Aptora Mobile II – Using Work Orders

By |2021-07-26T09:49:17-05:00March 26th, 2018|Comments Off on Aptora Mobile II – Using Work Orders

Introduction

One of the more important elements of Aptora Mobile to the field service technician is Work Orders and its related features. Aptora Mobile gives users all the control they need when working with their Work Orders.

Work Orders can be both viewed and edited. Additionally, users can print, email, capture signatures, and create Invoices from their Work Orders.

The following are some of the elements of a Work Order that Aptora Mobile users can view:

  • Descriptions

  • Customer Contact Information (Name, Phone Number, Address, etc.)

  • Service Agreements

  • Directions

  • Notes

  • Items

  • Equipment

  • User-Defined Fields

  • Status

  • And More

  • In addition, Aptora Mobile users with Edit permissions can also modify many elements of a saved Work Order including:

  • Description

  • Start Date/Time

  • Duration

  • Directions

  • Notes

  • Items

  • Equipment

  • User-Defined Fields

  • And More

Form Access

  • From the Dashboard, click My Work Orders

  • From the Dashboard, click More | Lists | Work Orders.

The quickest way to access Work Orders within Aptora Mobile is from the Dashboard. You can quickly access the Dashboard from any screen by clicking the “Home” button located at the bottom of the screen.  Once you’re back on the Dashboard, accessing your Work Orders is as simply as clicking the “My Work Orders” menu option and selecting a Work Order from the list.

Optionally, any user with permissions can access Work Orders from the Work Orders List. To access this list from the Dashboard, click More, then Lists, and finally, Work Orders.

Usage

Icons

With a Work Order open you will immediately notice basic information displayed at the top with several expandable tabs below to view other information. At the top-right of the screen you will see several important icons for use with your Work Orders. From left to right, these are as follows:

Signature Capture: Capture a digital copy of a customer’s signature for the Work Order.
Email Work Order: Send the Work Order as an Email. Email setup required.
Print Work Order: Open the Work Order in a print-friendly format.
Create Invoice: Create an Invoice from the Work Order.*
Work Order Settings: Quick Access to Work Order settings.

Editing a Work Order

Editing a Work Order is necessary to perform several key tasks that are commonly done when dealing with Work Orders such as modifying the description, noted, and directions. In addition, editing the Work Order is what allows you to manage the status of the Work Order (e.g. En Route, Working, Dispatched, etc.) and is necessary to mark the Work Order as “Completed”.

With a Work Order open, click the “Edit” button located in the top-right of the screen (above the icons) to put the Work Order in edit mode.

The Work Order status is conveniently located at the top of the form.  Simply click the “Status” field and change it to the appropriate status.

You may also modify several other key elements such as Items, Start Time, and Duration. To do so, expand each respective section and make changes as necessary.

Once you are finished making your changes, click the “Save” button at the top-right of the screen.

Creating an Invoice from a Work Order

When a Work Order has been completed, a signature has been obtained, and it’s time to Invoice the Work Order, doing so is as simple as pressing two buttons.

When you are ready, open your Work Order and click the “Create Invoice” icon.

A prompt will appear asking if you would like to create an invoice on the current work order?” Click “Submit” to confirm your request.

The correct Customer:Job, address information, items, department, etc., will be automatically added to the Mobile Invoice that is generated. For information on how to edit invoices, please see the sections on Invoices.

Mobile Invoices will appear in a special list in Total Office Manager for you’re A/R specialist to confirm and submit as a regular invoice for billing.

Approving Mobile Invoices in Total Office Manager

Invoices created in Aptora Mobile will be designated in Total Office Manager as a new type called Mobile Invoice. Mobile Invoices and payments accepted in Aptora Mobile do not directly affect Accounts Receivable (A/R), Income, COGS, or other accounts.

Mobile Invoices must first be approved and converted into a standard Invoice in Total Office Manager. All Invoice validation remains the same, including preferences such as those requiring a Salesman, Department, or Sales Tax Item.

  • To approve a Mobile Invoice, simply open the Mobile Invoice in Total Office and save it.

  • You may make changes to this Invoice as you would any normal Invoice.

Once a Mobile Invoice has been approved all financial accounts (A/R, Income, COGS, etc.) will be affected as usual.

An Invoice that was created from Aptora Mobile will always have the “Mobile Invoice” in the security stamp at the bottom left of the form.

For additional information on Invoices, Invoice Preferences, and Security Stamps, please see the related topics in our Total Office Manager Help System.

Signature Capture

Aptora Mobile users can make use of the Signature Capture feature to capture an image of a customer’s signature for use when signing off on Work Orders, Invoices, or Payments.

Simply click the “Signature Capture” icon for the Work Order you wish to capture the signature for and then allow the customer to use your device to write out their signature with their finger or a stylus.

  • Signatures captured in Aptora Mobile can be viewed on and used on printed Invoices in Total Office Manager.

To view a captured Invoice signature, open the related Invoice and click Menu | Show Signature. A form will appear displaying the signature if one is available on that Invoice.

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About the Author:

HVAC Electrical Plumbing Software

Aptora delivers a true All-In-One services software solution including CRM, accounting, payroll, inventory, vendors, sales, marketing, dispatch, flat rate pricing, and more. NO 3rd party plugins or integrations required. Created by contractors for contractors, we know what it takes to grow your services-based businesses.

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