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Sales Order: Tracking

Track Labour on Submitted Sales Orders with greater granularity

Updated over 3 weeks ago

Overview

Clock on and assign custom statuses to each Line Item for enhanced job tracking and management.

πŸ‘₯ Access Permissions: only available to users with assigned permissions for accessing Sales Orders and Workflow. Please review user roles prior commencing.

πŸ“Where to find it in the app:

  • Sales > Sales Orders > select a Sales Order > Tracking or

  • Customers > select a Customer > select a Sales Order > Tracking

πŸ’‘Tip: it's important to review Time Tracking Settings under Account Settingsbefore commencing. This ensures accurate time management and prevents configuration issues.


Key features


Search

Quickly locate Line Items/Product or where a Team member is currently Clocked On.


Add manual time entry

Add time entries manually via an accessible button, automatically linking the entry to the relevant Sales Order for accurate tracking.


Hours estimated

Display the total Labour Hours added on the Sales Order.

πŸ“Notes:

  • Team members are searchable using the Search field.

  • Clicking the Hours estimated shows a detailed breakdown of hours assigned to Team members to complete the job.


Hours worked

Shows the actual hours Team members have clocked onto the Sales Order.

πŸ“Notes:

  • Team members are searchable using the Search field

  • Editing time entries is permitted based on Roles/User Types; review permissions for Timesheet editing

  • Clicking Hours worked provides a detailed breakdown of total worked hours.


Hours scheduled

Displays the total number of hours scheduled on the Planner for the Sales Order.

πŸ“Notes:

  • Team members are searchable using the Search field

  • Clicking Hours scheduled shows a detailed breakdown of scheduled hours.


Line Item/Product details

  1. Quantity and Product: Displays the list of Line Items/Products along with their quantities added to the Sales Order

  2. Clocked On: Displays initials of the Team member currently clocked on to the Line Item/Product

  3. Actions: Play button to start time tracking, pause button to stop

  4. Time worked: Total hours tracked per Line Item/Product

  5. Status: Assigned Tracking Status for each Line Item/Product if required.

πŸ“Notes: use + or – to collapse or expand Product Kits.


Tracking Status

How to create Tracking Status via Tracking tab

  1. Click None or the current Status currently assigned to a Line Item/Product

  2. Select Create status

  3. Enter a Status name and choose a colour from pre-assigned options, add a HEX code, or drag to select a custom colour.

  4. Click Save.

πŸ“Notes:

  • Statuses created via the Tracking tab do not add a Status column in Workflow, but statuses created in Workflow are available in Tracking

  • Use the Search field to filter long Status lists.

How to assign/change a Tracking Status of a Line Item/Product

  1. Locate the desired Product Line Item

  2. Click None to assign or click the current Status to change

  3. Select or search for the desired Status from the list.

πŸ“Note: selecting None removes any assigned Status


How to delete/edit a Tracking Status created via Tracking tab

Only statuses created via Tracking tab can be deleted or edited here.

Edit

  1. Hover over the status to reveal the edit option

  2. Make changes and click Save.


Delete

  1. Hover over the status to reveal the edit option

  2. Click on Delete.

  3. A confirmation pop-up will appear; confirm the deletion by selecting Delete status.


How to track Hours worked on Line Item/Product

Clock On

  1. Click the play button next to the Line Item/Product

  2. Select the Team member from the dropdown list

  3. Click Clock On.

πŸ“Note: hours tracked automatically add to Team members’ Timesheet records with the Sales Order number linked.


Add manual time entry

  1. Select Add manual time entry

  2. Complete all required fields

  3. Click Add manual time entry.

πŸ“Note: hours tracked automatically add to Team members’ Timesheet records with the Sales Order number linked.


How to Clock Off on Line Item/Product

  1. Click the pause button next to the Line Item/Product that has been Clock On

  2. Select the Team member from the dropdown list

  3. Click Clock Off.

πŸ“Note: once clocked off, hours worked are recorded under Time Worked and added to the total Hours worked.

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