Techniques for workorder format

The following suggestions have been found to be wise business procedures by companies that have implemented them.

Use mixed-case letters in all text

Some business owners place the CAPS LOCK in the ON position on their keyboard, resulting in all text being typed in capitol letters.  This is considered "un professional" by most businesses and many clients.  It is best to used mixed case ( upper and lower case letters ) on all workorder entries.

Use the actual partnumber, not an OEM equivalent.

Many states consider it consumer fraud when an aftermarket part is used in a service, but the manufacturer's part number is placed on the workorder.  Always use the actual part number provided by the manufacturer of the item placed on the service unit.  This eliminates confusion for the consumer, and in case of warranty replacement, plus it enables the business to accurately track the inventory and parts utilized.

Do not abbreviate

Often part names are abbreviated on a workorder.  This causes confusion, and makes it more difficult for the client to understand exactly what parts were used.  Always use a complete description of a part.

Provide extensive descriptions of services

Often there is a tendency by service personnel to abbreviate the description of the labor performed.  For example, R & R Transmission is an abbreviated statement of a very complex process.

Abbreviations lead to confusion on the part of the client about what service was actually provided.  If there is any contention after the unit is returned to the owner, a clear statement of the procedures utilized in the service will eliminate confusion.

Many people have found that they can provide very detailed services quickly by using the Glossary Code option.  Descriptions are created in the Labor Glossary, and then inserted on the workorder using a simple code.

Make specific recommendations for future services

All final invoices should provide recommendations for future services.  These are determined after a careful review of the service unit by the technician(s) who performed the work at this time.  Recommendations should note the current status of wearable parts, with a suggested time to recheck their condition.  In addition, notes should be made about any damage noted to the service unit, or any conditions which could cause immediate operational problems.