Work orders serve as a codebook that allows you to distinguish individual business cases and track metrics such as profitability, costs, and other outputs. This article will show you how to work with work orders. Please note that work orders are only available in the Business and Premium plans.
Setting up work order types
Work order types can be configured in the menu under Sales – Work Order Codebooks – Work Order Types.
By default, two types are preconfigured: one for production orders and one for non-production orders. However, you can add any additional work order types here.
For example, you can categorize work order types by responsible employee, and so on. Create a new type by clicking the New button:
Creating work orders and posting to them
A new work order can be created via Sales – Work Orders. Here you can register a work order and assign it the type you created in the previous step. Once you select a work order type, the cost center and responsible employee defined on that type will be filled in automatically.
All fields shown here are user-defined, so you can set up your own work order tracking system. Below is an example of what a work order might look like. In this case, it is a production order for furniture manufacturing.
Contact person is selected from the records in the menu Business Partners – Contacts.
Work order status is selected from the menu Sales – Work Order Codebooks – Work Order Statuses. You can add your own custom statuses here; however, the status type must be selected from the preconfigured options, for example:
Work order evaluation can also be configured via Sales – Work Order Codebooks – Work Order Evaluations. You can enter anything you like here, for example:
Evaluation percentage is also a user-defined field that Flexi does not populate automatically. You can use it to record, for example, what percentage of the work order has already been fulfilled for the customer.
Work order scope can represent, for example, the total value of the given work order. Once you fill in the Estimated costs, the last field, Estimated profit, will be calculated and filled in automatically.
Start date, completion date, and realization date are also not filled in automatically — these are user-defined fields where you can specify the dates associated with the work order.
On the Additional Information tab, you can record details such as the planned and actual start date, the planned and actual handover date, and other details about the order and contract — including whether a warranty applies to this work order and, if so, its expiration date.
Work orders can then be posted to in all modules, similarly to cost centers or activities. Simply select the work order from the codebook on a specific document:
Work order analysis and accounting analysis of a work order
The work order evaluation can be viewed directly in the Sales – Work Orders menu by clicking the "yellow printer" button:
When you select the Work Order Analysis print report, a report will be displayed containing up-to-date information for the given work order. It lists the individual documents to which the work order has been assigned. At the bottom of the screen, you can see the current balance for the work order — including total costs, revenues, and the profit earned on the order so far.
If you need to evaluate a work order from an accounting perspective — that is, by cost and revenue accounts — you can use the report available under Accounting – Accounting Outputs – Accounting Analysis of Work Order. In the wizard, you can select a specific work order:
Once the output is displayed, you can again click the yellow printer icon to open a PDF preview showing the profitability from the perspective of account classes 5 and 6:
Frequently asked questions
1) Is it possible to record employee work on individual work orders?
Yes, work orders can also be recorded in the payroll and HR agenda. To do this, use the Work for Cost Centers tool, where you can select not only a cost center but also a work order or activity.
2) The work order is not available for selection on a document — what should I do?
Check whether the work order has a status of Done. Once a work order is assigned a completed status, it can no longer be selected on documents. You can add additional intermediate statuses in the menu Tools – Codebooks – Work Order Statuses. Alternatively, this behavior can be disabled using the following parameter:
<winstrom version="1.0">
<parametr action="delete" filter="paramK eq 'filtrovatZamykatHotoveZakazky'"/>
<parametr>
<paramK>filtrovatZamykatHotoveZakazky</paramK>
<hodnota>false</hodnota>
</parametr>
</winstrom>
After applying this parameter, it will be possible to select a work order with the status Done on documents as well.