Work orders

Reference

A work order is a fleet company's order for work done on one of its vehicles — a repair, maintenance, a document renewal or an inspection — by a merchant store. Its cost is often unknown when the order is raised, and money is reserved for it only once the cost is known.

Overview#

A work order records a job a merchant performs on a tenant's vehicle: which vehicle, which store, what kind of work, when it is scheduled and what it costs. Unlike a purchase order, it has no line items — the work carries a single cost. The cost may be entered when the order is raised, or declared by the merchant when they accept the work. Work orders follow the same confirmation handshake and statuses as purchase orders, with the differences listed on Purchase and work order statuses.

Order types#

All five types can be chosen on the web. A work order raised in the Driver App is always a Repair.

Fields#

The detail page shows these fields in its Order Info and Schedule & Cost cards.

Tenant users do not see the Tenant and Tax code rows or the Tenant column of the list, and merchant users do not see the Merchant row or column; platform staff see both. The Excel export always carries both columns. The detail page also carries documents, notes, recent activity and a finance card; see Order settlement status and invoice close-out.

Channels#

• Web portal — a tenant user fills in the work order form and saves it. For a tenant user, the Store list offers only stores that have operating hours set, belong to a merchant the tenant can order from, and currently have a priced item of the Others type. When there are none, the form says "No store currently offers serviceable items.".
• Driver App — a driver picks a vehicle and store, describes the work, can capture the odometer from a photo, and can enter an estimated cost. The order then shows a QR code for the merchant to scan. A driver edits or deletes only their own Draft work orders, and can cancel their own order until it is Completed. Step by step: Record a purchase or work order in the Driver App.
• Merchant App — the merchant scans the driver's QR code (or types its fallback code), then accepts a Pending work order, declaring its cost and, optionally, the odometer and a description that replaces the driver's — or rejects it with a reason. Step by step: Confirm or reject a purchase or work order in the Merchant App.
• Supervisor approval — a tenant can require a supervisor's approval for work orders drivers raise; such an order starts in Pending Tenant Confirmation instead of Draft.

Cost and reserved funds#

A work order reserves funds from the tenant's wallet only once its cost is known: when it is raised with a cost, when the merchant declares the cost on accepting it, or when the cost is edited on the web; a work order with no cost holds nothing. If the wallet cannot cover the cost, the order is not created, or the merchant's acceptance is refused and the order stays Pending. The completion step charges the cost against that reservation and releases any surplus, and refuses a work order that has no cost with "This work order has no cost yet, so it cannot be completed.". How reservations are adjusted, released, captured and expire, and why B2B-Direct tenants reserve nothing, is on Order funds holds and expiry.

Rules#

• Deleting a work order on the web removes it from every list but keeps the record and its audit trail. Creating, editing and deleting are written to the audit log.
• The Edit and Delete actions are not offered while a work order is Expired; it must be re-confirmed first. See Re-confirm an expired order.
• Once a work order is Completed, it can be used to mark the vehicle's due maintenance items as done, on the web (Maintenance Items Satisfied) and in both apps. See Mark maintenance as done.
• Merchant users see the work orders of all their merchant's stores; a merchant supervisor sees only the stores they are assigned to. More on who sees what: Who sees and is notified about an order.
• The list shows 20 orders per page, searches by order ID, plate, tenant and merchant, and filters by vehicle, driver, merchant and status, with order type, store, scheduled date and completed date under the advanced filters. Merchant users do not get the merchant filter. The list can be exported to Excel.

Permissions#

Tenant users also need the work-order feature in their subscription plan.

Related#

• Purchase and work order statuses
• Order funds holds and expiry
• Purchase orders
• Order-to-cash flow
• Vehicle maintenance status