Purpose

This article explains how to modify and update existing work orders for apparatus, locations, equipment items, or kits in the First Due Assets Module. Users can update work order details, add associated costs (labor, inventory, and parts), track comments, and review work order history. The article also demonstrates how to use the information icon to verify you're working with the correct asset before making changes.

Background Information

Work orders in First Due allow agencies to track maintenance, repairs, and other asset-related tasks. Once a work order is created, supervisors and users with appropriate permissions can edit work order details, update status, assign personnel, add financial information, and document progress through completion.

The Assets Module provides two primary methods for accessing and editing work orders: through the Work Order Boards (Kanban-style view) or through the Work Order List (table view). Both methods provide access to the same comprehensive editing capabilities.

Required Permissions

Users must have work order update/edit permissions in the Assets Module to modify existing work orders. This permission is typically assigned to supervisors, fleet managers, maintenance coordinators, and administrative personnel responsible for asset management.

Video

Step-by-Step Guide

Navigate to the Assets Module

1. Click on the First Due (FD) logo in the top left corner of the application.
   
2. Click on Assets in the left navigation menu.
   
   
   
   
   
   
   

Access an Apparatus within Apparatus Overview

3. Click on Apparatus Overview.
4. Locate the appropriate grouped on the left.
5. Select the appropriate apparatus and navigate down to Work Orders.
   
6. Select the Edit Pencil icon on the appropriate work order.
   
   
   
   
   
   
   
   
   
   
   

View Associated Asset Information

6. Click on the highlighted information "i" icon to view detailed information about the specific asset associated with this work order.
   
   
   
   
   

Manage Work Order Costs

7. Click on the Cost tab to add or modify financial information for the work order.
   
   
   
   
   

Add Labor Costs

8. Click on Add Labor Cost to add labor expenses.
9. Enter the labor cost as a flat amount in the cost field, or select the hourly rate option to calculate costs based on hours worked.
10. If using hourly rate, input the hourly rate and hours worked.
11. Click Save to add the labor cost entry.
    
    
    
    
    
    
    
    

Add Inventory Items (In-House Parts)

12. Click on Add Inventory to add parts or materials already in your agency's inventory.
13. Use the search box to locate the inventory item from your internal inventory lists.
14. Select the location the inventory is coming from using the dropdown menu.
15. Select the destination where the inventory item is going.
16. Input all other necessary inventory information including quantity and any additional details.
17. Click Save to add the inventory item.
    
    
    
    
    
    
    
    
    
    
    

Add Other Parts (Items to be Purchased)

18. Click on Add Other Parts to add parts that need to be purchased as part of this work order.
19. Enter the part name in the provided field.
20. Input the part quantity and cost information.
21. Click Save to add the parts entry.
    

Note: Utilize the attachments uploads feature in the work order Info section to upload receipts and invoices from parts purchases.

Add Comments to Work Order

22. Click on the Comments tab.
23. Click in the "Type a new comment" field and enter any necessary comments or updates about the work order.
    

Comments are department wide and can be viewed by everybody. Please use proper grammar and clean language.

Review Work Order History

24. Click on the History tab.
25. Review the complete historical log showing all changes, status updates, and actions taken on the work order.
    
    
    
    
    
    
    
    

Additional Work Order Actions

26. Use the toolbar features at the top of the work order to print a PDF of the work order, archive the work order (close it out), or send an email notification to the assigned person.
    
    
    
    
    

Save Changes

27. Click Save in the top right corner to save all modifications to the work order.
    
    
    
    
    

Best Practices

Cost Tracking: Document all labor, inventory, and parts costs as they occur to maintain accurate financial records for asset maintenance. This supports budget planning and helps identify cost trends over time.

Use the Information Icon: Before editing a work order, click the information "i" icon to verify you're working on the correct asset and review its current status, location, and other relevant details.

Choose the Right Method: Use Work Order Boards for visual workflow management and quick status updates. Use Work Order List when you need to search, filter, or bulk-manage multiple work orders.

Hourly vs Flat Rate: When adding labor costs, use hourly rates for longer repair jobs where tracking time is important. Use flat rates for quick fixes or when you have a predetermined service cost.

Inventory vs Other Parts: Use "Add Inventory" for parts you already have in stock to properly track inventory depletion. Use "Add Other Parts" for items that need to be ordered or purchased externally.

Comment Documentation: Add comments throughout the work order lifecycle to document progress, challenges encountered, or decisions made. This creates a valuable reference for similar future work.

Complete Before Archiving: Ensure all costs are entered, comments are added, and final status is updated before archiving a work order. Archived work orders can still be accessed in history but cannot be modified.

Troubleshooting & FAQs

Q: I don't see the Edit icon on a work order. Why? A: Verify you have work order update permissions in the Assets Module. Contact your administrator if you need permission adjustments.

Q: Can I edit an archived work order? A: No, archived work orders are read-only. If you need to make changes to an archived work order, you'll need to contact an administrator to unarchive it first.

Q: The inventory item I need isn't showing up in the search. What should I do? A: The inventory must first be added to your agency's inventory system before it can be selected. Check with your inventory manager or add the item to inventory before adding it to the work order.

Q: I added costs to a work order but they're not showing in reports. Why? A: Ensure you clicked Save after adding each cost entry. If costs were added but the overall work order wasn't saved, the entries may not be committed. Re-open the work order and verify all cost entries are present.

Q: Can I move a work order between boards? A: Yes, when editing a work order in the Info tab, you can change the work order board assignment using the dropdown menu.

Q: What's the difference between the Cost tab's "Add Inventory" and "Add Other Parts"? A: "Add Inventory" is for parts already in your inventory system and tracks inventory depletion. "Add Other Parts" is for items that need to be purchased and don't affect your internal inventory counts.

Q: How do I calculate total work order cost? A: First Due automatically calculates the total cost based on all labor costs, inventory items, and other parts you've added in the Cost tab. The total displays at the bottom of the Cost section.

Q: Can multiple users edit the same work order simultaneously? A: While multiple users can access a work order, only one user should make edits at a time to prevent conflicts. The system uses last-save-wins logic, so the most recent save will overwrite previous changes.