Complete and close a work order

When the repair is done, complete the work order. That puts the machine back into service. Close it once its timesheets are in, so its labor and materials can no longer change.

Complete the work

You need Manage work orders and View maintenance. The work order must be In progress; resume it first if it is On hold.

1. Open the work order and select Complete. The dialog title shows the work order number and the asset, for example Complete WO-00012 · Asset 104. The Cost to date box shows the Labor, Materials and Total so far, with the same rules as the work order (see See what the work has cost). If a warning says The asset stays Down or The asset stays Out of Service, another work order, another request or a status change also keeps the asset out of use. When you complete this work order, the asset is not available. Open the asset to see its status.
2. Under Causes, choose the Cause for each activity that has no cause yet, for example Cause for Hydraulics: Wear, Planned maintenance, Compliance, Defect, Damage or Misuse. Each activity needs a cause before you complete the work order. To change a cause that is already set, edit the activity.
3. Under Meter readings, enter a reading for each meter on the asset. Each meter shows its last reading, and a new reading can't be less. Assets with no meters skip this.
4. Under Return to service, choose:
   • Back to Available: the machine can be booked as usual.
   • Back as Restricted: the machine can work with limits. Write them under Restriction, for example Do not use the boom until the ram is checked again.
5. Add a Note (optional), then select Complete work order.

The work order is Complete. Any Down or Restricted status that the work order or its requests put on the machine ends now. The meter readings are saved to the asset. The mechanics' bookings on the work order after today come off the board; today's and earlier days stay.

Back as Restricted gives the machine a new Restricted status with the reason Service. It stays until you end it, or until you reopen the work order. To end it, open the asset, select Change status and choose Restore to Available. See Put it back to Available.

Reopen work that isn't finished

If the fault comes back, reopen the work order rather than raising a new one.

1. Select More → Reopen.
2. Give a Reason, such as Leak came back on the first lift, then select Reopen.

The work order goes back to In progress. If you completed it Back as Restricted, that restriction ends. If it was raised as Not safe to operate, the machine goes Down again. If it was raised as Limited use, the machine goes Restricted again, with the work order's restriction. If its work window is still to come, the window status comes back too. If the machine moved to another location after you completed the work order, the work order moves with it. You can't reopen a work order whose asset was deleted. Reopening doesn't book the mechanics again, so assign a mechanic for the days you need. Reopening needs Manage work orders and View maintenance.

Close the work order

Closing is the last step. After you close a work order, nobody can reopen it or change its labor and materials. You need Close work orders, which Owners and Admins have.

1. Open a Complete work order and select Close.
2. Select Close work order.

You see "Work order closed."

When it won't close

A work order can't close while any timesheet on it is still a draft. The dialog then reads You cannot close this work order yet and lists each draft by worker and date. The work order stays Complete.

Select Open timesheets, then submit or delete each draft. Then select Close again.

When it doesn't complete

• "Select the cause." Each activity needs a Cause. Choose one for each activity.
• "Enter the reading." or "Enter a reading for each meter on the asset." Every meter on the asset needs a reading.
• "The reading cannot be less than the last reading." Check the meter and enter the reading it shows now.
• "Select how the asset goes back into service." Choose Back to Available or Back as Restricted.
• "Enter the restriction." You chose Back as Restricted. Write what the machine mustn't do.
• "Enter a reason." Reopening needs a reason.