Closing a work order is necessary to complete the process of working with the work order and receive the correct financial statements and analytics.
Please note that you cannot edit financial data and counterparties in closed work orders. The following actions are disabled in closed work orders:
editing of the client, payer, manager, and technician data
editing of the quantity, cost, price, or discount for a product or service
creating payments
This helps prevent errors and mixups in payroll calculations and balance sheets. If you need to change anything in a closed work order under the listed restrictions, switch it to an open status, edit it, and close it again. This work order will be recorded in payroll calculations and reporting in the current period.
Important: To be able to transfer a closed order to another status, you need to configure the rules for switching between statuses. Read more in this article.
In addition, you can enable the “backdated” order closing feature, which allows you to maintain the accuracy of financial reports and make closing date changes transparent and controllable. To do this, select the “Enable past close date” checkbox in the status settings.
☝ This feature is only available:
for the status groups “Closed successfully” and “Closed unsuccessfully”;
in the Business and Enterprise pricing plans.
Work Orders can be closed successfully when your company has provided all the necessary services and materials to the client, or unsuccessfully when, for some reason, the client refuses your services. For this, the system has two different groups of statuses: Closed and Dropped off, respectively.
We recommend creating several statuses in the Dropped off group with the names of the most common reasons of refusal (Expensive, Quality, Terms, etc.). Be sure to set the status corresponding to the reason for the refusal, after which you will be able to see the statistics of unsuccessful work orders on the My company> Dashboard page.
When transferring an order to a status from the “Closed” group, if the cost of products and services added to the order is higher than 0, the payment window will automatically open. If the cost of products and services is 0, or they were not added to the order at all, the payment window will not open.
Successful work order closing
Follow a few simple steps to close your work order successfully.
Step 1. Change the work order status to any of the available statuses in the Closed group
Step 2. If the function to close the order by the past date is enabled for this status, a pop-up window will appear where you can leave the current closing date or select a new one.
Step 3. The work order payment window opens automatically. Indicate the payment method and the cashier.
Please note that the list of available accounts depends on the selected payment method (Cash / Cashless). If you select Cash as the payment method, then the list will contain only available accounts for Cash payments. If you specify the payment method as Cashless, the list will contain only available accounts for Cashless payments, respectively. The same is true for the Card payment method.
If in-person payments are enabled for the specified account, you can create a payment manually or click “Accept”. This will open a payment window where the client can pay for the work orders using one of the following methods:
QR code: client scans the code with their smartphone.
Terminal: client makes a payment through the POS terminal
Tap to Pay: client taps their card or device to your smartphone.
When you select the payment method On account of debt, the total amount of the work order will be debited from the client's balance. You will see the debt on the Finance > Balances page or on the Сlient profile (Balance tab).
Important: to post a payment against a debt, you must enable the access right “Can make payments against customer debt” in the employee role settings.
Learn more about how to adjust the customer debt balance in this article.
Step 4. If necessary, add a comment and select another cashier.
Important: For the order closing commission is paid to the employee who changed the work order status to closed, and not to the cashier!
Step 5. Select the document to be printed. Click the Save button.
Done! The work order is closed, and the payment for it has been made to the cashier or debited from the client's balance.
If the work order contains labors and materials for which the specialist must receive a salary, but the client refuses to pay for them, then you can make a payment to a separate account Losses, for example. Then, if necessary, adjust the balance of the client, if you want to note that he owes you.
Done! The work order was closed unsuccessfully and is displayed in the statistics of the manager's Dashboard.
There are times when the “Diagnostics” service was performed in the work order, but the client refuses to purchase subsequent services.
In this case, you need to create a separate status in the Closed group (for example, Closed after diagnostics) and transfer the work order to this status. Thus, you will successfully close the work order, since the initial service was completed and such work order is considered successful. At the same time, you will understand that the client has refused further cooperation with you and will be able to select such work orders for further processing using a filter, and the balance of such a client will be displayed correctly.
Unsuccessful work order closing
This work order closing option is suitable if the client has refused your services. But, you do not need to delete the work order, it is enough to transfer it to an unsuccessful status.
1. Change the work order status to any other from the Dropped off statuses group.
2. A confirmation window will open if the work order contains:
products that have not been written off (including those partially written off);
an unpaid amount (the difference between the work order total and the actual payment);
received payments or prepayments.
After confirming the action, the work order status will change. If you close the window, the action will be canceled, and the status will remain unchanged.
3. If the function to close the order by the past date is enabled for this status, a pop-up window will appear where you can leave the current closing date or select a new one.
Once a work order is set to the Dropped off status, processing of the work order is terminated, and the payment window does not appear, since no payment will be charged. At the same time, related processes are automatically adjusted:
Products
If products have not yet been written off from Inventory, they will only appear in the order history and will not affect current inventory levels.
If the products have already been written off, they remain written off, and information about warehouse operations is stored in the system.
Financial settlements
If there is a remaining balance on a work order, the system automatically cancels it to close the document without any outstanding balance. This adjustment is purely technical and is not reflected as an actual receipt or withdrawal of funds on the accounts.
Bonus accruals
If there are bonuses configured in the payroll rules for products, services, or work order status, they are calculated according to the system’s standard rules.
Reporting
Dropped off work orders are not displayed in the Work Order Profit report. A separate report, “Unsuccessful Work Orders Profit” is available for analyzing such orders.