The work order feature in Retail POS lets you offer services such as tune-ups, cleaning, or repairs. You can create and track your services, inventory, and staff without leaving Retail POS.

Creating a new work order

To be created, work orders must be associated to a customer. You can link an existing customer, or create a new customer when you make the order.

1. From the main menu, click Service > New Work Order.

2. If the work order is from an existing customer, find them by adding their details and choosing their name from the POSSIBLE MATCHES menu. If they're a new customer, add their details and click Create New Customer.

3. The Status drop down defaults to Open. As the work progresses, you can change this to Estimate, Waiting, Finished, or a custom work order status.
4. Add information about the item being serviced.
   • Use Description, Color, Size, and Serial fields to help identify the item.
   • If needed, you can add images to the work order.
   • If the item is still under warranty, check off Warranty to zero out the cost of services.
   • Save Parts tells your team to keep old parts after a repair.

     

5. If you're assigning a specific employee to the service, choose their name from the Employee drop-down. You can assign employees to specific line items in the service order, or assign one employee to all of them.

   

6. In the Date In and Due fields, select the appropriate dates and times.

   

7. If your customer or staff need more info, leave a receipt note or internal note. You can tap Add time stamp to add your name, the date and time to an internal note.

Adding a serialized item to a work order

If both your customer and the serialized item they'd like serviced already exist in your Retail account, you can attach both to a new work order automatically.

1. From the main menu, click Customers > Customers.

2. From your list of customers, click your customer's name.

3. From the left menu, click the Items section.

4. Click the Edit Serial icon next to the serialized item to be serviced.

5. From the left menu, click the Workorders section.

6. Click + New Work Order on the top right.

Adding items and charges to a work order

To provide information to your staff, you can add inventory items, labor charges, or miscellaneous charges to a work order.

Adding inventory items

1. Search using the Item field. If there is only one match for your search, the item will automatically be added to the order.
2. Otherwise, you'll be automatically brought to a search page. Click Select beside an item to add it to the order.
3. Once the item is added, you can add details to the item and click Save.
4. You can remove an item at any time by clicking the trash icon beside it.

Adding labor charges

1. Click Labor.
2. Fill in the fields under Add Labor Charge. If you've set a labor rate for your store location, you can input the time for the order and the price will be automatically calculated.
3. Click Save.

Override lets you set a flat charge for the entire service if needed.

Adding miscellaneous charges

If you need to add charges in addition to items and labor, you can use the Miscellaneous charge section.

1. Click Misc.
2. Fill in the Add Miscellaneous charge section.
3. Click Save.

Communicating with your customer

Your customers may request quotes, estimates, and printed information for their records. You can provide this to them without leaving the work order using the buttons at the top of the page.

• To print a tag: Click Print Tag to print a paper reference linking the item to the work order.
• To print an estimate: From the Status dropdown, select Estimate and click Print Tag.
• To print a quote: Click Print Quote.
• To email a quote: Click Send As Email, enter the customer's email address and a custom message if required, and click Send Email Work Order.

Completing work orders

Once a work order is done, it can be closed from the work order itself or through a sale.

To close the work order through the order form:

1. From the main menu, click Service > Work Orders
2. Locate the work order. You can search by any combination of Customer, Line Item, or Serial Number.

   

3. Click the work order ID to open it.
4. From the Status drop-down, select Finished.
5. If needed, add, remove or update the items or charges on the work order.
6. Click Checkout to go to the payment screen.
7. Click Payment.
8. Click the Max button or manually enter the amount next to the corresponding payment types.
9. Click Finish Sale.

To close the work order during a sale:

1. From the main menu, click Sales > New Sale.
2. In the Search Customers field, enter a customer with an open work order.
3. Click Attach To Sale beside the customer.
4. Click the Work Orders tab.
5. Click Complete to the left of the work order to transfer it to the Sale tab.
6. In the Sale tab, if needed, add additional items or charges to the sale.
7. Click Payment.
8. Click Max or manually enter the amount beside the customer's payment types.
9. Click Finish Sale.

What's next?