the responsible serviceman. The groups to which a work order can be assigned can be found in Admin > Users/Permissions> Groups/Permissions in the Groups/Teams section. You can add new groups in the view on the left and select group members in the view on the right.
To assign or modify a work order that has already been created, you can do so in the respective field of the work order:
Find work orders on Mobile
The person who has been assigned a work order will automatically get the work order via the ‘Work orders’ tab in Next Mobile. Under the ‘All’ tab you will see all work orders that you have been assigned as a responsible serviceman or responsible supervisor, under the ‘Pool’ tab you will see all work orders that you have been assigned in a work pool you are a member of.
Filter and track work orders
If you work with work orders in projects, it can be useful to be able to filter information about them, for example to find out what you can invoice or do other kinds of follow-up. To filter information, follow these steps:
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Click on the filter function and fill in what you want to sort out in the green field under the column headings.
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Specify which work orders you want to filter out. In the example below, we filter which work orders are either Completed or Ongoing and not invoiced yet.
If we scroll a little to the right, we see information about the booked costs on each work order, as well as earned revenue and earned but not invoiced revenue, i.e. what is invoiceable at the moment.