Work Order (Quotes) Usage (Creating, Editing, Voiding, and more)


Introduction

The easiest and quickest way to begin a work order is to actually generate a quote for a customer. This allows you to include squawks that you have pre-populated, thus reducing the need for duplicate data entry. Alternatively, you can begin a new work order by accessing the View Work Orders button via the client's aircraft as described here.

{info} Work Orders may only be edited from the Quote mode. Consider the Work Order view as a place for reviewing the work order while you do work on the airplane. This is to prevent accidental changes to the work order which could change the pricing to the customer.

Lifecycle

Work Orders have a lifecycle in our system that begins in Quote Mode (or Open), whereby everything in a work order is editable (except for discrepancies that are intentionally locked). It is during this mode that the shop would develop the work order and present items to the customer for approval or discussion (our system lets you do that automatically, giving your customer a nice interface to interact with your quote!). The steps are as follows:

1) Make a quote for the customer (using the methods described below)
2) Add all appropriate squawks to the quote. Access your discrepancies/squawks here from the quote page:

3) Click Triage All Open Tasks when you are done adding your squawks:

4) Back at the quote table, you can now send off the quote for review:

5) The customer will get to review your quote without needing to be logged in!

6) Now it's time to get wrenching! Your mechanic can clock in using the Time Keeper and use the Mechanic Activity to begin working on the discrepancies (hint - if you need to assign your mechanic, you can do so from the Work Order page which you can access from the client aircraft page and then clicking View Work Orders):

Notice that after the mechanic logs in, the system tracks their time and even counts down how much they have left to complete their given task!

7) Once the work is done, have your admin go back into the work order (again, accessible form the client aircraft page), and finalize each discrepancy, or click Post All to Invoice which will loop through and finalize all of them for you. Either method you choose, Post All to Invoice will finalize and lock the work order.

And/or Post all To Invoice:

8) That's it! You can now visit the invoice and bill your customer accordingly. Coming soon - the ability to charge your customer directly via our platform! Note: Printing your invoices to PDF is currently under development.
9) Don't forget the maintenance entry! Read more about that here.

Quotes

Quotes are defined as open work orders that have open discrepancies having a Status with a Life Cycle Stage of "Quotation". This means that an open work order could exist as both a "Quote" and a "Work Order". The reason for this is to give flexibility to both the user and the admin. An admin, at any time, could add additional discrepancies to a work order and allow customers to accept or deny them. This prevents having to worry about creating another quote, pushing that quote to a work order, etc.

If an open work order contains any non-void discrepancies with any of these statuses, a quote will appear on the quotes page:

Status Description Life Cycle Stage
Pending Awaiting initial customer response... Changes cannot be made. Quotation
Modified Discrepancy description has changed. Requires customer approval Quotation
Discuss Customer has neither approved nor denied the discrepancy. Likely provided communications. Quotation
Open Discrepancy is not part of a work order and is not part of a quote... can be modified. Quotation
Triaged Discrepancy is in staging and awaiting to be sent for customer approval Quotation

Starting Without Quotes

Once you are on the View Quotes page for the aircraft you wish to work on...


...simply click New and fill in all the applicable information:


{info} The only required field you need to make a new work order or quote is the Start Date!

Starting With Quotes

From the client's aircraft page, click Generate Quote:


If you have previously set up squawks (which you should do prior to this), you will be able to select any number you like for this work order. Here's an example of an aircraft that had work done for two of the squawks we set up:

Work Order and Discrepancies/Squawks

From step 2 above, you can view the discrepancies (or sometimes called squawks) associated with your quote or work order. Note: Working from the quote will provide you with the most flexibility for setting up discrepancies for mechanics to then work on.

Within this section, you have a plethora of options and tools at your resource. We will touch on them, at least from a high level, here.

1) At the top of the section you have tabs you can pick from.
From the Quotes:

From the Work Orders:

Discrepancies/Squawks

We will start with the first one, Discrepancies. Remember, a Work Order is made up of unlimited Discrepancies, so we are going granular first.

This is the main view of your discrepancies. From here, you can click on a row and edit the discrepancy using the Edit button at the top, and if you click the green plus icon, you have access to all the underlying items that can comprise a discrepancy including: Labor, Parts, Services, and Sublets, Checklist Items, Tools Used, Document Upload, and Communications. Click each collapsed card header to open and expand the section:

Labor

  • Within the Labor tab you can manually add labor hours and view and edit labor hours which are created as a result of the Mechanic Time Clock.

Parts, Services, and Sublets

  • Within the Parts, Services, and Sublets, you can add parts and services relevant to this discrepancy. Once those items are added, you can then create a Sublet Order and attach any number of the parts and services that are apart of the discrepancy to said Sublet Order. This is great in the event you want to install part that needs to first be sent out for overhaul. In this example, we have set up a part which has been sent out (and returned back) via a Sublet Order. If we wanted to, we can edit information about the Sublet Order by clicking Edit Sublet Order, or we can edit information about the part(s) returned back from the vendor via Edit Part Sublet Info:

Checklist Items

  • Within the Checklist Items we may add and complete checklist task items. Any of them can be marked as required for the discrepancy to be considered complete.

Tools Used

  • Within the Tools Used you can add the tools you have used to complete this discrepancy! This is highly recommended and a great way to be able to prove to a governing body that the tool you used was calibrated at the time of using it.

Document Upload

  • Within Document Upload you can add and view documents/images you want to upload as part of doing this discrepancy.

Communications

  • Within Communications you can create and review communications between different shop team members regarding this discrepancy.

    {success} Remember! All of these (except for Communications and Tools since those have to be added at the time of the discrepancy) can be pre-populated using the Squawks & Templates!

Work Order Communications

Moving onto work order level communications...


You can use this section to communicate with your team members on a work order level (which is one level higher than an individual discrepancy).

Miscellaneous Communications

Next up are miscellaneous costs associated with your work order. For instance, gas:

Work Order Documents

Next up are work order level documents/images you wish to associate with the work order:

All Discrepancy Documents

Finally, at least on the Quote level, we have discrepancy level documents/images you have associated/uploaded already. This table is read only and is designed to help you see, from a high level, all the documents you have for each discrepancy (so you don't have to loop through each one manually):

Maintenance Records

If you are on the Work Order mode you will have one last tab which is Maintenance Records. You can use the system to automatically generate a maintenance record for you:
First, associate a logbook(s) to each discrepancy:

Next, select each discrepancy you wish to add to your maintenance record (Hold the control key to select multiple) and click Generate MX Entry:

Now you will have automatically made your maintenance entry which you may then view in the Maintenance Records tab. You can electronically sign it right from there to make it official. Learn more about how to get your electronic signature setup here. In this example, we used the system to generate a maintenance entry for us and then clicked the blue POST button to make it visible to the client. Next, we can E-Sign it!

{success}You can even update the tracking items for the aircraft, which is highly recommended because the system will then more intelligently suggest discrepancies for the next time you generate a quote for this aircraft when it comes back into your shop! You can read all about tracking items here.

Made with in Carrboro, NC PLANELOGIX Version 1.6.8