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Work Orders - Card Definitions
Work Orders - Card Definitions

This article describes the six default Cards that make up a work order

Ted Greenly avatar
Written by Ted Greenly
Updated over a year ago

Card Overview

Six cards make up a Work Order.

  • Customer Detail

  • Address

  • Work Oder Details

  • Product Detail

  • Technician

  • Line Item

Each header highlights the information within the cards, making it easier to locate relevant information quickly.

The card's default viewing order is listed above. However, the card tools in the upper right corner can create a new view. (Please see the card Template Tools section on this page for more information)

Card 1: Customer Details

Information relating to the Customer or Business making the service request.

  • Residential and Business Selection:

    Select either Residential or Business customer type by clicking on the radial button.

    • Required = YES

  • Search Company/First/Last Name:

    • AutoFill: HUB can save customer details once the information has been entered. Using the saved details, HUB will autofill all required fields and, if entered at the time of being saved, non-required.

      • Text field:

        Start typing a business or customer name in the text field. A predictive text box will display a list of terms related to the name entered in the box if the correct name is unavailable manually.

      • Drop-Down Menu:

        A name can also be searched using the drop-down arrow on the right side of the text field.

    • Required = NA

  • First & Last Name/Home No./ E-mail:These four fields should include the contact information for the customer and are the four required fields in the customer Detail card.

    • Required = YES

  • Work & Cell No.:

    Both of these fields are not required. However, if added at the time of being saved, the auto-fill function will include this information

    • Required = NO

  • Notes:

    Any additional information relating to the customer, such as a secondary Point of Contact.

    • Required = NO

Card 2: Address

Information about the job site.

  • Name:

    This space should reflect the name of the Business or Customer making the service request. Click the file's drop-down arrow to view a list of names that have been saved from previous orders.

    • Required = Yes

  • Street Address 1 & 2: The address where the job will be performed. Street address two should include the suite or apartment number. Click the drop-down arrow on the right to view a list of saved addresses from previous work orders.

    • Required: Address 1 = YES

      Address 2 = NO

  • City/State/Zip:

    The city, state, and zip code of the job site. Click the drop-down arrow to the right of the state to select from a US State list.

    • Required = YES to all three

  • Country:

    The default country is region specific and will populate with the country the servicer conducts business in. Change the country by clicking the drop-down arrow to select from a list of countries.

    • Required = NO

Card 3: Work Order Details

Information found in this card relates to the service job.

  • Problem Description:

    The customer description of the issue they are experiencing including the make and model number of the device to be serviced.

    • Required = YES

  • Additional Comments:

    Any additional comments critical enough that relate to the job. e.g.: Please use the side gate when entering the house, or bring treats if the customer has a dog on the premises.

    • Required = NO

  • Work Order Type:

    The nature of the work that will be performed at the job site. e.g.: Repair, inspection, etc... Click the drop-down arrow to the right of the text box to view an expanded list of options. Use the scroll bar or search field to locate the desired work order type.

    • Required= YES

  • Work Order Status:

    The current state describes where along the job a work order currently stands. By default, accepted is selected and grayed out. This can be changed later by editing the work order (See Editing Work Order Status on the Editing Work order page).

    • Required = YES (This is auto-selected, and no manual input is needed.)

  • Work Order Source:

    The location from which a work order has been created. e.g.: HUB. Click the drop-down arrow to expand and select from the available options.

    • Required = NO

Card 4: Product Details

Information about the product type to be serviced at the time of the job.

Product:

The product that requires service.

  • Required = YES

Brand:

The brand of the product that requires service.

  • Required = YES

Warranty Info:

The job type for the work order. Ex. In Warranty, Service Contract, Install.

By default the Out Warranty type is selected.

  • Required = YES

Model Number:

The model number of the product that requires service.

  • Required = NO

Serial Number:

The serial number of the product that requires service.

  • Required = NO

Card 5: Technician

Information that allows the users to assign an technician to a work order.

Card 6: Line Item

Quick Look:

The 'Line Item' Card is used to itemize goods and services provided. A Line Item does not have to be entered when a new work order is created. Items such as services provided, and parts charges can be added to the Line Item card by editing the work order later.

It should be noted that when adding a Line item if it does not first exist in the database then a "Create" button will appear to allow the user to create and add a line item on the fly.

Fields Definitions

  1. Description/Item/Part Number:

    1. This field is the specific name or number of the service, item, or part required to complete the work order. Examples include miles traveled for the job site, the part number for the broken appliance part to be replaced, or the second onsite trip. This field can also be used to search the existing database of Line Items.

  2. Type:

    1. Six 'Types' are available in the 'Type' drop-down list: Parts, Labor, Product, Miscellaneous, Travel, and Copay. HUB will automatically fill in the Type if a name is entered in the 'Description/Item/Part Number field. If the description name is unknown, selecting a 'Type' from the drop-down list will narrow the options in the Descriptions field drop-down list.

  3. Quantity (QTY):

    1. The Quantity option allows for an item that needs to be counted more than once.

      1. EXAMPLE: A work order required two motor belt replacements. Once the Description and Type have been set, the QTY should be updated to reflect the number 2.

  4. Unit Price:

    1. This is the base price before tax that a single unit line item costs.

      1. EXAMPLE: A single replacement Motor belt has a unit cost of $20.00.

  5. Total Price:

    1. This field reflects the final single line item cost. If a line item has a quantity of two or more, HUB multiplies the QTY number by the Unit Cost to give the Total Price for that single line Item.

      1. EXAMPLE: Two replacement motor belts cost $20.00 each, meaning the 'Total Price' will equate to $40.00.

*NOTE : The requirements listed here are only when creating a COD job. Note that jobs dispatched by a network carry their own requirements.

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