How to Create a Work Order

Flow for technicians creating orders

1. Login into the Technician Portal. https://uat-dentalfix.cs198.force.com/s/service-order/a1s05000000zihMAAQ/wo00000706 Work orders are created under locations, which are under accounts. Service Max Accounts tie to locations in orca where Service Max Locations are physical locations which also tie to locations in Orca.

Step 1: Click on Account

The list of the practices created in Orca will appear. You then select the practice you are going to create the work order for.

Now you should be in the practice account.

Step 2: Once you are inside the account you will scroll down and select Related tab.

Select the location you are working with.

Step 3: Select the location you are working with. It will automatically default to one location.

Inside the practice location

Step 4: Once you are inside the practice location under Manage Location select Create Work Order.

Now once inside the work order you need to fill out the information to create the order.

Drop down will appear with the technicians names

Once you select the technician you will add the date and time you will be working on site. Once that is entered click on Save. Now the Work Order has been created

Understanding the Work Order

Inside the worker order

Step 1: Under Work Order Toolbox Click on Accept Work Order.

Step 2: Click on Start Travel

Click on Arrive Onsite once you have Arrived to Practice

Make sure you click on Show More to select other options.

Click on Work Order Detail

Scroll down to Resolution and add the information requested on the drop down selections. In the Work Performed section add a brief summary of the work you did on site to resolve the issue.

Here you enter Parts and Labor

Click on Add Parts‌

Then you will select from the drop down under Technician/Equipment, Part, Line of Price per Unit. Once you enter the information click onto Labor.

If the Technician does not hav the parts in stock this would be the steps to follow. You would click on Create Parts Order

Chose in Order Type

You are going to select from the drop down in the Order Type box: Parts Sale

Under From Location you will select from the Drop down Dental Whale. Always select Dental Whale only! In the To Location Box you will select the location of the technician shop.

Scroll down to Shipment Lines

Now you will be able to add shipment lines to your order where you will be able to select the parts needed.

Once parts are selected click on ADD.

In this section you will be able to see the quantity you have selected and you can also add the line price to the item if needed. Once you have done that you can click on Save.

You can also add your expenses to the work order.

Add the Technician/Equipment, Part, Work Description Then Press Save.

The page will direct you to the screen above. There you will go ahead and click on Work Completed.

Now you have completed the work order.

How to Generate a Service Report

You will be directed to this page. Click on to the show more button on the far right corner of the screen to select more options.

Click on Generate Service Report

Now you should be able to see the Service Request. Go ahead and press Save.

Click OK

Click on the WO- Number to open the Work Order again

Click on Close Work Order

Click on Save Button

Click on Ready To Invoice

Click on the Save button

Your Work Order has been Completed.

Now we are Ready to Invoice

Click on Ready to Invoice

Save the Invoice

Now you are going to click on the Related tab

Scroll to the bottom of attachment and click on View All.

It will take a few minutes for the Invoice to generate

Click on the invoice

This is what the work order invoice should look like.

Make sure that the Work Order has both the Work Order # and the Invoice Pin as it will be needed to pay the invoice in the next step.

Now you are going to wwwdev.dentalwhale.com/invoices

The WO number and the invoice pin you can not copy and paste you have to add the numbers manually.

DO NOT COPY and PASTE NUMBERS

Once you enter those numbers you will click on Find Invoice.

Now you just have to add the CC information to pay the Invoice.

Click on Pay Now

Now your Invoice should be Paid in Full.

If you go back to the the technician portal under your work order you will have a PDF stating the PAID invoice for your records.

Click on the PDF

Now you will get the same receipt but it will be marked as Paid In Full.

The status of the Work order should be Paid