CHECKOUT AND SUBMIT Process

Technician Quick Reference Guide: Checkout and Submit Work Orders

Once all register entries and notes are complete, you are ready to Checkout and Submit the work order.

⚠ Work orders must be checked out and submitted daily.

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Step 1: Add Required Work Notes

1. From the Status screen, select Notes.

2. Select Add Work Order Note.

3. Enter your repair description.

4. Select Save.

5. Return to the Status screen.

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Step 2: Select Complete

1. Select Complete at the bottom of the screen.

2. In the Select Status field, choose Complete.

⚠ Important:
Selecting Complete does NOT close the work order.
This status updates only the Dispatcher’s DBoard and indicates that you are no longer actively working on the job.

It also helps:

• Free up your tablet database

• Allow the dispatcher to roll the DBoard to remove completed jobs from Today's Schedule the next day

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When to Use Suspend

Use Suspend only when:

• The customer requests you return later (Capture Signature)

• You are rerouted to another job (No Signature)

This allows you to:

• Checkout and obtain a signature

• Charge the minimum service fee

⚠ When suspending:

1. Add an Office Note explaining why the job was suspended.

2. The dispatcher may reassign the work order depending on schedules.

If still assigned to you, the job will roll to the next day, and you can select Make Active from Today's Schedule.

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Step 3: Select "Today's Data"

Turn ON the Today's Data slide switch.

This ensures the signed work order only includes today's repairs.

⚠ Critical for large jobs:
If a job contains hundreds of register lines, this prevents the system from trying to open multiple checkout forms, which may freeze or crash the app.

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Step 4: Verify Customer Email

Before checkout:

• Review the Email Address field.

• Decide whether to:

  • Keep

  • Edit

  • Delete

This determines whether the customer receives the completed work order by email.

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Step 5: Checkout

1. Select Checkout at the bottom of the screen.

2. Choose the correct form:

• Work Order with Pricing → COD customers (COD Process)

• Work Order without Pricing → All other customers

If attachments were added earlier, they will appear as options before the work order form.

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Step 6: Review and Sign

1. Proofread the form carefully.

2. If corrections are needed:

   • Select Back

   • Close screens and edit entries.

3. If correct:

   • Select Sign

   • Select Accept

   • Select Save

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Step 7: Submit

1. Select Submit.

2. Answer all Post Questions.

3. Select Save.

This final step:

• Sends the work order to Vision

• Places it in the correct Workflow Queue

• Optionally emails the customer

• Always "Refresh Schedule" after completing a Work Order

• Review and verify your "Today's Schedule" for Current and New Assignments

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Understanding Post Questions

Post Questions: Determine which office workflow queue receives the work order.

Examples include:

• Completed Queue

• Parts Needed Queue

• Reschedule Queue

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If the Job Is Complete

Answer:

• Yes → Is this work order complete?

Meaning:

• The job is fully finished

• No return visit is needed

• The work order is ready for billing

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If Parts Are Needed

Answer:

• No → Is this work order complete?

• Yes → Parts Needed?

Meaning:

• A Parts Requisition Form was created (Required)

• The job moves to the Parts Needed Queue

• The Parts Department processes the request

Your Status screen still shows Complete, indicating you released the job.

When parts arrive, the dispatcher will reassign the work order.

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✅ Best Practice:
Always review notes, register entries, and email settings before checkout to ensure accurate documentation and smooth billing processing. Refresh Schedule and view Today's Schedule for Current and New Assignments