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# Work orders | General

A **work order** records what has been carried out on a site: the hours of your employees, the equipment that was used and the items that were consumed. That way you know per day and per project what a job has cost. A work order is not an invoice, but you turn it into an invoice or an order with one click. The work orders module is included in the Go and Pro licences. You give a user access via the permissions on work orders in their [user role](https://support.robaws.com/en/article/setting-up-the-permissions-of-your-users-7wabst/).

*Navigate quickly to:*
* the [overview](#2-overview-screen) of the work orders
* creating a [new work order](#2-creating-a-new-work-order)
* the [work order file](#2-the-work-order-file) and its fields
* the various [tabs](#2-tabs)
* the [action buttons](#2-action-buttons)
* the [man-day register](#2-man-day-register)

| You can find answers to frequently asked questions in the [work orders FAQ](https://support.robaws.com/en/article/work-orders-faq-1vtbyd7/).

## Overview screen

You can adjust the overview of the work orders via the [settings](https://support.robaws.com/en/article/work-orders-settings-kb1a5g/#2-overview): which columns you want, in which order, which quick filters? In addition, every user can [create their own overviews](https://support.robaws.com/en/article/using-overview-screens-10zscoo/) and personalise them. Via the overview screen you can make [bulk changes](https://support.robaws.com/en/article/editing-fields-in-bulk-k38dcl/) to several work orders at once.

If a work order is linked to a planning item, you can also show data of that planning item as a column, such as the equipment scheduled on it. If your environment contains a very large number of work orders, Robaws first shows only the latest work orders and says so at the top. With **Load all work orders** you retrieve the rest.

#### Views
Besides the table view, the work order overview has four more [views](https://support.robaws.com/en/article/views-in-the-overview-screen-au7o3/):

* **Kanban**: your work orders as cards, in a column per status.
* **Map**: your work orders on a map, based on the address of the work order.
* **Analysis**: the totals of the **Hours**, the **Cost price** and the **Sell price** of the work orders in your overview, with charts per employee, per time operation, per project and per kilometers. The analysis takes into account the filters and the search term that are active at that moment.
* **Calendar**: the **Time check**. You see per employee and per day how many hours have been registered, and also who was absent. Click on a day of an employee to open their hours. There you add presence or absence hours and approve the hours with **Save & Approve**. You can read all about this in [Time check](https://support.robaws.com/en/article/time-check-oy1ruz/).

| Don't see the Analysis view? Then **Hide financial info and analyses** is switched on in your user role.

## Creating a new work order

You are best off creating a work order in the place where the job is already known. Then the customer, the project and the address come along straight away.

1. from a planning item in the [dayplanning](https://support.robaws.com/en/article/dayplanning-general-1ohthp5/), via the plus sign next to 'Work orders' in the **Overview** block. Robaws takes over the customer, the project, the order, the address, the installations, the items and the extra fields of the planning item. If **take hours to work order** is switched on in the dayplanning settings, every scheduled employee also gets an hour line.
2. from an [order](https://support.robaws.com/en/article/order-vrftnu/), via the plus sign next to 'Work orders' in the **Overview** block. All lines of the order then come onto the work order as items.
3. from a [project](https://support.robaws.com/en/article/projects-general-explanation-9z0uyr/), via the **Make work order** action button at the top of the project file or via the plus sign in the **Overview** block. The site address of the project becomes the address of the work order.
4. from a customer, an installation or a supply order, via the plus sign next to 'Work orders' in the **Overview** block.
5. from an incoming invoice, via the **Make work order** action button. Robaws makes one work order per project, with the lines of the incoming invoice as items.
6. from the overview of your work orders, via the **Add** (+) action button. You then fill in everything yourself.

In addition, work orders are also created automatically:

* If you work with [Wappy](https://support.robaws.com/en/article/wappy-creating-a-work-order-mkhfh2/), your team fills in the work order in the app. It ends up in Robaws automatically, linked to the planning item.
* If you switch on **Create work order after entering stock changes** in the settings of the [stock changes](https://support.robaws.com/en/article/stock-management-and-stock-change-general-explanation-aoxdaq/), every stock change you enter produces a work order with the items used on it.
* If you register hours in the [time check](https://support.robaws.com/en/article/time-check-oy1ruz/), Robaws creates a work order for them per day.

Every new work order gets the **Default status**, the **Default remarks** and the extra fields from the [settings](https://support.robaws.com/en/article/work-orders-settings-kb1a5g/). Do you have a list of work orders? Then you can [import](https://support.robaws.com/en/article/importing-work-orders-camcib/) them.

## The work order file

The work order file consists of the **Work order info**, **Address** and **Overview** blocks, with the blocks for the hours below them. At the very bottom you find the [tabs](#2-tabs) and the totals of the work order.

### Work order info

| Field | Explanation |
| ---- |
| Title | (visible if **Use title** is switched on in the work order settings) Your own title for the work order. The title also appears on the PDF. |
| Date | The day on which the work was carried out. This date determines where the work order ends up in the analysis and the calendar. |
| Assignee | The user who follows up the work order. |
| Project | The project you are working for. If you choose a project, Robaws fills in the company, the customer reference and the site address. |
| Customer | The customer you are working for. The work order is invoiced to this customer. |
| Endcustomer | (visible if **Endcustomer** is switched on in the general settings) The [end customer](https://support.robaws.com/en/article/what-is-the-difference-between-a-customer-and-an-end-customer-6gv9b3/) of the work order. |
| Dayplanning | (visible with permissions on the dayplanning) The planning item the work order comes from. If you choose one, the customer, project and order come along. |
| Order | (visible with permissions on orders) The order you link the work order to. Robaws then fills in the project and the customer reference. |
| Customer reference | Your customer's reference, for example their order number. |
| PO Nr. | Your own number for time & materials work. |
| Status | The [status](https://support.robaws.com/en/article/working-with-statuses-q7rtmv/) of the work order. In the [settings](https://support.robaws.com/en/article/work-orders-settings-kb1a5g/#2-statuses) you also determine which status a work order automatically gets after invoicing and after making an order. |
| Company | (visible if you have several companies) Choose which of your companies carries out the work order. |
| Installations | (visible with permissions on installations) The [installations](https://support.robaws.com/en/article/installations-1o8lgdd/) that have been worked on. You can choose several. |
| Time & Materials | Tick this if it concerns time & materials work. |
| Remarks | Free text with the work order. You set a fixed text with the **Default remarks** in the work order settings. |
| Signed by | The name of the person who signs off the work order. See also the [Signature](#4-signature) tab. |

If you work with [extra fields](https://support.robaws.com/en/article/working-with-extra-fields-1vwszk1/), those appear at the bottom of this block.

### Address

The address where the work was carried out, so not your customer's billing address. Based on this address Robaws shows the work order on the map. If you choose a project, an order or a customer, Robaws suggests the matching address.

### Overview

Here you see the documents linked to the work order: **Invoices**, **Orders**, **Stockchanges** and **Maintenance services**. Click on a module to view the linked documents, or on the plus sign to create a new document for this work order straight away.

### Track and Trace

(visible if you use [Track and Trace](https://support.robaws.com/en/article/track-and-trace-kpqaa5/)) The presence of your employees on the site, based on their location.

### Employee hours

Here you record who worked for how long. Click **Add line** and fill in the employee, the time operation and the number of **Hours** per line. A time operation is an item of the type 'hour code - employee'. It determines the sales price of the hour. How you create time operations and link them to your employees is explained in [Working with hours and time operations in Robaws](https://support.robaws.com/en/article/working-with-hours-and-time-operations-in-robaws-198f1hc/). Where the cost price comes from is explained in [How is the cost price of my hours on a work order determined?](https://support.robaws.com/en/article/how-is-the-cost-price-of-my-hours-on-a-work-order-determined-16c9jwi/)

Next to the hours is the **Billable hours** column: the hours you charge to the customer. Robaws fills them in automatically. You can adjust them per line, for example so as not to charge travel time. How exactly that works is explained in [What is the difference between hours and billable hours on a work order?](https://support.robaws.com/en/article/billable-hours-annjz2/)

A number of columns only appear once you use the matching function:

* **Start time**, **end time** and **pause**: if **Enter the start/stop time** and **Enter pause** are switched on in the [Wappy card of the work order settings](https://support.robaws.com/en/article/work-orders-settings-kb1a5g/#2-wappy). If you fill them in, Robaws calculates the hours itself.
* **Hour type**, **activity** and **post**: if you work with [hour types](https://support.robaws.com/en/article/what-are-hour-types-1q2h05/), [activities](https://support.robaws.com/en/article/working-with-activities-nhyj6m/) or [posts](https://support.robaws.com/en/article/posts-general-inoedz/).

You can make one work order per employee, or one work order for a whole team with a line per employee.

### Material hours

(visible if **Show material hours** is switched on in the work order settings) Here you record how long a machine or vehicle has been used. Per line, choose the equipment, the time operation (an item of the equipment type) and the **Quantity**. Robaws takes over the **Billable quantity** from the quantity. You can still adjust it per line.

### Kilometers

(visible if **Show kilometers** is switched on in the work order settings) Fill in the kilometers to and back per employee, and choose the mobility type that determines the allowance. How you set up those types is explained in [Applying a mobility allowance](https://support.robaws.com/en/article/applying-a-mobility-allowance-18ab3jf/)

With the **Guess** button Robaws clears the existing kilometer lines and creates a new line per employee from the employee hours block. Robaws does not calculate a route, but uses what is already known:

* the kilometers on the project file, with the mobility type of the employee;
* on top of that a line with the home-work distance, if **Applying home/work mobility** is switched on on the employee file.

If **Apply mobility** is switched off on the employee file, that employee does not get a project line.

| Don't see the **Material hours** and **Kilometers** blocks, even though the settings are switched on? They only exist on work orders that were created while **Use Pro work order** was switched on in the work order settings.

## Tabs

#### Items
Here you put what was consumed or installed: items, equipment and installations. Those are the lines that go onto your invoice. With the **Line** column you choose the [line type](https://support.robaws.com/en/article/working-with-line-types-and-chapters-536ga0/), for example for a subheading or a text line. If **Show line nrs.** is switched on in the work order settings, you also see the line number.

You don't have to enter the lines one by one:

* Press **F2** to look up items, posts or item groups. Tick what you need, click **Copy to clipboard** and paste the lines onto your work order with the right mouse button.
* Tick lines on another work order, copy them with the right mouse button and paste them onto this work order. That also works in the employee hours and material hours blocks.
* Load items directly from your supplier's webshop, via the **Webshops** action button (or **F3**). See [Importing items from a webshop](https://support.robaws.com/en/article/importing-items-from-a-webshop-1apt251/)

#### Remarks
You use remarks to communicate internally about this work order and as a reminder.

#### Documents
Here are the [files](https://support.robaws.com/en/article/working-with-files-in-robaws-f5le7p/) and photos of the work order, including what your team sends through via Wappy. If you want the photos on the PDF, switch on **Show image files on Pdf** in your [PDF template](https://support.robaws.com/en/article/work-orders-settings-kb1a5g/#2-pdf). Robaws then takes along all images of the work order, alphabetically by file name.

#### Tasks
As in all modules, you can also create a [task](https://support.robaws.com/en/article/working-with-tasks-1o2646n/) from the work order.

#### Signature
Have your customer sign off the work order on a smartphone, tablet or PC with a touchscreen, and fill in their name under **Signed by**. If **PDF signature** is switched on in the work order settings, the signature appears on the PDF. If it is switched off, a textual signature block appears on the PDF. In the overview you use the **Signed** and **Signed by** columns to show which work orders have already been signed off.

#### Forms
(visible if you work with [forms](https://support.robaws.com/en/article/working-with-forms-1w698zl/)) The forms that have been filled in for this work order, including those from Wappy.

## Action buttons

### In the overview screen

For most action buttons in the overview, you first tick the work order(s) on the left on which you want to perform the action.

| Action button | Explanation |
| ---- |
| Add | Create a new work order, see [Creating a new work order](#2-creating-a-new-work-order). |
| Duplicate | Make a copy of the selected work order, with a new number and without a date. Handy if you register the same team or the same machines week after week. |
| Make invoice | (visible if **Make invoice** is switched on in the work order settings) Invoice the selected work orders. Robaws makes one invoice per customer. The selected work orders must belong to the same company. If you later send an invoice with several work orders by e-mail, those work orders are merged into one PDF. How detailed the work orders appear on the invoice is determined by the **Invoicing strategy** in the [settings](https://support.robaws.com/en/article/work-orders-settings-kb1a5g/#2-settings). See also [Invoicing one or more work orders](https://support.robaws.com/en/article/invoicing-one-or-more-work-orders-1ac68wj/) |
| Make order | (visible if **Make order** is switched on in the work order settings) Make an order of the selected work orders instead of an invoice. |
| Pdf | Choose one of your PDF templates. Robaws makes the PDF of the selected work orders, or of all work orders in your overview if you select nothing. This is also where you request the [man-day register](#2-man-day-register). |
| E-mail | Send an e-mail with an [email template](https://support.robaws.com/en/article/email-template-1r656oh/). |
| Excel | Export the **Work orders** or the **Hours** from the overview to Excel. |
| Delete, Archive, Lock | See the explanation in the table below. |

### On the work order file

At the top of the work order file there is a row of action buttons. The name of an action button appears as soon as you hover over it with your mouse.

| Action button | Explanation |
| ---- |
| Pdf | View the PDF of the work order. Via the drop-down list you choose one of the [PDF templates](https://support.robaws.com/en/article/deciding-what-appears-on-your-pdf-e26zjo/) from the work order settings. |
| Default documents | Draw up a [default document](https://support.robaws.com/en/article/creating-a-contract-or-extra-default-document-qitho/) from the work order. |
| Webshops | Load items from your supplier's webshop, see [Items](#4-items). |
| Make invoice | (visible if **Make invoice** is switched on in the work order settings) Invoice this work order. You choose the journal straight away. |
| Make order | (visible if **Make order** is switched on in the work order settings) Make an order of this work order. |
| E-mail | Send an e-mail from the work order with an [email template](https://support.robaws.com/en/article/email-template-1r656oh/). |
| Delete | The work order disappears from the overviews. Use this for a work order that was created by mistake. More explanation in [Archiving and deleting](https://support.robaws.com/en/article/archiving-and-deleting-dzcv86/). |
| Archive | The work order disappears from the overviews, but stays linked to the invoices, orders, ... More explanation in [Archiving and deleting](https://support.robaws.com/en/article/archiving-and-deleting-dzcv86/). |
| Lock | The work order can no longer be changed. More explanation in [Locking documents](https://support.robaws.com/en/article/locking-documents-ysd69g/). |
| Audit log | (visible for administrators) The history of retrieving and saving the work order. |

| Don't see **Make invoice** or **Make order**, even though the setting is switched on? Then your user role has no permissions on invoices or orders. Don't see **Delete**, **Archive** or **Lock**? Then your user role does not have the right to edit or delete work orders. Archived and deleted work orders can be found again via the advanced filters in the overview.

Do you want certain users not to see sales prices on the work order? Then switch on **Hide sale prices** in the [permissions of your users](https://support.robaws.com/en/article/setting-up-the-permissions-of-your-users-7wabst/). Those users no longer see prices, margins and totals on the work order, and the **Excel** action button and the man-day register disappear as well. The cost price does remain visible.

## Man-day Register

(visible if **NL features enabled** is switched on in the [general settings](https://support.robaws.com/en/article/general-settings-1han2yn/)) The man-day register is a PDF with the man-days carried out per employee. It belongs to the Dutch functionality. You request it in the work order overview via the **Pdf > Man-day Register** action button. If you have selected work orders, it concerns those work orders. Without a selection Robaws takes your complete current overview, so including your filters and your search term.

The PDF sorts first per project (alphabetically) and within that per week. If you work with several companies, each company gets its own part in the same PDF. You request the same man-day register from the PDF menu of an order and of an invoice as well.

![A man-day register PDF with the subcontractor data and the hours per employee per day](https://storage.crisp.chat/users/helpdesk/website/-/e/a/d/f/eadf6dec760ec000/mandagenregister-pdf-en_p8lt6n.png =800x287)

Which data of the employee appears on the PDF and which text goes with it is set on the [Man-day Register](https://support.robaws.com/en/article/work-orders-settings-kb1a5g/#2-man-day-register) card of the work order settings.