You can add services and products when creating a work order or to an existing one. In both cases, the first step is to create or open a work order and navigate to the Services and Products tab.
Please note that in work order to add products and services to a work order, an employee must have the appropriate rights "Can add products" and "Can add services" enabled on the Settings > Employees > Roles page. Read more about access rights in the order in this article.
Next, you need to do the following:
Step 1. Assign a person to do the work.
The employee you assigned to this work order in the General info tab will be specified at the top in the Technician field. This means that those services and products will be added to the work order under this employee and that the commission will be calculated for them if the corresponding calculation rule is applied.
You can always change the technician. However, the one displayed in the General info tab remains a responsible employee for this work order. Here's the thing: printed documents display only responsible technicians, not the ones performing services in the work order.
RO App also enables you to assign multiple technicians to the same work order. Just go to the Services and products tab and specify an employee in the Technician field before adding services / parts.
If more than one specialist performs the same service, add it separately for each specialist. Then, in each line, indicate which part of the service is performed by a particular specialist.
For example, I added the service “iPhone Software Reset” twice: once with David, and once with Amelie. Next, I indicated what share of the work is performed by each of them: David - 0.5, Amelie - 0.5.
Step 2. Add services / labors to the work order.
There are several ways to add services / labors to the work order.
Creating new service
In the “Service, labor or product” field, enter the name of the service, click the “New service” button, and select the option that suits you:
Add as a custom service — this job or service will be displayed in black text and will be available only within the current work orders.
Next, fill in the required details (name, quantity, cost, price, etc.) and save the service—it will be added to the work order immediately.
This option is controlled by the “Can add custom services outside Catalog” permission in the Work Orders permission group.
Save to catalog — the job or service will be added to the catalog and become available for future use.
A window for creating a new service will open—fill in the required fields (name, unit of measurement, duration, cost, etc.) and click Create.
The created service will automatically be added to the work order with a quantity of 1, which can be changed if necessary.
This feature is controlled by the “Can create labors, services and their categories” permission in the My Company permissions group.
Adding services from the Services list
To get started, you must first add services and labors to the main list on the My company > Services page and set their prices.
Next, find the service you need in the Service, labor, or product field. There are several options to do this:
Press the arrow icon in the Service, labor, or product field to open a dropdown list of services you can select services from
You can also search services by name (enter 3 or more characters)
You can enter the services barcodes, if you use barcodes for services and labors
Please note that you can customize the search, i.e., search for all items or for services and products individually.
Click the gear icon to configure whether the list should be pinned or a sound signal should be played after adding a service. If you do not want the list to close after adding a service, you can leave the list open by enabling the corresponding checkbox.
How to edit and delete services and labors in a work order
1. Click on the "(...)" icon next to the name to add a comment to a specific labor item.
2. Hover over the shield icon to view the warranty period for a specific service.
3. Double-click on the service name, or click on the pencil icon to change the cost, discount, warranty period, or technician.
4. Double-click on a price or quantity to change it.
Note that the quantity can be a number and a fractional number.
For instance, you do an unusual service that takes 1.5 times more effort and time than usual. Set the service quantity to 1.5 and the service cost will change respectively.
Hover over the Price field to view the Cost.
If the service has a discount or taxes, you will see this information in the Price column.
4. To delete the service, double-click the line with the service or click the trash can icon.
Step 3. Add products to the work order.
There are several ways to add parts to the work order.
Option 1. Add products from the inventory
To get started, you must first post products to a warehouse on the Inventory > Posting page.
Next, find a product in the Service, labor, or product field. You can do this in several ways:
click on the arrow to open the main list and select a product from the category
search by name, code, article, barcode, or serial number of the product (the search runs from 3 characters)
scan the product barcode or serial number if you use barcodes and serial accounting for products
Please note that you can customize the search, i. e., search for all items or for services and products individually.
Click the gear icon to set up a search among warehouses, pin the list, and play a sound signal after adding an item.
By default, products are searched among the warehouses of the current location and company warehouses. If you want to search in the warehouses of all locations, check the "Search products in all locations" box.
If you do not want the list to close after adding a service, you can leave the list open by enabling the corresponding checkbox.
Enter the quantity of the product or select a serial number (for serialized products). If necessary, change the price, discount, or warranty, and click Save.
Remember: The system automatically writes off selected products from your inventory.
In addition, the product review dialog displays a list of purchase orders to which this product has been added. Documents in all statuses are shown here, except for the “Closed” and “Closed unsuccessfully” groups. You can also view the quantity of the ordered product, the expected delivery date, and the delivery warehouse (if this information is specified in the purchase order).
Also you can reserve products in warehouses specifically for this order to ensure their availability for the client if you are unable to add them to the order immediately. This can be done both with products in stock and with those that are not in stock.
Option 2. Add products without writing them off from the warehouse to a work order
Use this method if you currently have an insufficient amount of products in stock or if the item has a zero stock level. You can add a product immediately and write it off later when it is available in the right quantity.
First, you need to check if this option is enabled in the role settings.
If the "Add products without inventory deduction" option is enabled in the settings, you can specify a higher value in the "Quantity" field than in the field for writing off from the warehouse.
For instance, you need to add 3 items to a work order, but currently, there is only 1 such item in the warehouse. Therefore, you can add 3 items and write off only 1.
If a work order contains more items that were added or written off, the work order is considered incomplete. Such work orders and items are marked with the corresponding icon. In the work order table, you will see a badge for incomplete work orders.
Once the products you need are in stock, you can go to the product's edit window and write off the required quantity.
Please note that you cannot move a work order to the done or closed status if there is at least one incomplete product in the work order. That is, you need to either write off the number of items added from the warehouse or change the number of added products to equal the number of written-off items.
Option 3. Add products that are not in the RO App system
In the “Service, labor or product” field, enter the product name, click “New product,” and select the option that suits you:
Add as a custom product — such a product will be marked in black font and will be available only within the current work orders.
Next, fill in the required details (name, quantity, cost, price, etc.) and save the product—it will be added to the work order immediately.
This option is controlled by the “Can add custom products outside Catalog” permission in the Work Orders permissions group.
Important: If you add a product this way, the product information will only be taken into account when calculating payroll and profit from work orders. This is because the product has not been posted to inventory, so it is not possible to keep inventory records for it.
Save to Catalog — the product will be added to the catalog and will be available for future use.
A window for creating a new product will open—fill in the required fields (name, unit of measurement, category, etc.) and click Create.
This will open a window for adding the product to the work order, where you can specify the quantity, price, and other details. Save the entered data, and the product will be added to the work order.
This feature is controlled by the “Can create new products” permission in the My Company permissions group.
Edit and delete products added to a work order
1. Add a comment to a specific product by clicking the (...) icon.
2. Hover over the shield icon to view the warranty period.
3. Double-click on the product name or click on the pencil icon to change the quantity, unit price, discount, warranty period, or technician.
4. Double-click on a price or quantity to change it.
Note that the quantity can be a number and a fractional number.
4. Hover over the Price field to view the Cost. If the product has a discount or taxes, you will see this information in the Price column.
5. To delete a product, double-click on the line or click on the trash can icon.
Please note that when deleting a product that was added from the warehouse, you need to select the warehouse to which you want to return it. By default, the warehouse from which the product was added will be set here, if it is visible to the user.
Note: to return products to the warehouse, the warehouse access settings must include the "Return" permission in the Incoming Operations section.
Sort Services and Products in the Table
You can sort products and services added to a work order. By default, items are sorted in the order of adding (at the top is what was added first, at the bottom is what was added last).
If necessary, you can click on the column with the name, quantity, price, or amount to sort the services and products by these parameters in ascending or descending order.
Step 4. Set a discount for all work order items if needed.
To do so, click the Total discount and enter a discount value or percent.
RO App allows you to choose between a Company discount or a Discount option. The system uses a value from the Settings > Prices and discounts page by default.
The calculation of employees' salaries depends on the type of discount (from the full amount or from the amount including the discount). Read more about it in this article.
You can see the Estimated profit while adding services and materials to the work order. Using this, you can adjust the size of the discount for the client to avoid a negative profit on the work order.
Estimated profit is calculated according to the formula: Work Order Total — Total cost of Service and Products.
Note, that the estimated profit does not include possible employee salary.
The display of estimated profit is regulated by the right “Can see estimated profit" in the role settings.
Please note that non-serial products are written off from the inventory using the FIFO (First In, First Out) method, and products with an expiration date are written off using the FEFO (First Expire, First Out) method. If products are written off from several batches at the same time, the average cost, used in the profit estimate, is calculated on the basis of all units from these batches.
For example, we have two batches of Power Bank products:
Batch 1: 1 unit × 200 (cost) = €200 (batch received earlier)
Batch 2: 2 units × 100 (cost) = €200
Total in inventory:
1 + 2 = 3 units
Total cost price: 200 + 200 = €400
The cost price per unit is calculated as the average: 400 / 3 = 133.33 €
We add 2 Power Banks to the order. Their total cost price: 133.33 × 2 = 266.66 €
Therefore, in the estimated profit of the order, 2 Power Banks will be taken into account with a total cost price of 266.66 €.
Estimated profit is not displayed in closed work orders, that is, in work orders with the statuses of the Closed and Dropped off groups. After closing the work order, you can generate the Work Orders Profit Report and see the final profit, including the employee's salary.
Step 5. Fill in the Technician notes and Client recommendations fields.
Later, you can display this information in your printed documents or notifications for your employees or clients. If necessary, you can display information from the “Client recommendations” field on order/estimate public page.
For each product or service, you can add a comment in inline edit mode or while editing an item by clicking the pencil icon. When adding a comment, you must select the comment type—public or private.
A private comment is displayed only within the system and is available for internal use. A public comment can be included in printed documents using the appropriate variables and is also displayed on the public page.
Step 6. Click the Save button.
That's it. Now you know, how to add services and parts to your work orders👍
And in this article, you can learn all about closing work orders in RO App.
