Table of Contents
Since Vehicle maintenance is completed in the shop or on the go, Fleetio Go offers Technicians a simple way to view, add, and edit Work Orders on a mobile device.
PERMISSIONS: Work Order permissions are configured based on your Role. Contact your Account Owner or Administrator for information about your Role & Permissions.
View, Search, and Edit Work Orders
To view Work Orders, tap Browse, then tap Work Orders.
Use the search bar (a) to search by Work Order Number, Vehicle, or Assignee.
Use the Filters (b) to sort the list or narrow the results shown by Vehicle, Group, Status, Assigned To, and more.
Tap an individual Work Order to view its details, Resolved Issues, Cost Summary, and Attachments.
Edit the Status (a), Repair Priority Class (b), Assignment (c), and Watchers (d), by tapping on the corresponding field. Tap Edit (e) to change other details, add Issues or Line Items, or adjust the Cost Summary.
PERMISSIONS: Only users with Work Order Edit permissions can edit Work Orders. Contact your Account Owner or Administrator for information about your Permissions.
Add Work Orders
There are multiple ways to add a Work Order in Fleetio Go.
From the Vehicle Overview
To add a Work Order directly from the Vehicle Overview:
- Tap the + Quick Add (green circle) button, then tap Work Order.
- Select a Due Soon or Overdue Service Reminder in the Service Reminder section, tap the Resolve button, then tap Add to Work Order.
- Tap Options on Overdue, Due Soon, or Open Alerts in the Alerts section, then tap New Work Order.
- Scroll to the bottom of the Vehicle Overview and tap Work Orders, then tap the + in the upper right corner.
From the Main Menu
To start a Work Order and then select a Vehicle, tap Browse on the bottom menu, then select Work Orders.
Click the + in the upper right corner of the Work Order list, then select the Vehicle.
New Work Order Entry
The first three fields in a new Work Order are all required. There will already be a Vehicle displayed, along with an auto-generated number for the Work Order and the default Work Order status. These can all be changed.
Next, enter the Repair Priority Class (if enabled), any meter readings, plus the Issue Date, Start Date, and Completion Date. You can also send a Scheduled Start Date Reminder notification to specific users ahead of the Scheduled Start Date.
NOTE: Start Date is a required field only if a meter reading has been entered.
Enter any additional details, such as a Vendor with Service Classification, Labels, Invoice Number, and/or PO Number.
The Issued By name defaults to the currently signed-in User, and the Assigned To options include any Technician Contact.
Resolved Issues
If any Open Issues have been Resolved through the maintenance performed on this Work Order, tap Select Issues, then select, search, or add a new Issue.
Add Line Items
Line Items may include Service Tasks (a), Labor (b), or Parts (c). Tap the desired option to highlight it, then tap the Add button (d).
- If you have the Warranty Management module (only available with the Premium Fleetio plan), you will also have access to view Warranty Coverage (e) for the vehicle.
Adding a Service Task Line Item can include Labor or Parts details, thereby associating the costs with that specific Service Task for more accurate cost reporting.
- If you have the Part Warranties module (only available on the Premium Fleetio Plan), and the Service Task contains warrantied parts, you'll be asked to review any Part Warranty Opportunities
- See the Part Warranty Opportunities section below for more information
Labor and Parts can be added as separate Line Items if they are NOT attributed to a specific Service Task.
Complete the Line Item Details. Tap the fields in the Cost Summary section to simply enter the cost, or tap to Add Labor or Parts.
In the Categorization section, add a Reason for Repair. System, Assembly, and Component codes default to Standard Service Tasks. For Custom Service Tasks, you must select the appropriate codes.
NOTE: Repair Priority Class, Require a Reason for Repair on Line Items, and/or Require a Category for Line Items may be required to save a Service Entry (this does not include Service Entries generated from a Maintenance Shop Integration) or complete a Work Order. You will see any required fields indicated with a red asterisk. This will only apply to new Service Entries and Work Orders that are created after this setting is enabled. Contact your Account Owner or Administrator with any questions about required fields.
Labor Line Item Detail
For a Labor Line Item entry, select a Technician, set the number of Hours, confirm or adjust the Hourly Rate, add any Notes, and then Save.
TIP: Technicians can log labor hours by clocking into a Work Order on Fleetio Go. Learn how to clock into a Work Order.
Part Line Item Detail
For a Part Line Item entry, select from your Parts List, set the Quantity, and confirm or adjust the Unit Cost.
- If you have the Part Warranties module (only available on the Premium Fleetio Plan) and the part being replaced has an active warranty, you will be asked to confirm that you are replacing that part. See Part Warranty Opportunities below.
Choose whether or not to make an Inventory Adjustment, and see the Linked Service.
Add any Notes, then tap Save.
NOTE: If you are using an Advanced Inventory Valuation Method, the Unit Cost cannot be edited. Reference the Using Advanced Inventory Valuation Methods in Fleetio Go article to learn how to manage Inventory Sets for Parts in Fleetio Go.
Itemized Labor/Part Cost vs. Manually Entered Cost
Adding Labor or Part detail to the Line Item will apply the associated costs to the Labor, Parts, and Subtotal values, locking these fields for manual editing.
Cost Summary
After all Line Items have been added, the cost information will be displayed in the Work Order Cost Summary section.
Add or adjust any Discount, Tax, or Warranty Credit if necessary. The Total is automatically calculated.
Description, Custom Fields, and Attachments
Enter notes or details in the Description to apply to the overall Work Order, then complete any Custom Fields or Attachments.
TIP: Custom Fields are fields created by your organization to gather and track additional information and may be required depending on their settings. If you have a question about a Custom Field, contact your Account Owner or Administrator.
Tap Save in the top right to complete your Work Order creation.
Part Warranty Opportunities
If you have the Part Warranties module (only available on the Premium Fleetio Plan) and a part being replaced has an active warranty, you will be asked to confirm that you are replacing that part.
TIP: You can learn more about Part Warranties in Part Warranties Overview.
Service Task Part Warranty Opportunities
If you added a Service Task to the Work Order that may contain warrantied Parts, you'll be prompted to review the warranty opportunities:
- Tap Part warranty summary
- Tap the checkboxes for any previously installed warrantied parts being replaced in this Work Order, then tap Save.
- Each part listed will show the date installed, the previous Work Order number when it was installed, and its warranty coverage.
NOTE: If the part needs to be retained to be sent for warranty credit, you'll see Retain Part for warranty credit after selecting the checkbox.
Part Line Item Warranty Opportunities
If you added Parts to the Work Order as line items and not through a Service Task, you'll be prompted to review warranty opportunities after selecting the Part:
- Tap the checkboxes for any previously installed warrantied parts being replaced in this Work Order, then tap Save.
- Each part listed will show the date installed, the previous Work Order number when it was installed, and its warranty coverage.
NOTE: If the part needs to be retained to be sent for warranty credit, you'll see Retain Part for warranty credit after selecting the checkbox.
