Administrative [Monthly] Work Orders: Create, Edit, Renew (Copy) and Complete

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What's the purpose of [monthly] administrative work orders?

What is the best way to manage my administrative work orders?

How do I create an administrative work order?

How do I edit or add/remove technicians to an administrative work order?

How do I renew [copy] an administrative work order?

How do I complete and close an administrative work order?

Can I view completed administrative work orders?

Purpose

The primary objective of [monthly] administrative work orders is to facilitate the management and tracking of non-billable hours. These administrative work orders can be assigned to one or multiple technicians and are visible on both the dispatch board and in the history in HQ. Within the Service app, technicians can select from their assigned administrative work orders to allocate their non-billable time with the option to add a comment as to what they are doing.

Best Practice

It is advisable to close administrative [monthly] work orders on a monthly basis. This practice enhances your ability to effectively allocate 'non-billable' time, enabling a comprehensive assessment of processes to identify opportunities for minimizing non-billable time.

Create Administrative Work Order

To create an Administrative work order, follow these steps:

1. In HQ, go to Admin>Administrative Work Orders, then click the '+' sign. Enter the required data and select the respective technicians that should be able to apply time to this work order.
   1. Work Order Number - This can be a combination of letters and numbers. This is only viewable in HQ. Note: If integrating with Tinnacity and syncing daily work hours to your business system, (1) Create the administrative work order in HQ first. (2) Then, create the corresponding work order in your business system. (3) Copy the work order number from Minitrac and replace the administrative work order number in HQ. (4) Finally, select the ‘Synchronization’ checkbox to sync the work order hours.
   2. Work Order Type - By default this is set to "Administrative".
   3. Alias - This represents the label that will be displayed as a button for technicians to choose the corresponding administrative work order.
   4. Color - This represents the color of the label that will be displayed as a button for the technicians to choose the corresponding administrative work order.
   5. Bill To Customer/Location- Select Bill To Customer and Location. Typically, this is your company Bill To & Location.
   6. Description-Enter a description, this is visible to the technician.
   7. Select the respective technicians or click [Select All] to assign all technicians to the work order. NOTE: The Primary Technician is automatically populated with the initial technician chosen, but it doesn't apply to administrative work orders, as technicians are unable to finalize and complete administrative work orders.
   8. Click [Save].

Edit Administrative Work Order

Editing an Administrative work order also allows you to add/remove assigned technicians. To edit an Administrative work order, follow these steps:

1. In HQ, go to Admin>Administrative Work Orders, then click the adjacent three dots and select [Edit].

   

   
   

2. Make any necessary edits within the fields provided, then click [Save].

   

Renew (copy) an Administrative Work Order

As mentioned previously in this document, it is recommended to close/complete these work orders on a monthly basis, but if this is a recurring monthly administrative work order, it is recommended to duplicate the current month's entry before proceeding with its closure.

To copy an administrative work order, follow the below steps:

1. In HQ, go to Admin>Administrative Work Orders. Locate the respective work order then click the three dots adjacent to the Administrative Work Order> click "Copy". TIP: Use the search filter at the top of the screen to narrow down the list of Administrative Work Orders

   

2. By design, all fields except the 'Work Order Number' field are populated with the exact data. Enter the new Work Order Number and updated description. TIP: For consistency, it's advisable to maintain the Alias and Color in sync with what your technicians are already accustomed to, ensuring familiarity with the label/button name and color. Click [Save].

   

Complete an Administrative Work Order

Before completing a monthly work order it is recommended that you review the 'Renew (copy) Administrative Work Order section first.

Completing administrative work orders on a monthly basis helps you to manage these work orders and control what is visible to the technicians. To complete an administrative work order, follow these steps:

1. In HQ, go to Admin>Administrative Work Orders. Locate the respective work order, click the three dots adjacent to the work order and then click [Complete]. NOTE: This does not 'hard' delete the administrative work order, it simply removes them from the administrative work order list and the assigned technicians will no longer be able to select them.

   

   
   

2. Click [Complete] to close and complete the administrative work order.

   

View Completed Administrative Work Orders

Completing administrative work orders does not 'hard' delete the administrative work order, it simply removes the technicians from the work order list and the assigned technicians will no longer be able to apply time to it.

To view completed administrative work orders, in HQ go to Service>History. From the Work Order Type filter, select 'Administrative'.

Upon selecting a completed work order you can view Labor/Travel entry totals and Activity for the Administrative Work Order by scrolling to the bottom of the work order details screen and clicking on the Labor/Travel/Activity tabs.