Users can export Work Orders as invoices with the status of “Ready” to QuickBooks (See “Approval Workflow“):
Create Invoices screen
The grid can be filtered by the following criteria:
- Work Order Number/Job Number
- Start Date/Time
- Customer Code
- Total Charge
- Business Unit
- Export Date
- Approved By
Filtering by Export Status
“Exported” filter options
By default, only non-exported Work Orders are shown in the list.
View only exported Work Orders by clicking the “Exported” radio button.
View all exported and non-exported Work Orders by clicking the “All” radio button. Exported Work Orders have non-empty Export Dates.
The icons presented in the Alerts column show the status of Work Orders and Jobs listed on the grid.
Access the information by double-clicking the record or place the cursor over the icon to get a tooltip message to view more details:
One or more Inspection Checklist items needs correction
There was one or more Incident/Near Miss
There was one or more Maintenance Event
Work Order currently owned by Field Device
- In the window Create Invoices, select the ”Not exported” option (or “All”).
- Mark the checkbox on the Work Order to be exported and click the Export button.
- Select the location of where to save the file. Click “OK”.
- The exported Work Order will disappear from the list. The Export Date for this Work Order is set to the current date/time.
Only Work Orders with empty Export Dates can be exported to QuickBooks. In order to re-export already-exported Work Orders, mark the checkboxes next to the desired Work Orders and click the Clear Export Date button to clear the Export Date fields. Then re-export the Work Orders through the procedure described above.
If a Work Order with a non-empty Export Date is selected, the following warning message will show up “Some Work Orders you selected are already exported. Please clear the export date if you want to re-export them”.
A Work Order cannot be exported to QuickBooks if the customer associated with the Work Order has not been exported yet (See “Export Customer List“.)
To export multiple Work Orders at a time, mark the checkboxes next to the WO#s and click the Export button. Select and deselect all lines at once by choosing the Select All and Deselect All buttons respectively.