Documentation and Support

Steps to Process a Work Order in Qualer:

• Access Work Orders:

  • Hover over Service and select Work Orders.
  • In the work order screen, select the order number you want to process.

• Assign Technician:

  • Under the Work Details tab, select the dashes under Fulfilled By.
  • Choose a technician from the list. If the technician is not listed:
    • Click Select from the company directory.
    • Find the employee, click their name, and select Select Employee.

• Review Service Information:

  • Check all service details that were pre-configured during the service request.
  • Review notes and requests under Work Details.

• Select Service Type:

  • Click the hyperlinked service type under the Service Description column.
  • Choose from available Maintenance Plans or One-time service.
  • The selected service type will appear in the work order.

• Logistics Setup:

  • Under the Logistics tab, review or update the location and timeframe for the service.
  • Options include On Site, Local Pick-Up, or Ship to Vendor.
  • If changes are made, click Update Logistics Information.

• Schedule the Service:

  • Under the Schedule tab, set the start/end date and technician hours.
  • Click + to add more technicians if needed.
  • Click Update after completing scheduling details.

• Update Billing Information:

  • Under the Billing tab, review or update billing information for the order.
  • Click Update once changes are made.

• Invoices & Collections:

  • Under the Invoices & Collections tab, review pricing information.
  • Click on any charge in blue to edit and manually override pricing if necessary.
  • After updating, proceed to History & Notes.

• Review History & Notes:

  • In the History & Notes tab, review all changes made to the order, including the user who made them.
  • The Key Work Order Milestones will be visible along the left side of the screen.

• Move to Fulfillment:

  • Click the Move To Fulfillment button.
  • Click the Order Detail View button to start servicing the assets.

• Begin Servicing Assets:

  • Select an asset by clicking the Select button under Assets.
  • Click Commence Work to begin servicing.
  • Update the Work Status and assign a service level if needed.
  • Choose a status from the pre-configured list.

• Enter As Found Data:

  • Input the data for the asset in the As Found screen.
  • Record any specifications or environmental conditions.
  • The system will provide a pass/fail result for "As Found."

• Enter As Left Data:

  • Input post-service data in the As Left section.
  • You can copy data from "As Found" by selecting Copy from As Found.
  • Change the Work Status to Completed after inputting the information.

• Add Parts & Labor:

  • Go to Parts and Labor to add any parts or additional labor costs.
  • Once done, proceed to Labels and Reports.

• Generate Labels & Reports:

  • In Labels and Reports, produce and print labels or generate asset reports.
  • View and select Reference Standards for calibration using the multi-select option.

• Review Service Charges:

  • On the Charges page, review all charges related to the serviced asset.
  • If needed, click Override Charges to update the pricing manually.

• Complete the Work Order:

  • After servicing all assets, return to the order view.
  • Ensure all tasks under Work Details are completed.
  • Select Complete Order and confirm sending the order to Quality Control (QC).

• Quality Control (QC):

  • Go to the Work Orders page, select In Progress, and then select Quality Control.
  • After QC is passed, click Quality Control Passed to complete the work order.

• Vendor Sign-Off:

  • Generate reports by selecting Documents and choosing the report from the dropdown menu.
  • Once reports are produced, click Submit to Client to send the order.

• Client Sign-Off:

  • After submitting the order, wait for the client to approve.
  • Once approved, the order will move to Completed Orders for future reference.