This article explains how to create and save a work order with Work Order Snap, then access it later online. Work Order Snap is a Google Chrome extension. You can get Work Order Snap in the Google Web Store.
To create and save a new work order, you first need to get and install Work Order Snap into your Chrome web browser, then login and grant permissions to Work Order Snap, as the extension uses your Google Drive account to save the work orders you create.
Steps to create and save a new work order:
Step 1: Create a new work order
NOTE: you may want to first set default work order settings, such as your business information, payment terms, tax rate, and a starting work order number that increases with each work order you create.
To create a new work order, press the “New” button on the left in your “Recent Work Orders” screen.
A new work order will appear, where you can enter in work order details.
If you do not want to create a new work order, you can press the “Cancel New Work Order” link in the upper right. You will be asked if you cancel this work order (losing any data you had just entered). If you want to continue creating the work order, you can press the “Continue Creating” button to continue creating the new work order.
If you cancel a new work order you are creating, the any new work order details you may have entered will be lost.
Step 2: Fill in work order details
Fill in the details of your new work order. We explain each area of the work order details below.
Bill From
The contact information of who the work order is from. This is often the company name and address, but also possibly the phone number or email address. This value is populated from the default work order settings.
Bill To
This is who the work order is for, and is usually the business or person that is expected to receive the work order.
Work Order Details
This section contains the details specific to this work order.
- Work Order Number – This is a unique number given to each work order you create. It is incremented by 1 with each new work order. You can set a starting number in the default work order settings.
- Work Order Date – This is the date the work order was created. A calendar will appear by clicking on the ellipsis before the date field or clicking on the field itself. You can then select the date on the calendar. You can also enter a date manually, but it has to be in MM/DD/YYY format.
- Purchase Order (PO) Number – You might have a purchase order for this work order, depending on your work order process. You can enter that number manually.
Job Details
A work order can have optional job details, as some businesses have a job management process that may contain multiple work orders.
- Job Number – The number of the job, useful for keeping multiple work orders organized.
- Job Date – The job start date.
- For Job – A short job description.
- Ordered By – The person, company, department that ordered the job.
Create and Save a New Work Order
Step 3: Fill in work done (rows)
Work Done (Rows):
The are the rows of data you add that describes the work done, quantities, and prices. The total for each row is automatically calculated for you, as are the final totals at the bottom of the work order.
Description
A short description of the work being performed, or description of materials.
Hrs / Qty
If the work is billed hourly, then add the number of hours to this work row. If the work row is listing materials, then add the quantity of the material.
$ Rate / Each
If the work is billed hourly, then add the hourly rate to this work row. If the work row is listing materials, then add the price for one of the material.
Taxed
Is this work row taxed? Check the checkbox if this is the case. The amount for the work row will not change, but checking the checkbox will add this row to the Taxable Total.
Amount
The total amount for the work row, and is calculated by multiplying the Hrs / Qty value by the $ Rate / Each value.
Other fields
There are two other fields you can enter:
Other
The other field is for any custom charge or fee you may want to add. This field is not taxed, so it is directly added to the total.
Notes
You can enter anything you want into the notes field. It is for informational purposes only.
Step 4: Review the work order totals
Once you are confident you entered all your work order rows, you can review your work order totals. Work Order Snap calculates the work order total automatically for you. The work order totals fields are explained below.
Subtotal
The Subtotal is the total of all work row Amount values.
Taxable Total
The Taxable Total is the total of all taxed work row Amount values.
Tax Rate
This value is your tax rate, and can be changed in the default work order settings.
Total Tax
The Total Tax is calculated by multiplying your Taxable Total by your Tax Rate.
TOTAL
The Total is the total amount of the work order, and is calculated by adding the Subtotal, the Total Tax, and the Other field (if you have a value in this field).
TERMS
The work order Terms are your payment terms, and any other information you want to show. The Terms can be changed in the default work order settings.
Step 5: Save the work order
If you are confident you have entered everything correctly, you can then save the work order.
After the save is complete, you will be taken to the work order list pageHow to Save a Work Order as a PDF File, where your new work order will appear at the top of the list.
Step 6: View the new work order
If you want to view your work order, you simply click the “Open” button to the right of the work order you want to view.
The work order will open a new browser tab, showing a view-only version of the work order. This is the version that can then be viewed and saved as a PDF file or printed if you have access to a printer.
Summary: Create and Save a New Work Order
In this article, we explained how to create and save a work order with Work Order Snap. If you have any questions on how to create and save a new work order, feel free to contact us. If you have ideas on how to make creating and saving a new work order easier, please let us know!